6640--Live Cell Imaging and Analysis System

Active

Contract Opportunity

SOURCES SOUGHT NOTICE
Live Cell Imaging and Analysis System
William S. Middleton Memorial Veterans Hospital
2500 Overlook Terrace, Madison, WI 53705 2286
Notice Type: Sources Sought / Market Research
NAICS: 334516 Analytical Laboratory Instrument Manufacturing
PSC: 6640 Laboratory Equipment and Supplies
Response Due: April 15, 2026, 17:00 CST
Submission Email: Erica.Grimslid@va.gov
Point of Contact: Erica Grimslid, Contracting Officer

1. PURPOSE
This is a Sources Sought Notice for market research only. The Department of Veterans Affairs (VA), William S. Middleton Memorial Veterans Hospital (Madison, WI), is conducting market research to identify qualified sources capable of providing a benchtop, plate-based live cell imaging and analysis system that meets the minimum technical requirements listed in Section 4.
This notice is not a solicitation and does not commit the Government to issuing a solicitation or making an award. No reimbursement will be provided for responses to this notice.

2. BACKGROUND
The Research Service at the William S. Middleton VAMC requires a modern live cell imaging and analysis system to support ongoing and future biomedical research, including long term cell culture studies, phenotypic characterization, and drug response assays. Current imaging capabilities do not support continuous, automated live cell monitoring under physiologically controlled conditions, limiting the ability to perform time resolved, quantitative cell based experiments.
Acquisition of a new system will significantly enhance research infrastructure, improve data quality and reproducibility, and advance the facility s mission of supporting high quality translational and preclinical research.

3. SCOPE
This requirement is for the procurement of one (1) complete live cell imaging and analysis system, including:
All necessary hardware and optical components
System control and analysis software
Accessories, environmental modules, and required installation items
Delivery and setup at the Madison VAMC
Operational qualification and validation (as applicable)
On site user training and initial support
The system will be installed within a single VA research laboratory located at 2500 Overlook Terrace, Madison, WI.

4. MINIMUM SALIENT CHARACTERISTICS
Vendors must provide detailed responses demonstrating how their system meets or exceeds each of the following requirements:
a. Must be a benchtop, plate based live cell imaging system capable of long term culture and imaging of adherent and suspension cells.
b. Must support continuous, non invasive live cell monitoring inside a controlled environment with temperature, CO , and humidity control suitable for mammalian cell culture.
c. Must accommodate standard SBS format microplates, including 6 , 12 , 24 , 48 , and 96 well plates.
d. Must provide label free imaging (e.g., phase contrast or equivalent) to assess cell morphology, confluence, and growth over time.
e. Must support fluorescence imaging with at least two fluorescent channels plus transmitted light, compatible with commonly used biological fluorophores.
f. Must enable automated, time lapse image acquisition across multiple wells and plates without user intervention once the run has started.
g. Must include integrated software for automated analysis, including cell confluence, proliferation, morphology, and other basic phenotypic measurements.
h. Must support real time or near real time visualization and allow export of raw images and quantitative data in standard formats suitable for downstream analysis.
i. Must minimize phototoxicity and photobleaching through low light imaging modes and optimized acquisition strategies suitable for long term experimentation.
j. Must allow unattended operation for multiple days to weeks with reliable environmental and operational stability.

5. RESPONSE REQUIREMENTS
Interested vendors should submit a Capability Statement (recommended 10 pages or less) addressing the following:
Company information:
Legal business name
UEI and CAGE code
Business size and socio economic status under NAICS 334516
Confirmation of SAM.gov registration
Technical response:
Detailed, point by point explanation of how the proposed system meets or exceeds all salient characteristics (Section 4).
Product literature, specifications, or user guides supporting compliance.
Delivery and installation capability:
Standard lead time
Installation and training availability
Warranty and service options
Past performance:
At least two recent installations of similar imaging systems (if available).
Country of Origin (COO):
Required for BAA/TAA compliance assessment.
Rough Order of Magnitude (ROM) pricing:
Non binding estimate for planning purposes.

6. SUBMISSION DETAILS
Responses must be submitted by email to:
Erica.Grimslid@va.gov
Subject line: Sources Sought Live Cell Imaging System [Company Name]
Responses are due no later than April 15, 2026, at 17:00 CST.
Late submissions may not be reviewed.

7. DISCLAIMER
This Sources Sought Notice is issued solely for information and planning purposes. It does not constitute a solicitation and shall not be construed as an obligation or commitment by the Department of Veterans Affairs. No contract will be awarded from this notice, and no solicitation exists at this time.

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