SAM #36C26227Q0060

VA seeks capability statements for Epredia Vega and SlideMate equipment maintenance

The Department of Veterans Affairs is assessing whether to compete maintenance support for laboratory equipment at the Greater Los Angeles VA Healthcare System. - Buyer: Department of Veterans Affairs, VISN 22, Network Contracting Office 22. - Procurement approach: The VA is considering a sole-source, firm-fixed-price contract with Richard-Allan Scientific LLC / Epredia. It is requesting capability statements to assess whether competition is appropriate; this is not a request for quotes or proposals. - Equipment covered: Two Epredia Vega Systems and seven Epredia SlideMate Systems. No new equipment is being purchased. - Required support: Software-use licensing and updates, preventive and corrective maintenance, repairs, replacement parts, labor, travel, and telephone technical support. Work must follow manufacturer procedures and be performed by factory-trained or equivalently qualified field service engineers. - Vega coverage: OEM Gold Service Plan or equivalent; one preventive maintenance visit per coverage year, annual live laboratory retraining, and loaner instruments subject to equipment type and availability. Parts, labor, and travel for unscheduled visits are included. Annual preventive maintenance is scheduled for July. - SlideMate coverage: OEM Gold Swap Plan or equivalent; a refurbished replacement is shipped within 48 hours, depending on when the request is received. Repairs and replacement parts are provided at no cost to the Government. - Work and reporting requirements: Service is generally performed Monday through Friday during normal work hours; prior approval is required for work outside those hours. Telephone support is specified for 7:00 a.m.–3:30 p.m. Pacific time. Electronic service reports are required, with the notice specifying both a seven-calendar-day submission timeline and a separate ten-business-day timeline for corrective-maintenance reports. - Term: One base year plus four one-year option periods, for up to five years.

Description

NOTICE OF INTENT TO SOLE SOURCE The Government intends to award a firm fixed price, sole source contract in accordance with RFO FAR 6.103-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, and in conjunction with RFO FAR 12.201-1, Simplified Procedures for Certain Commercial Items. This requirement is for the maintenance support services for multiple Epredia Vega and SlideMate Laboratory systems located within the Greater Los Angeles VA Healthcare System. The intended source is Richard-Allan Scientific LLC / Epredia, the original equipment manufacturer (OEM). In accordance with RFO FAR Part 6, contracts awarded using this authority must be supported by written Justification & Approval (J&A), as described in RFO FAR 6.301 and 6.104. As applicable, the approved justification will be posted within fourteen (14) days after award pursuant to 10 U.S.C. 3204(f) and 41 U.S.C. 3304(f). The Government will consider capability statements received by the closing date of this synopsis. The Government’s decision whether to compete with this requirement, based on responses received, is solely at its discretion. Any information submitted will be used strictly to determine whether competitive procurement is appropriate. The applicable North American Industrial Classification System (NAICS) code is 811210, Electronic and Precision Equipment Repair and Maintenance, with a size standard of $34.0 million.

Description of the Requirement (Draft Statement of Work (SOW)) Scope The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide licensing for software use and corrective maintenance services on the Epredia SlideMate and Vega systems to the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. The Epredia SlideMate and Vega system enables on-demand labeling of Anatomic Pathology slides and cassettes.

Period of Performance Base year followed by four, one-year option periods.

General Requirement All work shall be in accordance with manufacturer’s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary to keep equipment in optimal working condition. This refers to the equipment listed in Table 1 below:

EE#Serial NumberEquipmentPM Frequency 2437785000-E-202-0724Vega SystemAnnual - July 2558865000-E-193-0724Vega SystemAnnual - July 246254SPA03245532SlideMate SystemN/A 246257SPA03245523SlideMate SystemN/A 246255SPA02245478SlideMate SystemN/A 246259SPA02245473SlideMate SystemN/A 246258SPA02245470SlideMate SystemN/A 243777SPA06245677SlideMate SystemN/A 243776SPA05245627SlideMate SystemN/A Table 1: Equipment included as part of this requirement

