Q301--Histology Block and Slide Processing Lab Services VANCHCS

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Histopathology Services for the Sacramento VA Medical Center (VAMC), including processing, cutting, and staining slides for routine histology H&E interpretation and diagnosis.

• Services Required: Processing of formalin-fixed tissue cassettes, embedding into blocks, cutting and staining slides for H&E interpretation, and delivery of paraffin-embedded tissue blocks and processed H&E slides.

• Logistics: Daily pick-up of tissue cassettes from the Sacramento VAMC (Monday-Friday, 5:00 pm - 6:00 pm) via ground courier. Delivery of processed tissue blocks and slides to the VAMC by 11:00 am the following day (Monday-Friday). A second delivery may be acceptable by 12:30 pm on heavy workload days.

• Specimen Handling: Specimens will be labeled with a VAMC-assigned log number and will be void of patient identifiers. Tracking logs will accompany specimens. Specimens must be handled to preserve integrity.

• Quality: Services must meet or exceed CLIA and CAP standards. Slides must be uniform, consistent, and of high quality for diagnosis.

• Processing: Tissue processing and embedding must avoid artifacts. Cutting must minimize freezing artifacts and ensure uniform thickness. Drying must not burn tissue. Staining must provide differential H&E staining for clear nuclear/cytoplasmic contrast.

• Levels: Specific requirements for the number of levels per block based on specimen type (e.g., large resection cases, skin biopsies, prostate needle biopsies).

• Turnaround Time: Strict turnaround times for pick-up and delivery are specified.

• Place of Performance: Contractor's histology laboratory, which must be located within the general vicinity of the Sacramento VAMC to meet turnaround times.

• Period of Performance: Not explicitly stated in this document excerpt, but services are required Monday through Friday, excluding federal holidays.

• Contractor Qualifications: Minimum five years of experience in hospital-based histology, demonstrated capability in routine H&E staining, CLIA certification, and supervisory staff certified by ASCP (preferred for other staff).

• Insurance: Professional liability insurance is required.

• Workload: Capability to accommodate variable workloads (20-200 blocks daily).

• Conflict of Interest: Contractor must identify and communicate any potential conflicts of interest.

• OIG Statement: Contractors must review the OIG List of Excluded Individuals/Entities.

• Delivery Delays: Contractor must notify the VA by telephone immediately if a delay occurs.

• Invoicing: Specific requirements for monthly invoicing and submission deadlines.

• Subcontracting: Requires advance written notification and approval from the COR.

• Evaluation Criteria: Award will be based on price and other factors, including technical/quality, timeliness, and past performance. Key factors include certifications, experience, QA/QC plan, and price per slide.

Sources Sought Notice

This notice is for market research purposes to assist the Department of Veterans Affairs (VA), Network Contracting Office (NCO) 21, in determining acquisition strategies for Histopathology Services. It is not a solicitation, request for quotes, or proposals. The VA is seeking to identify potential vendors, particularly Service-Disabled Veteran-Owned, Veteran-Owned, and other Small Businesses, capable of providing these services.

The contractor will be responsible for providing Histopathology Services, including processing, cutting, and staining slides for routine histology H&E interpretation and diagnosis by the VA. Services will be performed at the contractor's laboratory facility. This includes providing daily ground courier services to pick up formalin-fixed tissue cassettes from the Sacramento VA Medical Center (VAMC) and delivering paraffin-embedded tissue blocks and processed H&E slides back to the VAMC.

• Place of Performance: Contractor's histology laboratory within Mather, CA.
• Period of Performance: Approximately five years, potentially beginning around October 1, 2026.

Responsible vendors are encouraged to submit a response. Responses should be emailed to Emily.Trinh@va.gov by April 8, 2026, 12:00 PM PST, with the subject line "SAM – Histology Slide Processing".

Vendors must provide:

• Company Information (Name, Address, POC, Phone, Email, UEI)

• Socio-economic status (Small Business, SDVOSB, VOSB, etc.)

• A capability statement demonstrating ability to perform the services.

• Histology Lab Address and CLIA Certificate.

• Description of standard/customary practices.

• Details on subcontracting plans.

• Estimated pricing for histology block and slide processing (11,500 EA).

• Limitations on Subcontracting: For small businesses, at least 50% of contract performance cost for personnel must be expended for the concern's employees.

• Service Contract Act will apply.

• Invoices will be accepted on a monthly basis only.

• Vendors must be registered in the System for Award Management (SAM.gov).

• A DRAFT Performance Work Statement is attached for further details.

Disclaimer: This is for information and planning purposes only and does not constitute a solicitation or commitment to award a contract. All response costs are the responsibility of the vendor.