DRAFT STATEMENT OF WORK Contract Title. TrackCore Electronic Tissue Tracking System Background. Michael E DeBakey VA Medical Center (MEDVAC) 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 and RFID services for the Michael E DeBakey Va Medical Center TrackCore Implant and Tissue Tracking System (TrackCore) for tracking and managing all implant inventory. To allow all specialty providers at The Michael E DeBakey VA Medical Center to access the TrackCore web-based software to track and document implanted tissue implants for all Veteran patients at the MEDVAC. For recalls, TrackCore will continue to allow the facilities to quickly locate stocked implants and determine if any patients are affected. Place of Performance Michael E Debakey VA Medical Center 2002 Holcombe BLVD. Houston, Texas 77030 Period of Performance Performance period is from 11-1-2025. 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 11-1-2025 to 10-31-2026 Option Year One 11-1-2026 to 10-31-2027 Option Year Two 11-1-2027 to 10-31-2028 Option Year Three 11-1-2028 to 10-31-2029 Option Year Four 11-1-2029 to 10-31-2030 Scope. To track implants bi-directionally throughout the MEDVAC Facilities, and ensure the 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 and RFID services for the MEDVAC facility utilizing TrackCore Implant and Tissue Tracking System (TrackCore) for tracking and managing all implant inventory. Shall monitor implant documentation throughout the facility, in real time, allowing for accurate tissue implant tracking throughout the facility. 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 the warranty process. COR will monitor the execution and contract performance to meet the contractual agreement and approve invoices for payment of this contract. (End of SOW)
