6640--Live Cell Imaging and Analysis System

SOURCES SOUGHT NOTICE

Live Cell Imaging and Analysis System

William S. Middleton Memorial Veterans Hospital

2500 Overlook Terrace, Madison, WI 53705 2286

Notice Type: Sources Sought / Market Research

NAICS: 334516 Analytical Laboratory Instrument Manufacturing

PSC: 6640 Laboratory Equipment and Supplies

Response Due: April 15, 2026, 17:00 CST

Submission Email: Erica.Grimslid@va.gov

Point of Contact: Erica Grimslid, Contracting Officer

1. PURPOSE

This is a Sources Sought Notice for market research only. The Department of Veterans Affairs (VA), William S. Middleton Memorial Veterans Hospital (Madison, WI), is conducting market research to identify qualified sources capable of providing a benchtop, plate-based live cell imaging and analysis system that meets the minimum technical requirements listed in Section 4.

This notice is not a solicitation and does not commit the Government to issuing a solicitation or making an award. No reimbursement will be provided for responses to this notice.

2. BACKGROUND

The Research Service at the William S. Middleton VAMC requires a modern live cell imaging and analysis system to support ongoing and future biomedical research, including long term cell culture studies, phenotypic characterization, and drug response assays. Current imaging capabilities do not support continuous, automated live cell monitoring under physiologically controlled conditions, limiting the ability to perform time resolved, quantitative cell based experiments.

Acquisition of a new system will significantly enhance research infrastructure, improve data quality and reproducibility, and advance the facility s mission of supporting high quality translational and preclinical research.

3. SCOPE

This requirement is for the procurement of one (1) complete live cell imaging and analysis system, including:

All necessary hardware and optical components

System control and analysis software

Accessories, environmental modules, and required installation items

Delivery and setup at the Madison VAMC

Operational qualification and validation (as applicable)

On site user training and initial support

The system will be installed within a single VA research laboratory located at 2500 Overlook Terrace, Madison, WI.

4. MINIMUM SALIENT CHARACTERISTICS

Vendors must provide detailed responses demonstrating how their system meets or exceeds each of the following requirements:

a. Must be a benchtop, plate based live cell imaging system capable of long term culture and imaging of adherent and suspension cells.

b. Must support continuous, non invasive live cell monitoring inside a controlled environment with temperature, CO , and humidity control suitable for mammalian cell culture.

c. Must accommodate standard SBS format microplates, including 6 , 12 , 24 , 48 , and 96 well plates.

d. Must provide label free imaging (e.g., phase contrast or equivalent) to assess cell morphology, confluence, and growth over time.

e. Must support fluorescence imaging with at least two fluorescent channels plus transmitted light, compatible with commonly used biological fluorophores.

f. Must enable automated, time lapse image acquisition across multiple wells and plates without user intervention once the run has started.

g. Must include integrated software for automated analysis, including cell confluence, proliferation, morphology, and other basic phenotypic measurements.

h. Must support real time or near real time visualization and allow export of raw images and quantitative data in standard formats suitable for downstream analysis.

i. Must minimize phototoxicity and photobleaching through low light imaging modes and optimized acquisition strategies suitable for long term experimentation.

j. Must allow unattended operation for multiple days to weeks with reliable environmental and operational stability.

5. RESPONSE REQUIREMENTS

Interested vendors should submit a Capability Statement (recommended 10 pages or less) addressing the following:

Company information:

Legal business name

UEI and CAGE code

Business size and socio economic status under NAICS 334516

Confirmation of SAM.gov registration

Technical response:

Detailed, point by point explanation of how the proposed system meets or exceeds all salient characteristics (Section 4).

Product literature, specifications, or user guides supporting compliance.

Delivery and installation capability:

Standard lead time

Installation and training availability

Warranty and service options

Past performance:

At least two recent installations of similar imaging systems (if available).

Country of Origin (COO):

Required for BAA/TAA compliance assessment.

Rough Order of Magnitude (ROM) pricing:

Non binding estimate for planning purposes.

6. SUBMISSION DETAILS

Responses must be submitted by email to:

Erica.Grimslid@va.gov

Subject line: Sources Sought Live Cell Imaging System [Company Name]

Responses are due no later than April 15, 2026, at 17:00 CST.

Late submissions may not be reviewed.

7. DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes. It does not constitute a solicitation and shall not be construed as an obligation or commitment by the Department of Veterans Affairs. No contract will be awarded from this notice, and no solicitation exists at this time.