36C24225Q0854.docx

SUBJECT*

VAMC Histology Lab Equipment

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Yasmin Moses Yasmin.Moses@va.gov 718-584-9000 X8610

PLACE OF PERFORMANCE

Manhattan Medical Center

423 E 23 Street

New York New York

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

The Department of Veterans Affairs Network Contracting Office 2 is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to provide service and maintenance for Histology Lab Equipment at the VA New York Harbor Healthcare System Manhattan Medical Center. The VA is seeking to provide for this requirement as of 10/01/2025 through 09/30/2026 with four option periods.

Place of Performance Manhattan Campus VAMC New York Harbor Healthcare System 423 E 23 Street New York, NY 10010

Histology Lab Building 1, 6th Floor North

The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 334516, Analytical Laboratory Instrument Manufacturing (Size Standard 1,000 employees).

The VA New York Harbor Healthcare System Manhattan Medical Center needs a contract for a full service and maintenance of Histology Lab Equipment.

Please review the attached Statement of Work included herein.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

If your organization has the potential capacity to perform these contract services, please provide the following information: Organization name, point of contact, SAM UEID number, address, email address, Web site address, telephone number, and socioeconomic status of the organization. Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) must be verified and relative to NAICS 334516.

If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) provide services under a service acquisition contract.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 334516. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on SAM.gov website SAM.gov | Home at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

The following information is required for determining procurement strategy and viability of sources:

Set aside requirements have limitations on subcontracting. This service is located in New York, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?

How many years’ experiences does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?

· Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

· Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

· Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

· Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

· Contractors shall include any relevant comments about the Attachment(s) if applicable.

Below is the Limitation on Subcontracting – Certificate of Compliance Clause. Please complete this as part of your response.

852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that-

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [X ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(1) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(2) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(iv) Referral to the VA Suspension and Debarment Committee;

(v) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(vi) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by July 25, 2025, at 12:00 PM Eastern Standard Time (EST). All responses under this Sources Sought Notice must be emailed to Yasmin.Moses@va.gov.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

See included document below: Statement of Work (SOW)

Statement of Work

1. Title: Histology Lab Equipment

2. Background:

The VA New York Harbor Healthcare System Manhattan Medical Center is currently seeking a base plus 4 option year Service and Maintenance contract for Histology Lab Equipment in use at the Manhattan Medical Center. The contractor will provide all necessary labor, equipment, tools, parts, and transportation required to complete the maintenance and service for the devices under this contract.

3. Period of Performance:

Base Period- 10/01/2025 through 09/30/2026 Option One-10/01/2026 through 09/30/2027 Option Two-10/01/2027 through 09/30/2028 Option Three- 10/01/2028 through 09/30/2029 Option Four- 10/01/2029 through 09/30/2030

4. Scope of Work:

a. Service Coverage

i. The Contractor will perform all Preventative Maintenance (PM), as stated by the Original Equipment Manufacturer (OEM), and Corrective Maintenance (CM), repairs, as required.

ii. Cleaning of the equipment with the proper cleaning agents approved for use by the OEM

b. The contractor at minimum shall perform the following:

i. Testing and replacing faulty and worn parts including parts that are likely to become faulty, fail, or become worn out

ii. Inspection of all components including, but not limited to:

1. mechanical integrity

2. safety

3. performance

iii. Adjusting, lubricating and calibrating equipment as necessary

iv. Inspecting electrical wiring and cables for wear and fraying

v. Performing Electrical Safety Inspections as specified:

1. Ground wire resistance

2. Leakage tests

vi. Returning the equipment to full operating conditions

vii. OEM requirements will be followed for PM, CM, and any repairs, service, calibrations, and modifications required to maintain the proper functionality of the equipment

viii. PM and CM includes the following

1. Labor

2. Travel Expenses

3. Round Trip Shipping (including packaging costs)

4. Repair Service

5. Manuals and Tools

6. Software required to complete PM and CM

7. All replacement parts for all listed equipment under the Equipment Covered section

ix. Contractor will provide equipment history, including service reports, PM reports, and data sheets.

x. Contractor will follow the current PM schedule as noted under the Equipment Covered section

5. Repairs:

a. All repairs and service must be performed by a manufacturer trained technician or Field Service Engineer (FSE), with current applicable certification from the Original Equipment Manufacturer (OEM).

b. Service/repair requests are provided at the request of the VA to diagnose and perform corrective actions to fix equipment malfunctions and failures, including but not limited to support for recalls issued by NCPS/FDA.

c. In the event a repair involves the replacement of a component not covered under the contract, the Contractor will provide a quote to Biomedical Engineering for this part/service.

i. The Contractor will not replace a component or perform service on a component not covered under contract without providing a quote and being provided a PO.

d. Contractor will test the functionality of the equipment upon completion of repair and/or maintenance to determine the status of the equipment. If this is a test completed after a repair, the test must verify that all damaged parts have been successfully repaired and all functions, including but not limited to functionality related to the parts repaired, are operational.

