Osmometer Equipment Replacement (OsmoPro Max)

1. Title: Osmometer Equipment Replacement (OsmoPro Max)

      2.Purpose: Gulf Coast Veterans Health Care System (GCVHCS) has 2 platforms to measure Osmolality. The reason for this               request is to replace aging equipment that is no longer supported by the manufacture.

    a) Notice of Intent to Sole Source.  If there are no responses to this notice, a determination by the Government not to compete based upon responses to this notice is solely within the discretion of the Government to sole source the requirement. No response is a response.

    b) Government request that interested offerors complete all questions below, provide required documentation, descriptive literature and authorization letter as described below. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives           or responds to this announcement.

     3. Objective: GCVHCS laboratory is requesting the purchase of one (1) OsmoPro Max to replace 2 aged osmometers. Contractor shall provide:

• Delivery of osmometer instrument and start-up reagents. Minimum technical specs must be provided to meet the requirements of the GCVHCC.
• Include 4-year contract agreement with option of renewals for, 1 (one) annual on-site preventative maintenance service; service contract for onsite repairs and repair parts covered; and unlimited phone support.
• Loaner instrument coverage whenever onsite repair is not possible.
• Include instrument installation, training, validation service with consumable kit bundle.

Instrument validation will include:

1. Method comparison studies for both serum & urine samples.

2. Precision and accuracy studies.

3. Performing control studies for establishing ranges.

4. Linearity studies

5. Comprehensive validation summary report that meets CAP and CLIA requirements.

    4. Delivery Location:

  Gulf Coast Veterans Health Care System, Labortory

  Warehouse Bldg 26

  400 Veterans Ave

  Biloxi MS 39531

   5.  Period of Performance:

     45 Days ARO.

    6. Responses Requested: The CAVHS requires all the following information and questions answered in this RFI/SS: Questions and information that is not provided shall be considered nonresponsive to the Request for Information and contractor shall not be considered as part of the market research.

      a) Contractors shall provide their point(s) of contact name, address, telephone number, and email address, and the company's business size, and SAM Unique Entity Identification Number.

      b) Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications. 

      c) Does your company meet all required four prong factors for the Nonmanufacturer Rule (NMR) per guidance of SBA and 13 C.F.R. § 121.406? Offer must answer all questions below.

       1. Does your company exceed the 500-employee alternative size standard for nonmanufacturers?

       2. Is your company primarily engaged in the retail or wholesale trade and normally sells the type of products being supplied?

       3. Does your company must take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice?

       4.  Does your company supply the end products of a small business manufacturer or processor made in the United States?

        5. Is your company considered small under the NAICS code 423450. 

        6. Do you (offer) manufacture the product yourself or a distributor of the items being researched above?

        7. Are you an authorized distributor/reseller? Provide evidence from original equipment manufacturer (OEM).

        8. Do you (offer) supply a product manufactured by another domestic small business, if it is a nonmanufacturer?

         9. Do you (offer) supply the product of any sized manufacturer if SBA has granted a waiver to the nonmanufacturer rule?

        10. Is your (offer) Buy American Certificate completed in SAM? Please provide evidence with response.

        11. Is your (offer) Trade Agreement Certificate completed in SAM?  Please provide evidence with response.

         12. Information for the name brand or equal product being requested, is it manufactured outside the US-Domestic non-available?  

         13.  Information for the name brand or equal product being requested, is it a foreign manufactured end product under the trade agreement?

         14.  What is your schedule of delivery after receipt of order for the name brand or equal product?

          15.  For the name brand or equal product required, Is your company available under any;

                Government Wide Agency Contract (GWAC)

               General Services Administration Schedules (GSA)

               Indefinite Delivery Indefinite Quantity (IDIQ)

               Blanket Purchase Agreement (BPA)

            If so, please list the contract number for name brand or equal product.

       16. Provide descriptive literature demonstrating ability to meet all of the requirement/salient characteristics listed if other than brand name product is being offered. Please provide list of contracts for commercial, federal, state, and local governments. Listed contracts shall provide communication on the government                     requirement illustrating the capability for comparison. to the name brand or equal product meeting the specific requirements per the draft Statement of Work.

       17.   Contractors may provide an estimated industry pricing for name brand or equal product for market research and budgetary purpose.

       7. Opportunity:

        a) NCO 16, is seeking information from potential contractors on their ability to provide this requirement. THIS IS A NOTICE OF INTENT TO SOLE SOURCE and SOURCES SOUGHT FOR REQUEST INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this Sources Sought                in order to assist the CAVHS in determining potential levels of competition available in the industry. Contractor shall possess the capability to provide all requirements and objectives.

