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Sources Sought TrackCore Licenses VISN 23 NAICS Code: 541519 Sources Sought Number: 36C26323Q0869 Notice Type: Sources Sought This is a Request for Information (RFI) only; it is not a request for quot... Sources Sought TrackCore Licenses VISN 23 NAICS Code: 541519 Sources Sought Number: 36C26323Q0869 Notice Type: Sources Sought This is a Request for Information (RFI) only; it is not a request for quotations or offers. 52.215-3 -- Request for Information or Solicitation for Planning Purposes (Oct 1997) (a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation. (b) Although proposal and offeror are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal. (c) This solicitation is issued for the purpose of: conducting market research to identify potential sources for a potential procurement of TrackCore Licenses for Medical Centers of VISN 23. See STATEMENT OF WORK below. This is a request for information and sources only, which may or may not lead to a future solicitation. This is not a request for proposal (RFP). The VA will not pay for any information received resulting from this sources sought notice. Information should be forwarded to the Contract Specialist. Any questions should be addressed to the Contract Specialist, in writing, at the email address provided. Because this is a request for information only, answers to questions will not be posted. If your organization has the capability to provide these supplies/services and is interested in this opportunity, please respond to Diana Valdez, Contract Specialist, Network 23 Contracting Office (NCO23), 4801 Veterans Drive St. Cloud, MN 56303 or via e-mail at Diana.Valdez2@va.gov. Please address the following in your responses: Point of contact, SAM UEI Number, complete mailing address, telephone number, and email address for your company/entity. Socioeconomic status of your company/entity. If applicable - GSA/FSS/ECAT/NASA SEWP contract number that these products or services are available under. Product information/specifications of the systems that you can provide that meet the requirements of the DRAFT Specifications Document Proof of Authorized Distributorship for any product that is not manufactured by your company/entity. **Please note that the government will not accept any gray market items. Manufacturing Information of the product that your company/entity can provide to include: Country of Origin (example: Made in the USA), Manufacturer Name, Address, and SAM UEI Number. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with 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 associated with responding to this RFI. The deadline for this information is 11:00 AM Central Time on, Thursday, July 20th, 2023. GREY MARKET ITEMS: The Vendor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system such that the OEM warranty and service are provided and maintained by the OEM. The vendor shall provide new items ONLY; no remanufactured or "grey market" items. All items must be covered by the manufacturer's warranty. The offeror shall provide evidence of its authority to distribute the proposed equipment/system at the time of submission of its quote/offer. Please note that such evidence is subject to verification by the Contracting Officer at his/her discretion. STATEMENT OF WORK (SOW) Contract Title. TrackCore Electronic Tissue Tracking System Background. VISN 23 Medical Facilities (St. Cloud, Fargo, Sioux Falls, NWI, Des Moines, Iowa City, Black Hills, and Minneapolis to include CBOC s) will need to track and manage biological and non-biological implant inventory using TrackCore Implant and Tissue Tracking System effectively and efficiently. Reviewed by Joint Commission Resources, the systems assist the facilities in meeting regulatory agency and VA requirements related to implants. These requirements include the ability to bidirectionally track all implants/products from donor to facility to patient and back, per Joint Commission standards. System users quickly and accurately pull implant information related to recalls, addressing stocked inventory as well as patients affected by recalled implants. This program reports, in real-time, current stock levels, par levels, alerts for expiring products, and cost, as a few examples. The system maintains FDA/AATB certificate and IFU s for each vendor with the option to upload other documents Objectives The contract will provide continued licensure for the VISN 23 VA Medical Center facilities utilizing TrackCore Implant and Tissue Tracking System (TrackCore) for tracking and managing all implant inventory. To allow the addition of CBOC s to the current VISN 23 VA Medical Center TrackCore website, if requested. For recalls, TrackCore will continue to allow the facilities to quickly locate stocked implants and determine if any patients are affected Place of Performance Period of Performance Performance period is from 10-1-2023. The Contractor shall provide deliveries and maintenance under this contract during normal VA working hours (8:00 a.m. 4:30 p.m.), Monday through Friday unless otherwise approved by the Contracting Officer. Base Year from 10-1-2023 to 9-30-2024 Option Year One 10-1-2024 to 9-30-2025 Option Year Two 10-1-2025 to 9-30-2026 Option Year Three 10-1-2026 to 9-30-2027 Option Year Four 10-1-2027 to 9-30-2028 Scope. To track implants bi-directionally throughout VISN 23 Medical Facilities, and ensure system is fully operational, and fully train staff to be knowledgeable on the use of the TrackCore system. TrackCore needs to be FDA/Joint Commission compliant. TrackCore integrates with the National Recall Alert Center (NRAC) and maintains all supplier certification documents. TrackCore has partnered with Cerner for the upcoming EHR implementation and is hosted on the VA Enterprise Cloud (VAEC). Specific Tasks. Shall provide continued licensure for the VISN 23 VA Medical Center facilities utilizing TrackCore Implant and Tissue Tracking System (TrackCore) for tracking and managing all implant inventory. Shall monitor implant inventory throughout the facility, in real time, allowing for accurate stock levels and efficient reordering. Shall look at cost utilization of implants by implant type, vendor, part number, etc. and adjusting inventory levels and types accordingly. Shall quickly locate stock implants during recalls and determining which patients received those implants. Shall utilize departments within the system. The staff is assigned to a primary department and has access to view, log out, and track the implants stored in that department. This simplifies the logging, tracking, and reporting of implants, and allows the user to complete the required tasks more efficiently when the system shows only the areas relevant to the individual that is logged in. Shall use 1D and 2D custom bar code label capabilities where the 2D can be customized for each facility. Shall Assign a unique identifier when the implant is logged into the system. Shall continue utilizing Federated Security or Active Directory integration technology, which eliminates the need for additional usernames and passwords for designated implant staff. Shall support reports designed to provide all data required by the Joint Commission s tracer methodology. Shall offer dynamic reporting capabilities, which allow users to create, save, and share reports accessing all data elements. Shall have customer support and enhancements as needed by the facilities. Shall work on an interface between TrackCore and the VistA Surgical Package to eliminate double manual entry of implanted items by clinical staff. 7.0 Performance Monitoring If there are performance problems with the product, it will be reported to Biomed, OI&T, and/or Engineering to assist with warranty process. COR will monitor the execution and contract performance to meet contractual agreement and approve invoices for payment of this contract. Security Requirements GFE product will be in assigned to integrated clinical counsel (ICCs) and will be included in the EIL reviews as assigned by Logistics. VA Management Official will be appointed by the certification program office to formally authorize operation of the system in accordance with VA Handbook 6500 and 6500.3. The Contractor performance (timely submission of deliverables, compliance with personnel screening requirements, maintenance of security system configurations and participation in annual IT Federal Information Security Management Act (FISMA) assessments ensuring compliance with FISMA. Ensure yearly FITARA/BTT assessments are completed. If a cloud service is selected as part of the contract the vendor will need to go thought the FedRAMP and/or VA Enterprise Cloud as well as the VA Web and Mobile App approval processes. Security Considerations Vendor contractors requiring access to VA systems will continue to maintain active VA credentials and complete mandatory training as needed. 9.0 Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). GFE will be included in the EIL once assigned by logistics. 10.0 Invoice / Payment: The Contractor shall submit the invoice at the completion of services to the POC/COR prior to submitting it to OB10 for verification. OB10 shall forward the Contractor s invoice directly to DFAS Austin (also known as the Finance Service Center) for payment. All invoices shall include the Contract number, Purchase Order number, Order Date, Period of Performance, and Description of Services. The invoices shall provide significant detail to enable reconciliation.