6640--Anatomic Pathology tracking system

Amendment / Modification

This amendment extends the deadline for the receipt of quotes to February 4, 2026, at 3:00 PM EST. It also attaches a combined synopsis template and corrects/updates the title of the SALIENT CHARACTERISTICS to "Anatomic Pathology Tracking System."

• Deadline for receipt of offers/quotes
• Title of SALIENT CHARACTERISTICS section

The deadline for submitting quotes has been extended to February 4, 2026, 3:00 PM EST.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial products and services, specifically for the procurement, delivery, and installation of a Blood Bank item and a fully integrated Anatomic Pathology tracking system. The Richard L. Roudebush VA Medical Center in Indianapolis, IN, is seeking these items, FOB destination.

• Anatomic Pathology tracking system: This is a brand name requirement for the "Cerebro" system. The system must incorporate unique functions for each phase of pathology tissue specimen preparation, from accessioning to final slide preparation. It must interface with other histology lab equipment, allow for automated staining, and provide seamless tracking. The system must have current TRM and ERAR. It must interface with VistA and be implementable at specific VA Medical Centers (Ann Arbor, James Haley, Northern Indiana, Audie L. Murphy). Remote request capability for pathologists is required. The system must also be compatible with or able to communicate with the current Cerebro Workflow Management System.

• Specific components and quantities for the Cerebro system are listed, including servers, software, workstations, scanners, labelers, keyboards, mice, grossing stations, processing stations, embedding stations, sectioning stations, send-out stations, universal stations, reporting services, LIS connection services, and a test/backup environment. Support and Maintenance for the Cerebro system is also required.

• The anticipated award is a firm fixed-price contract.

• Submission Deadline: Quotes must be received via email by 3:00 PM EST on Tuesday, January 27, 2026, to Christopher.gundy@va.gov. The subject line must be "RFQ 36C25026Q0232 Anatomic Pathology tracking system".

• Questions Deadline: Written questions must be submitted via email by 3:00 PM EST on Friday, January 23, 2026.

• Evaluation Factors: Award will be based on a comparative evaluation of quotes considering Price, sufficient documentation to evaluate functional and technical specifications against the SOW, Buy American Act Certificate, OEM’s Authorized Distributor letter (if applicable), estimated delivery schedule, warranty/extended warranty details, and delivery/installation schedule.

• Offerors must include a statement accepting the solicitation's terms and conditions or list any exceptions with rationale.

• NAICS Code: 334516 (Analytical Laboratory Instrument Manufacturing)

• Small Business Size Standard: 1000 employees.

• This solicitation is issued as an RFQ. The solicitation number is 36C25026Q0232.

• Applicable FAR provisions include 52.212-1, 52.212-2, 52.212-3, 52.204-7, 52.204-16, 52.204-24, 52.204-29, 52.225-2, 52.252-1. Applicable VAAR provisions include 852.252-70, 852.273-70.

• Applicable contract clauses include FAR 52.212-4, 52.203-17, 52.204-10, 52.204-13, 52.204-18, 52.204-27, 52.204-30, 52.209-6, 52.219-28, 52.222-35, 52.222-36, 52.222-37, 52.222-50, 52.225-1, 52.225-5, 52.232-33. Applicable VAAR clauses include 852.201-70, 852.203-70, 852.208-70, 852.208-71, 852.212-71, 852.215-70, 852.246-71.

• Offerors must complete annual representations and certifications electronically via SAM.gov.

• VA Information and Information System Security and Privacy Language is included as an attachment.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial products and services to procure, deliver, and install an Anatomic Pathology tracking system, including necessary materials and parts, for the Richard L. Roudebush VA Medical Center in Indianapolis, IN. The system must be a brand name requirement, specifically the Cerebro Workflow Management System, and must meet the characteristics and quality level described.

• Anatomic Pathology tracking system (brand name: Cerebro)

• Specific components include Cerebro Server, software, workstations, scanners, keyboards, mice, labeling systems, and support/maintenance.

• The system must incorporate unique functions for each phase of pathology tissue specimen preparation, from accessioning to final slide preparation.

• Must allow for remote requests for additional studies.

• Must interface with VistA and current systems at specified VA Medical Centers (Ann Arbor, Tampa, Fort Wayne, San Antonio).

• Must have current and approved Technical Reference Model (TRM) and Enterprise Risk Analysis Report (ERAR).

• FOB destination delivery.

• Anticipated award of a firm fixed-price contract.

