36C25925Q0728 0003.docx
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- Solicitation number
- 36C25925Q0728
About this file
This document is an Amendment to a Combined Solicitation for Surgical Asset Management (SAM) Consulting Services issued by the Department of Veterans Affairs (VA) Network Contracting Office. The solicitation (RFQ #36C25925Q0728) is a 100% small business set-aside with NAICS code 541611, seeking consulting services for surgical asset management at the Rocky Mountain Regional VA Medical Center. The amended solicitation updates the quote response deadline to September 10, 2025, at 12:00 pm EST and includes detailed responses to vendor questions about the project scope.
Key details include the VA's use of Censitrac instrument tracking software, an Equipment Committee for evaluating purchasing decisions, and approximately 4,000 surgical containers with count sheets. The project aims to optimize surgical instrument management, with workshops involving Service Provider Services (SPS), Operating Room (OR), and clinic teams. The VA seeks a vendor to analyze instrument utilization, reduce unnecessary reprocessing, and potentially generate cost savings through improved asset management. The contract is anticipated to be awarded as a firm-fixed price agreement, with the vendor expected to have read-only access to the VA's instrument tracking system and provide post-workshop reports quantifying operational efficiencies.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25925Q0728 0002.docx | DOCX document | |
| 36C25925Q0728 0001.docx | DOCX document | |
| STATEMENT OF WORK - FINAL.docx | DOCX document | |
| 36C25925Q0728.docx | DOCX document |
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Text version
Amendment to a Previous Combined Solicitation
Amendment to a Previous Combined Solicitation
| SUBJECT* |
| Surgical Asset Management (SAM) Consulting Services |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 80111 |
| SOLICITATION NUMBER* |
| 36C25925Q0728 |
| RESPONSE DATE/TIME/ZONE |
| 09-10-2025 12pm EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 60 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
| SET-ASIDE |
| SBA |
| PRODUCT SERVICE CODE* |
| R410 |
| NAICS CODE* |
| 541611 |
| CONTRACTING OFFICE ADDRESS |
| Department of Veterans Affairs |
Network Contracting Office
NCO 19
6162 South Willow Drive, Suite 300 Greenwood Village CO 80111
POINT OF CONTACT*
Contract Specialist Chris Hollingsworth Chris.Hollingsworth@va.gov (303)712-5724
PLACE OF PERFORMANCE
| ADDRESS |
| Department of Veterans Affairs |
Rocky Mountain Regional VAMC
1700 N Wheeling St
Aurora CO
| POSTAL CODE |
| 80045 |
COUNTRY
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
The purpose of this amendment is to:
1) Answer questions that were received. (see below)
2) Update the quote due date and time to 12:00pm EST September 10, 2025 Q: Does the VA have a value analysis committee to evaluate and approve surgical supplies and instruments?
A: VA has an Equipment Committee that evaluates all purchasing decisions Q: Does the VA use an instrument tracking software?
A: Yes – Censitrac Q: Will the VA allow a vendor to import data into our proprietary software to process advanced analytics?
A: Censistrac allows for exporting multiple reports Q: How many preference cards exist at RMRVAMC?
A: Approx 4000 containers with a count sheet, additional containers that need a count sheet.
Q: How much flexibility is there in preference card management at the local hospital level? A: All count sheets can be locally Censitrac superusers have ability to update the count sheets Q:What is the current governance process for preference card updates today?
A: E-mail requests by OR team Q: How does the VA define impact? Please clarify if impact is monetary (is there a savings goal?), resources, technology, process, or all of the above.
A: The goal is to have surgical instruments available, whit reduction of unnecessary reprocessing Q: Which services lines will participate in workshops? How many locations? Is there an estimated number of total people that would participate in the workshops?
A: SPS, OR, Clinics – exact number of people TBD Q: Please clarify how the awarded vendor will work with Aesculap? Please confirm the intent that the awarded vendor integrates recommended assets into workshop trainings.
Q: Please confirm the COR will facilitate read-only access to the instrument tracking system (e.g., Censis/SPM) and EMR-derived case data needed for baseline/utilization analysis within 10 business days of kickoff.
A: The vendor should have access to Censitrac Q: Please confirm no PHI is required and that the Government will provide de-identified/aggregated datasets for analysis.
A: No PHI is stored in Censitrac so no issue with this.
Q: Please confirm that the contractor’s post-workshop report quantifying OR/SPD time and dollar savings, along with signed change sheets and updated set indices, will serve as the basis for acceptance.
A: We will review the report and implemented changes as agreed by the OR team.
Q: Please indicate expected on-site workshop days per service line to plan travel within the firm-fixed price.
A: It depends on the amount of changes that is require, and for which teams (OR vs SPS) the changes are needed.
Q: Please confirm a bilateral modification will be used if the number of sets/procedures materially exceeds the baseline identified during mobilization (e.g., >15% variance).
A: Any modification to the awarded contract will be done as a bilateral modification.
| *= Required Field |
| Amendment to a Previous Combined Solicitation |
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Amendment to a Previous Combined Solicitation
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