Active

Contract Opportunity

INTENT TO SOLE SOURCE
The Department of Veteran Affairs New York Harbor Healthcare System Brooklyn Campus, 800 Poly Place, Brooklyn NY 11209, and Manhattan Campus, 423 E 23rd St., New York, NY 10010 intends to negotiate a sole source contract with Censis Technologies, Inc., 4031 Aspen Grove DR STE 350, Franklin TN 37067, for CensiMark instrument laser marking, data commissioning and data optimization. Censis Technologies, Inc., is the only vendor authorized to complete the instrument laser marking, data commissioning and data optimization. This notice of intent is not a request for competitive quotes. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a one-time service. The North American Industry Classification System Code (NAICS) is 332812 - Metal Coating, Engraving (except Jewelry and Silverware), and Allied Services to Manufacturers with a business size standard of 600 employees. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 12:00 PM Local Time (Eastern) Wednesday April 24, 2024. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. This evidence shall include a letter from the Original Equipment Manufacturer (OEM) stating vendor is an authorized service vendor per VAAR Clause 852.212-71(c). Information must be sent to the Contracting Officer, Charles Collins, Charles.Collins@va.gov. Responses received will be evaluated, however a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government.




STATEMENT OF WORK
CensiMark Onsite Dental and Medical-Surgical Instrument Laser Marking and Data Optimization
GENERAL REQUIREMENTS:
Introduction:
VA New York Harbor Healthcare System s Sterile Processing Service (SPS) at the Brooklyn Campus, has a requirement to have an estimated 25,000 pieces of Reusable Medical Devices (RMD)/instruments, laser marked utilizing the CensiMark bar code tracking system. This requirement includes standardizing vendor names and catalog numbers (removing incorrect or duplicate data) and identifying acceptable substitutes for instruments in the database.
Place(s) of Performance:
VA New York Harbor Healthcare System
Brooklyn Campus
800 Poly Place
New York, NY 11209

Background:
The Brooklyn Campus SPS has been using the CensiTrac electronic tracking and data management system for RMD that is marked using the CensiMark Laser Marking system. This system marks instruments with a unique identifier that allows the facility to track instruments utilizing a data base created and maintained by the contractor with access by VA employees. Using CensiTrac guides SPS staff through proper sterilization procedures, allows for faster instrument tray turnaround times, which increases operating room (OR) efficiency and ensures surgeons have the right instruments when they need them. This requirement is to complete the laser marking of the dental and medical-surgical instruments using the CensiMark Bar Code laser marking technology instrument tracking system, as part of the National Real Time Location System (RTLS). This marking system is currently in place at the Brooklyn Campus SPS from previously purchased RMD, and the facility requires having the remaining RMD items marked with the same system for continuity of instrument tracking and to allow all RMD tools to be cataloged in the same data base.
Performance Period and Delivery Date:
The period of performance for marking services is estimated 17 weeks from contract award. The period of performance for the work for standardizing vendor names and catalog numbers, removing incorrect or duplicate data and identifying substitutes, etc. is 10-12 weeks. However, services shall begin no later than one week after award and must be completed six months after work begins.
Work to be performed on site at the Brooklyn Campus SPS during the business hours of: 7:30 am 4:00 pm Monday Friday (excluding Federal Holidays).

The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the VAMC POC. Preventive maintenance or other services are not to be scheduled on these dates:
New Year's Day
Birthday of Martin Luther King, Jr.
Washington's Birthday
Memorial Day
Juneteenth
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day

II. WORK REQUIREMENTS:
Vendor shall apply the CensiMark Laser Markings on RMD instruments currently used by the Brooklyn Campus of VA NYHHS (maximum of 25,000 pieces).
Marking process shall be completed on site, at the Brooklyn Campus SPS, Basement Floor, only. The vendor will perform all the data optimization work remotely from its headquarters.
Vendor shall be provided 300 instruments per day by SPS Management for marking until all markings are complete. Approximately 1000 instruments marked per week.
Instruments marked shall include those RME in OR trays and clinical RMD instruments from the Brooklyn VA.
No PHI/PII shall be stored on the markings or provided to offeror.
All equipment and supplies needed to perform the laser marking shall be supplied by vendor.
All labor will be performed by the contractors authorized personnel.
Marking locations on instruments shall be done at well-spaced, flat surfaces on shafts or near handles, dependent on the shape and design of instrument.
Vendor shall assist in entering data into the CensiTrac data base for all dental and medical/surgical single and loose RMD instruments, and OR and clinical tray count sheets prior to install.
Markings must be compatible with the CensiTrac system currently in use at the Brooklyn Campus and previously marked RMD instruments.
All markings shall be loaded onto a non-VA data base (CensiTrac), which will be accessible on non-VA all in one monitors. This system is currently in use at the facility.
All newly marked instruments shall be tested for functionality by vendor and SPS Staff/Mgmt.
Vendor shall standardize vendor names and catalog numbers, removing any incorrect or duplicate data from the instrument database. Original information is maintained. The vendor will perform an analysis of the instrument database/catalog to identify acceptable substitutes for instruments/items on count sheets.
Vendor shall provide a written report via email at the end of each workday, capturing daily marking work for SPS Staff/Mgmt review. SPS POC and vendor project lead will meet weekly to review progress.
The Vendor shall be available during normal business hours for customer support on marking issues.

III. ADDITIONAL REQUIREMENTS:
The vendor shall provide instructions and a listing of approved and compatible chemistries to SPS staff for cleaning and disinfecting any RMD instruments marked.

Attachments/Links