• Quotes must be submitted via email to christopher.gundy@va.gov by January 27, 2026, 3:00 PM EST.

• Subject line must be: “RFQ 36C25026Q0232 Anatomic Pathology tracking system”.

• Evaluation factors include: Price, sufficient documentation for functional/technical specifications, Buy American Act Certificate, OEM’s Authorized Distributor letter (if applicable), estimated delivery schedule, warranty details, and delivery/installation schedule.

• Questions due by January 23, 2026, 3:00 PM EST. Responses posted by January 26, 2026, 3:00 PM EST.

• NAICS Code: 334516 (Analytical Laboratory Instrument Manufacturing)

• Small business size standard: 1000 employees.

• Solicitation number: 36C25026Q0232.

• Applicable FAR provisions include 52.212-1, 52.212-2, 52.212-3, 52.204-7, 52.204-16, 52.204-24, 52.204-29, 52.225-2.

• Applicable VAAR provisions include 852.252-70, 852.273-70.

• Applicable FAR clauses include 52.212-4, 52.203-17, 52.204-10, 52.204-13, 52.204-18, 52.204-27, 52.204-30, 52.209-6, 52.219-28, 52.222-35, 52.222-36, 52.222-37, 52.222-50, 52.225-1, 52.225-5, 52.32-33.

• Applicable VAAR clauses include 852.201-70, 852.203-70, 852.208-70, 852.208-71, 852.212-71, 852.215-70, 852.246-71.

• Attachments referenced: VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, 52.225-2 BUY AMERICAN CERTIFICATE.

Other / Unclassified

This document outlines the VA's Information Security and Privacy Language for Inclusion in Contracts. It details requirements for contractors regarding the handling, storage, transmission, and destruction of VA information and information systems.

This document is critical for any bidder whose contract may involve access to or handling of VA sensitive information or information systems. Key areas of relevance include:

• Data Rights: Governs the government's unlimited rights to data and intellectual property first produced under the contract.
• Information Custodial Language: Specifies how VA information must be protected, segregated, and not co-mingled with other data.
• Security Controls: Mandates the use of VA-approved encryption tools (FIPS 140-2 validated) for storing and transmitting sensitive information, and requires firewalls and security controls to meet or exceed VA minimums.
• Access and Use: Restricts the use and disclosure of VA information to contract performance, unless authorized by the VA Contracting Officer (CO) or a court order. Specific protections are noted for medical records related to sensitive conditions.
• Audits and Investigations: Grants VA the right to conduct audits and investigations of contractor IT resources.
• Data Destruction and Return: Outlines requirements for secure data destruction in accordance with federal regulations and VA directives, and specifies procedures for returning or sanitizing media containing VA data upon contract termination.
• Access to Information Systems: Details requirements for logical and physical access, including mandatory training, background investigations, and adherence to security policies.
• Security Incident Reporting: Mandates immediate reporting (within one hour) of suspected security/privacy incidents to the VA OIT Enterprise Service Desk and the COR/CO.
• Product Integrity: Requires compliance with regulations prohibiting Information and Communications Technology (ICT) Transactions from foreign adversaries and mandates specific practices for supply chain security, software bills of materials (SBOMs), and anti-tampering measures.
• Viruses and Malware: Prohibits the introduction of malicious code and requires due diligence to ensure provided software is free of viruses.
• Specialized Devices/Systems: Addresses cybersecurity requirements for medical devices, special purpose systems, and research scientific computing devices, including risk analysis, patching, and antivirus capabilities.

Bidders should carefully review these requirements to understand their obligations and ensure their proposed solutions and practices align with VA's stringent security and privacy standards.

Form / Attachment / Pricing Sheet

This document is the "Buy American Certificate" (52.225-2), dated October 2022. It requires offerors to certify the domestic content of end products proposed for the opportunity.

• Certification: Offerors must certify that end products are domestic, with exceptions listed.
• Foreign End Products: A table to list line item numbers, country of origin, and whether they exceed 55% domestic content for foreign end products.
• Domestic End Products with Critical Components: A section to list line item numbers of domestic end products that contain a critical component.
• Definitions: Key terms such as "commercially available off-the-shelf (COTS) item," "critical component," "domestic end product," and "foreign end product" are defined.
• Evaluation: The Government will evaluate offers based on Federal Acquisition Regulation Part 25.

Bidders must complete and submit this certificate as part of their proposal to demonstrate compliance with Buy American Act requirements. Failure to provide accurate information may impact offer evaluation.