Instrument Tracking System National Contract

The Department of Veterans Affairs Technology Acquisition Center is procuring CensiTrac Software licenses, installation services, and system sustainment for instrument tracking across VA medical facilities nationwide. This sole-source procurement is being conducted under 41 U.S.C. 1901, with the contract structured as an Indefinite Delivery Indefinite Quantity (IDIQ) agreement. Key requirements include purchase, installation, and ongoing support of CensiTrac Sterile Processing Services Instrument Tracking Systems that must interface with the VA's Federal Electronic Health Records system and enable tracking, cleaning, sterilization processing, and distribution of reusable medical equipment. The VA's evaluation will prioritize vendors' ability to maintain system integration with existing electronic health records infrastructure and their capacity to standardize workflows across all VA facilities in compliance with Secretary Douglas A. Collins' directive for product and workflow standardization. The deadline for interested vendors to submit written notification with supporting evidence, including an Original Equipment Manufacturer authorization letter, is January 2, 2026, at 10:00 AM Central Time.

This procurement carries no set-aside designation and anticipates a sole-source award to Censis Technologies Inc., the current incumbent provider with CensiTrac already deployed across 186 VA facilities. The contract structure includes a base period of one year and two optional 12-month periods to ensure continuity of sterile processing operations. While specific award values are not disclosed in the synopsis, the justification documentation indicates recurring costs are estimated at an unspecified amount per site, with the VA's market research confirming that no alternative vendors can replicate CensiTrac's specialized instrument tracking capabilities or achieve equivalent integration with the Federal Electronic Health Records system. The VA determined that switching to an alternative system would create significant operational disruption and potentially delay electronic health records modernization efforts by up to five years, underscoring the business-critical nature of this procurement for patient safety and operational efficiency across VA medical facilities nationwide.