Epredia Vega and SlideMate Systems Maintenance Support Services for Greater Los Angeles VA Healthcare System

NOTICE OF INTENT TO SOLE SOURCE The Government intends to award a firm fixed price, sole source contract in accordance with RFO FAR 6.103 1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, and in conjunction with RFO FAR 12.201-1, Simplified Procedures for Certain Commercial Items. This requirement is for the maintenance support services for multiple Epredia Vega and SlideMate Laboratory systems located within the Greater Los Angeles VA Healthcare System. The intended source is Richard-Allan Scientific LLC / Epredia, the original equipment manufacturer (OEM). In accordance with RFO FAR Part 6, contracts awarded using this authority must be supported by written Justification & Approval (J&A), as described in RFO FAR 6.301 and 6.104. As applicable, the approved justification will be posted within fourteen (14) days after award pursuant to 10 U.S.C. 3204(f) and 41 U.S.C. 3304(f). The Government will consider capability statements received by the closing date of this synopsis. The Government s decision whether to compete with this requirement, based on responses received, is solely at its discretion. Any information submitted will be used strictly to determine whether competitive procurement is appropriate. The applicable North American Industrial Classification System (NAICS) code is 811210 Electronic and Precision Equipment Repair and Maintenance, with a size standard of $34.0 million. Description of the Requirement (Draft Statement of Work (SOW)) Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide licensing for software use and corrective maintenance services on the Epredia SlideMate and Vega systems to the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. The Epredia SlideMate and Vega system enables on demand labeling of Anatomic Pathology slides and cassettes. Period of Performance: Base year followed by four, one year option periods. General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed in Table 1 below: EE# Serial Number Equipment PM Frequency 243778 5000-E-202-0724 Vega System Annual - July 255886 5000-E-193-0724 Vega System Annual - July 246254 SPA03245532 SlideMate System N/A 246257 SPA03245523 SlideMate System N/A 246255 SPA02245478 SlideMate System N/A 246259 SPA02245473 SlideMate System N/A 246258 SPA02245470 SlideMate System N/A 243777 SPA06245677 SlideMate System N/A 243776 SPA05245627 SlideMate System N/A Table 1: Equipment included as part of this requirement Contractor shall provide OEM gold service plan coverage or equivalent on Vega Systems listed in Table 1. Plan coverage shall include all replacement parts, labor, and travel expenses for any unscheduled service visit. Includes one hour of live lab retraining annually. One preventive maintenance visit per coverage year. Loaner instruments shall be included based on instrument type and availability. Contractor shall provide OEM gold swap plan coverage or equivalent on SlideMate systems listed in Table 1. Plan coverage shall include swap replacement of SlideMate unit requiring repair with a refurbished replacement at no cost. Replacement units must be shipped within 48 hours depending on request timing. Corrective Maintenance / Repair Services: The Contractor shall conduct corrective maintenance/repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission. The Contractor may request a copy of the JC standards from the Program POC. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support from 7:00AM to 3:30PM PST. The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. The Contractor shall provide a detailed service report to the Program POC within 10 business days of corrective maintenance. Replacement Parts: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of Program POC. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. Participating Facility: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd Los Angeles, CA 90073 Hours of Work: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am 5:00 pm, excluding National holidays. Telephone support services are available at no additional cost to the Government. Any service performed during other than normal work hours must have prior approval and coordinated with the Program POC or CO. Qualification: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained or equivalent and experienced to work on the equipment assigned. Service: Service shall include software updates needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the Program POC. Any call back for service request for the same type of malfunction shall be at no charge to the Government. Intervening Service Call: When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the Program POC or the Contracting Officer (CO). These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices. Additional Requirement: Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual. Contractor will maintain all manufactures manual necessary to perform maintenance. Submission of Reports: The Contractor shall submit a complete field service report (FSR) electronically to the Program POC within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. Response to this Notice THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES OR PROPOSALS. In accordance with RFO FAR 5.207(c)(16)(ii) and FAR 6.302-1(d)(2), all responsible sources that believe they can satisfy the Government's requirements as described herein may submit a Capability Statement demonstrating their ability to provide the required services. Capability Statements shall be submitted in writing and must include, at a minimum, the following information: Documentation on technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company name: (b) Address: (c) Point of Contact: (d) Phone, Fax (if applicable), and Email: (e) Unique Entity ID: (f) Cage Code: (g) Tax ID Number: (h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate: (i) Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work draft described above. Failure to provide sufficient information may result in the Government s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. All responses to this notice must be received no later than 10:00 am PST on November 02, 2026. Responses shall be submitted electronically via email to the Contracting Specialist at the email address below. Oral communications, fax responses, and telephone inquiries will NOT be accepted. A determination by the Government not to compete this proposed contract requirement based upon responses received to this notice is solely within the discretion of the Government. Information received will be retained and used solely for the purpose of determining whether to conduct competitive procurement. The Government will not pay for any information submitted in response to this notice. All submissions become Government property and will not be returned. System for Award Management (SAM.gov) Registration Any prospective contractor must be registered and active in the System for Award Management (SAM) at www.sam.gov prior to contract award in accordance with FAR requirements. Contracting Specialist Point of Contact Information Name: Jennell Christofaro Title: Contracting Specialist Organization: Department of Veterans Affairs Email: [email protected]