R410--Surgical Asset Management (SAM) Consulting Services

Active

Contract Opportunity

The purpose of this amendment is to:
Answer questions that were received. (see below)
Update the quote due date and time to 12:00pm EST September 10, 2025
Q: Does the VA have a value analysis committee to evaluate and approve surgical supplies and instruments?
A: VA has an Equipment Committee that evaluates all purchasing decisions
Q: Does the VA use an instrument tracking software?
A: Yes Censitrac
Q: Will the VA allow a vendor to import data into our proprietary software to process advanced analytics?
A: Censistrac allows for exporting multiple reports
Q: How many preference cards exist at RMRVAMC?
A: Approx 4000 containers with a count sheet, additional containers that need a count sheet.
Q: How much flexibility is there in preference card management at the local hospital level? A: All count sheets can be locally Censitrac superusers have ability to update the count sheets
Q:What is the current governance process for preference card updates today?
A: E-mail requests by OR team
Q: How does the VA define impact? Please clarify if impact is monetary (is there a savings goal?), resources, technology, process, or all of the above.
A: The goal is to have surgical instruments available, whit reduction of unnecessary reprocessing
Q: Which services lines will participate in workshops? How many locations? Is there an estimated number of total people that would participate in the workshops?
A: SPS, OR, Clinics exact number of people TBD
Q: Please clarify how the awarded vendor will work with Aesculap? Please confirm the intent that the awarded vendor integrates recommended assets into workshop trainings.Â
Q: Please confirm the COR will facilitate read-only access to the instrument tracking system (e.g., Censis/SPM) and EMR-derived case data needed for baseline/utilization analysis within 10 business days of kickoff.
A: The vendor should have access to Censitrac
Q: Please confirm no PHI is required and that the Government will provide de-identified/aggregated datasets for analysis.
A: No PHI is stored in Censitrac so no issue with this.
Q: Please confirm that the contractor s post-workshop report quantifying OR/SPD time and dollar savings, along with signed change sheets and updated set indices, will serve as the basis for acceptance.
A: We will review the report and implemented changes as agreed by the OR team.
Q: Please indicate expected on-site workshop days per service line to plan travel within the firm-fixed price.
A: It depends on the amount of changes that is require, and for which teams (OR vs SPS) the changes are needed.
Q: Please confirm a bilateral modification will be used if the number of sets/procedures materially exceeds the baseline identified during mobilization (e.g., >15% variance).
A: Any modification to the awarded contract will be done as a bilateral modification.

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