SOURCES SOUGHT
65 -- Perineal Cold Therapy Disposable
- Notice Date
- 8/26/2008
- Notice Type
- Sources Sought
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- Department of the Army, U.S. Army Medical Command, MEDCOM, North Atlantic Regional Contracting Office, Medcom Contracting Center North Atlantic, ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW, Washington, DC 20307-5000
- ZIP Code
- 20307-5000
- Solicitation Number
- W91YTZ-08-B-TRBO
- Response Due
- 9/18/2008
- Archive Date
- 11/17/2008
- Point of Contact
- Walter Holt, 2023560796<br />
- Small Business Set-Aside
- N/A
- Description
- 65-Medical Supplies-Request for Quotation A.General Information. The Northeast Region [Tri-Service Regional Business Office (TRBO) REG 1], a military integrated delivery network, comprised of 47 Army, Navy, Air Force, Marine Corps, and U.S. Coast Guard Medical Treatment Facilities (MTFs) in the states of Maine, New Hampshire, Massachusetts, Rhode Island, Connecticut, New York, Pennsylvania, New Jersey, Delaware, Maryland, District of Columbia, and Virginia. Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Perineal Cold Therapy Disposable. The primary objective of this program is to standardize the quality of care across this region based on a best value determination that represents the clinically preferred product or source(s) at the best possible price. It is also intended that standardized product be obtained through the DoD Prime Vendor Program. The major facilities in the Northeast Region include, but are not limited to Walter Reed Army Medical Center (Washington, DC), National Naval Medical Center (Bethesda, MD), Malcolm Grow Medical Center (Andrews AFB, MD), Dewitt Healthcare System (FT Belvoir, VA) and Keller Army Community Hospital (Westpoint, NY). This standardization action is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia (DSCP), Directorate of Medical Materiel. In order to participate, your company must have a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Prime Vendors for the program. This is pursuant to the DAPA clause by which DAPA holders agree to the Standardization process and to allow Prime Vendors to distribute their products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For additional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp.dla.mil The resulting Regional Incentive Agreement (RIA) will be for a base period of two years (24 months) from date of selection with three 12-month option periods (not to exceed 5 years total). Anticipated selection date is October 2008. The evaluation will be based on clinical, technical, and pricing factors. Clinical/performance and technical/company factors will be weighted more heavily than price. The Technical/Company and Clinical/Performance evaluation factors, when combined, are considered significantly more important than cost or price. As the evaluation results become more technically/clinically equal, price will become more important. The selection will be determined utilizing best value, lowest overall cost factors, with pricing being least important. The selection of a single vendor is anticipated. However, if no single vendor can meet the total requirement of the Region, the Government reserves the right to make two or more selections for RIAs. A multiple vendor RIA selection may provide the best-value, lowest overall cost alternative if: 1) The requirements of the Region for the Perineal Cold Therapy Disposable product line can be met in the most clinically effective manner by more than one vendor, and 2) The requirements of the Region for Perineal Cold Therapy Disposable product line can be met with the lowest overall cost, by more than one vendor. Point of Contact: (Tracy.Martin-Tilghman@amedd.army.mil) (202-782-3663). B.Products & Performance Required. The Northeast Region is seeking product line items in the category of Perineal Cold Therapy Disposable, which at a minimum includes the high volume lines below. Within this Region, this product line has an estimated annual dollar requirement of $27,607. This forecast is based on historical prime vendor sales during a recent 12-month period. The top high volume usage lines for this project are shown below: MFG PNDESCRIPTION MDS138055PERINEAL CLD PCK W/OB PAD,STD 69902MEDC PACK COLD PERI 4X11 520000242900 BASIC COLD PERI PAD 24/CA 6300INSTANT PERINEAL COLD PACK 11500-010KWIK-KOLD PERINEAL COLD At the request of the Northeast Regional MTFs, vendors may be required to provide on-site support during implementation, conversion information, prime vendor order numbers, and itemization of the brands, types and packaging information of the products supplied by the vendor. C.Instructions to Vendors. DAPA holders interested in participating in this standardization initiative should email their detailed electronic responses to the technical/company criteria with accompanying electronic product literature, and the following information--(1) Company name and address, (2) Company Point of Contact (POC Name and Phone Number, Fax Number, and E-mail address) to the following Northeast Region POCLarry.Shaughnesy@amedd.army.mil (202-782-3666). Submissions must be received by 4:00 PM EDT/EST on September 17, 2008. Vendors that fail to meet this submittal deadline will be disqualified from participating. This process will include the above vendor requirement to provide electronic responses to technical/company criteria/product literature, no-cost samples for clinical evaluation when requested, and submission of electronic best price quotes when requested. Due to the potential for email to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Northeast Region that its initial submission, and subsequent price quotes and literature actually arrived at the Region via email. Each submitting vendor is advised to confirm receipt, allowing adequate time for resubmission before the due date/time, should a problem occur with the first submission. All email communications between vendors and the Northeast Region must be digitally signed by the issuer. D. