Inactive Total Small Business Set-Aside (FAR 19.5)

SUBJECT* Electron Microscope Brand name only GENERAL INFORMATION CONTRACTING OFFICE’S ZIP CODE* 53214-1476 SOLICITATION NUMBER* 36C25225Q0444 RESPONSE DATE/TIME/ZONE 05-02-2025 5PM CENTRAL TIME, CHICA... SUBJECT* Electron Microscope Brand name only GENERAL INFORMATION CONTRACTING OFFICE’S ZIP CODE* 53214-1476 SOLICITATION NUMBER* 36C25225Q0444 RESPONSE DATE/TIME/ZONE 05-02-2025 5PM CENTRAL TIME, CHICAGO, USA ARCHIVE 21 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE SBA PRODUCT SERVICE CODE* 6640 NAICS CODE* 334516 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 POINT OF CONTACT* Contract Specialist Arneil Genus arneil.genus@va.gov Email only please PLACE OF PERFORMANCE ADDRESS Department of Veterans Affairs William S. Middleton Memorial Veterans Hospital Laboratory Dept. 2500 Overlook Terrace Madison WI POSTAL CODE 53705-2286 COUNTRY ADDITIONAL INFORMATION AGENCY’S URL URL DESCRIPTION AGENCY CONTACT’S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine interest and capability of Other than Small Businesses and Small Businesses, including VIP-Verified Veteran-Owned Small Business (VOSB) or Service-Disabled Veteran-Owned Small Business (SDVOSB) prospective vendors relative to the North American Industry Classification System (NAICS) Code 334516 (Analytical Laboratory Instrument Manufacturing) and the NAICS SBA size standard is 1,000 employees. PSC Code is 6640 - Laboratory Equipment and Supplies. Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award at: https://sam.gov/content/home. Potential Offerors must also have a current Online Representations and Certification Application on file with SAM.gov. The Department of Veteran Affairs, William S. Middleton Memorial Veterans Hospital located at: 2500 Overlook Terrace, Lab Dept, Madison, WI 53705-2286 has the need or requirement for a HT7800 120kV Transmission Electron Microscope - Hitachi -Brand Name only for the Laboratory Dept. The Government is requesting that Other Than Small Businesses and Small Businesses, including VIP-Verified VOSB or SDVOSB sources respond if it can provide the following products on this “Brand Name Only (HT7800 120kV Transmission Electron Microscope - Hitachi Brand)” Line Item Item Number Description Qty Unit Price 0001 HT7800 120 KV TRANSMISSION ELECTRON MICROSCOPE 1 EA TBD 0002 None PNEUMATIC IN/OUT OBJECTIVE APERTURE ASSEMBLY TBD 0003 None SPARE WEHNELT ASSEMBLY 1 EA TBD 0004 None SPARE TUNGSTEN FILAMENT (PACK OF 10) 1 EA TBD 0005 HT7800-SS2 ONE TOUCH SINGLE TILT HOLDER 1 EA TBD 0006 None AMT NANOSPRINT12 DIRECT-MOUNTED 12 MP CMOS CAMERA 1 EA TBD 0007 None CHILLER LX2-A2 WATER / AIR COOLED 1 EA TBD 0008 None SHIPPING OF TEM 1 EA TBD 0009 None INSIDE DELIVERY OF TEM 1 EA TBD 0010 None INSTALLATION OF HT7800 1 EA TBD 0011 None 2-DAY ON-SITE ADVANCED APPLICATIONS TRAINING 1 EA TBD The Statement of Work for the above is listed below: STATEMENT OF WORK (SOW) William S. Middleton Memorial Veterans Hospital Pathology/Laboratory Dept. 2500 Overlook Terrace Madison, WI 53705-2286 William S. Middleton Memorial Veterans Hospital A. General requirements INTRODUCTION – The William S. Middleton Memorial Veterans Hospital Center’ objective is to procure the delivery, installation, and training of an Electron Microscope complete order package that is required to support the functionality of the Electron Microscopy Service in imaging tissue biopsies for patient care and diagnostics purposes which services the Madison VAMC, University of Wisconsin (UW), and VISN 12 VA Medical Centers’ footprint. Contract Number: TBD Task Order Number: TBD IFCAP Tracking Number: Will be provided upon selection or award Follow-on to Contract and Task Order Number: TBD 1. Contracting Officer’s Representative (COR). Name: Will be provided upon selection or award Section: Will be provided upon selection or award Address: Will be provided upon selection or award Phone Number: Will be provided upon selection or award Fax Number: Will be provided upon selection or award E-Mail Address: Will be provided upon selection or award 2. Contract Title. Madison VA Anatomic Pathology Electron Microscopy-Electron Microscope 3. Background. The purchase of this electron microscope is to update an older unit that is approaching end-of life status. The old unit will be kept as a back-up unit. The procurement, installation, and training of an electron microscope is required to support the functionality of the Electron Microscopy Service in imaging tissue biopsies for patient care and diagnostics purposes which services the Madison VA, UW, and VISN 12 VA Hospitals. 