6515--Censis license, maintenance, and support renewal in support of the Veterans Integrated Service Network 20 Multiple sites within the Pacific Northwest

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The intended contract is a firm-fixed price. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Veterans Health Administration, Veterans Integrated Service Network (VISN) 20. VISN 20 includes services areas in Alaska, Idaho, Oregon, and Washington. VISN 20 has a need for a base plus four-year contract to renew license, maintenance, and support for their existing Censis Instrument Tracking System at the following ten (10) sites within VISN 20: Portland, Vancouver, Seattle, American Lake Roseburg, Eugene, Spokane, Boise, Walla Walla, and White City. Support includes software updates, troubleshooting, problem resolution, training, and other support services. Interested contractors who are authorized/certified/licensed to perform service/maintenance on Censitrac Instrument Management Tracking Systems shall provide the following documentation to determine capability: Credentials/certification from the manufacturer which proves that the contractor is factory trained/factory certified at the aptitude level required for the specific system that is to be maintained/serviced. Proof of expressed, written consent (from the manufacturer, Censis Technologies, Inc.) to perform service/maintenance on Censitrac Instrument Management Tracking Systems. Anticipated Price/Cost Schedule: CLIN Product Code Product Line Item Description 0001 SUT301R Subscription - InstrumenTrac Base YR - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane, White City, Walla Walla - GS-35F-0462X: PoP: (7/1/2025 - 6/30/2026) 0002 MSGL01b Subscription Renewal - Service + Base YR - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane - Clinical Assessment Based On-Site Visit + Week of Training, Free CtUC Tickets 0003 SUBLL01b Subscription Renewal- LoanerLink Base YR - Portland, Boise - GSA: GS-35F-0462X, Annual Subscription 0004 SUBST02R ScopeTrac Stand Advanced Subscription Renewal Base YR - Portland, Boise, American Lake, Seattle, Spokane - ScopeTrac Advanced Renewal 0005 CSGOV Subscription Renewal - Censitrac GOV Cloud Server Base YR - Portland, Boise, Eugene, Seattle, Spokane, White City, Walla Walla - Refer to GovCloud Memo (open market) 1001 SUT301R Subscription - InstrumenTrac Opt. YR 1 -- Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane, White City, Walla Walla - GS-35F-0462X: PoP: (7/1/2026 - 6/30/2027) 1002 MSGL01b Subscription Renewal - Service + Opt. YR 1 -- Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane - Clinical Assessment Based On-Site Visit + Week of Training, Free CtUC Tickets 1003 SUBLL01b Subscription Renewal- LoanerLink Opt. YR 1 -- Portland, Boise - GSA: GS-35F-0462X, Annual Subscription 1004 SUBST02R ScopeTrac Stand Advanced Subscription Renewal Opt. YR 1 -- Portland, Boise, American Lake, Seattle, Spokane - ScopeTrac Advanced Renewal 1005 CSGOV Subscription Renewal - Censitrac GOV Cloud Server Opt. YR 1 -- Portland, Boise, Eugene, Seattle, Spokane, White City, Walla Walla - Refer to GovCloud Memo (open market) 2001 SUT301R Subscription - InstrumenTrac Opt. YR 2 -- Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane, White City, Walla Walla - GS-35F-0462X: PoP: (7/1/2027 - 6/30/2028) 2002 MSGL01b Subscription Renewal - Service + Opt. YR 2 - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane - Clinical Assessment Based On-Site Visit + Week of Training, Free CtUC Tickets 2003 SUBLL01b Subscription Renewal- LoanerLink Opt. YR 2 - Portland, Boise - GSA: GS-35F-0462X, Annual Subscription 2004 SUBST02R ScopeTrac Stand Advanced Subscription Renewal Opt. YR 2 - Portland, Boise, American Lake, Seattle, Spokane - ScopeTrac Advanced Renewal 2005 CSGOV Subscription Renewal - Censitrac GOV Cloud Server Opt. YR 2 - Portland, Boise, Eugene, Seattle, Spokane, White City, Walla Walla - Refer to GovCloud Memo (open market) 3001 SUT301R Subscription - InstrumenTrac Opt. YR 3 - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane, White City, Walla Walla - GS-35F-0462X: PoP: (7/1/2028 - 6/30/2029) 3002 MSGL01b Subscription Renewal - Service + Opt. YR 3 - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane - Clinical Assessment Based On-Site Visit + Week of Training, Free CtUC Tickets 3003 SUBLL01b Subscription Renewal- LoanerLink Opt. YR 3 - Portland, Boise - GSA: GS-35F-0462X, Annual Subscription 3004 SUBST02R ScopeTrac Stand Advanced Subscription Renewal Opt. YR 3 - Portland, Boise, American Lake, Seattle, Spokane - ScopeTrac Advanced Renewal 3005 CSGOV Subscription Renewal - Censitrac GOV Cloud Server Opt. YR 3 - Portland, Boise, Eugene, Seattle, Spokane, White City, Walla Walla - Refer to GovCloud Memo (open market) 4001 SUT301R Subscription - InstrumenTrac Opt. YR 4 - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane, White City, Walla Walla - GS-35F-0462X: PoP: (7/1/2029 - 6/30/2030) 4002 MSGL01b Subscription Renewal - Service + Opt. YR 4 - Portland, Vancouver, Boise, Eugene, Roseburg, American Lake, Seattle, Spokane - Clinical Assessment Based On-Site Visit + Week of Training, Free CtUC Tickets 4003 SUBLL01b Subscription Renewal- LoanerLink Opt. YR 4 - Portland, Boise - GSA: GS-35F-0462X, Annual Subscription 4004 SUBST02R ScopeTrac Stand Advanced Subscription Renewal Opt. YR 4 - Portland, Boise, American Lake, Seattle, Spokane - ScopeTrac Advanced Renewal 4005 CSGOV Subscription Renewal - Censitrac GOV Cloud Server Opt. YR 4 - Portland, Boise, Eugene, Seattle, Spokane, White City, Walla Walla - Refer to GovCloud Memo (open market) VISN 20 INSTRUMENT TRACKING SYSTEM (ITS) SUPPORT Background. The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services. The Sterile Processing Workflow (SPW) application captures the movement of VA Medical Centers (VAMC) case carts and transportation totes, Critical and Semi-Critical Reusable Medical Equipment (RME), and Non-Critical RME that have a barcode or electrochemical mark. Censis Technologies CensiTrac Instrument Tracking System (ITS) is the software that tracks these movements. It is assumed that any Non-Critical RME reprocessed by a VAMC Sterile Processing Services (SPS) will have a CensiTrac barcode or electrochemical mark that can be scanned into the CensiTrac system. Case carts and transportation totes are identified by CensiTrac barcodes for directional flow. Some individual items, as well as instrument baskets and packages, cannot be marked electrochemically. These items may be affixed with a linear barcode which allows a handheld scanner to read and identify these items as they are inventoried, assembled, and prepared for distribution or storage. The CensiTrac ITS delivers accurate tray assembly through individual instrument-level scanning, accountability through the entire reprocessing cycle, and accessibility to assets in an instant. The system automates the tray assembly process, manages maintenance schedules, and tracks mission-critical instruments identified at each of the VISN 20 facilities. The system provides detailed, accurate information and control over the marked instruments as they move through the reprocessing cycle. In addition, the system provides the following: The tracking of instrument sets and individual instruments to the surgical case level, and the capability to assist in recalls. Controlling repair and refurbishing of instruments through a maintenance program by the number of uses and days. Electronic integration with sterilizers in VISN 20 facilities to track sterilization loads, including sets being flashed, and automated processes for archiving the sterilization records. Censis provides additional options for service and software to include: Service +: Enhanced service option exercised per facility that includes a clinical utilization assessment, assessment based on site training or data catalog optimization and normalization annually. Two (2) Censis annual conference (CtUC) registrations are included annually. LoanerLink: An additional software module of CensiTrac that provides comprehensive, end-to-end loaner management. The facility is enabled to manage communication with both the Contractor and internal Operating Room staff regarding past, current and upcoming cases. ScopeTrac Advanced: An additional software module of CensiTrac that manages the endoscope reprocessing loop. In addition to providing staff with accurate, up-to-date processes for each endoscope type, the system documents and captures data necessary for inventory maintenance and tracking, regulatory compliance, and advanced analytics. Scope. VA intends to renew license, maintenance, and support for the ITS at the following ten (10) sites within VISN 20: Portland, Vancouver, Seattle, American Lake Roseburg, Eugene, Spokane, Boise, Walla Walla, and White City. Support includes software updates, troubleshooting, problem resolution, training and other support services. CensiTrac license maintenance and support shall be provided for the following sites: Portland, Vancouver, Seattle, American Lake, Roseburg, Eugene, Spokane, Boise, Walla Walla, and White City CensiTrac Service + services shall be provided for the following sites: Portland, Vancouver, Seattle, American Lake, Roseburg, Eugene, Spokane, Boise LoanerLink license, maintenance and support shall be provided for the following sites: Portland, Boise ScopeTrac Advanced license, maintenance and support shall be provided for the following sites: Boise, Portland, Spokane, Seattle, American Lake Requirements. The following support services are to be provided by the contractor: Contractor shall provide all licensing required to meet scope defined in Section 3. Contractor will support published and released standard CensiTrac product functionality. Support & maintenance will include software updates & upgrades, and site licenses. Contractor shall provide 24/7 