36C24421Q1239.docx

SUBJECT*

CENSITRAC Service + Training and Subscription Services

GENERAL INFORMATION

Network Contracting Office 4

POINT OF CONTACT*

Contracting Officer Rosa R Rodgers rosa.rodgers@va.gov

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE: The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price Contract to Censis Techologies, Inc. for the provision of providing educational services and assessments to CMC VAMC Sterile Processing Services along with evidence-based improvement plans to increase efficiency and effectiveness of sterile processing activities; in-addition to 24/7 technical support for the use and troubleshooting of CensiTrac instrument tracking Service + software. Services to be located at the Corporal Michael J. Crescenz VA Medical Center (CMCVAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104

This contract action is for services for which the Government intends to solicit from only one source under the authority of FAR 13.106, Justification for Single Source Award. Interested parties may identify their interest and capability to respond to the requirement or submit proposals. The North American Industry Classification System (NAICS) for this requirement is 541511 with a small business size standard of $30 million.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTATIONS.

Responsible sources may identify their interest by submitting capability information by 8pm EST, on Friday, September 27, 2021, in order to establish the ability of the source to meet this requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Rosa R. Rodgers, Contracting Officer, at Rosa.Rodgers@va.gov. Telephone inquiries will not be accepted.

Special Notice Special Notice

Special Notice

Statement of Work Philadelphia VA Medical Center CensiTrack Service + Subscription Services The Corporal Michael J. Crescenz VA Medical Center (CMCVAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104, has a requirement for CENSIS Technologies, Inc to provide Services + to the Sterile Processing Services Department at VA Philadelphia.

Censitrac is a server-based software and database system used during processing of surgical instruments to track and document that all reprocessing steps were followed for all surgical instruments. To keep these systems fully functional and available for use, a software subscription and support agreement is required.

Contractor-Furnished Equipment and Supplies The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide clinical assessment of Sterile Processing Services and Integration of CensiTrac with our existing steam sterilizers, Sterrad units, and other reprocessing equipment as defined in this Statement of Work, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

Performance Requirements A. Requirements

a. The contractor shall provide Services Plus as designated in this SOW. Services will include but not be limited to:

b. 1.3.1 CensiTrac Utilization assessment

c. 1.3.2 Access to the CENSIS Clinical Education Team

d. 1.3.3 Complimentary registration for CensTrac Users Conferences

e. 1.3.4 Priority registration for the CensisTrac Essentials for Managers (CEM) Course

f. 1.3.5 Customized on-site training engagement, data services engagement, or CensiMark instrument marking engagement.

g. 1.3.5 Follow up assessment with a comprehensive report outlining opportunities for improvement. This assessment report tool will be used to identify knowledge and documentation gaps to provide a solid base for developing quality improvement initiatives.

Support Services

a. 24/7 Service Desk Support. Contractor will provide phone technical support twenty-four (24) hours per day, seven (7) days per week excluding government holidays. This includes software/technical support for Censitrac functionality, troubleshooting help for supported hardware, general assistance with questions related to network connectivity and IT related issues, and workflow process support related to Censitrac usage.

b. Dedicated Client Manager. Contractor will provide a Dedicate Client Manager for each facility. The Client Manager will provide Client Management Business Reviews to review system utilization and make recommendations for effective use of Censitrac system.

c. Software Updates. Contractor will provide Censitrac software releases generally available to Censitrac installed customer base with Censitrac support services.

d. Access to Customer Portal. Censitrac users at each facility will have access to the Customer Support portal to include all documents and features generally available to Censitrac installed customer base with Censitrac support services.

In-Service Training The Contractor shall provide educational services and assessments to CMC VAMC Sterile Processing Services along with evidence-based improvement plans to increase efficiency and effectiveness of sterile processing activities. The contractor shall schedule at least one onsite visit, and provide 24/7 technical support for the use and troubleshooting of CensiTrac instrument tracking software Points of Contact : the primary POC will be the Lillian Santos at the Philadelphia Medical Center.

a. The principle POC for this project is James Stone, Administrative Specialist, (215) 823-5800 x3412.

b. Additional points of contact as subject matter technical experts Lillian Santos Chief of Sterile Processing, and Keith Smith Assistant Manager of Sterile Processing

Period of Performance shall be for one (1) Base Year of 12 months and four (4) possible 12-month option years, spanning September 2021 thru September 2026

Post Award The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

Records Management Language for Contracts

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21,29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract. 7.The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or modeof transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

INFLUENZA PREVENTION PROGRAM

Influenza Prevention Program

VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192.

The contractor shall maintain the following documentation:

· Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

· Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine - See Section D)

The contractor is required to submit annual certification to the Contracting Officer’s Representative (COR) that all contract staff performing services at VA facilities are in compliance with VHA Directive 1192.

COVID-19

The VA has implemented an aggressive public health response to protect and care for Veterans, their families, health care providers, and staff in the face of this emerging health risk. We are working directly with the CDC and other federal partners to monitor the outbreak of the virus.

Our Medical Center and Community Based Outpatient Clinics (CBOC) have made changes to promote safety in our facilities. We continue to implement and practice enhanced safety measures. Any person entering our facilities will be met by a staff member who will be greeted and asked screening questions along with temperature screening. Depending on the answers, a VA health care professional will assist on the next steps of your visit.

Physical distancing, face covering or masking, and limiting the number of visitors is mandatory.

End of Document