4. Scope. The vendor is expected to provide a complete Electron Microscope as outlined in the quote/contract. The units are to be delivered to the Madison VA Hospital. The vendor will be on-site for delivery to ensure that the system is complete. The vendor will offer application training on-site at no additional cost and at the convenience of the lab staff in the EM lab (Room DB1-231). 5. Specific Tasks. The vendor will supply the new Electron Microscope system and all installation required parts and ensure that all parts are delivered to the facility within 30 days of the procurement being awarded. The Contractor shall immediately notify the COR/designee of any unexpected delay in the delivery of the system. The unit is to be delivered to the Madison VA Hospital loading dock at 2500 Overlook Terrace, Madison, WI 53705, prior to being delivered to DB1-231 for installation. At the time of delivery, the vendor will uncrate the equipment and verify with the equipment management team that all items ordered, packed, and shipped arrived as ordered. The Contractor will be responsible for notifying the COR/designee if any equipment is damaged in the process of executing the contract. After arrival, the system will be received by our SCMC warehouse staff and the equipment team will barcode label the equipment and enter it into the Lab equipment inventory listing. After all requested items have been inspected and received, the contractor will transfer the equipment to the desired location in the EM Department Room DB1-231. The vendor will work with the COR or designee to coordinate installation of the equipment, and perform any systems checks necessary, during the services business hours of Monday – Friday, 7am-330pm, to ensure that the equipment is functioning properly before any staff training takes place. Operator and technical manuals will be provided. Electronic copies are preferred. At the conclusion of all required work by the contractor, they will be required to remove all packing materials from our facility and leave the work area clean and uncluttered. They must also provide customer service contact information if there are any problems or concerns related to the equipment mentioned in this contract. The vendor will be required to demonstrate that the system arrived complete and works as designed before, during, and after the training. It is also expected that the seller will install, assemble, and commission the electron microscope, including all components of the electron microscope itself and the camera assembly. This includes: the chiller, air compressor, power source, and camera assembly. The vendor is expected to provide on-site training to all staff members. Training should be scheduled within three days (or four if a federal holiday is involved) after completing the installation and confirming the system is up and running. Training will be set for two days in coordination of the operational days and times of Monday – Friday, 7am - 330pm. This contract will include a one-year warranty with two scheduled preventative maintenance (PM) visits. 6. Performance Monitoring. The COR and/or their delegate will be required to monitor the contractor during the assembly and training on this equipment. Once the COR and/or their delegate is fully satisfied with the work performed, and training provided, then and only then will the equipment be considered accepted and fully received so that the vendor can be paid for all services contracted for. 7. Security Requirements. The Contractor will not be required to access PHI, so they will not be required to complete privacy or information security training prior to performing work. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). N/A. 9. Other Pertinent Information or Special Considerations. The system must be positioned upright for transporting. The packed equipment must be stored in clean, dry areas at temperatures between 5° and 40° C. It must not be exposed to aggressive or corrosive substances. 10. Risk Control. The Electron Microscopy area where installation will take place is considered a clean area. It is expected that the vendor will follow specific safety measures identified in the installation of their equipment. 