J066--Lab Histology Equipment SMA

Statement of Work (SOW)

This Statement of Work (SOW) outlines the requirements for a Service Maintenance Agreement (SMA) for VA owned Histology Lab Equipment at the VA Texas Valley Coastal Bend (VCB) Health Care System in Harlingen, TX. The contract aims to ensure the equipment is maintained and repaired to Original Equipment Manufacturer (OEM) specifications, as the current in-house biomedical staff lacks the necessary training and equipment.

• Provide all necessary management, tools, supplies, equipment, and labor for maintenance and repair of government-owned histology equipment listed in section 4.3.1.

• All maintenance and repair tasks must adhere to OEM specifications and recommendations.

• The contractor must utilize Epredia-trained certified service technicians and provide manufacturer technical training certificates from the OEM.

• Only OEM parts are permitted; refurbished parts must be OEM-sourced, with documentation provided for their origin.

• The contractor shall supply all proprietary parts, lubricants, cleaning supplies, special tools, service manuals, software updates, firmware updates, hardware updates, and diagnostic equipment.

• Service Call Response: Respond by phone within 8 hours; technician arrival within 48 hours (excluding weekends/holidays) for repairs.

• Preventative Maintenance (PM): Perform PM tasks to ensure equipment operates safely, cleanly, and free of defects. PMs should be completed within the first 15 business days of the scheduled month, with prior notification if delays occur. PM reports must be submitted.

• Scheduling: Provide at least one week's notice before scheduling PM visits.

• Signs, Barriers, and Labels: Implement safety measures for hazardous conditions and affix labels with service dates and technician initials to equipment.

• Property Control: Obtain COR approval before removing equipment from campus.

• Equipment Repair: Return equipment to operational condition within 48 hours. Notify staff of part orders, delays, and provide loaner equipment if repairs exceed 10 work days.

• Parts: Use new OEM parts only. No reconditioned or remanufactured parts unless they meet or exceed OEM specifications.

• Telephone Assistance: Provide 24-hour telephone assistance for equipment operation issues.

• Updates: Install manufacturer-designed field modifications, safety corrections, and software/firmware updates.

• Training: Provide training manuals and ensure technicians are OEM-trained and certified.

• Quality Control: Develop and maintain a quality program for maintenance and repair services.

• Security: Technicians must check in with police and the Biomed Department. Visitor passes are required. Hard drives replaced must be returned to Biomed.

• Information Protection: No access to VA computers, online resources, or protected health information (PHI). Storage devices remain in VA control.

• Contract Title: Lab Histology Equipment Service Maintenance Agreement (SMA)

• Period of Performance: One 12-month base period, with up to four 12-month option periods.

• Type of Contract: Firm fixed price.

• Place of Performance: VCB Health Care Center at Harlingen (HCC), 2601 Veterans Drive, Harlingen, Texas 78550.

• Clearvue Glass Coverslipper (Fisher Scientific)

• Embedding Unit Paraffin (Thermo Scientific)

• Tissue Embedding Unit (Thermo Scientific)

• Excelsior AS (Thermo Fisher Scientific)

• Travel costs are to be included in the firm-fixed price and will not be reimbursed separately.

• All records created under the contract are the property of the U.S. Government.

• Contractor employees must complete VHA-provided records management and privacy training.

Solicitation / RFP / RFQ

This is a solicitation for Lab Histology Equipment SMA (Service Maintenance Agreement). The Department of Veterans Affairs, Network Contracting Office 17 (NCO 17), Regional Procurement Office West (RPO-W) is seeking proposals for this requirement.

• The specific requirements for the Lab Histology Equipment SMA are detailed in the attached "SOW-Lab Histology Equipment SMA" document.

• A "Special Notice for VCB" is also attached, which may contain important information for bidders.

• Not specified in the provided text.

• Response Date/Time/Zone: April 17, 2026, 3 PM Central Time, Chicago, USA.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 17 (NCO 17), Regional Procurement Office West (RPO-W), 124 E. Hwy 67, Suite 100, Duncanville TX 75137.

• Contracting Office Zip Code: 75137.

• Not specified in the provided text.

• Solicitation Number: 36C25726Q0433

• Product Service Code: J066

• NAICS Code: 811210

• Point of Contact: Jose Campa, Contracting Officer, Jose.Campa@va.gov, 210-617-5300 x246260.

• The document references two attached documents: "Special Notice for VCB" and "SOW-Lab Histology Equipment SMA."

Other / Unclassified

This document is a Special Notice announcing the government's intent to award a sole source contract to Richard-Allan Scientific LLC. The contract is for Lab Histology Equipment Service Maintenance Agreement for VA-owned Histology Lab Equipment at the VA Texas Valley Coastal Bend (VCB) Health Care System.

This notice is relevant to potential bidders as it indicates a sole source award, meaning the government does not intend to solicit competitive proposals for this specific requirement. It details the equipment to be serviced, the location of service, and the proposed period of performance.

Equipment to be Serviced:

• Fisher Scientific Clearvue Glass Coverslipper
• Thermo Scientfic Embedding Unit Paraffin
• Thermo Scientific Tissue Embedding Unit
• Thermo Fisher Scientific Excelsior AS

Location of Service: VCB Health Care Center, 2601 Veterans Drive, Harlingen, Texas 78550.

Period of Performance:

• Base: 06/01/2026 – 05/31/2027
• Option 1: 06/01/2027 – 05/31/2028
• Option 2: 06/01/2028 – 05/31/2029
• Option 3: 06/01/2029 – 05/31/2030
• Option 4: 12/01/2030 – 11/30/2031

Interested parties may identify themselves to the contracting office, but no further information is provided regarding the process for challenging a sole source determination.