SPECIAL NOTICE
J -- Censitrac Software Services for SPS VANJHCS
- Notice Date
- 8/17/2023 7:24:16 PM
- Notice Type
- Special Notice
- Contracting Office
- 242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
- ZIP Code
- 12208
- Solicitation Number
- 36C24223Q1117
- Response Due
- 8/24/2023 7:00:00 AM
- Archive Date
- 10/23/2023
- Point of Contact
- Brooks Campbell, Janice, Contracting Officer, Phone: (718) 584-9000 x6096
- E-Mail Address
-
Janice.Brooks@va.gov
(Janice.Brooks@va.gov)
- Awardee
- null
- Description
- Notice of Intent to Sole Source The Department of Veterans Affairs, Network Contracting Office 2 (NCO 2), James J. Peters VA Medical Center Bronx, New York intends to award a sole source contact under the authority of Only One Responsible Source (FAR 8.405-6(a)(1)(B)), to CENSIS TECHNOLOGIES, INC. 830 CRESCENT CENTRE DR STE 610 FRANKLIN, TN 37064. This action will result in a Firm-Fixed Price contract with a period of performance of base plus 4 option years available. This notice of intent is not a request for competitive quotations. There will be no solicitation available for competitive quotes. However, all responsible sources may submit a capability statement, which shall be considered by the agency. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Respondents should reference 36C24223Q1117 Notice of Intent in the Subject line. The point of contact for this requirement is Janice Brooks Campbell, Janice.Brooks@va.gov. Responses to this notice shall include company/individual name, a service capability statement, including examples of similar facilities for which services have been provided, DUNS number, address, point of contact and socio-economic category (i.e. SDVOSB, VOSB, 8(a), HUBZone, WOSB, EDWOSB, Small Business, Large Business). Determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Telephone inquiries will not be accepted. If no viable responses have been received by the closing date of 8/24/2023 at 10:00AM E.T., the Government shall negotiate solely with CENSIS TECHNOLOGIES, INC. New Jersey VA Medical Center East Orange, New Jersey Statement of Work (SOW) CensiTrac NJ VA Healthcare System Introduction/Background: The VA New Jersey Healthcare System is currently seeking to procure a comprehensive software solution as an automated instrument tracking system with capabilities that will assist in automation of reprocessing documentation directly impacting availability, utilization, shrinkage, and patient safety. The VA New Jersey Harbor Healthcare System is dedicated in providing quality health care to veterans using the abilities of all employees supported by our commitment to education and research. We are recognized locally, regionally, and nationally as a leader in quality patient care, positive customer service, medical/allied health education, health-related research, and employment opportunities. We seek to be the provider of choice of veterans and the community by offering an efficient, integrated quality health care system capable of providing a full range of primary, specialty and chronic health care services in a system that is readily accessible and responsive to change. Our key business drivers are quality, financial integrity, patient satisfaction and employee satisfaction. VA Real Time Location System (RTLS) Critical for enhanced patient safety is ensuring the U.S. Department of Veterans Affairs (VA) has real-time visibility of its medical assets, and medical staff has optimal equipment and supplies to treat Veterans. To accomplish this, VA and Hewlett Packard Enterprise are rolling out a powerful solution called the Real Time Location System (RTLS). RTLS uses radio frequency (RF) ID tags to give medical facility staff end-to-end visibility across VA facilities via an integrated, easy-to-use portal. Simple, inexpensive tags on objects transmit signals wirelessly to transmitters and receivers throughout the facilities sending information to a computerized tracking system. Data collected from the tags is fed into a unified dashboard and is then used to optimize decision-making, equipment utilization, clinical efficiency, staff productivity and satisfaction, and most importantly patient safety. RTLS applications used in VA NJHCS include the following: Active Asset Tracking: improves efficiency by providing real-time locations of equipment moving around the medical facility, such as infusion pumps, patient beds and defibrillators. Sterile Processing Instrument Tracking and Workflow: improves patient safety by reducing the possibility of human error in disinfecting scopes and preparing instrument trays for surgery, moving technicians from a paper checklist to an application with automated count sheets, photos and detailed instructions. The potential uses and benefits of this technology throughout VA are significant, and include improvement of quality of patient care, improved patient satisfaction, reduction of health care asset management costs, improvement of capacity/resource planning, improvement of employee and patient safety, as well as improvement of general asset management and inventory. Currently, a handful of VHA facilities utilize components of RTLS to accomplish niche applications. Data from industry, private sector RTLS users, and current VA RTLS users promises a substantial return on investment through the adoption of this technology. The RTLS solution shall provide VA staff with the capability to locate assets used throughout each facility; varying levels of discrimination should be offered