6515--541-26-3-250-0303 - Olympus BX43 Pathology Microscope Brand Name Only Small Business Set-Aside

BACKGROUND The Department of Veterans Affairs Northeast Ohio Healthcare System (VANEOHS) has an immediate requirement for the procurement of two (2) brand name Evident (formerly Olympus) BX43-1-3 cytology microscopes, inclusive of the True Color LED light source compatible with BX43F, BX46F, and BX63F platforms, and all required Original Equipment Manufacturer (OEM) components and accessories necessary for full clinical activation and use. The requested microscopes are additional units to the currently deployed Evident BX-series microscopes within the Cytology Section of Pathology & Laboratory Management Services (PALMS). The laboratory s diagnostic workflows, digital imaging systems, standardized operating procedures, educational protocols, and preventative maintenance programs are fully based upon the Evident BX-series platform. The Cytology laboratory s diagnostic workflows, digital imaging systems, standardized operating procedures, educational platforms, and preventative maintenance programs are built upon the BX-series architecture. The Cytology Section performs high-resolution visualization and evaluation of: Cellular morphology Cytological abnormalities Microbiological organisms Inflammatory processes Neoplastic pathologies These diagnostic evaluations are mission-critical to accurate, timely, and actionable patient diagnoses. This acquisition is required to maintain full operational capacity, mitigate diagnostic backlog, maximize utilization of existing Government-owned assets, and ensure uninterrupted cytopathology services. 4. SCOPE The Contractor shall provide two (2) new, current production BX43-1-3 microscopes, inclusive of the True Color LED light source and all requested and associated OEM components, accessories, modules, assemblies, and consumables required for immediate clinical deployment within the Cytology Section. The Contractor shall provide on-site installation, configuration, and operational verification of all microscopes and associated OEM components at the Louis Stokes Cleveland VA Medical Center, Pathology & Laboratory Management Services Cytology Section. Installation shall include full assembly, alignment of optical components, calibration of the illumination system, verification of mechanical stage functionality, confirmation of imaging integration (if applicable), and validation of overall system performance for clinical diagnostic use. All equipment shall be fully operational and ready for immediate patient care application upon completion of installation. Any deficiencies identified during installation or inspection shall be corrected by the Contractor at no additional cost to the Government prior to final acceptance. The microscopes and components shall meet or exceed the following operational, optical, interoperability, and performance requirements: Optical and Imaging Performance: UIS2 infinity-corrected optical system Plan Apochromat or Plan Fluorite objectives optimized for cytology applications High numerical aperture objectives suitable for oil immersion cytopathology 100x oil immersion capability Wide field number (FN 22 or greater) High-resolution visualization suitable for evaluation of cellular morphology, cytologic abnormalities, infectious organisms, and neoplastic processes OEM camera adapter compatibility for integration with existing digital imaging systems Illumination System: True Color LED light source compatible with BX43F, BX46F, and BX63F Daylight-balanced illumination to support accurate cytologic color interpretation Flicker-free, stable output LED lifespan 20,000 hours Intensity memory function Uniform illumination across full field of view Ergonomic and Mechanical Features: Ergonomic observation tube with adjustable inclination Low-position coaxial focus knobs Coarse and fine focus with tension adjustment Precision mechanical stage with fine movement control Stage inserts compatible with cytology slide preparation Configuration optimized for prolonged microscopic review Required OEM Accessories and Components: The Contractor shall provide all OEM components necessary to ensure full functionality and activation, including but not limited to: Proprietary stage inserts Light modules Camera adapters Immersion oil kits (OEM approved) Dust covers Power cords Calibration and setup materials Required mounting hardware Any additional OEM components necessary for clinical operation All components must be new, OEM-manufactured, and fully compatible with existing Evident BX-series microscopes currently deployed within the laboratory. Interoperability Requirements: The Cytology Section is standardized on the Evident BX-series microscope platform. All diagnostic workflows, imaging protocols, training materials, and maintenance programs are built upon this system. The requested microscopes are additional to the currently deployed fleet and must: Integrate seamlessly with existing BX-series equipment Maintain optical consistency across the microscope fleet Preserve manufacturer warranty protections Support existing service contracts and maintenance protocols Require no retraining due to platform change Non-OEM or alternate-brand equipment would: Disrupt standardized diagnostic workflow Introduce optical variability affecting diagnostic consistency Invalidate manufacturer warranties Require retraining of cytotechnologists and pathologists Undermine fleet uniformity and serviceability Warranty: Equipment shall include the manufacturer s standard warranty covering optical, mechanical, and illumination systems for a minimum of one (1) year. 6. Performance Monitoring The Government will monitor contractor performance to ensure compliance with all requirements outlined in this Statement of Work. Performance monitoring will include verification of timely delivery, proper installation, system functionality, completion of required training, and successful commissioning of the equipment in accordance with manufacturer specifications. Government representatives, including Pathology & Laboratory Medicine Service personnel and designated technical staff, will validate that the system operates as intended and meets operational and functional requirements prior to acceptance. Any deficiencies identified during delivery, installation, or operational verification shall be corrected by the Contractor at no additional cost to the Government. The Contractor shall coordinate all activities with the designated Government point of contact to ensure minimal disruption to laboratory operations and adherence to agreed installation schedules. 7. Security Requirements The C&A requirements do not apply, and the Security Accreditation package is not required for this SOW. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). There will be no government-Furnished equipment of information. 9. Other Pertinent Information or Special Considerations. The requested equipment shall be interoperable/usable with current workflows and technology deployed and used within the clinical atmosphere and existing BX Microscopes and associated accessories. a. Identification of Possible Follow-on Work. NA b. Identification of Potential Conflicts of Interest (COI). NA c. Identification of Non-Disclosure Requirements. NA d. Packaging, Packing and Shipping Instructions. NA e. Inspection and Acceptance Criteria. Government acceptance will occur upon: Successful installation Demonstrated operational functionality Completion of training if applicable Readiness for clinical laboratory use 10. Place of Performance. Delivery Location: Louis Stokes Cleveland VA Medical Center Pathology & Laboratory Management Services Cytology 10701 East Boulevard Cleveland, OH 44106 11. Period of Performance NA 12. Delivery Schedule. The Contractor shall deliver all required equipment and system components within ninety (90) calendar days from the date of contract award. Installation, configuration, and commissioning activities shall be coordinated with Government personnel and completed within the same 90-day period unless otherwise agreed upon in writing by the Contracting Officer. SUBMISSION Responses to this solicitation shall be submitted via email to [email protected]. Telephone responses shall not be accepted. Responses must be received no later than September 25 2026, at 13:00 pm EST, (Eastern Standard Time). CLAUSES FAR Number Title Date 52.209-6 PROTECTING THE GOVERNMENT S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT JAN 2025 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS NOV 2023 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS APR 2026 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT OCT 2018 52.252-2 CLAUSES INCORPORATED BY REFERENCE FEB 1998 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS MAR 2023 52.233-1 DISPUTES MAY 2014 52.233-3 PROTEST AFTER AWARD AUG 1996 852.219-76 852.203-70 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (DEVIATION) COMMERCIAL ADVERTISING JAN 2023 MAY 2018 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2018 852.237-70 CONTRACTOR RESPONSIBILITIES OCT 2019 PROVISIONS 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS SEP 2023 52.212-2 EVALUATION--COMMERCIAL ITEMS NOV 2021