6515--541-26-3-250-0303 - Olympus BX43 Pathology Microscope Brand Name Only Small Business Set-Aside

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.

This solicitation is a Small Business set-aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112. The FSC/PSC is 6515.

The NCO 10 for Cleveland VA Medical Center is seeking to purchase the Olympus BX Microscope for the Cytology Department. This solicitation closes on September 25, 2026 @ 13:00 AM. Quotes should be submitted to Kevin Peeples kevin.peeples@va.gov Please reference 36C25026Q1066

1. Contracting Officer s Representative (COR

NA

2. CONTRACT TITLE: BX43-1-3 Cytology Microscopes

3. BACKGROUND

The Department of Veterans Affairs Northeast Ohio Healthcare System (VANEOHS) has an immediate requirement for the procurement of two (2) brand name Evident (formerly Olympus) BX43-1-3 cytology microscopes, inclusive of the True Color LED light source compatible with BX43F, BX46F, and BX63F platforms, and all required Original Equipment Manufacturer (OEM) components and accessories necessary for full clinical activation and use.

The requested microscopes are additional units to the currently deployed Evident BX-series microscopes within the Cytology Section of Pathology & Laboratory Management Services (PALMS). The laboratory s diagnostic workflows, digital imaging systems, standardized operating procedures, educational protocols, and preventative maintenance programs are fully based upon the Evident BX-series platform.

The Cytology laboratory s diagnostic workflows, digital imaging systems, standardized operating procedures, educational platforms, and preventative maintenance programs are built upon the BX-series architecture.

The Cytology Section performs high-resolution visualization and evaluation of:

Cellular morphology

Cytological abnormalities

Microbiological organisms

Inflammatory processes

Neoplastic pathologies

These diagnostic evaluations are mission-critical to accurate, timely, and actionable patient diagnoses.

This acquisition is required to maintain full operational capacity, mitigate diagnostic backlog, maximize utilization of existing Government-owned assets, and ensure uninterrupted cytopathology services.

4. SCOPE

The Contractor shall provide two (2) new, current production BX43-1-3 microscopes, inclusive of the True Color LED light source and all requested and associated OEM components, accessories, modules, assemblies, and consumables required for immediate clinical deployment within the Cytology Section. The Contractor shall provide on-site installation, configuration, and operational verification of all microscopes and associated OEM components at the Louis Stokes Cleveland VA Medical Center, Pathology & Laboratory Management Services Cytology Section. Installation shall include full assembly, alignment of optical components, calibration of the illumination system, verification of mechanical stage functionality, confirmation of imaging integration (if applicable), and validation of overall system performance for clinical diagnostic use. All equipment shall be fully operational and ready for immediate patient care application upon completion of installation. Any deficiencies identified during installation or inspection shall be corrected by the Contractor at no additional cost to the Government prior to final acceptance.

The microscopes and components shall meet or exceed the following operational, optical, interoperability, and performance requirements:

Optical and Imaging Performance:

UIS2 infinity-corrected optical system

Plan Apochromat or Plan Fluorite objectives optimized for cytology applications

High numerical aperture objectives suitable for oil immersion cytopathology

100x oil immersion capability

Wide field number (FN 22 or greater)

High-resolution visualization suitable for evaluation of cellular morphology, cytologic abnormalities, infectious organisms, and neoplastic processes

OEM camera adapter compatibility for integration with existing digital imaging systems

Illumination System:

True Color LED light source compatible with BX43F, BX46F, and BX63F

Daylight-balanced illumination to support accurate cytologic color interpretation

Flicker-free, stable output

LED lifespan 20,000 hours

Intensity memory function

Uniform illumination across full field of view

Ergonomic and Mechanical Features:

Ergonomic observation tube with adjustable inclination

Low-position coaxial focus knobs

Coarse and fine focus with tension adjustment

Precision mechanical stage with fine movement control

Stage inserts compatible with cytology slide preparation

Configuration optimized for prolonged microscopic review

Required OEM Accessories and Components:

The Contractor shall provide all OEM components necessary to ensure full functionality and activation, including but not limited to:

Proprietary stage inserts

Light modules

Camera adapters

Immersion oil kits (OEM approved)

Dust covers

Power cords

Calibration and setup materials

Required mounting hardware

Any additional OEM components necessary for clinical operation

All components must be new, OEM-manufactured, and fully compatible with existing Evident BX-series microscopes currently deployed within the laboratory.

