P03_JA_Censitrac Hardware All in Ones_REDACTED.pdf

Censitrac Hardware – All in One Control Number VA-25-00089427

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition, and Logistics

Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed sole source action is for a firm-fixed price purchase order to Censis Technologies, Inc. (Censis), 377 Riverside Drive, Suite 300, Franklin, Tennessee, 37064 for brand name Censitrac All in One (AiO) hardware sets for the Censis annual software solution.

3. Description of Supplies or Services: VA, Veteran Integrated Service Networks (VISN) 17, El Paso VA Health Care System (ELPVAHCS) requires two CensiTrac AiO hardware sets for the Censis Censitrac annual software solution. Each AiO hardware set includes a 22-inch medical personal computer, wireless scanner and waterproof keyboard with integrated touchpad mouse. The medical center currently utilizes Censis Censitrac products at its facilities. Censis Censitrac products are part of the Real Time Location System (RTLS). RTLS is an umbrella term that includes multiple technologies for locating and tracking items. It includes Wi-Fi based location finding, active and passive Radio Frequency Identification (RFID), and many other location technologies, including ultrasound and infrared. The Censitrac solution is part of the national RTLS initiative, and as such, is fully compatible with the other facets of RTLS technology that the Veterans Health Administration has deployed.

This ensures that VISN 17 instrument tracking solution will be fully compatible with any asset management, catheterization laboratory supply, or temperature monitoring solutions that ELPVAHCS has already purchased. Through the use of pre-installed software of the hardware devices, the Contractor shall also provide technical services which include: the ability to track instruments and endoscopes, throughout from decontamination, to assembly, sterilization and to storage; give real time information on where an instrument is in the process; tracks productivity of staff providing Manufactures Instructions For Use for Reusable Medical Devices; and traces competency of staff processing the instrument. Delivery of the AiO hardware sets shall be completed within six weeks from time of award. The total estimated price of this proposed action is

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) 6.302-1 entitled, “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.”

5. Rationale Supporting Use of Authority Cited Above: The current ELPVAHCS infrastructure is based on extensive amounts of existing Censis Censitrac hardware and software, such as servers, database, workstations, two-dimensional instrument scanners, handheld wireless scanners and printers. No other brand name hardware would be compatible with the existing Censis solution due to the proprietary constraints within the currently fielded items and software. Specifically, any other brand name hardware would not be able to communicate with the existing Censis infrastructure. There are no products that are currently compatible and interoperable with the existing VA infrastructure. Specifically, another source would need access to Censis proprietary data and software code in order to ensure that the software is properly configured and patched through. This code ensures that the hardware will allow the Censis products to remain fully operational and work in the current Censitrac based environment.

Due to these proprietary restrictions, the use of any other hardware would necessitate the complete replacement of the existing Censis infrastructure in place.

The estimated cost and time for such a replacement would be over $245,259.00 and at minimum 12 months and is based on historical implementation efforts of similar size. These estimated duplicative costs would not be recovered through competition.

Failure to procure the Censitrac AiO hardware sets would negatively impact VA’s ability to ensuring proper trackability of medical instruments, ensuring that physicians use sterilized medical instruments and have the needed medical instruments supply required for surgeries. The inability to procure the Censitrac AiO hardware sets would adversely impact. The solution provides a proven way to track medical instruments used in surgeries and ensures that the medical instrument’s sterilization is tracked accurately. Not being able to track the sterilization of the medical instruments used in surgery would compromise the Veteran/patient’s health through risk of infection and increases risk for patient safety. No other hardware can integrate with the current Censitrac ecosystem.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in section 8 of this justification. This effort did not yield any additional sources that can meet the Government's requirements. There is no competition anticipated for this acquisition. In accordance with FAR 6.302-1(c)(1)(ii)(c) and 5.102(a)(6) this justification shall be posted with the solicitation. Furthermore, the proposed action will be synopsized on the Contracting Opportunities Page in accordance with FAR

5.201. Any proposals that are received shall be evaluated.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

8. Market Research: ELPVAHCS technical personnel conducted market research in May 2025. Other similar products were not reviewed as Cenis is the only authorized instrument for tracking within the VA. No other vendor can offer a solution that is compatible with the existing Censitrac application already installed across the VA as part of the RTLS. In addition, Censis technical personnel confirmed that the source code required to provide the technical services is proprietary to Censis. Therefore, no other contractor has the capability of providing the technical services through the use of the pre-installed software on the hardware devices.

The Contract Specialist (CS) conducted market research on July 2025 by utilizing the National Aeronautics and Space Administration (NASA) Solutions for Enterprise- Wide Procurement V (SEWP) Government wide Acquisition Contract (GWAC) Provider Lookup Tool. The Provider Lookup Tool yielded one contract holder that was a potential reseller of brand name Censis products and services. The contract holder, Enterprise Technology Solutions, Inc., is a Woman-Owned Small Business.

The CS reached out to Censis directly to inquire on potential resellers of Censis products and services. Censis confirmed it is the sole authorized provider of Censitrac for the North American market.

Additionally, in July 2025, the CS contacted Censis directly to inquire about the AiO hardware sets and whether they were available on the Censis’ General Services Administration (GSA) Federal Supply Schedule (FSS). Censis indicated not all of the items were listed on its GSA FSS and that some of the items were open market items. As such, since not all items can be purchased through Censis’ GSA FSS, this requirement shall be solicited on a sole source basis directly to Censis via Contracting Opportunities (sam.gov)

9. Other Facts: None.