6632--Automated Osmolality Testing

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide two (2) fully automated Osmometer Systems, including delivery, installation, training, reagents, and consumables for the Tampa VA Healthcare Network (TVAHCN), Department of Pathology and Laboratory Medicine Service (P&LMS).

• Furnish and install two automated osmometer systems: one Advanced Instruments OsmoPRO® MAX Automated Osmometer and one Advanced Instruments Osmo1® Single-Sample Micro-Osmometer.

• Provide all necessary reagents, calibrators, controls, consumables, and instrument parts for operation.

• Ensure reagents are sufficient for a minimum of 30 days of testing at each location and meet quality standards for proficiency testing (College of American Pathologists, Joint Commission).

• Equipment must interface with the Lab Information System (Vista) / middleware (Data Innovations).

• Provide on- and/or off-site training for end-users and key operators.

• Perform equipment and assay installation, including full validation of system hardware, software, and assay performance (correlations, linearity, precision, accuracy, reference range studies).

• Provide technical procedures on diskette in CLSI format.

• Cover all shipping costs for equipment, reagents, and supplies, including removal at the end of the contract.

• Offer emergency overnight delivery for supplies within 24 hours if supplies are defective or delivery fails.

• Equipment must meet specific technical specifications for dimensions, electrical requirements, operating conditions, sample types, measurement principles, sample volume, capacity, resolution, range, display, memory, temperature effects, accuracy, and precision.

• Systems must be barcode driven, random access, 100% "walk-away," and capable of rules-based resulting with auto-verification for negative results.

• Reagent stability must be at least 30 days on board.

• Minimal maintenance required (<30 minutes).

• On-site technical support response time within 3 days; telephone support available 24/7 with a 1-hour follow-up.

• Equipment downtime exceeding 10% of working days in a month may result in a request for replacement.

• Standard acceptable performance defined as no more than 3 instances of prolonged downtime (>4 hours) or 10 instances of any downtime within 30 consecutive calendar days.

• Location: Tampa VA Healthcare Network (TVAHCN), Tampa, Florida 33612.

• Contract duration not specified in this document, but implies ongoing supply and support.

• All equipment provided must be new.

• Contractor must provide peer group analysis program.

• Contractor must state failure mean time (between failure and mean time to repair) and provide emergency backup equipment.

• Manufacturer must be in compliance with the Food, Drug and Cosmetic Act if products are considered medical devices.

• Shelf-life of all consumables must be at least ONE YEAR from shipping date unless FDA requires different expiration date.

• Ownership of equipment remains with the contractor; hard drive remains with the VA.

Amendment / Modification

This notice announces an update to VA Handbook 6500.6, Contract Security, specifically Appendix C, which contains VA Information and Information System Security/Privacy Language for Inclusion into Contracts. The update incorporates revised security language into Appendix C.

• VA Handbook 6500.6, Appendix C (VA Information and Information System Security/Privacy Language for Inclusion into Contracts).

This notice is effective immediately and applies to the current version of VA Handbook 6500.6 Appendix C. It does not appear to directly modify proposal submission deadlines or evaluation factors but updates the security requirements that may be incorporated into contracts.

Other / Unclassified

This document outlines the Records Management Obligations for contractors working with the James A. Haley Veterans’ Hospital and Clinics. It defines "Federal record" and details the contractor's responsibilities regarding the creation, handling, preservation, and disposition of these records.

Potential bidders should note the following key requirements:

• Applicability: Applies to all contractors handling Federal records, regardless of medium.
• Compliance: Contractors must adhere to all applicable records management laws, regulations, and NARA policies, including the Federal Records Act and specific NARA regulations (36 CFR Chapter XII Subchapter B).
• Record Management: All records created for Government use or in the course of contract performance, and delivered to or under the control of the Government, must be managed in accordance with Federal law. Electronic records require sufficient technical documentation.
• Security & Prevention: Contractors are responsible for preventing unauthorized destruction or alienation of records. Destruction is prohibited unless in accordance with agency records schedules and with written concurrence.
• Reporting: Contractors must report any unlawful or accidental removal, defacing, alteration, or destruction of records, as well as any inadvertent or unauthorized disclosures of information.
• Subcontractors: The substance of these records management requirements must be incorporated into all subcontracts, and subcontractors must provide written acknowledgment. The contractor is responsible for subcontractor violations.
• Data Ownership: The U.S. Government, specifically James A. Haley Veterans’ Hospital and Clinics, owns all data and records produced under the contract, with unlimited rights to use, dispose of, or disclose.
• Training: Contractor employees handling records must complete agency-provided records management training.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for commercial items regarding Automated Osmolality (CPT) testing. The Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN 8), James A. Haley Veterans’ Hospital (JAHVH) in Tampa, FL, intends to issue a Request for Quote (RFQ) for brand name or equal Automated Osmolality CPT testing.

Procurement is for Automated Osmolality CPT testing equipment.

This is a "brand name or equal" procurement.

This notice is a pre-solicitation and NOT a Request for Quote (RFQ). Vendors should NOT submit formal quotes until the RFQ is posted. The actual Solicitation #36C24826Q0407 is anticipated to be posted on or about 3/11/2026. The closing date for quotes is 03/18/2026 at 11:00 AM EST.

The applicable North American Industry Classification System (NAICS) code is 334516 (Analytical Laboratory Instrument Manufacturing) with a small business size standard of 1,000 employees. Vendors must be registered in the System for Award Management (SAM) database. SDVOSBs must be certified and verified by the Small Business Administration.

Vendors should continue to monitor Sam.gov for the RFQ and any subsequent Amendments. This notice does not commit the Government to pay for information resulting from this posting.