SOURCES SOUGHT FOR HE REAGENTS SUPPLIES MARTIN ARMY COMMUNITY HOSPITAL

Solicitation / RFP / RFQ

This document outlines the requirements for providing analyzers, reagents, and associated services for anatomical pathology laboratory functions. The government is procuring equipment and consumables to ensure efficient and accurate diagnostic testing.

• Analyzers:

  • FDA approved, 100-240V, with FDA approved software for FDA approved testing reagents.
  • Medium to high-capacity (>= 300 slides/hour).
  • Automated programming for start, testing, and shutdown.
  • Continuous and batch loading capabilities.
  • Automated staining and drying protocols.
  • Barcode reader, disk drive (read/write), USB port.
  • On-board operator/troubleshooting manuals.
  • Compatible with Windows 10 or higher.
  • Interfaces with MHS Genesis (Cerner), Pathnet, and CoPath Plus.
  • Interfaces with specimen tracking systems.
  • Data and information storage, data management, and maintenance capabilities.
  • Online venting for fumes and filters.
  • Capabilities for Hematoxylin and Eosin staining, special stains, PAP staining, and film cover slipping.

• Reagents & Supplies:

  • FDA approved reagents with expiration dates of no less than 6 months from delivery.
  • Ready-to-use reagents.
  • Proper packaging and shipping at specified refrigerated/frozen temperatures.

• Services:

  • Installation of tubing for water/waste.
  • On-site technical support for installation, validation, and ongoing operational status.
  • All reagents and supplies for installation and validation.
  • Equipment repairs (scheduled and unscheduled) and preventive maintenance.
  • 24-hour telephonic troubleshooting.
  • Service call response within 4 hours or by the next duty day morning if after 5:00 PM.
  • Deficiencies corrected within 24 hours of on-site arrival.
  • Temporary analyzer provision during repairs (up to 10 days).
  • Alternate testing/validation for extended downtime.
  • Initial training at vendor's facility (2 personnel) and on-site training as needed.

• Software & Upgrades:

  • All software and part upgrades at no additional cost.
  • Must be able to start and obtain DOD Risk Management Framework (RMF) IT cybersecurity certification.

• Not specified in this document.

• Not specified in this document.

• Not specified in this document.

• Shipments must arrive Monday-Friday, 8:00 AM - 3:00 PM EST (excluding holidays).

• Respond to shipment discrepancy phone calls same day, correct within 24 hours.

• Notify laboratory of reagent/equipment recalls within 24 hours.

• Provide written customer notification of reagent updates within 5 business days.

Statement of Work (SOW)

To provide Martin Army Community Hospital (MACH) with a lease contract for an automated hematoxylin and eosin tissue staining system, including delivery, installation, reagents, supplies, service, maintenance, training, and removal.

• Lease of an automated hematoxylin and eosin tissue staining system.

• Provision of all necessary reagents, supplies, and consumables.

• Comprehensive service, including preventive maintenance and repairs.

• Staff training on system operation.

• Interface capabilities with LIS, MHS Genesis Cerner Pathnet, and Copath, including necessary hardware and maintenance at no cost to the government.

• Delivery and installation of the system components: Command Center, Sample Management Center, Barcode Sample Identification Unit, Reagent Management Unit, Incubator Unit, Mixing Units, Reading Unit, Sample Input Unit, Sample Output Unit, Cover slipper unit, Power ware/ UPS, On Board Computer with Printer, Software, Operator’s Manual, and Maintenance Manual.

• System must support Hematoxylin and Eosin staining, Special stains, PAP staining, and film cover slipping.

• On-site technical support and reagents for installation and validation.

• System must have water drain source if required for operation.

• Proper packaging and shipping of reagents and supplies at specified temperatures.

• Shipments to arrive Monday-Friday, 8:00 am - 3:00 pm EST, excluding holidays.

• Response to phone calls regarding shipment discrepancies same day, corrected within 24 hours.

• Notification of reagent updates within 5 business days.

• Reagents must meet manufacturer quality control guidelines.

• Software upgrades provided at no additional cost.

• Notification of reagent or equipment recalls within 24 hours.

• Response to service calls within four hours; deficiencies corrected within 24 hours of arrival.

• Scheduled service as per manufacturer's manual.

• 24-hour telephonic troubleshooting support.

• Period of Performance: 1 October 2026 through 30 September 2027, with one option year.

• Location: Martin Army Community Hospital (MACH), Fort Benning, Georgia.

• Physical Security: Contractor personnel must comply with all installation security regulations, undergo background checks, and adhere to Personal Identity Verification (PIV) requirements. Sign-in and temporary vendor badge required prior to on-site work.

• Cybersecurity (RMF): Strict adherence to U.S. Army Cybersecurity and Risk Management Framework (RMF) requirements is mandatory. This includes submitting cybersecurity assessment questionnaires, Nessus scans, meeting vulnerability criteria (no unmitigated Very High/High severity), obtaining an Authority to Operate (ATO) within 12 months of award, and maintaining ATO throughout the contract. Specific RMF timeframes and vendor responsibilities are detailed.

• Personnel Training & Certification: Contractors requiring privileged access must meet DoD 8570.01-M requirements (IAT-II certification, e.g., CompTIA Security+), undergo background investigations (NACI or above), and complete IA training. Two-factor authentication (CAC preferred) is required.

• Invoicing: Submit invoices electronically via Wide Area Workflow (WAWF).

• Payment: Payments commence only after the analyzer is fully operational, validated, and live for patient testing.

• Warranty/Post-Warranty: Continuous risk management, system patching, and regular security reviews are required.

• Data Handling: Strict adherence to PII, PHI, and federal information laws, including secure disposal of electronic media and compliance with DoD and Army IA policies.