NEW | CTX Pipette Calibration

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. Solicitation number 36C25725Q0476 is issued as a request for proposal (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. This solicitation is issued as Small Business, with the associated NAICS code of 811210, which has a small business size standard of $34 Million. This solicitation is for accredited calibration of medical pipettes within the Pathology & Laboratory Medicine Service (P&LMS) of the VA Central Texas Medical Center. See attached solicitation for the contract line-item number(s), quantities, and Statement of Work. The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The provision at 52.212-2, Evaluation-Commercial Items, applies to this acquisition. Offerors are to provide a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. There are no addenda to this clause. Offers are due by 16 April 2025, by 10:00 CST. Offers must be submitted by email (see size limit note below) to Ognian D. Ivanov at ognian.ivanov@va.gov Due to email constraints by the VA, it is requested that emails being sent to the POC be no larger than 7MB. Multiple emails can be sent to the POC for an offer. If an offer is sent in multiple parts, it is recommended that a confirmation request be included in the final email, for the POC to acknowledge that all (parts) of the offer have been received.

Background
The Department of Veterans Affairs (VA) is issuing this solicitation for accredited calibration of medical pipettes within the Pathology & Laboratory Medicine Service (P&LMS) at the VA Central Texas Medical Center. The goal of this contract is to ensure that pipettes used in medical settings meet accreditation requirements set by the Joint Commission and the Clinical and Laboratory Standards Institute, ensuring reliability, accuracy, precision, and proper documentation for inspections.

Work Details
The contractor will provide a firm-fixed price, indefinite delivery/indefinite quantity (IDIQ) contract for the calibration of all pipettes within the Central Texas P&LMS departments. The contractor shall perform the following tasks:

1. Conduct on-site calibration and maintenance during work hours (Monday – Friday, 7am to 5pm).

2. Clean, maintain, and calibrate pipettes within 8 contiguous hours after arrival.

3. Ensure pipettes are available for emergency use during maintenance.

4. Perform routine maintenance and check all pipettes for accuracy using a balance calibrated with weights traceable to NIST.

5. Provide certification of NIST traceability with mean error (%) and CV (%) requirements for successful calibration:
- 2 - 10 µL: Mean Error < 5.0%, CV < 5.0%
- 11 – 100 µL: Mean Error < 2.0%, CV < 2.0%
- 101 - 200 µL: Mean Error < 2.0%, CV < 0.5%
- 201 - 1000 µL: Mean Error < 2.0%, CV < 0.5%
- 1001 - 5000 µL: Mean Error < 2.0%, CV < 0.5%

6. Provide documentation of successful calibration traceable to each pipette and repair those failing to calibrate when feasible; label those that cannot be repaired for disposal by P&LMS personnel.

7. Guarantee calibration for six months, with recalibration or repair at no additional charge if failures occur within this period.

Period of Performance
The contract will have three ordering periods: Ordering Period One from June 30, 2025 to June 29, 2026; Ordering Period Two from June 30, 2026 to June 29, 2027; Ordering Period Three from June 30, 2027 to June 29, 2028.

Place of Performance
The services will be performed at the VA Central Texas Medical Center located at Olin E. Teague Veterans' Medical Center, Pathology & Laboratory Medicine Services, 1901 Veterans Memorial Drive, Temple TX, postal code: 76504-7176.