DRAFT - SOW REV 1 - CensiTrac.docx

VISN 21 CensiTrac Advanced License, GovCloud, and Service+ Support Statement of Work

I. BACKGROUND

CensiTrac is used for tracking medical and surgical instruments, as well as reusable medical devices through the Sterile Processing Services (SPS) workflow from arrival in Decontamination through Cleaning, Packaging, Sterilization, and return to the Operating Room and other Clinical Spaces. CensiTrac works by scanning 2-D barcodes that are electro-chemically or laser etched onto the instruments and reusable medical devices. Standard barcodes are used for identifying instrument containers, case carts, peel packs, endoscopes, and locations and reprocessing.

CensiTrac is a cloud-based, “Software as a Service” solution that focuses on surgical asset management and tracking throughout the perioperative loop. Our software integrates into a hospital’s existing ecosystem to provide unique identification and tracking of surgical assets, encourage compliance to accreditation standards, and deliver a comprehensive view of perioperative efficiencies.

CensiTrac is VHA’s official system of record for instrument tracking. Service+ support is mandated by VHA RTLS Program Management Office.

II. SCOPE

Provide Censis InstrumenTrac Licenses, GovCloud, service + support the CensiTrac applications located in the Sterile Processing Service departments.

III. SPECIFIC TASKS

The Contractor shall provide Software and Licenses for:

· InstrumenTrac

· GovCloud Server storage space and support

The Contractor shall provide all software, configuration, user training, and application development support to the CensiTrac systems, including:

· Servers

· Workstations

· Report Development and Trouble Shooting

· System Administrator Functions

· Super-User Functions

· Basic User Functions

· In-house Maintenance Functions

· System Software Support, Troubleshooting, and Maintenance

· All CensiTrac Software updates

· One (1) Annual On-site Clinical Assessment for Utilization, Best Practices, and/or Joint Commission Preparation, to be provided at each of the 7 VISN 21 Sites,

· One (1) Annual Assessment-Based On-site Training visit to each of the 7 VISN 21 Sites,

· CensiTrac System Support 24 hours /7 days per week, via telephone and e-mail.

IV. REMOTE ACCESS

The Contractor shall

· Have an existent remote access (VPN) process with VISN 21 (remote access can be accomplished through CAG/Citrix or site-to-site). The Contractor is responsible for managing all accounts.

· Provide update list of all contractor employees who has access.

V. PERFORMANCE MONITORING

The Contractor shall provide a quarterly Activities Report, beginning 3 months after contract award. The report shall include the following details:

· All system performance issues encountered during the preceding months, the current state of the issue, and the steps taken (or to be taken) for issue resolution.

· All Site assessment visit activities, the outcome of the activity, and recommended (or required) follow up actions.

· All user training activities including a list of individuals trained with user sign off.

VI. PLACE OF PERFORMANCE

The Censis CensiTrac Sterile Processing Workflow Systems are installed and implemented at the following sites:

VII. PERIOD OF PERFORMANCE

The period of performance for the for the base year has different start dates and all end on 08/31/2023. Please see the following.

Option 1 and Option 2 for items and locations 1 - 8

Option Year 1: 09/01/2023 – 08/31/2024

Option Year 2: 09/01/2024 – 08/31/2025