J065--Ventana Slide Stainer Scanner Equipment Preventative Maintenance and Repair

NOTICE OF INTENT TO SOLE SOURCE: IAW RFO FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs, Regional Procurement Office East (RPOE), Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price contract pursuant to RFO FAR 12.102(a) to Roche Diagnostics Corp. located at 9115 Hague RD, Indianapolis, IN, 46256, for a base year with one (1) option year, exercisable at the Government s discretion. The Lebanon VA Medical Center (VAMC) requires service, maintenance, repairs, and software support DP 200 Slide Scanner and Benchmark Special Stainer to maintain operability of the Pathology Department s slide specimen analysis system.
THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources that believe they can meet the requirements may give written notification by submitting capability information that clearly demonstrates the capability to perform the required work and applicable certifications/licenses for the Hardware/Software. Capability information is required prior to the response due date and time, to establish the ability of the source to meet this requirement. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address.
Responses must include following information: 1. Company Name 2. SAM UEI number 3. Company s address 4. Point of Contact information (title, phone number and email address) 5. Business size.
A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification.
Responses are due by 6:00 am ET, Thursday, August 27, 2026. No submissions will be accepted after this date and time. Responses shall be submitted via email to jefferson.mann@va.gov. Telephone inquiries will not be accepted.
The NAICS code for this acquisition is 811210 and the size standard is $34 Million. STATEMENT OF WORK
Preventative Maintenance Services ROCHE Special Stainer and Scanner Lebanon VA Medical Center 1700 S Lincoln Ave, Lebanon PA 17025
Background: The ROCHE equipment is used to process specimens for pathological analysis. Due to the complexity of the system, it requires annual preventive maintenance that includes ongoing hardware and software troubleshooting and technical support as part of the service during normal business hours. All service and repair is to be completed by trained personnel using manufacturer approved parts and specifications at no additional cost. The reliable and accurate operation of this equipment is considered critical to the health of patients.
General Requirements: The contractor shall provide service, maintenance, repairs, and software to ensure the full operational capability of the DP 200 Slide Scanner and Benchmark Special Stainer in accordance with manufacturer s and/or VA s performance specifications, whichever is the most rigorous. This equipment currently does not connect to the VA network. The contractor shall be responsible for all materials including supplies, parts, software, labor, travel, and shipping & handling necessary to complete all services on the following equipment:
BenchMark Special Stainer #6657389001 DP200 Scanner #8303924001
Preventative Maintenance and Repair: The Contractor shall perform a minimum of (1) preventative maintenance (PM) visit per contract year to ensure that the equipment listed performs in accordance with the specifications. Preventive maintenance will be scheduled at least one week in advance with Program POC to minimize the impact on patient care. Sufficient time shall be allotted during preventative maintenance visit to permit a thorough inspection of the overall system by technician. All exceptions to the preventive maintenance schedule and/or procedures shall be approved in advance by the Program POC. Contractor shall provide unlimited telephone technical support, labor, travel and parts, to maintain system operation. All work shall be performed by competent, experienced ROCHE technicians qualified to work on the specified equipment in accordance with manufacturer s recommendations. Materials such as lubricants, fluids, cleaning supplies, services, manuals, or tools required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract at no additional cost. The Contractor shall prepare and submit a written report containing findings, certifications, maintenance, and repairs. In addition to one (1) hard copy of the report, the Contractor shall also provide one (1) electronic copy to the Program POC. Preventative Maintenance report will document work performed, referencing the procedures followed, actual tests and/or evaluation results A designated staff member will accompany the Contractor as an observer during service work. Parts and Software: All parts supplied shall be original equipment manufacturer (OEM) and fully compatible with existing equipment. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO or Program POC. Software patches and upgrades (if applicable) shall be included for all equipment and shall be compatible with VA s current operating system. Windows Operating System that is found to be no longer supported (expired version/build) will be updated by the contractor to current Microsoft supported version/build.
Additional Requirements: All work shall be completed during normal business hours unless approved by the Program POC Normal business hours are between 7am and 4pm ET, Monday through Friday, excluding designated federal holidays. If the contractor wishes to furnish services at a time that is outside of normal hours, at no additional cost to the Government, the contractor shall submit a request to the Program POC and receive written approval prior to the start of any work. Any proposed work that falls outside or the scope of the contract shall be provided in writing to the Program POC with a price estimate and shall be authorized by the Contracting Officer with a contract modification prior to the start of any work. There will be no additional charge for time spent waiting at the site during or after the normal hours for coverage for delivery of parts. Upon request, the Contractor shall provide factory training certificates/competencies to the Laboratory Service for all technicians assigned to service the equipment to satisfy The Joint Commission (TJC) and the College of American Pathologists (CAP) requirements.