11. Place of Performance. William S. Middleton Veterans Hospital 2500 Overlook Terrace Laboratory Dept, Room EM Lab – DB1-231 Madison, WI 53705 12. Period of Performance. Delivery and set-up will be completed 30-45 days after award. Staff training will be completed within 15 days of acceptance. All installation work will be expected to be performed and completed within two working days and training within three days (four days if federal holiday included) of installation. 13. Delivery Schedule. TBD 14: Salient Characteristics Selection Criteria: This end-product called Electron Microscope - (Brand name only) complete order package must include the following salient characteristics below: HT7800-STD - HT7800 120 kV Transmission Electron Microscope 821-1364 - Pneumatic In/Out Objective Aperture Assembly 747-0331 - Spare Wehnelt Assembly 777-0179 - Spare Tungsten Filament (pack of 10) 822-1795 - HT7800-SS2 One Touch Single Tilt Holder RFQ-AMT - AMT NanoSprint12 Direct-Mounted 12 MP CMOS Camera NS0-0061 - Chiller LX2-A2 Water / Air cooled -In addition, must include and required of Shipping, Delivery, Installation, and Training. (Please Note: Must consist of the following components below). Recognized Holidays New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, last Monday in May Juneteenth Day, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s day, November 11th Thanksgiving Day, 4th Thursday in November Christmas, December 25 Any other holiday as determined by Presidential Order The Contractor shall: Deliver product to our on-site Warehouse Dept located at William S. Middleton Memorial Veterans Hospital, 2500 Overlook Terrace, Madison, WI 53705-2286. Coordination of all products and services to ship and deliver new equipment from the manufacturer until final acceptance by the VA Point of Contact. Make coordination with the Contracting Officer’s Representative (COR) for the delivery, installation, and training of all Electron Microscope’s equipment system/package. Final order sign-off prior to manufacturer submittals must be given by the VA Point of Contact Cancellation deadlines, and any penalties to the VA, must be clearly stated in your response with a valid manufacturer contact name for confirming this information. Provide maintenance manuals for all products specified, if necessary. Delivery Schedule: Delivery is to be coordinated in advance a minimum of three weeks’ notice with VA Point of Contact. All service costs and freight/shipping cost must be included in the quote response. (Please note: If there is a Shipping cost charges, the shipping cost shall not exceed $250.00) The VA is not responsible for any items lost, stolen, damaged during transport, or shipment to the FOB Destination. All product and packaging must be inspected for damage by the awarded vendor, as it is unloaded from the delivery truck. All damage must be reported immediately to the manufacturer, by the awarded vendor, and replacement product ordered immediately at no cost to the VA. KICKOFF MEETING (if necessary) The awardee and VA Facility POC (End-User/Requestor) will meet one week after awarding the delivery order to coordinate delivery schedule. The meeting can be held via a phone call, Outlook teams meeting, or face-to-face, if applicable. Interested Other Than Small Businesses and Small Businesses including VIP-Verified VOSBs and SDVOSBs are required to submit an e-mail delineating: Qualifications, capabilities, and experience for providing this product Business size/Socioeconomic status If the product is on the Federal Supply Schedule or the Open Market Manufacture location; and Memo or correspondence which authorizes distributor to distribute the manufacturer’s products (if applicable) This is not a Request for Proposal, or an announcement of a solicitation and no solicitation currently exists. Your responses will be used solely for Market Research purposes of the Government. The Government will not pay for any materials provided in response to this notice and submissions will not be returned to the sender. VOSBs and SDVOSBs must be registered and verified in VIP for set-aside consideration. Please include all the following information in writing: Company Name, Address, and Point of Contact Any contract number (if applicable) UEI/DUNS number & Tax ID number Business type (e.g. SDVOSB, VOSB, Small Business or Other Than Small Business) Capability Statement addressing qualification & ability to provide procurement items Documentation from manufacturer indicating your organization being an Authorized Distributor Responses due are to be submitted by e-mail to: arneil.genus@va.gov. The information requested must be received no later than Friday, May 2, 2025, 5:00 PM CST.