Censis Instrumentrac Service Plus and ScopeTrac Advanced SOW_20230605.pdf

Censis Technologies Censitrac, GovCloud, Service+, and ScopeTrac Advanced Statement of Work (SOW)

A. GENERAL INFORMATION

1. Purpose: This requirement is for the procurement of system licensing and support which enable Veterans Integrated Service Network (VISN) 9 sterile processing departments to maximize the use of the Censitrac Surgical Instrument Tracking system to include the Censis

Technologies’ Censitrac Surgical Instrument Tracking system, InstrumenTrac, ScopeTrac

Advanced, GovCloud Server, and Service+ subscriptions.

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

3. Background: This solution is intended to help VISN 9 sterile processing departments maximize the use of the Censis Technologies Censitrac Instrument Tracking System, which is currently deployed at all VISN 9 medical centers. The software licenses being sought in this solicitation will provide access to additional Censitrac software modules to include the

Censis Technologies’ Censitrac Surgical Instrument Tracking system, InstrumenTrac, ScopeTrac Advanced, GovCloud Server, and Service+ subscriptions.

4. Performance Period: The contract period consists of a base year and four one-year options to be exercised at the Government’s discretion. Delivery of software and associated licenses should be completed within ninety (90) days from date of award. Any required installation of software modules should be completed within 120 days of award. Configuration of software and license activation should be completed within 180 days of award. All associated services shall be delivered within 12 months of award. The base year period of performance shall be 12 months from 09/01/2023 through 08/31/2024. The total contract period of performance, inclusive of all options, shall be 60 months from 09/01/2023 through 08/31/2028.

5. Type of Contract: Firm-Fixed-Price.

6. Place of Performance: The contractor will be expected to utilize a combination of remote and on-site support in order to satisfy the requirements outlined in this statement of work.

On-site support or delivery of physical deliverables will be provided at the following VISN 9 medical centers located at the following addresses:

Facility (Medical Center) Address

Lexington VA Medical Center 1101 Veterans Drive, Lexington, KY 40502

Louisville VA Medical Center 800 Zorn Avenue, Louisville, KY 40206

Mountain Home VA Medical Center Corner of Lamont Street and Veterans Way, Mountain Home, TN 37684

Memphis VA Medical Center 1030 Jefferson Avenue, Memphis, TN 38104

Nashville VA Medical Center 1310 24th Avenue South, Nashville, TN 37212

Murfreesboro VA Medical Center 3400 Lebanon Pike, Murfreesboro, TN 37129

7. Hours of Operation: Warehouse deliveries are accepted between 9am and 2:30pm local time, Monday through Friday, excluding holidays.

Hospital normal hours of operation are between 8am and 4:30pm local time, Monday through Friday, excluding holidays.

Facility (Medical Center) Time Zone

Lexington VA Medical Center Eastern Time Zone (ET)

Louisville VA Medical Center Eastern Time Zone (ET)

Mountain Home VA Medical Center Eastern Time Zone (ET)

Memphis VA Medical Center Central Time Zone (CT)

Nashville VA Medical Center Central Time Zone (CT)

Murfreesboro VA Medical Center Central Time Zone (CT)

Federal Holidays

New Year’s Day January 1st

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11th

Thanksgiving Day Last Thursday in November

Christmas Day December 25th

B. GENERAL REQUIREMENTS

1. Contractor shall provide software subscription and licensing support for the Censis Censitrac

InstrumenTrac software module. Contractor shall be responsible for licenses, technical and phone support for the Censitrac SPS instrumentation system. Contractor shall facilitate the operation of the hardware and software in conjunction with all associated functions, upgrades, and components. Contractor shall continue to support and facilitate the operation of the software and its components after all upgrades to include new versions. Contract shall provide support services for any disruption of functionality with the Censitrac system. The

Contractor shall assist with troubleshooting and taking corrective actions to return Censitrac to its normal operation.

2. Contractor shall provide the subscription service for GovCloud support and maintenance to host the Censis system. Additionally, the contractor shall provide any associated software licenses.

3. Contractor shall maintain remote access capabilities to the Censitrac software and servers to diagnose and resolve issues while abiding by VA information security and privacy guidelines.

Contractor shall provide technical support 24 hours a day, seven (7) days a week via phone support.

4. Contractor shall provide a utilization assessment comprised of a comprehensive annual review of each sites’ Censitrac data along with each sites’ department processes, to provide a methodical examination of each system. This service will include a comprehensive report outlining opportunities for improvement which can be utilized to identify knowledge and documentation gaps and support quality improvement activities.

5. Contractor shall provide a user training entitlement to include on-site training. For sites exercising this entitlement, the contractor shall provide a custom training plan based on the outcome of the site utilization assessment. This training should address any gaps in current department use of the system, instruct on new features, address system use gaps, and instruct on best practice recommendations.

6. Contractor shall furnish the Censitrac ScopeTrac Advanced software module and associated software licenses for tracking endoscope reprocessing and utilization. This software module shall:

a) Facilitate the electronic tracking of endoscopes and endoscope reprocessing.

b) Provide paperless reprocessing documentation

c) Provide on-demand reporting capabilities.

d) Provide access to preconfigured guided workflows.

e) Enable quick access to endoscope instructions for use (IFU).

7. Contractor shall provide an interface to ingest data sent from Medivators endoscope reprocessors.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

The Contractor shall only invoice for the total amount agreed to on this procurement contract.

The Contractor shall not conduct any work not included within this SOW / provided by the original pricing of this contract, including but not limited to labor, travel, parts provision, and shipping. If any additional services or equipment is necessary, the Contractor shall contact the Contracting

Officer (CO) and Contracting Officer Representative (COR) immediately. The Contractor shall be liable for any work conducted (or equipment provided) outside the scope of this SOW (original order) without approval from the CO.

D. INVOICES

1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10 (https://portal.tungsten-network.com/).

2. Annual subscriptions shall be invoiced immediately following the initiation of the subscription service. For subscriptions which are dependent on the installation of hardware and/or software, the subscription period shall not initiate until hardware and/or software have been delivered, installed, configured, implemented, and accepted by the COR.

Contractor shall be permitted to request acceptance from the COR following successful demonstration of system implementation (or “go-live”). Monthly and quarterly subscriptions shall be invoiced in arrears, after the conclusion of each subscription period.

3. A properly prepared invoice will contain:

a. Invoice number and invoice date

b. Contractor’s Name and Address

c. Accurate Contract number or other authorization for supplies delivered or services performed (including purchase order number and line item number).

d. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

https://portal.tungsten-network.com/

i. Each invoice line item should be matched to corresponding contract line item

(CLIN). Contractor shall include the appropriate CLIN number in the invoice line item description.

ii. For contracts with multiple locations of performance and for which CLIN numbers are repeated for each location, each invoice line item shall specify the corresponding location in addition to the CLIN number (i.e. Line Item 1 description is CLIN 001 Site A, Line Item 2 description is CLIN 001 Site B, etc.)

e. Total amount due for all invoice line items

f. For contracts requiring the delivery of hardware, the contractor shall include evidence of shipment and delivery from the shipping carrier.

E. INFORMATION SECURITY

The Authorization requirements do not apply, and that a Security Accreditation Package is not required. VA sensitive information (PII/PHI) will not be generated, stored, transmitted, or exchanged by the vendor or the installed software.