J065--VA Pittsburgh Healthcare System Lab Equipment Maintenance

Statement of Work (SOW)

To ensure the continuous reliability of government-owned laboratory equipment at the VA Pittsburgh Healthcare System through full service and maintenance.

• Provide full service and maintenance for specified government-owned lab equipment.

• Includes preventive maintenance, corrective maintenance repairs, and software updates.

• Service is required for ACIST Contrast Injectors and other listed equipment.

• Equipment to be serviced includes Tissue Processors, Cryostats, Coverslippers, Slide Stainers, Embedding Centers, Microtomes, and Slide Printers from manufacturers like Epredia, Leica, and Sakura.

• Equipment must be maintained in accordance with Original Equipment Manufacturer (OEM) specifications and relevant standards (NFPA-99, JC, NEC, OSHA, HIPAA, Federal and VA security specifications).

• A 98% system uptime guarantee is required for each piece of equipment.

• Downtime is calculated from the time a system is unable to run tests until repair completion.

• Failure to meet uptime guarantees may result in compensation to the VA.

• Performance Period: Three years from the date of award.

• Location: VA Pittsburgh Healthcare System, University Drive C, Pittsburgh, PA 15240.

• Contract Type: Firm-fixed-price.

• Service Hours: Normal business hours (8:00 AM to 5:00 PM EST, M-F), excluding holidays, unless otherwise approved.

• Corrective Maintenance: Unlimited telephone support, labor, travel, and parts (unless excluded). Unplanned repairs require remote troubleshooting before Field Service Engineer (FSE) dispatch. Emergency services outside coverage hours require PM authorization.

• Preventive Maintenance: Scheduled at least one week in advance. Contractor provides all necessary parts, labor, travel, lubricants, fluids, cleaning supplies, manuals, and tools.

• Parts & Software: All parts must be OEM and compatible. Software patches and updates are included.

• Remote Service: 24/7 remote support required. On-site service within two business days if remote support fails.

• Personnel: FSEs must be "fully qualified" with formalized OEM training and authorized by the contractor. Contractors must provide written assurance of competency and credentials. Personnel require Tuberculosis (Tb) vaccination, flu vaccination documentation, and HIPAA compliance training certificates. On-site personnel must register with Symplr, check in with VA Police/Biomedical Engineering, and wear visible identification. Contractor personnel are prohibited from accessing the VA network or sensitive information.

• Compliance: Adherence to OSHA Bloodborne Pathogens Standard and VHA Directive 1192 (seasonal influenza prevention program) is mandatory.

• Documentation: Detailed service reports (ESRs) are required for all maintenance performed.

• Security: Compliance with VA security guidelines, including vendor credentialing (Symplr) and privacy training, is required.

Sources Sought / Request for Information

This notice is a Sources Sought/Request for Information (RFI) from the VA Pittsburgh Healthcare System. It is not a solicitation, and the government is not currently seeking bids or proposals. The purpose is to gather information about potential sources for a maintenance contract for specific VA-owned laboratory equipment.

The following VA-owned lab equipment requires maintenance:

• Tissue processors (Epredia Excelsior AS)
• Cryostats (Leica CM1850)
• Coverslipper - V5030 (Leica CV5030)
• Slide Stainer (Leica Autostainer XL)
• Coverslipper - 4740 (Sakura 4740)
• Embedding Centers (Sakura Tek 6)
• Microtomes (Epredia HM355S)
• Slide Printers (Epredia Slidemate AS)

VA Pittsburgh Healthcare System, University Drive Campus, Pittsburgh, PA 15240.

Interested parties must have an active registration in the System for Award Management (SAM) database. Responses should include:

• Company Name
• Address
• Point of Contact
• Phone Number
• Email Address
• DUNS Number
• CAGE Code
• Tax ID Number

Respondents must answer questions regarding their business size (under NAICS 811210), Veteran-Owned Small Business (VOSB) status, Service-Disabled Veteran-Owned Small Business (SDVOSB) status, HUBZone certification, Woman-Owned business status, and Large Business status. Inquiries regarding VOSB/SDVOSB eligibility and verification through the VetBiz Registry (http://www.vip.vetbiz.gov/) are also requested.

Provide a capability statement and a point of contact name, phone number, and email address.

Responses are required by Friday, February 6th, 2026, at 15:00 EST.

All questions and responses should be directed via email only to Keri Hester, Contracting Officer, at keri.hester1@va.gov. No phone calls will be accepted.

This RFI references an attached "Draft Lab Maintenance SOW."