6. Conformance Standards:

a. Contractor will be in conformance with the latest FDA medical device regulations, quality assurance, and compliance (as applicable for Class I, Class II, Class III devices and MDDS)

b. Contractor will be in conformance with the latest published edition of NFPA-99, TJC, OSHA, CDRH, CAP and other performance standards and specifications

c. A Loaner agreement in which the Contractor is required to provide a loaner unit to the Clinical Service in the case of increase in equipment downtime. The Contractor will ensure loaners are available for the models specified under the Equipment Covered section.

d. The contractor must provide notice and confirmation when coming on-site to Biomedical Engineering.

e. Technical service personnel are required to sign in and out of Biomedical Engineering service, (Manhattan Medical Center, Floor 14, West Wing)

7. Equipment Covered:

***Please note that the equipment covered under this contract are not under warranty***

8. Hours of Coverage:

a. Normal business hours of coverage are [Monday through Friday], [8:00am - 4:30pm], excluding federal holidays.

b. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the Contracting Officer Representative.

i. No special rate for overtime will be applied

c. Federal Holidays observed by the VAMC are:

i. New Years Day

ii. Labor Day

iii. Martin Luther King Day

iv. Columbus Day

v. President’s Day

vi. Veterans Day

vii. Memorial Day

viii. Juneteenth Day

ix. Christmas Day

x. Thanksgiving Day

xi. Independence Day *And any other day specifically declared by the President of the United States to be a national holiday*

9. Response Time:

a. Contractor will make reasonable efforts to respond to urgent technical support calls within two (2) Business Hours.

b. Will resolve initial technical support by phone

i. If issue cannot be corrected by phone, the FSE will commence work (on-site physical response) after receipt of notification or completion of phone support and will proceed progressively to completion without undue delay.

c. Contractor shall provide onsite response by a qualified technician within 24 hours of original request for service unless delayed by causes outside its reasonable control.

10. Place of Performance Manhattan Campus VAMC New York Harbor Healthcare System 423 E 23 Street New York, NY 10010

Histology Lab Building 1, 6th Floor North

11. Labor and Safety Requirement:

a. Labor must be completed by personnel trained by the OEM on models listed.

b. Two (2) years of experience working on the equipment listed under the Equipment Covered section is required.

c. No allowance will be made for the contractor not having qualified personnel available to respond within the contract period.

12. Documentation/Reports:

a. The documentation provided by the contractor will include legible detailed descriptions of the scheduled and unscheduled service performed and completed including

i. parts replaced

ii. price (materials and labor)

b. Each equipment service report (ESR) must document the following data legibly and in complete detail at minimum:

i. Name of Contractor.

ii. Name of FSE who performed services.

iii. Contractor Service Case Number and Equipment Service Report Number.

iv. Date, Time (starting and ending), Equipment Downtime and Hours-On-Site for service call.

v. VA PO#(s) covering the call (if work is outside of contract scope)

vi. Description of Problem Reported by COR/User.

vii. Identification of Equipment to be serviced:

viii. Site ID#, Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturers identification numbers.

ix. Itemized detailed description of Service Performed (including cost associated with after normal working hour services, labor and travel, parts (with parts #) and materials and summary of the confirmed problem and completed corrective action.

x. Status of equipment upon completion of services and/or maintenance.

xi. Total Cost to be billed (if applicable).

xii. Signatures

xiii. Equipment downtime

c. Upon completion of PM and electrical safety inspection, the Field Service Engineer (FSE) must clearly label the system/device that received PM with a sticker stating the following:

i. Date the last PM was completed

ii. The due date of the next PM

iii. The name of the FSE or technician that performed said PM

d. If there are no company inspection stickers, labels will be provided to the Field Service Engineer when reporting (signing-in) to Biomedical Engineering.

e. A maintenance and/or service report is required and must be sent to the Manhattan Biomedical Engineering team within 2 days of completion. Reports must be sent to the following email: vhanyhnybiomed@va.gov

i. If the COR is unavailable, a signed, authorized copy of the ESR will be sent to COR by the contractor after the work can be reviewed (if requested or noted on the ESR)

13. Equipment Downtime

a. Equipment downtime shall not exceed 10 business hours per month.

b. Downtime will begin when the contractor is required to be on the site after notification by the Contracting Officer, Contracting Officers representative or designated alternate.

c. Downtime will accumulate until the scheduled equipment is returned to full and usual operation and accepted as such by the contracting officer representative

14. Additional Charges:

a. Any additional items outside of this Statement of Work are not authorized, unless approved through a modification to the contract by the CO. No one aside from the CO has the authority to obligate funds for the VA.

b. No work will be performed outside of the scope of this contract. Justification must be provided to the Contracting Officer/Specialist to complete a formal modification to the contract. Failure to obtain authorization will result in NON-PAYMENT of charges acquired.