to meet site-specific requirements from area-level discrimination to more discrete level discrimination in real time. The assets to be tracked under RTLS include hospital or other equipment, computer equipment, medical devices, surgical instruments, staff, patients, grave markers and other categories identified by the specific implementation of RTLS use cases at each facility. Objective Real Time Location System (RTLS) Sterile Processing Workflow Software Support Agreement for NJHCS East Orange Campus plus Gov Cloud and Service +. The RTLS solution shall enhance Sterilization, Processing and Decontamination (SPD) business processes and support SPD staff responsible for tracking, cleaning, and distributing medical equipment to clinical staff throughout the medical facility by automating the tracking of tasks, instruments, and supplies. As one of the base applications in the Department of Veterans Affairs RTLS program, the Sterile Processing Workflow Application is anchored by the Censitrac Instrument Tracking Software. Censitracs open architecture, in conjunction with the HP Enterprise Services/Intelligent InSites platform, ensures the VA will have a truly integrated sterile processing instrument and scope tracking system, says Kimberly Brayley, director of the RTLS Project Management Office, Veterans Health Administration. ""Leveraging state of-the-art technology allows VA to decrease operational costs and increase efficiencies, satisfaction and quality healthcare delivery."" Censitrac guides sterile processing professionals through proper sterilization procedures; tracks the location, usage, and maintenance of every uniquely identified instrument and mobile assets; and interfaces with OR scheduling systems to ensure surgeons have the right instruments when they need them. With Censitrac, the reprocessing data and procedure case history for every instrument and endoscope is readily available for FboNotice cause analysis. This means OR efficiency and infection control are aligned, thereby improving the path to patient safety. This includes the ability to interface with areas that utilize reusable medical equipment scheduling systems to ensure technicians / providers have the right instruments when they need them. With the use of individual instrument marking, the facility can remove designated instruments from use and initiate servicing, sharpening, etc. Instrument marking also tracks usage which reveals instrument quality and durability. The Automated Instrument Tracking applications provide reusable medical equipment instrument management systems for use in Department of Veterans Affairs Medical Centers to improve operational efficiency and patient care. The system shall reprocess data and procedure case history for every instrument that is readily available for FboNotice cause analysis. This means the efficiency and infection control are aligned, thereby improving the path to patient safety. Censitrac automated tracking for surgical instruments and equipment, improves infection control and provides the data for meaningful benchmarking, continuous process improvement and FboNotice cause analysis. This system will help to improve any adverse events, improve clinical outcomes, streamline workflows, and optimize reusable medical equipment through tracking and management. The Contractor shall provide a monitoring solution with graphic and tabular displays of instrument and equipment location and cleaning state, throughout the workflow process. The solution shall be user friendly, hands-free (to the greatest extent possible) and support incorporation of video clips, pictures, diagrams, sketches, and/or other media presentation of individual instruments for ease of identification of components that must be disassembled for cleaning/maintenance and reassembled prior to sterilization. The display shall provide time intervals to indicate the length of time instruments sit waiting to be cleaned, providing alerts when the instruments have surpassed a user programmable dwell time threshold. The Contractor shall provide a reporting solution that will enable determination of SPD department productivity, as well as utilization rate, and Return on Investment (ROI) for all RME, instrument sets, and individual instruments based upon generally accepted industry standard calculations. Systems redesign efforts, to include the use of time in motion studies, should be incorporated into the Contractor s proposal to standardize these processes across the VA system. The Contractor shall provide a reporting solution to measure and analyze average time that devices of a selected classification spend at each stage of the SPD workflow as well as total SPD cycle time. Censitrac is the preferred national standard established by the National Program Office for SPD Workflow, and the Veterans Health Administration (VHA) has chosen Censitrac as the standardized instrument tracking system (ITS). Location at East Orange VAMC: Sterilization Processing Department REQUIREMENTS: Furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, etc., for complete On-Site Maintenance Service as specified below in accordance with the terms, conditions and schedule of this agreement. Contract Extension: The Government will have the Option to extend the Term of the contract for Four (4) additional years at the prices you bid. This is in accordance with the provision of FAR 52.217-9 in Section - I Contract Clauses of this Solicitation. I. SCOPE OF WORK: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The