        8. Instructions and Response Guidelines:

        a) Sources Sought responses are due by 10/26/2026 at 3:30 PM (CST) via email to lamar.brown@va.gov. Telephone requests or inquires will not be accepted. Public Information will not be provided and shall be utilized to the full extent possible. This a New Requirement.

        b) The subject line shall read: 36C25627Q0044 - Sources Sought – Osmometer Equipment Replacement (OsmoPro Max).  NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 6(a) - 6(c17). 

        c) Please provide the information you deem relevant in order to respond to the specific inquiries of the Sources Sought. Information provided will be used solely by CAVHS as "market research" and will not be released outside of the CAVHS Purchasing and Contract Team.  This Sources Sought notice does not                         constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this Sources               Sought is preliminary as well as subject to modification and is in no way binding on the Government.

        d) In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA. It is the responsibility of the interested parties                to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ

       9. Contact Information:

          Contracting Specialist, Lamar Brown

          Email address: lamar.brown@va.gov

       10. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES/PROPOSALS; however, any firm that believes it can meet the requirements may provide answers, responses and give written notification prior to the response due date and time. Supporting evidence and responses.

                                                                                                                                                                                                         Your responses to this notice are appreciated.

                                                                                                                                                                                                               See Statement of Work (SOW) Below:

Statement of Work (SOW)

Contract Title: Osmometer Equpment Replacement (OsmoPro Max)

Background:

Gulf Coast Veterans Health Care System (GCVHCS) has 2 platforms to measure Osmoality. The reason for this request is to replace aging equipment that is no longer supported by the manufacture. Currently there are two platforms on hand; one plateform is not in use because it is not functioning. The biomedical department is unable to repair due to replacement parts are not available from the manufacture. The other is currently in use. Both equipment has been declared BER by the biomedical department . The manufacture does not support these instruments and parts are not available for repair. By purchasing updated equipment, it will help optimize patient care with speed, accuracy and more capacity.

Scope:

GCVHCS laboratory is requesting the purchase of one (1) OsmoPro Max to replace 2 aged osmometers. The purchase of an analyzer will help with test processing in the laboratory with quick turnaround time and save labor time.

The OsmoPro Max analyzer streamlines laboratory workflow and maximizes productivity in an easy, fast, and comprehensive way. It will provide answers for providers faster and allows for more sensitive detection to help improve patient management. The OsmoPro Max is a fully, multi-sample osmometer that measure osmolality by the freezing point methodology. It barcode reads specimen identification, automatically aspirate sample volume for testing, dispense sample and test to produce results within 3 minutes. The new analyzer system that we are seeking will perform testing on multiple samples and will accommodate different sample tube sizes between 11mm and 17mm width and 75mm and 115 mm height. The analyzer features both liquid-level sensing and crash detection pipetting capabilities and transfers 150 μL sample for processing. Onsite training and installation are required, including on-site equipment set-up, on-site equipment validation, and training. We are also seeking a contract agreement for on-site field service support for repairs, on-site annual preventative maintenance visits from the manufacture; as well as a Manufacturer warranty for the first year.

Specifications/Characteristics:

Delivery of osmometer instrument and start-up reagents.

Minimum technical specs must be provided to meet the requirements of the GCVHCC.

Include 4-year contract agreement with option of renewals for, 1 (one) annual on-site preventative maintenance service; service contract for onsite repairs and repair parts

covered; and unlimited phone support.

Loaner instrument coverage whenever onsite repair is not possible.

Include instrument installation, training, validation service with consumable kit bundle.

Instrument validation will include:

1. Method comparison studies for both serum & urine samples.

2. Precision and accuracy studies.

3. Performing control studies for establishing ranges.

4. Linearity studies

1. Work Hours and Schedule:

       A.  All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the Contractor and the government to                  ensure that services/work/training can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Point of Contact (POC), Contracting Officer, and/or other authorized facility designee/representative before such work              begins. The Federal Holidays that are currently being observed by the facility are listed below.

New Year’s Day                                              January 1st

Martin Luther King‘s Birthday                         Third Monday in January

President’s Day                                              Third Monday in February

Memorial Day                                                 Last Monday in May

Juneteenth Independence Day                      June 19th

Independence Day                                         July 4th

Labor Day                                                       First Monday in September

Columbus Day                                                Second Monday in October

Veterans Day                                                  November 11th

Thanksgiving Day                                           Fourth Thursday in November

Christmas Day                                                December 25th

    B.   In addition to the days designated as holidays, the Government observes the following days:

         1. Any other day designated by Executive Order.

         2. Any other day designated by the President’s Proclamation; and

         3. Any other day designated by the Federal Statute.

       2. Security Requirements:

8.1 Access to VA Information and VA Information Systems

        A.     The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services.  If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units                   will remain in VA control and will not be removed from VA custody.  

       A.      The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and                      non-volatile memory units will remain in VA control and will not be removed from VA custody.  All research data available for Contractor analyses is de-identified.

8.2 VA Records Management Obligations

       a.   Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter and                      those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 

       b.   In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the                          Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 

       c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated                         metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 

      d. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the                written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must                    report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

      e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the             [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove               material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be                         returned  to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY                             PROHIBITED unless in accordance with Paragraph (4).

       f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-                       contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

       g.  The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. 

       h. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. 

        i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 

        j.  The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any              Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

       k. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and                 any annual or refresher training. 

       l. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] 

 Flow down of requirements to subcontractors:

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. 
2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.