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing body of the standardization process. This board includes clinicians and logisticians from the Military Treatment Facilities within the Northeast Region. They are the deciding officials for this initiative. The Region intends to evaluate quotes and select a vendor or vendor(s), on initial submissions/ quotes without discussions. Vendor quotes when requested should contain the vendor's best product matches for the products or product lines requested in this announcement. Vendor initial responses should contain the vendor's best responses to all technical and/or company questions listed in this announcement. Vendor quotes when requested should contain the vendor's best tiered-pricing discounts off of the vendor's DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additionally, the Region reserves the right to conduct discussions and request revised quotes, if determined necessary. The Region reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. The Region reserves the right to make a down-selection during the evaluation process based on considerations of efficient competition. Phase I Technical/Company Evaluation Process. Interested vendors are to respond to this FBO announcement by submitting their detailed electronic responses to the technical/company criteria and required electronic product literature as required to the above Northeast Region POC by the required due date. Vendors are required to meet/provide responses to the technical/company criteria stated below. All technical/company criteria are weighted equally. The responses will be reviewed by the Clinical Product Team (CPT) to determine the acceptability of each vendor. After the review of the technical/company criteria, those vendors who meet these criteria will be qualified/invited to participate in the clinical/performance evaluation. In general, acceptability for purposes of evaluation of technical/company criteria is defined as follows: (1) based on the vendors responses, the evaluators have reasonable confidence that the line of products and/or services submitted meet the medical standards of care of the community, applicable to such products or services; (2) the vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. NOTE: Specific technical/company criteria will require an additional, more-specific definition of technical acceptability. The specific standard for technical acceptability will be set forth with the individual statement of each criterion, as required. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed by the Northeast Region POC. The following Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendor must provide a complete line of Disposable Single-Use Instant Perineal Cold Packs products. A complete line of product is defined as the Military Treatment Facilities (MTFs) requirements for usage items in the product line. Usage items are defined in the Medical/Surgical Prime Vendor contract statement of work, as DAPA items ordered at least once per month, and at least one unit per order. a. At a minimum, a complete product line includes latex-free single-use, individually-wrapped, disposable Instant Perineal Cold Packs (light and moderate/heavy absorbency levels). Products must be anatomically (or similarly) shaped, have an adhesive strip (or similar means of adhesion), and have a soft, absorbent, unscented, neutral/white cover/attached pad designed for direct contact with non-intact perineal mucous membranes. b. Vendor must provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFRIAQ. Vendors are required to supply all items listed in all sizes and types. Vendors who do not have a complete product line as above will be disqualified in Phase I. 2. Vendors must have a Distribution and Pricing Agreement (DAPA) with Defense Supply Center Philadelphia (DSCP) for the Instant Perineal Cold Packs product line, or be in the process of applying for a DAPA number for the Instant Perineal Cold Packs product line. Provide the DAPA number or proof of the application process in response to this RFRIAQ. Vendors that fail to have a DAPA or show a lack of progress in obtaining a DAPA will be disqualified in Phase I. 3. Vendors must have a separate agreement with the prime vendor (PV) (currently the Prime Vendor for the Northeast Region is Owens & Minor) for distribution within the Northeast Region. Vendors whose products are not available through the current regional PV will be disqualified in Phase I. Provide documentation (four-digit code) of agreement with PV in response to this RFRIAQ. 4. Vendors must submit discounts off DAPA for all products included in this standardization initiative. Vendors that fail to submit a discount from DAPA will be disqualified. Where lower uncommitted FSS prices are available, DAPA holders are required by previous agreement to provide the uncommitted FSS price as the DAPA price. Vendors shall not quote uncommitted FSS prices as the discounted price for purposes of this standardization initiative. Vendors are to provide quote on discounts, in response to this RFRIAQ. Vendors who do not provide discounts off DAPA for ALL products in Phase III will be disqualified. 