J065--Request for Information (RFI) National Digital Telepathology Service Maintenance

Request for Information (RFI)

Digital Telepathology Equipment Service and Maintenance Support

Agency: Department of Veterans Affairs (VA)

Office: Veterans Health Administration (VHA)

NAICS: 541519

PSC: J065

Response Due: November 3, 2025, at 12:00 PM Eastern Time

Submit To: Mr. LaShawn Knight, Contracting Officer, lashawn.knight@va.gov

1. Purpose

This Request for Information (RFI) is issued solely for market research in accordance with FAR Part 10. The Department of Veterans Affairs (VA) seeks information from qualified sources capable of providing maintenance and support services for Philips Digital Telepathology equipment deployed across multiple VA Medical Centers (VAMCs). This RFI is not a solicitation and does not obligate the Government to award a contract.

2. Background

The Veterans Health Administration (VHA) utilizes Philips Digital Telepathology Systems to support pathology workflows, image analysis, and diagnostic collaboration. To ensure optimal performance and system reliability, the Government requires ongoing maintenance and support services. Philips North America offers these services commercially using service-level tiers that include end-user customer support, planned maintenance, corrective maintenance and repair (including replacement parts), and software/firmware updates and upgrades.

3. Scope of Requirement

The contractor shall provide full-service maintenance and support for VA-owned Philips Digital Telepathology equipment. Services include, but are not limited to:

End-user customer support (helpdesk, remote assistance, troubleshooting).

Planned and preventive maintenance in accordance with OEM recommendations.

Corrective maintenance and repair, including OEM-quality replacement parts.

Software and firmware updates/upgrades, including cybersecurity patches where applicable.

Service documentation and reporting (e.g., service tickets, maintenance logs, asset coverage).

Performance verification, quality assurance checks, and system calibration after service.

The service-level model should align with commercially available offerings, allowing each VAMC to right-size coverage based on equipment configuration and clinical urgency. The Government estimates ~20 VAMC locations in the base year, with growth up to ~60 locations over the period of performance as additional equipment is procured.

4. Objectives

Identify qualified vendors capable of delivering the services on commercial terms.

Determine whether services must be procured from the Original Equipment Manufacturer (OEM) or whether authorized service partners can meet requirements.

Assess viable contract vehicles (e.g., GSA MAS, NASA SEWP, VA IDIQs) and small business participation.

Collect market feedback on service-level options, response/restore-time metrics, and coverage scalability across VAMCs.

5. Information Requested from Respondents

Company name, address, UEI, and point of contact (name, title, phone, email).

Socioeconomic status (e.g., SDVOSB, VOSB, SB) and related certifications (e.g., VetCert).

Evidence of OEM authorization/certification to service Philips Digital Telepathology Systems (attach letters or agreements).

Description of technical capability and experience performing similar OEM-equivalent maintenance, including locations supported and equipment types.

Proposed service-level tiers (e.g., response time, restore time, on-site/remote coverage, preventive maintenance cadence).

Commercial pricing approach for service tiers (labor categories, parts coverage, travel policies) and any volume/enterprise discounts.

Available contract vehicles (e.g., GSA MAS SINs, NASA SEWP, VA IDIQs) and ordering information.

Cybersecurity, data protection, and software update practices relevant to VA environments.

Geographic coverage model and staffing approach to support up to 60 VA locations.

Recommendations to optimize performance metrics, reporting, and contract structure for VHA use.

6. Submission Instructions

Respondents shall submit one (1) electronic response in PDF or Word format via email to Mr. LaShawn Knight at lashawn.knight@va.gov with the subject line: "RFI Response Digital Telepathology Equipment Service and Maintenance Support." Responses are limited to 10 pages (excluding cover page and attachments such as OEM letters).

Responses must be received no later than November 3, 2025 at 12:00 PM Eastern Time.

Questions regarding this RFI shall be submitted by email to the address above no later than three (3) business days prior to the response due date. The Government may post answers in an updated notice.

Reference and attach the Performance Work Statement (PWS) to inform capability statements; the PWS is provided as an attachment to this RFI.

7. Additional Details

This RFI is issued solely for information and planning purposes; it does not constitute a solicitation or a promise to issue a solicitation. The Government is not requesting proposals and will not pay for any information submitted. Responses will not be returned. Proprietary information should be clearly marked. The Government may use information provided to refine its acquisition strategy.