contractor will provide maintenance and software support for the automated instrument tracking system called the Censitrac System. Sterile Processing Service Automated Instrument Tracking System software will provide the capabilities to: a. index and barcode instrument sets and help enable the inactivation and reactivation process. b. identify process stages and messages to be displayed at computers and provide a read-only copy of set information from the search for set/instrument. c. automate the tray assembly process and edit and/or review instrument count sheets as needed for adding and removing instruments; to include new instrument trays with count sheets. d. edit room and procedure information for Service Lines that require cleaning of reusable medical equipment. e. manage the instrumentation inventory and maintenance schedules and provide tray quality down to the single instrument level, to include case tracking. f. provide quality incident, instrument catalog, and productivity reporting II. TRAINING OF OPERATING PERSONNEL: The price quoted shall include contractor responsibility for providing training of using personnel in operation and care of the equipment furnished. This training shall include actual demonstration and operation of the equipment, preventative maintenance, and any adjustments or other actions which may be undertaken by operating personnel in the event of failure of equipment, provided that such adjustment or action shall in no way jeopardize the Government's rights under contract guarantee clause. This training shall be given by qualified contractor representatives on a date to be determined by the using service POC. Operator and maintenance training shall not be conducted concurrently. The Vendor shall consult with the Contracting Officer Representative or person acting in that capacity regarding the time this training will begin. These officials will be responsible for arranging for the presence of personnel to be trained. III. SPECIFIC MANDATORY TASKS: 1. Description of Tasks: The contractor shall provide the specific task described below within the performance award period. Task One: The contractor shall provide a detailed work plan and briefing for the VA project team, which presents the contractor's plan for completing the task order. The contractor's plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the task order. a. The contractor will offer customer service support regarding any issues or concerns with the equipment. The life expectancy of equipment, barring accidental misuse or abuse, would sustain the Sterile Processing department and staff for many years, and the importance of this equipment is to expand and improve the quality of services provided to veterans. No Protected Health Information/ Personally Identifiable Information (PHI/PII) will be stored on the device or provided to the contractor. Task Two: Provide software maintenance as a service and provide Technical support that is available 24/7. a. Provide repair service and repair parts/spare parts as needed. b. Provide Software maintenance as a service creates, designs, implements, and/or integrates customized changes to software that solve one or more problems and is not included with the price of the software. Software maintenance as a service includes person-to-person communications regardless of the medium used to communicate telephone support, on-line technical support, customized support, and/or technical expertise which are charged commercially. Task Three: The Surgical instrument tracking system must allow to Manage individual instruments and devices. The system must allow management of singles and specialty items to entire surgical set contents. a. The system must be compatible with all methods of marking individual instruments laser marking processes. b. Distinguish peel pack items from set components to manage singles inventory. c. Build trays from individual instrument scans. d. Tie components to a specific indexed (count sheet) set to ensure sensitive cases are appropriately managed. e. Manage Immediate use steam sterilization (IUSS) and scope processing, usage traceability, and preventive maintenance schedules. f. Flag instruments for preventive maintenance or replacement. Scope Management: a. The system must prioritize which sets to reprocess first, allowing SPS staff to be proactive rather than reactive. By elevating the sterilization process from the standard first-in, first-out model, which will save time in SPS. b. Association for the Advancement of Medical Instrumentation (AAMI) Compliant Documentation, International Association of Healthcare Central Service Material Management (AHCSMM), and VHA Directive 1116(2) Sterile Processing Services (SPS), dated March 23, 2016, and guidelines must build into department processes and workflows, ensuring work is performed properly and completely. c. All work must be supported with reference tools and online instructions. Through interfaces with all machines and devices, the system must assist with the challenge of inconsistent documentation and the risk of errors, keeping our facility prepared for an internal or Joint Commission audit. d. The tracking system must be able to Manage Loaner Instrument Sets - Seamless instrument management throughout the supply chain. Integration with loaner set data provides hospitals full visibility of instrument sets required, whether owned, loaned or consigned, driving efficiency in the reusable medical equipment supply chain. e. Through