Interoperability Requirements:

The Cytology Section is standardized on the Evident BX-series microscope platform. All diagnostic workflows, imaging protocols, training materials, and maintenance programs are built upon this system.

The requested microscopes are additional to the currently deployed fleet and must:

Integrate seamlessly with existing BX-series equipment

Maintain optical consistency across the microscope fleet

Preserve manufacturer warranty protections

Support existing service contracts and maintenance protocols

Require no retraining due to platform change

Non-OEM or alternate-brand equipment would:

Disrupt standardized diagnostic workflow

Introduce optical variability affecting diagnostic consistency

Invalidate manufacturer warranties

Require retraining of cytotechnologists and pathologists

Undermine fleet uniformity and serviceability

Warranty:

Equipment shall include the manufacturer s standard warranty covering optical, mechanical, and illumination systems for a minimum of one (1) year.

6. Performance Monitoring

The Government will monitor contractor performance to ensure compliance with all requirements outlined in this Statement of Work. Performance monitoring will include verification of timely delivery, proper installation, system functionality, completion of required training, and successful commissioning of the equipment in accordance with manufacturer specifications.

Government representatives, including Pathology & Laboratory Medicine Service personnel and designated technical staff, will validate that the system operates as intended and meets operational and functional requirements prior to acceptance. Any deficiencies identified during delivery, installation, or operational verification shall be corrected by the Contractor at no additional cost to the Government.

The Contractor shall coordinate all activities with the designated Government point of contact to ensure minimal disruption to laboratory operations and adherence to agreed installation schedules.

7. Security Requirements

The C&A requirements do not apply, and the Security Accreditation package is not required for this SOW.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

There will be no government-Furnished equipment of information.

9. Other Pertinent Information or Special Considerations.

The requested equipment shall be interoperable/usable with current workflows and technology deployed and used within the clinical atmosphere and existing BX Microscopes and associated accessories.

a. Identification of Possible Follow-on Work.

NA

b. Identification of Potential Conflicts of Interest (COI).

NA

c. Identification of Non-Disclosure Requirements.

NA

d. Packaging, Packing and Shipping Instructions.

NA

e. Inspection and Acceptance Criteria.

Government acceptance will occur upon:

Successful installation

Demonstrated operational functionality

Completion of training if applicable

Readiness for clinical laboratory use

10. Place of Performance.

Delivery Location:

Louis Stokes Cleveland VA Medical Center

Pathology & Laboratory Management Services Cytology

10701 East Boulevard

Cleveland, OH 44106

11. Period of Performance

NA

12. Delivery Schedule.

The Contractor shall deliver all required equipment and system components within ninety (90) calendar days from the date of contract award. Installation, configuration, and commissioning activities shall be coordinated with Government personnel and completed within the same 90-day period unless otherwise agreed upon in writing by the Contracting Officer.

SUBMISSION

Responses to this solicitation shall be submitted via email to kevin.peeples@va.gov. Telephone responses shall not be accepted. Responses must be received no later than September 25 2026, at 13:00 pm EST, (Eastern Standard Time).

CLAUSES

FAR Number

Title

Date

52.209-6

PROTECTING THE GOVERNMENT S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT

JAN 2025

52.212-4

CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS

NOV 2023

52.222-90

ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

APR 2026

52.232-33

PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT

OCT 2018

52.252-2

CLAUSES INCORPORATED BY REFERENCE

FEB 1998

52.232-40

PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS

MAR 2023

52.233-1

DISPUTES

MAY 2014

52.233-3

PROTEST AFTER AWARD

AUG 1996

852.219-76

852.203-70

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (DEVIATION)

COMMERCIAL ADVERTISING

JAN 2023

MAY 2018

852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

NOV 2018

852.237-70

CONTRACTOR RESPONSIBILITIES

OCT 2019

PROVISIONS

52.212-1

INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS

SEP 2023

52.212-2

EVALUATION--COMMERCIAL ITEMS

NOV 2021