Instrument Tracking System Software National Contract
ID: VA-25-00025229Type: Sources Sought
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OFTECHNOLOGY ACQUISITION CENTER NJ (36C10B)EATONTOWN, NJ, 07724, USA

NAICS

Software Publishers (513210)

PSC

IT AND TELECOM - PLATFORM AS A SERVICE: DATABASE, MAINFRAME, MIDDLEWARE (DH10)

Original Source

https://sam.gov/opp/b5fb748be80c4a48a90e5248f6c177c3/view
Timeline
    Description

    The Department of Veterans Affairs (VA) intends to award a sole source contract to Censis Technologies Inc. for the CensiTrac Sterile Processing Services (SPS) Instrument Tracking System (ITS). This procurement aims to standardize instrument tracking across all VA medical facilities, ensuring improved tracking, cleaning, sterilization processing, and distribution of Reusable Medical Equipment (RME) within the VA system. CensiTrac is already integrated with the Federal Electronic Health Records (FEHR) system and is currently deployed in all 186 Veterans Health Agency facilities, making it critical for maintaining operational efficiency and patient care. Interested parties believing they can meet the requirements must submit written notification and supporting evidence by January 2, 2025, at 10:00 AM Central Time, to the primary contact, Nicholas Fry, at nicholas.fry2@va.gov.

    Point(s) of Contact
    Nicholas Fry
    (848) 377-5182
    nicholas.fry2@va.gov
    Files
    Title
    Posted
    Censis JA__Redacted.pdf
    The Department of Veterans Affairs (VA) is seeking to award a sole source Indefinite Delivery Indefinite Quantity (IDIQ) contract to Censis Technologies for their CensiTrac Sterile Processing Services (SPS) Instrument Tracking Systems (ITS). This action, justified under 41 U.S.C. 3304(a)(1), aims to standardize instrument tracking across all VA medical facilities. CensiTrac is already installed in all 186 Veterans Health Agency (VHA) facilities and is integrated with the Federal Electronic Health Records (FEHR) system. The VA determined that deviating from CensiTrac would lead to significant integration issues, increased training burdens, and hinder enterprise-wide reporting capabilities, potentially impacting patient care and increasing costs. Censis is the only authorized source for this proprietary software, training, and maintenance. The contract will cover purchase, installation, sustainment, hardware, software licenses, training, and disaster recovery for a base period of one year with two 12-month option periods.
    ITS Performance Work Statement_draft.pdf
    The Department of Veterans Affairs (VA) is soliciting proposals for an Indefinite Delivery Indefinite Quantity (IDIQ) contract for a Sterile Processing Services (SPS) Instrument Tracking System (ITS). This system will improve the tracking, cleaning, sterilization, and distribution of Reusable Medical Devices (RMD) across VA medical facilities, enhancing patient safety and operational efficiency. The scope includes overall program management, ITS installation, hardware and software acquisition, system configuration, testing, training, and integration with existing VA systems, including Electronic Health Records. The contract also requires comprehensive maintenance, 24/7 client support, and adherence to strict service level agreements. Key features include a scalable architecture for data aggregation across 200+ facilities, AI capabilities for process improvement, instrument marking services, and a virtual test environment. The contractor must comply with VA security requirements and provide detailed project management, reporting, and documentation throughout the contract's five-year base ordering period.
    ITS Performance Work Statement_draft.pdf
    The Department of Veterans Affairs (VA) is soliciting proposals for a Sterile Processing Services (SPS) Instrument Tracking System (ITS) through an Indefinite Delivery Indefinite Quantity (IDIQ) contract. The primary objective is to implement an ITS that enhances tracking, cleaning, sterilization processing, and distribution of Reusable Medical Devices (RMD) in VA healthcare facilities. The contractor must deliver hardware, software, integration services, and ongoing support while ensuring disaster recovery capabilities. Key requirements include a comprehensive site assessment, installation of ITS, and training for staff. The system must interface with existing VA systems and allow for both local and national data reporting, enhancing patient safety and operational efficiency. Maintenance services and performance metrics are also essential components of the contract. The document outlines the overall scope, contractual terms, security clearance requirements, and specific deliverables while ensuring compliance with various federal standards, thus emphasizing operational excellence within VA healthcare settings. This initiative represents a significant step toward standardizing and improving patient care processes across VA facilities.
    RFI - ITS.pdf
    The Department of Veterans Affairs (VA) has issued a Sources Sought Notice (SSN) for an Instrument Tracking System National Contract (VA-25-00025229). This notice is for informational and planning purposes, aiming to gather information to develop an acquisition strategy for a potential future Request for Quote (RFQ). The VA is seeking interested contractors that can provide an Instrument Tracking System and support services, as detailed in the attached draft Performance Work Statement (PWS). Responding companies must submit a Capabilities Statement, not exceeding three pages, on company letterhead. This statement should include company details, GSA/GWAC numbers, points of contact, UEI and CAGE codes, small business designation, and confirmation of compliance with relevant FAR and VAAR regulations. Additionally, respondents should provide feedback on the draft PWS and an estimated timeframe for equipment delivery and installation. Resellers must provide OEM authorization. Responses are voluntary and will not be reimbursed, but they will significantly influence the VA’s acquisition strategy. The response deadline is March 13, 2025, at 1000 Pacific Time, with submissions to be sent via email to nicholas.fry2@va.gov.
    RFI - ITS.pdf
    The Sources Sought Notice (SSN) addresses the need for an Instrument Tracking System and related support services, aiding the Department of Veterans Affairs (VA) in planning its acquisition strategy. Responses to this notice will inform a future Request for Quote (RFQ) but do not obligate the Government to solicit proposals. Offerors may be required to demonstrate their authority as resellers and must provide assurance against the provision of Gray Market Goods or Counterfeit Items. Interested contractors are invited to submit a Capabilities Statement, including essential company information, Small Business status, compliance with relevant federal regulations, and feedback on the Draft Performance Work Statement (PWS). The responses will guide the VA's understanding of the market and contractor capabilities. Additional inquiries and submissions must be directed to the provided contact by the specified deadlines. This notice serves as an initial step in the Government’s procurement process for the mentioned system.
    Synopsis_Instrument Tracking System National Contract_Final.pdf
    The Department of Veterans Affairs (VA), Technology Acquisition Center, intends to award a sole source contract to Censis Technologies Inc. for CensiTrac software licenses. This acquisition, under Statutory Authority 41 U.S.C. 1901 and FAR Overhaul VA Deviation 6.103-1, is due to Censis Technologies Inc. holding proprietary rights, making them the only responsible source. The contract will be a firm fixed price agreement, with a NAICS code of 513210 and a business size standard of $47.0 Million. Firms believing they can meet the requirements must submit written notification and supporting evidence, including an OEM letter, to the Contract Specialist, Nicholas Fry Sandoval, by January 2, 2025, at 10:00 AM Central Time. However, the government retains sole discretion in determining whether to compete the procurement.
    Lifecycle
    Title
    Type
    Instrument Tracking System National Contract
    Presolicitation
    Instrument Tracking System Software National Contract
    Currently viewing
    Sources Sought
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