CensiTrac Sterile Processing Services Instrument Tracking Systems (ITS)

The Department of Veterans Affairs Technology Acquisition Center is procuring CensiTrac Sterile Processing Services Instrument Tracking Systems (ITS) software licenses and related services to track, clean, sterilize, and distribute reusable medical equipment across Veterans Health Administration facilities. This is a sole-source acquisition being conducted under the authority of 41 U.S.C. 3304(a)(1), with the government negotiating directly with Censis Technologies, Inc., as the only responsible source capable of meeting the requirements. Key contract requirements include firm fixed-price service for software user licenses, compliance with extensive VA security and privacy standards including FICAM/PIV credential integration, HIPAA compliance, zero-trust architecture, and IPv6 support, as well as provision of 24/7 service desk support with 99.5 to 99.99 percent uptime guarantees depending on system classification. The government will evaluate proposals based on the contractor's ability to deliver the specified line items and comply with all technical, security, and operational requirements outlined in the RFP, though evaluation criteria details are limited given the sole-source nature of this procurement. The proposal due date is February 3, 2026, and any firm believing it can meet the requirements must submit written notification to the Contracting Officer by this deadline with supporting evidence of capability, including a letter from the Original Equipment Manufacturer confirming authorized vendor status.

This procurement includes no small business set-aside designation. Censis Technologies, Inc. is the incumbent contractor and the only identified source for this requirement, as CensiTrac is currently deployed in all 186 VHA facilities as of April 2025, and no viable alternatives exist that can interface with the existing Real-Time Locating System (RTLS) Intelligent InSites system or the Federal Electronic Health Records (FEHR) system without significant additional development investment estimated at 12-16 months. The estimated total contract value is $16.5 million over the initial three-year period (base year plus two optional one-year periods) from February 28, 2026 through February 27, 2029, with potential extensions up to five years beyond expiration. The contract encompasses 42 contract line items covering sustainment subscriptions for up to 930 units, implementation services, training, hardware delivery, instrument marking services, and artificial intelligence capabilities. The place of performance is Eatontown, New Jersey, USA, serving as the headquarters location for this enterprise-wide system supporting all Veterans Health Administration medical centers nationwide.