5. Vendors must provide a local vendor representative for the Northeast Region Medical Treatment Facilities to provide sufficient product implementation services and customer servicing to the multi-service regional facilities. Vendors must provide contact information, i.e. name, address, phone number, and email address in response to this RFRIAQ. 6. Vendors must provide any history of back orders and/or recalls that occurred during the most recent 12-month period for the Instant Perineal Cold Packs product line, including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information on back orders and recalls during any subsequent stage in this evaluation. Vendors are encouraged to submit all information deemed relevant, i.e. positive resolutions, etc., in response to this RFRIAQ. The Government will not contact any points of contact provided in response to this question. Vendors should not provide point of contact information in response to this question. 7. Vendors must supply Instant Perineal Cold Packs products that are latex safe/free. Vendor must provide a complete list of latex safe/free items supplied (catalog, etc,) in response to this RFRIAQ. 8. Vendors must include product Material Safety Data Sheets (MSDS) in response to this RFRIAQ. 9. Vendor must provide a sample of typical individual item packaging information which includes latex-free status, instructions for use, product lot number, expiration date (as appropriate), and precautionary use/safety information (as appropriate) in response to this RFRIAQ. 10. Vendor must specify the expected approximate temperature/temperature range of the Instant Perineal Cold Pack in response to this RFRIAQ. Phase II Clinical/Performance Evaluation Process Following acceptability of the technical/company criteria, the TRBO, on behalf of the Clinical Product Team (CPT), will request product sample sets from the product group to be sent to the TRBO, Clinical Analyst for dissemination to the CPT members for evaluation. Vendors will be given 14 calendar days from the issue of the notice requesting product sample set in which to deliver the no-cost sample set to the designated TRBO Clinical Analyst. Requested product sample sets must be shipped to arrive at the TRBO Clinical Analyst address no later than the 14th calendar day after the date of the notice requesting product sample set. Sample set must be received by COB 4:00 PM EDT/EST on the 14th calendar day. Those vendors who do not meet the deadline to deliver the sample set required by COB 4:00 PM EDT/EST on the 14th calendar day will be disqualified from further consideration. Vendors who do not meet the deadline to deliver the product samples will be disqualified from this standardization initiative. NOTE: all vendors must send the TRBO verification regarding the quantity, products, description of items, and date of shipment from the vendor, anticipated delivery date and individual who signed for product sample set. Vendors presence will not be required for in-servicing prior to the evaluations. The clinical/performance evaluation period will last for one (1) calendar day. Specific CPT members will evaluate the vendors product sample set against the clinical/performance criteria in a non-clinical (non-patient care) setting. The evaluation responses will be recorded using a Likert scale format with a 1-5 scoring range. The scale descriptors are: One (1)Extremely Poor; Two (2)Below Average; Three (3)Average; Four (4)Above Average; and Five (5)Excellent. All clinical/performance criteria are weighted equally. The CPT has established a target threshold of 3.75 Vendor Total Averaged Score. The CPT will determine the actual Clinical Acceptability threshold for this standardization initiativeat or near 3.75 Vendor Total Averaged Score target thresholddepending on the location of any break in vendors Total Averaged Scores (i.e., a gap between vendors Total Averaged Scores). In addition, the CPT may consider how closely scores are clustered near the 3.75 Total Averaged Score Clinical Acceptability target threshold in determining the actual Clinical Acceptability threshold. Vendors whose total Averaged Scores are below the actual Clinical Acceptability threshold will be determined to be Clinically Unacceptable, and be disqualified from further consideration for this standardization initiative. To determine acceptability, the CPT will evaluate the products based on the evaluation criteria below. The CPT intends that clinical evaluations be conducted in a non-clinical (non-patient care) setting. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative with a Clinical Acceptability Target Threshold3.75 Vendor Total Averaged Score: 1. (Efficiency of patient care) Perineal Cold Pack activates easily and begins cooling within 30 seconds after activation. a.Clinicians require ease of activation and quick cooling to begin therapy as soon as possible to patient. b.This criterion will be evaluated by one (1) trial using a Perineal Cold Pack in a non-clinical setting. c.The evaluator follows package directions for activation and observes for ease of activation and feels Pack for onset of cooling effect within 30 seconds as timed on evaluators watch. 2.(Efficiency of patient care) Perineal Cold Pack provides consistent temperature treatment over all surfaces of the Pack. a.Clinicians require consistency of temperature effect for efficient therapeutic effect. b.This criterion will be evaluated by one (1) trial using a Perineal Cold Pack in a non-clinical setting. c. After complete activation of the Pack the evaluator feels all surfaces of Pack and assesses for areas of inconsistent temperature effect. 