Contractor shall provide OEM gold service plan coverage or equivalent on Vega Systems listed in Table 1. Plan coverage shall include all replacement parts, labor, and travel expenses for any unscheduled service visit. Includes one hour of live lab retraining annually. One preventive maintenance visit per coverage year. Loaner instruments shall be included based on instrument type and availability. Contractor shall provide OEM gold swap plan coverage or equivalent on SlideMate systems listed in Table 1. Plan coverage shall include swap replacement of SlideMate unit requiring repair with a refurbished replacement at no cost. Replacement units must be shipped within 48 hours depending on request timing.

Corrective Maintenance / Repair Services The Contractor shall conduct corrective maintenance/repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission. The Contractor may request a copy of the JC standards from the Program POC. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support from 7:00 AM to 3:30 PM PST. The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. The Contractor shall provide a detailed service report to the Program POC within 10 business days of corrective maintenance.

Replacement Parts Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer’s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed of by the Contractor after approval of Program POC. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required.

Participating Facility VA Greater Los Angeles Healthcare System11301 Wilshire BlvdLos Angeles, CA 90073

Hours of Work This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am–5:00 pm, excluding National holidays. Telephone support services are available at no additional cost to the Government. Any service performed during other than normal work hours must have prior approval and be coordinated with the Program POC or CO.

Qualification Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who have been trained to perform work on the specific equipment in accordance with the original manufacturer’s PMI/repair procedures. “Fully qualified” is defined as factory-trained or equivalent and experienced to work on the equipment assigned.

Service Service shall include software updates needed for the general operation of the equipment. At the completion of PMI on each piece of equipment, the Contractor shall ensure upon departure that the equipment is in optimal working condition. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the Program POC. Any callback for a service request for the same type of malfunction shall be at no charge to the Government.

Intervening Service Call When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the Program POC or the Contracting Officer (CO). These repairs shall be verbally directed to the Contractor’s employees, requested in writing, and transmitted electronically, by telephone, or in any manner consistent with accepted commercial business practices.

Additional Requirement Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufacturer’s manuals necessary to perform maintenance.

Submission of Reports The Contractor shall submit a complete field service report (FSR) electronically to the Program POC within 7 calendar days of the work being completed. The FSR, at a minimum, must contain company name, service technician’s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition.

Response to this Notice THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES OR PROPOSALS. In accordance with RFO FAR 5.207(c)(16)(ii) and FAR 6.302-1(d)(2), all responsible sources that believe they can satisfy the Government’s requirements as described herein may submit a Capability Statement demonstrating their ability to provide the required services. Capability Statements shall be submitted in writing and must include, at a minimum, the following information: Documentation on technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: Company name Address Point of Contact Phone, Fax (if applicable), and Email Unique Entity ID Cage Code Tax ID Number Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate Capability Statement addressing the organization’s qualifications and ability to perform as a contractor for the draft statement of work described above. Failure to provide sufficient information may result in the Government’s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE.

All responses to this notice must be received no later than 10:00 am PST on November 02, 2026. Responses shall be submitted electronically via email to the Contracting Specialist at the email address below. Oral communications, fax responses, and telephone inquiries will NOT be accepted. A determination by the Government not to compete this proposed contract requirement based upon responses received to this notice is solely within the discretion of the Government. Information received will be retained and used solely for the purpose of determining whether to conduct competitive procurement. The Government will not pay for any information submitted in response to this notice. All submissions become Government property and will not be returned.

System for Award Management (SAM.gov) Registration Any prospective contractor must be registered and active in the System for Award Management (SAM) at www.sam.gov prior to contract award in accordance with FAR requirements.

Contracting Specialist Point of Contact Information Name: Jennell Christofaro Title: Contracting Specialist Organization: Department of Veterans Affairs Email: Jennell.christofaro@va.gov

Additional Links Network Contracting Office 22 (NCO 22)

View original listing