6640--EQUIPMENT - on-demand slide labeling system and cassette labeling printer

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 12.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 12, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 334516- Analytical Laboratory Instrument Manufacturing (size standard of 1,000 Employees). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 02 Network Contracting Office, is seeking sources that can provide on-demand slide labeling systems and cassette labeling printer that meet the minimum salient characteristics described below for the Hudson Valley Healthcare System:

To Be Delivered to:

Hudson Valley Medical Center Castle Point Campus

41 Castle Point Road

Wappingers Falls, NY 12590

The VA prefers domestic (manufactured in the United States) content where available.

This sources sought is for a compact, on demand laboratory labeling solution capable of printing durable, legible information directly onto both microscope slides and tissue cassettes. The system must support rapid point of use printing, integrate with laboratory information systems, reduce manual labeling errors, and produce reliable barcode and text markings on standard slide and cassette media. The requirement includes two on demand slide labeling printer and one on demand cassette labeling units.

Salient Characteristics:

For Cassette Printer

Print Method: Thermal Transfer (Ribbon)

Direct thermal printing onto standard tissue embedding cassettes

Prints, text, barcodes (1D and 2D), logos, and graphics directly on the cassette surface

Input hopper capacity: Minimum 150 cassettes

Output capacity: Minimum 150 cassettes (stacked/sorted at output)

Compatible with standard and biopsy cassette formats (e.g. 40 mm × 28 mm footprint)

No ink, ribbon, or labels required for cassette printing

Minimum print speed of 600 cassettes per hour (unattended operation)

Capable of continuous, unattended batch printing

Minimum print resolution of 300 dpi

Printed text and barcodes shall remain legible and scannable after standard histological processing including formalin fixation, alcohol dehydration, xylene clearing, and paraffin embedding

Shall support industry-standard 1D barcodes: Code 39, Code 128, ITF, and others

Shall support 2D barcodes: QR Code and Data Matrix

Barcodes shall be scannable by standard laboratory barcode readers

Dimensions (approximate): 500 mm (W) × 500 mm (D) × 400 mm (H)

Weight: 25 kg

Operating environment: 15°C 30°C; relative humidity 20% 80% (non-condensing)

Power supply: 100 240 V AC, 50/60 Hz (universal)

Compatible with both standard and biopsy/uni-cassette formats

Shall be CE marked and/or FDA 510(k) cleared as applicable

Shall comply with applicable IEC 61010-1 laboratory equipment safety standards

For the Printer

Input hopper capacity: Minimum 320 slides

Output capacity: Minimum 320 slides at output

Compatible with standard 75 mm × 25 mm (3" × 1") glass microscopy slides

Minimum print speed capable of high-volume, unattended batch operation

Capable of continuous, unattended batch printing

Minimum print resolution of 300 dpi

Printed text and barcodes shall remain legible and scannable after standard histological processing including formalin fixation, alcohol dehydration, xylene clearing, and paraffin embedding

Shall support industry-standard 1D barcodes: Code 39, Code 128, ITF, and others

Shall support 2D barcodes: QR Code and Data Matrix

Barcodes shall be scannable by standard laboratory barcode readers

Benchtop/countertop design suitable for laboratory environments

Operating environment: 15°C 30°C; relative humidity 20% 80% (non-condensing)

Dimensions appropriate for a high-capacity benchtop slide printer

Power supply: 100 240 V AC, 50/60 Hz (universal)

Compatible with frosted-end and specialty-coated slides as applicable

Shall be CE marked and/or FDA 510(k) cleared as applicable

Shall comply with applicable IEC 61010-1 laboratory equipment safety standards

RoHS compliant

Vendor must provide 10 Thermal Transfer Ribbon for 5 years

Vendor must provide Hot foil Transfer Paper 5 rollsx5tubes for 5 years

Replacement equipment must be new not refurbished

Acceptance Criteria

Continuous unattended printing of 150 cassettes from full hopper load (Cassette Printer) without jam or error.

Continuous unattended printing of 150 cassettes from full hopper load (Cassette Printer) without jam or error.

Barcode verification scan success rate of 99.5% on a sample print run for each unit.

Successful Laboratory Information System (LIS) or data file integration (if applicable to the ordering facility).

Completion of operator training session for all three (3) units.

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

(4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

(5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(6) If you intend to sub contract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to sub contracted work and completion of job.

(7) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.

(8) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

(9) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate any type of award.

(10) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?

(11) Will the items you will be providing manufactured domestically in the United States or are they foreign manufactured items?

(12) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(13) Please provide your Sam.gov Unique Entity ID number.

Responses to this notice shall be submitted via email to Sanchez.Reid@va.gov. Telephone responses shall not be accepted. Responses must be received no later than August 3,2026 at 12:00PM EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.