combining data sets with loaner management systems, SPS staff must have seamless access to information not typically provided through the preference card system. f. SPS staff benefit from seamless access to information not typically provided through the preference card system. This integration further streamlines the surgical (if applicable) and sterilization workflow and provides traceability throughout the supply chain. g. The Tracking system must allow to include vendor loaner trays on the needs list and provide access to accurate count sheets, set and component images and current instructions for use. h. This system must assist in the shift from a disjointed manual process to an electronic and facilitate SPS staff focus on patient care and a measurable reduction in operational costs. IV. SPECIAL CONSIDERATIONS: Censitrac is the preferred national standard established by the National Program Office for SPS Workflow, and the Veterans Health Administration (VHA) has chosen Censitrac as the standardized instrument tracking system (ITS). V. HOURS OF COVERAGE: A. Normal business hours of coverage are [Monday through Friday], [8:00am - 4:30pm], excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR. B. Preventive maintenance is to be performed inside normal business hours. C. Work performed inside the normal hours of coverage will include service time and exclude parts and travel time. Note: Hardware/software scheduled and performed inside normal hours of coverage at no additional charge to the Government (unless it performed outside normal hours of coverage would be detrimental to equipment up-time; to be determined by COR). D. Federal Holidays observed by the VAMC are: New Years Day Labor Day Martin Luther King Day Columbus Day President s Day Veterans Day Memorial Day Christmas Day Thanksgiving Day Independence Day And any other day specifically declared by the President of the United States to be a national holiday. VI. DOCUMENTATION/REPORTS: The documentation will include legible detailed descriptions of the scheduled and unscheduled maintenance procedures performed and prices (for outside normal working hour service) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. Services Performed: For services that will be performed during normal working hours. After all work is completed, the contactor must report to Biomedical Engineering to provide a complete report of services performed. Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted for processing. Remote Access: (If remote access is required) The contractor must comply with all VA Office of Information and Technology security requirements. The contractor shall follow through on all requirements to utilize a National Site-to-Site VPN or individual contractor VPN accounts. Failure to maintain this access by the contractor may result in termination of the contract. VII. TRAVEL: If there is any anticipated travel, the cost will be incurred by the contractor. VII. PLACE OF PERFORMANCE: The Services are being completed at: VA New Jersey Healthcare System East Orange Campus Sterile Processing Department 385 Tremont Ave East Orange, NJ 07018 IX. PENALTY FOR NON-PERFORMANCE: If services and products do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements, at no additional cost to the Government, if appropriate. When the defects in services and products cannot be corrected by re-performance, the Government may: Reduce the contract price to reflect the reduced value of the service performed and product delivered. X. PAYMENT: A. Purchase Order Payment Procedures: Payments will be made monthly in arrears upon receipt of properly prepared invoices which must show reference to the correct purchase order number issued upon the award of this contract. Each invoice must be provided in [triplicate] and must include the Service Reports for work performed during that period. B. Payment Procedures: Invoices must then be mailed to the corresponding VAMC the charge is applied to. Vendor must submit invoices to: http://www.tungsten-network.com/US/en/veterans-affairs/. Each invoice must be provided in [triplicate] and must include the Service Reports (ESR s) for work performed. Invoices must show reference to the correct purchase order number and contract number issued upon the award of this contract. If there are any deductions to be made, or a credit card charge in was made in error, a credit will be due of the correct amount for the monthly payment in question. Notification of the credit is to be made in writing for any adjustments that were made and then mailed to the corresponding VAMC. XI. ADDITIONAL CHARGES: There will be no additional charge to the Government for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. XII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. XIV. SECURITY AND CONTINGENCY PLAN The contractor shall provide a contingency plan in writing to the agency prior to the award of the contract for agency review which details how the contractor shall deal with unplanned events such as vehicle breakdowns, communication, transfer of materials, vehicle security, breach of security of documents, etc. XV. INFORMATION SECURITY AND PRIVACY TRAINING All contractor employees and subcontractors participating under this contract or order, to provide installation, training or service repairs are required to complete the VA's Privacy and Information security training requirement VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).
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