J065--VISN 5 Censitrac Support (VA-24-00010437)

Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide licensing and support for the CensiTrac System.

The government is contemplating a base plus four option periods, Firm Fixed Price contract to satisfy this requirement and meet the needs of VISN 5 locations below:

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444

Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405

VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201

Perry Point VA Medical Center, 361 Boiler House Road, Perry Point, MD 21902-9998

Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

INTERESTED & CAPABLE RESPONSES

NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services.

Please respond with your:

Business name

Business type

Socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.)

Person of contact (including telephone number & email address)

GSA Contract number if applicable

DUNS number and SAM UEI number

Capability statement

Authorized Distributor Letter

Responses must be submitted by 3:00 PM (EDT) Sunday, October 22, 2023. Responses to the information requested above may be submitted via email to Danfeng.lu@va.gov. No telephone calls will be accepted.

DISCLAIMERS

This Notice of Intent to Sole Source does not constitute a solicitation. All information received in response to this notice that is marked proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e). Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

Statement of Work

CensiTrac Support

GENERAL

Scope of Services:

The purpose of this requirement is to provide the licensing and support for the Censis Technologies Censitrac system at the Veterans Integrated Service Network (VISN) 5 medical centers. The requirement includes the Censis Technologies Censitrac Surgical Instrument Tracking system, InstrumenTrac, ScopeTrac Advanced, GovCloud Server, and Service+ subscriptions. The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

A firm-fixed price contract is anticipated.

Location:

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444

Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405

VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201

Perry Point VA Medical Center, 361 Boiler House Road, Perry Point, MD 21902-9998

Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

WORK HOURS

Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR).

Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

PERIOD OF PERFORMANCE

Base Year

January 1, 2024 - December 31, 2024

1st Option Period

January 1, 2025 - December 31, 2025

2nd Option Period

January 1, 2026 - December 31, 2026

3rd Option Period

January 1, 2027 - December 31, 2027

4th Option Period

January 1, 2028 - December 31, 2028

SPECIFICATIONS

The following subscriptions are required for the listed locations:

InstrumenTrac

Washington DC

Beckley

Martinsburg

Baltimore

Perry Point

Censitrac GOV Cloud Server

Washington DC

Beckley

Martinsburg

Baltimore

Perry Point

Service +

Washington DC

Beckley

Martinsburg

Baltimore

ScopeTrac Stand Advanced

Baltimore

Corrective Maintenance

The contract shall include all corrective (unplanned) maintenance/repair of the equipment in accordance with the manufacturer s manual/standards/procedures.

Recalls & Alerts-- Contractor shall perform all remediation actions needed for product alerts and recalls issued for the equipment.

Updates/Patching/Connections

Contractor shall complete available updates to the software at the discretion of Biomedical Engineering.

Contractor shall complete patching according to manufacturer s specifications.

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

Response Time

Contractor shall respond to trouble phone calls within thirty minutes.

Check in/Out

Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

Contractor personnel shall sign in using the department s vendor sign in sheet, filling out all required information.

Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

Contractor personnel shall sign out upon completion of visit.

Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

Parking. It is the responsibility of the Contractor to park in the appropriate desig nated park ing areas.

Reporting

Contractor shall provide a copy of the service report to the contract COR within five working days after completion of any services.

Service reports shall include identifying information about the equipment, all services provided during the service, any issues found, the technician/engineer names of the personnel performing work, and the date service was provided.

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.

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.

Remote Support

The Contractor shall provide a telephone line available 24/7 for technical support.

Remote support via site-to-site virtual private network (VPN) is required; Contractor shall work with the COR and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.

Patient Health Information

The Contractor shall safeguard patient health information.

The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

Contractor shall not remove any hard drives, storage devices, or anything containing patient health information from the site.

Contractor Requirements

All Contractor personnel performing services on the system shall have factory training and experience in the maintenance and repair of the system.

Contractor shall provide copies of training certificates for the Contractor personnel performing work upon the request of the Government.

QUALITY ASSURANCE

End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs.

Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

Documentation with be completed in the Government systems.