Questions and Answers.pdf
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- Solicitation number
- PANDHA-26-P-0000047516
- Issued by
-
Defense Health Agency
About this file
This is a Questions and Answers document for a federal contract solicitation involving histology equipment maintenance and support services at Naval Medical Center San Diego (NMCSD) Biomed.
The revised quote closing date is 10 November 2026 at 4:00 PM Pacific Time. The contract covers preventive maintenance and corrective repair services for 16 pieces of histology equipment, including Epredia HistoStar Embedding Centers, Leica CM1950 Cryostats, Sakura Prisma Plus AutoStainers, Sakura Tissue-Tek Film Coverslipper units, Sakura Tissue-Tek VIP 6AI Tissue Processors, and Leica HISTOCORE AUTOCUT units. The base period runs from 15 December 2026 to 14 December 2027, with one preventive maintenance visit required per 12-month period, scheduled between 15–31 December 2026 or early January 2027 for the base year. Work is limited to standard business hours (0800–1600 Monday–Friday); no after-hours work is requested. The Microm Cryostat has been removed from the equipment list as non-functional. Each Contract Line Item is priced for 12 months and invoiced monthly in arrears through Wide Area Workflow. Consumables (blades, filters, film, reagents, paraffin) are excluded from the firm-fixed price, but all repairs regardless of cause are included. Parts must be new; if unavailable, vendors must provide OEM obsolescence documentation, and NMCSD Biomed may approve OEM-certified refurbished components in writing. Service personnel must hold OEM training certificates or certificates from accredited third-party service schools specializing in histology/cytology instrumentation. Repair history shows two units required corrective calls in the past 24 months (an Epredia HistoStar on 10 December 2025 and a Leica CM1950 Cryostat on 20 February 2025).
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Questions and Answers
1. Closing date: The combined synopsis/solicitation says quotes are due 03 November 2026 at 4:00 PM Pacific Time, but the SAM.gov notice lists the response date as 06 November
2026 at 4:00 PM Pacific Time. Which closing date is correct?
ANSWER: Quotes are now due 10 November 2026 at 4:00 PM Pacific Time
2. Equipment list: Item 8, Microm Cryostat (ECN 030208, SN 26350), has no model number. Please provide it. Also, items 10 and 11 (Sakura Prisma Plus) are listed with serial numbers 61701071-0322 and 61701071-0925, which share the same base number.
Please confirm both serial numbers.
ANSWER: Please see updated Statement of Work The Microm Cryostat shall be removed from the equipment list – it is no longer functional. The Sakura Prisma Plus serial numbers are written as follows: the first number indicates the manufacturer part/model number, the second number indicates when the unit was made by the manufacturer. 617010701 = Sakura Prisma Plus, 0322 = made in March of 2022, 0925 = made in September of 2025
3. Labor outside 0800-1600: The Statement of Work (Labor) says labor performed outside 0800-1600 is not included in the contract price, while Factor II says the price is all-inclusive of all labor. Should quotes include an hourly rate for labor outside 0800-
1600 Monday-Friday (including weekends and holidays), or will any such work be ordered and priced separately when it is needed?
ANSWER: No work will be performed outside 0800 – 1600. After hour work is not requested.
4. Preventive maintenance timing: The base period runs 15 December 2026 to 14
December 2027, and the SOW calls for one PM per fiscal year in December. Please confirm that one PM is required in each 12-month period, and whether the base-period
PM should be performed between 15 and 31 December 2026 or in December 2027.
ANSWER: Confirmed one (1) PM per 12-month period of performance. For the Base
Year (starting 15 December 2026), the vendor coordinates with NMCSD Biomed to execute between 15–31 December 2026 or early January 2027.
5. Parts no longer manufactured: The SOW requires that parts and supplies be new. If a needed part is no longer manufactured and cannot be obtained new for one of the listed units, how should the contractor handle that repair (for example, a refurbished part with
NMCSD Biomed written approval, or removal of that unit from the contract)?
ANSWER: Standardized procedure: The vendor must provide OEM documentation of obsolescence. NMCSD Biomed may approve OEM-certified refurbished components in writing.
6. Invoicing: Each CLIN is priced as 12 months (unit of issue MONTH). Will the contractor invoice monthly in arrears at the monthly unit price through Wide Area
Workflow, or will payment be made by Government Purchase Card or on another schedule?
ANSWER: Payment will be completed via Wide Area Workflow
7. Consumables and damage: Are consumables and user-replaceable items (for example, microtome and cryostat blades, tissue processor filters, coverslipper film, reagents and paraffin) included in the firm-fixed price or excluded? Are repairs needed because of misuse, accident, spills, relocation or power events covered by the fixed price, or handled separately?
ANSWER: Consumables are excluded from the price. Repairs, regardless of why the instrument is out of service is included in the price.
8. Training certificates: The SOW accepts engineers trained by the OEM "or comparable third party service schools," while Factor I asks for "OEM / certified training certificates." Will certificates from comparable third-party service schools satisfy Factor
I?
ANSWER: Clarified that accredited third-party service schools specializing in histology/cytology instrumentation satisfy Factor I requirements.
9. Service history and warranty: Can you share the number of corrective repair calls for these units over the past 12 to 24 months, and whether any of the 16 units will still be under manufacturer warranty during the base period?
ANSWER: The repair calls were for 2 of the 16 pieces of equipment:
10DEC2025 - Epredia HistoStar Embedding Center: ECN: SN HS4527C2405EP
20FEB2025 - Leica CM1950 Cryostat: SN 3426
Histology Equipment October 29, 2026 (This has been annotated on the amended SOW).
1. Epredia HistoStar Embedding Center: ECN: 174636, SN HS4926C2411EP
2. Epredia HistoStar Embedding Center: ECN: 174637, SN HS4527C2405EP
3. Leica CM1950 Cryostat: ECN 124215, SN 3426
4. Leica CM1950 Cryostat: ECN 124216, SN 3436
5. Sakura Prisma Plus AutoStainer: ECN 164512, SN 61700604-0322
6. Sakura Prisma Plus AutoStainer: ECN 164513, SN 61701071-0322
7. Sakura Prisma Plus AutoStainer: ECN 177868, SN 61701071-0925
8. Sakura Tissue-Tek Film Coverslipper: ECN 174079, SN 47402030
9. Sakura Tissue-Tek Film Coverslipper: ECN 174097, SN 47402029
10. Sakura Tissue-Tek VIP 6AI Tissue Processor: ECN 164389, SN 60401014-1221
11. Sakura Tissue-Tek VIP 6AI Tissue Processor: ECN 164390, SN 60401015-1221
12. Leica HISTOCORE AUTOCUT: ECN: 181824, SN: 07095
13. Leica HISTOCORE AUTOCUT: ECN: 181823, SN: 07100
14. Leica HISTOCORE AUTOCUT: ECN:179512, SN: 090276
15. Leica HISTOCORE AUTOCUT: ECN:179511, SN: 090273
16. Leica HISTOCORE AUTOCUT: ECN:179513, SN: 090264
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