Combined Synopsis/Solicitation Notice
*= Required Field Combined Synopsis/Solicitation Notice
DESCRIPTION
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.
This solicitation is a Small Business set-aside.
The associated North American Industrial Classification System (NAICS) code for this procurement is 339112. The FSC/PSC is 6515.
The NCO 10 for Cleveland VA Medical Center is seeking to purchase the Olympus BX Microscope for the Cytology Department. This solicitation closes on September 25, 2026 @ 13:00 AM. Quotes should be submitted to Kevin Peeples kevin.peeples@va.gov Please reference 36C25026Q1066
1. Contracting Officer s Representative (COR
NA
2. CONTRACT TITLE: BX43-1-3 Cytology Microscopes
3. 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 kevin.peeples@va.gov. 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