3. (Efficiency of patient care and patient/staff safety) Perineal Cold Pack does not leak under pressure. a.Clinicians require leak-proof Pack for effective treatment and to minimize patient injury. b. This criterion will be evaluated by one (1) trial using a Perineal Cold Pack in a non-clinical setting. c.After complete activation of the Pack the evaluator applies moderate pressure to Pack between palms of hands and observes for leakage of contents. 4. (Efficiency of patient care) Perineal Cold Pack retains cooling effect for a minimum of 30 minutes. a.Clinicians require cooling effect for 20 minutes for efficient patient care. b. The criterion will be evaluated by one (1) trial using a Perineal Cold Pack in a non-clinical setting. c. After complete activation of the Cold Pack the evaluator will assess for continued cooling effect after 30 minutes as timed by the evaluators watch. 5. (Efficiency of patient care) Perineal Cold Pack has sufficient absorbency to hold fluids without excessive leaking/dripping/wetness. a. Clinicians require Cold Pack to absorb wound drainage/perspiration/body fluids during patient use (average expected post-partum drainage approximately 80mL to 100mL/hour). b. The criterion will be evaluated by one (1) trial using a Perineal Cold Pack in a non-clinical setting. c. After complete activation of the Pack the evaluator will slowly pour 120mL (4 oz.) of tap water over the absorbent side of the Pack, adding additional water in increments of 60mL (2 oz.) each up to a maximum of 240mL (8 oz.), observe Pack for absorption/retention of water without excessive leaking/dripping/ wetness. Phase III Pricing Analysis Process. The following elements will be considered in the pricing analysis. (1) Impact of RIA prices (Post-Standardization Costs) on the Northeast Region. This represents the new estimated annual cost or the total cost post standardization and includes the vendors products, and the products that could not be matched. It reflects the amount the Region would pay the vendor using the RIA pricing. (2) Impact of Unmatched Lines. The unmatched lines make it difficult to compare the prices of the various vendors, because the evaluator cannot compare similar product lines for each vendor. Those items that are considered in the high usage category will have a higher impact to the region for the unmatched product line and the end post-standardization costs. (3) Consideration of SKUs by each vendor. The Region intends to reduce the number of SKUs that must be handled per period. Vendors that can supply the complete range of clinically-required product, without unnecessary numbers of SKUs for minimally-differentiated products, will be more likely to provide the best-value solution for the Government in this standardization initiative. Due to the potential for Base DAPA prices to be inflated, the Impact of RIA prices on the Northeast Region is considered more important than the other pricing elements. All vendors who meet the technical/company criteria as determined by the CPT will be contacted to submit their lowest pricing quotes (as well as product cross-reference data) based on committed volume of 80% of the total requirements of the Northeast Region. Vendors who do not meet the technical/company criteria will be disqualified from further consideration for this standardization initiative and not be contacted to submit pricing. Vendors will be given 14 calendar days from the date of request, to submit RIA pricing quotes, in a prescribed electronic spreadsheet format, based upon the total requirements of the Northeast Region. The Region intends to evaluate quotes and select a vendor or vendor(s), on initial submissions/quotes. Vendor quotes should contain the vendor's best tiered-pricing discounts off of the vendor's DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Northeast Region). However, the Region reserves the right to conduct discussions and request revised quotes, if determined necessary. Price quotes must be received by COB 4:00 PM EDT/EST on the 14th calendar day. Those vendors that fail to respond as required by COB 4:00PM EDT/EST on the 14th calendar day will be disqualified from further consideration. Vendor MUST submit discounts off DAPA for all products included in this standardization initiative. Note: vendors that fail to submit a discount from DAPA will be disqualified. Where lower uncommitted Federal Supply Schedule (FSS) prices are available, DAPA holders are required by previous agreement to provide the uncommitted FSS price as the DAPA price. Vendors shall NOT quote uncommitted FSS prices as the discounted price for purposes of this standardization initiative. Vendors are to provide a quote on discounts in response to this RFRIAQ. Vendors who do not provide discounts off DAPA for ALL products will be disqualified. Clinical/performance and technical/company factors will be weighted more heavily than price. The Technical/Company and Clinical/Performance evaluation factors, when combined, are considered significantly more important than cost or price. As the evaluation results become more technically/clinically equal, price will become more important. Pricing will be evaluated based on a best-value, lowest-overall-cost alternative to the government and will be based on a committed volume for a two (2) years (24 months) from date of selection with three (3) 12-month option periods not to exceed a total of five (5) years. END
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