6640--NX EQ Automated Coverslipper Machines (VA-26-00027783)

1.0 DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The Department of Veterans Affairs (VA) Strategic Acquisition Center (SAC) is issuing this Sources Sought Notice as a means of conducting market research to identify qualified sources with the capability and the resources to meet the Veterans Health Administration s (VHA) Non-Expendable Equipment National Program requirement for automated coverslipper machines.

The SAC in conjunction with VHA is seeking a qualified source to supply brand name or equal Leica ® Automated Coverslipper Machines on an agency-wide basis. VA intends to award a single Requirements Contract with Firm-Fixed Price (FFP) orders IAW FAR 16.503, Requirements Contracts, to a supplier of this equipment. Vendors will be required to deliver automated coverslipper machines to VA medical centers and facilities throughout the United States.

The anticipated period of performance is for one 12-month base period with four 12-month option periods from the date of award. However, the Government's decision as to whether to continue with the contract, upon annual review, will be based upon successful performance during each previous year and continued need.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334516 Laboratory Analytical Instruments (except optical) Manufacturing and the associated size standard is 1,000 employees.

The FAR Provision found at 52.204-7 requires that The Offeror shall have an active Federal Government contracts registration in the System for Award Management (SAM) when submitting an offer or quotation. You may access the SAM website at SAM.gov | Home. All offerors must be certified with the appropriate NAICS code on the SAM website. All SDVOSB/VOSB offerors must be verified in the SBA database at: https://veterans.certify.sba.gov/#search at the time of submission.

Submissions for this sources sought shall be submitted by email no later than January 20, 2026, 12:00pm Eastern to all the following:

Alanna.Wilson@va.gov

Anthony.Zibolski@va.gov

This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This Sources Sought Notice is part of a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this notice. There is no solicitation available at this time.

2.0 SCOPE OF WORK

Automated coverslipper machines are an automated mains electricity (AC-powered) laboratory instrument intended to be used to apply a coverslip over a microscope examination slide to protect the fixed/stained specimen from mechanical forces or environmental exposure prior to microscopic examination and/or long-term storage of the slide. The device operates with minimal technician involvement and complete automation of all procedural steps.

The following Contract Line Items are being considered:

Contract Line Items

Manufacturer

Part Number

Description

0001

LEICA

14048562192

HistoCore Chromax CV standalone

0002

LEICA

14048560983

HistoCore CHROMAX Workstation Kit

0003

LEICA

14048659732

Plastic rack 30

0004

LEICA

14041157009

Power cord USA - 15 AMP CV

0005

LEICA

9CON-S-CHRMXCV 1-5

ChromaxCV Silver Service 1-5 yrs old

0006

LEICA

14051454200

HistoCore SPECTRA CV

0007

LEICA

14051254355

HistoCore SPECTRA Workstation Kit

0008

LEICA

8120973

Spectra Coverslipper Uninterruptible Power Supply - NXT 1500 VA Line Conditioned On Line UPS Spectra CV

0009

LEICA

14051261249

Barcode Reader ASM

0010

LEICA

14051252483

Rack hanger, slide rack 30, gray 3 pcs

0011

LEICA

14051252480

Rack hanger,slide rack 30, red, 3 pcs

0012

LEICA

14051252484

Rack hanger, slide rack 30,white, 3 pcs

0013

LEICA

14051252482

Rack hanger,slide rack 30,black, 3 pcs

0014

LEICA

14051252479

Rack hanger,slide rack 30,pink 3 pcs

0015

LEICA

14051252476

Rack hanger,slide rack 30,yellow, 3 pcs

0016

LEICA

14051252477

Rack hanger,slide rack30,light blue 3pcs

0017

LEICA

14041149613

Power Cord

0018

LEICA

9CON-SLVR-SPCTRCV

SPECTRA CV - SILVER SERVICE

The following Salient Characteristics (SCs) are being considered:

CLIN 0001 applies to the following SCs

SC #

SALIENT CHARACTERISTICS

METHOD OF EVALUATION

SC 1

Throughput: min 250 slides/hour, glass

Literature Review

SC 2

Works with coverslips in various sizes

Literature Review

SC 3

Allows for adjustment of mounting media volume

Literature Review

SC 4

Able to utilize xylene

Literature Review

SC 5

Fume extraction via activated carbon filter

Literature Review

SC 6

Benchtop unit

Literature Review

SC 7

Able to operate on 115 VAC 60 Hz

Literature Review

CLIN 0006 applies to the following SCs

SC #

SALIENT CHARACTERISTICS

METHOD OF EVALUATION

SC 1

Throughput: min 400 slides/hour, glass

Literature Review

SC 2

Works with coverslips size 50 mm x 24 mm

Literature Review

SC 3

Allows for adjustment of mounting media volume

Literature Review

SC 4

Able to utilize xylene

Literature Review

SC 5

Fume extraction via activated carbon filter

Literature Review

SC 6

Benchtop unit

Literature Review

SC 7

Able to operate on 115 VAC 60 Hz

Literature Review

For each product (brand name and part number), the response must include descriptive literature demonstrating the product meets or exceeds the salient characteristics (SC) specified above.

The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the OEM and as required. Vendors are encouraged to provide any product solution or configuration so long as they meet the salient characteristics. Additionally, responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.

In addition to the above CLINs and salient characteristics, the Government contemplates utilizing the below evaluation subfactors:

Evaluation Subfactors

Design

All design features and functions of the offered device will be evaluated. Areas include but are not limited to the following:

Ability to connect and interface with slide stainer to form workstation

Quality/Construction

All aspects of the construction and quality of material of the device will be evaluated including but not limited to:

Service/Support Options

Have options for annual service maintenance coverage following expiration of manufacturer warranty for each equipment model.

Hotline phone support

Training Options

On-site operator and instrument training provided

Delivery and Installation

Includes unpacking the equipment and removing all packing and shipping material(s). Â

Taking system component (and accessories) inventory and performing inspection to ensure that all required analyzer components are present, in working order, and undamaged.

Assembling the analyzer into its normal operational configuration; this includes making any required connections for electrical power, drain or vent lines, gas/compressed air, and software installation, as applicable.

Performing a complete system operation check (including, at minimum, all system diagnostics, standardization/calibration of the analyzer, method performance/validation requirements, and making any required electrical or mechanical adjustments).

Providing the Government with a copy verifying the equipment s operation performance (the level of performance must be within the manufacturer's specifications for new equipment).

Responses to this Sources Sought Notice shall include the following:

Full name and address of company.

SAM Unique Entity Identifier (UEI).

Business Size.

Manufacturer or Distributor:

If distributor, provide full name, business size and address of manufacturer.

If distributor, provide evidence that your firm is an authorized distributor for the manufacturer of the products proposed.

Country of Origin designation for all products proposed.

Ability to provide uninterrupted supply of products on a national scale.

Technical Literature that clearly shows product(s) meets the identified salient characteristics and page numbers where each salient characteristic is met.

Does vendor offer an annual service plan, Yes or No?

If Yes:

What does the plan cover?

Does plan cover software updates only?

Does the plan cover parts repair or replacement only?

Does the plan cover both software and parts?

Vendor is requested to provide documentation that shows information on their service plan.

Is the service provided by the OEM or a subcontractor?

Any additional product solution or configuration that would be beneficial to the functionality of the product line identified.

Item pricing information of products, inclusive of flat rate shipping. Include any quantity discounts, noting at what level of quantity ordered should the Government expect tiered price reductions, if any.

NOTE: In order for the Contracting Officer to determine whether a set-aside can be pursued, it is essential to provide pricing information. Without this information, the Contracting Officer will be unable to assess whether there is a reasonable expectation of receiving fair and reasonable pricing from socio-economic concerns.

Does your firm have any subcontracting opportunities for this equipment?

Identify any federal contracts vehicles held by your firm that provides this equipment.

Are there any further standards or criteria, to include salient characteristics and subfactors, VA should consider in a procurement action for this equipment?

Are the Government s specifications unduly restrictive?

Any additional information the Government should know prior to issuing a solicitation.