Product Support. Contractor will provide CensiTrac Product Support 24/7 via telephone and e-mail. A Support Desk will be available 24/7; calls will be answered live during regular business hours. After- Hours Emergency Support will be available for any issue causing a work stoppage; calls will be returned within 2 hours. Contractor will provide troubleshooting support for CensiTrac hardware. Support Desk personnel will provide phone support to resolve any issues with the CensiTrac System. If any incident requires research or duplication, the Support team may call back with the solution. Product Support will work with VISN 20 to determine if the incident is an issue within the hospital network and advise you on how to proceed with your IT department. Contractor will support CensiTrac supply and hardware ordering. Contractor will provide new releases and software patches for CensiTrac at no additional charge. New releases and software updates will be installed over the internet with coordination with COR. These software upgrades will provide new functionality as well as any needed system corrections. Notification of new releases and upgrades will be provided in advance by the Support Desk to the COR. Contractor will provide training for new releases as needed. Contractor will provide mass upload support for 300 or more new instruments not in the catalog to the database as needed. Contractor will provide server operating system upgrade services to include coordination efforts and software installation at no additional cost. Contractor shall provide GovCloud services for each server instance within VISN 20. Contractor shall provide support services to integrate the Censis system with third party software for electronic integration with sterilizers (EX: Belimed ICS, Steris Proconnect, etc.) at no additional cost. Contractor shall provide support for the facility OR scheduler interface with Oracle Health. VISN 20 will have unlimited access to Live Event Training and On Demand Video Training that is hosted by the Contractor. Contractor will provide training for new releases as needed. Contractor shall provide VA with telephone access, as outlined herein, to technical experts for technical assistance and error correction. Service + shall include access to the following: CensiTrac Utilization Assessment Clinical Education team engagement Two (2) complimentary registrations for the CensiTrac Users Conference (CtUC) Priority registration for the CensiTrac Essentials for Managers (CEM) course One of the following services at the discretion of the facility SPS lead: Customized onsite training engagement Data services engagement CensiMark instrument marking engagement Period of Performance. The period of performance shall be one (1), twelve (12) month period followed by four (4), additional, twelve (12) month option periods as defined in Table 1: Table 1: Period of Performance Contract Period and Site Period of Performance Base Year 1 July 2025 30 June 2026 Option Year One (1) 1 July 2026 30 June 2027 Option Year Two (2) 1 July 2027 30 June 2028 Option Year Three (3) 1 July 2028 30 June 2029 Option Year Four (4) 1 July 2029 30 June 2030 Place of Performance. Contract performance shall take place at the contractor s location(s) and the VISN 20 facilities listed in Table 2. All contractor travel required to meet the requirements of this statement of work shall be included at no additional cost to the VA: Table 2: VISN 20 Facility Locations Facility (VAMC/HCS) Address Boise VA Medical Center 500 Fort Street Boise, ID 83702 Roseburg Healthcare System Roseburg VA Medical Center 913 NW Garden Valley Blvd Roseburg, OR 97471 Roseburg Healthcare System Eugene Campus 3355 Chad Dr, Eugene, OR 97408 Portland Healthcare System Portland Campus 3710 SW US Veterans Hospital Road Portland, OR 97239 Portland Healthcare System Vancouver Campus 1601 E 4th Plain Blvd, Vancouver, WA 98661 VA Puget Sound Health Care System Seattle Campus 1660 South Columbian Way Seattle, WA 98108 VA Puget Sound Health Care System American Lake Campus 9600 Veterans Dr SW, Joint Base Lewis-McChord, WA 98493 Walla Walla Jonathan M. Wainwright Memorial VA Medical Center 77 Wainwright Drive, Walla Walla, WA 99362 VA Spokane Medical Center N. 4815 Assembly Street Spokane, WA 99205 VA Southern Oregon Rehabilitation Center and Clinics 8495 Crater Lake Highway White City, OR 97503 Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at contact@example.gov no later than February 19, 2025, 3PM, Mountain Time. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract, NASA SEWP or any other Federal contract. NAICS Code 513210, $47 Million, is applicable to determine business size standard. Interested vendors are reminded to provide documentation from Censis Technologies, Inc.), if applicable as listed above. Any questions or concerns may also be directed via email to Jennifer Robles at contact@example.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.