SOURCES SOUGHT
65 -- DISPOSABLE UNDERPADS
- Notice Date
- 3/27/2009
- Notice Type
- Sources Sought
- NAICS
- 339113
— Surgical Appliance and Supplies Manufacturing
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, NMC San Diego, Bldg 1, 38400 Bob Wilson Drive, San Diego, California, 92134-5000
- ZIP Code
- 92134-5000
- Solicitation Number
- APP-9-10-0902-03
- Archive Date
- 5/2/2009
- Point of Contact
- Cynthia Ingrao, Phone: 619-532-8517
- E-Mail Address
-
cynthia.ingrao@med.navy.mil
- Small Business Set-Aside
- N/A
- Description
- A. General Information Southwest Region seeks approval to standardize Disposable Underpads of various sizes and absorbencies for its Army, Navy, and US Air Force medical facilities in California. This standardization action for this product line is a "re-compete" initiative for the Southwest Region as the existing RIA is already on its 5th and last year. It is not the preference of this standardization to make a multiple selection; however, if necessary due to non-availability from a single source, a multiple selection would be made based on a combination of Regional Clinical preference as determined by the Clinical Product Team (CPT) and vendor product availability. This product line includes Disposable Underpads of various sizes and absorbencies. The primary objective of this standardization initiative is to achieve a best value determination that represents the clinically preferred product or source at the best possible price. It is also intended that standardized product be obtained through the DoD Prime Vendor Program, Cardinal, currently serving the Southwest Region. The major facilities in the area include but are not limited to Naval Medical Center San Diego; David Grant Medical Center, Travis AFB; Naval Hospital Camp Pendleton; Robert E. Bush Hospital, Twenty-Nine Palms; Weed Army Community Hospital, Ft. Irwin; Naval Hospital Lemoore; 9th Medical Group, Beale AFB; 30th Medical Group, Vandenberg AFB; 61st Medical Squadron, Los Angeles AFB; 95th Medical Group, Edwards AFB. This standardization action is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia, 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 Vendor of 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 items. This is a supplement to the Prime Vendor Program and it is not a contract. For additional information regarding DSCP's Prime vendor program and obtaining a DAPA please access our web site at https://dmmonline.dscp.dla.mil The Tri-Service Regional Business Office (TRBO) will provide anticipated volume (quantity) based on historical usage/forecasted requirements. The agreement will be for a base period of two (2) years (24 months) from date of award with three (3) 12-month option periods. Anticipated award date is June 2009. The evaluation will be based on technical, clinical and pricing factors. The Technical/Company and Clinical/Performance evaluation factors, when combined, are considered significantly more important than cost or price. As the technical and clinical evaluation results become more equal, price will become more important. The selection will be determined utilizing best value/trade off criteria. 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. In this event, selection would be based on a combination of MTF preference and product availability. Point of Contact: Cindy Ingrao, RN, MSN at (619) 532-8517; Email- cynthia.ingrao@med.navy.mil B. Products & Performance Required The Southwest Region is seeking product line items in the category of Disposable Underpads of various sizes and absorbencies. Within this region, this product line has an estimated annual dollar requirement of $125,000. This forecast is based on historical prime vendor sales during a recent 12-month period. At the request of the Southwest Region Military Treatment Facilities vendors will provide on-site support and in-servicing, educational resources and tools for clinical use of the product, conversion information, prime vendor order numbers, MSDS information, and itemization of the brands, types and packaging information of the products offered by the vendor. C. Instructions to Vendors If you are interested in participating in this standardization initiative, email your (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, E-mail address, your answers to the technical questions/criteria below and product literature to cynthia.ingrao@med.navy.mil no later than April 17, 2009. Submissions must be received by COB, 5:00 PM PDST on the specified closing date/time of this sources sought notice. Vendors that fail to meet the submittal deadline will be disqualified. If your product literature is more than 4MB in size, please mail your product literature to: Cindy Ingrao, RN, MSN Tri-Service Regional Business Office MSMMO - Southwest Region 34800 Bob Wilson Drive, Suite 110 San Diego, CA 92134 Phone: (619) 532-8517 This process will include vendor requirements of electronic responses to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price offers. Due to the potential for email to become lost in transmission due to network security, etc., the vendor is strongly encouraged to confirm with the Region that its quote and literature actually arrived at the Region via email. All e-mail communication between vendors and the region will be digitally signed by the issuer. We strongly recommend that each submitting vendor confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. D. Evaluation Criteria Phase I - Technical/Company Evaluation Process. Vendors will be required to provide detailed responses to the technical/company criteria and product literature. Amplifying information about your products may be requested by the Government. The responses will be reviewed under the purview of the TPRB to determine acceptability. All technical/company criteria are weighted equally. The vendors who meet the following technical/company criteria will be qualified/invited to participate in the clinical/performance evaluation process via e-mail communication with each vendor. All communications of significant milestones, such as invitations to participate, notices of disqualification, etc. must be digitally signed. The TPRB will review the responses from the vendors and determine which vendors meet the criteria and determine acceptability. Acceptability for purposes of evaluation of technical/company criteria: Generally, responses to all questions in this section demonstrate: (1) the vendor is a distributor or manufacturer of a complete line of the subject medical/surgical consumables; (2) based on the vendor's responses, the evaluators have reasonable confidence that the line or products and/or services submitted meet the medical standards of care of the community, applicable to such products or services; (3) the vendor has, or is obtaining a DAPA for the items (vendors that fail to have a DAPA will be disqualified); (4) the vendor has, or is obtaining, an agreement covering the items, with Cardinal, the Prime Vendor for the region (vendors whose products are not available through the regional PV will be disqualified); (5) the vendor intends to provide discounts off DAPA for all products included in this standardization initiative (vendors that fail to provide a discount from DAPA will be disqualified); and (6) the vendor's information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. Technical/Company Criteria 1. Vendor must provide a complete line of Disposable Underpads for use with adult and pediatric patients. A ‘complete line of product' is defined as the 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. At a minimum, this includes disposable absorbent under-pads (fluff and layered) with a protective back sheet available in various sizes, with underpad dimensions ranging from a length of 17 inches to 36 inches and a width ranging from 22 inches to 70 inches. Vendors are required to supply all items listed in all sizes listed. 2. Your product line must be latex free and this must be indicated on the packaging of the product. 3. Your products must be hypoallergenic and low lint and this must be indicated on the packaging of the product. 4. Your products must be flame retardant as required by federal law. 5. Your products must pull moisture away from the body. 6. Your products must be absorbent enough to prevent leakage of fluids and solids. 7. Your products must be strong enough to resist tearing for overnight use. 8. Your products must have a moisture-proof, soft backing that protects bedding, chairs and wheel chairs. 9. Your packaging must make it easy for the user to identify the type and size of the product. 10. Your products must be available through the Prime Vendor, Cardinal Health, or you will be disqualified from the standardization process. Please acknowledge and identify that you have such an agreement with Cardinal Health. 11. Your company must have a DAPA number for this product line or you will be disqualified from the standardization process. Please provide the DAPA number for this product line. 12. Your company must offer volume discounts off DAPA for all products included in this standardization initiative. Where FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as their DAPA price. Therefore, FSS prices do not represent a discount off the DAPA. Vendors that fail to offer a discount off the DAPA price will be disqualified. 13. Educational tools or materials in the form of written, audio and/or visual must be provided for this product line. Please state how your company will meet this requirement. 14. Your company must provide staff training for this product line if requested. Please state how your company will meet this requirement. 15. Please provide a list of product representatives for each account in the Southwest Region. 16. Please provide your company's returned goods policy. 17. Please provide an implementation plan for servicing the supply requirements of the Southwest Region. 18. Please annotate the hours that customer service support is accessible via a toll-free number. 24 hours/day, 7 days/week support is preferable. If your company does not provide preferable level of support, state the hours support is provided. 19. Please provide any history of backorders, recalls, and/or adverse events for this product line stating dates and duration, cause, and resolution. Vendors should put their best foot forward, that is, provide a context to include any mitigating factors for these situations and any relief or resolution which may have been provided since there will be no further opportunity to explain these incidents. If your company has not had any of the above, so state. Phase II - Clinical/Performance Evaluation Process. The TPRB will request samples and product literature from the product group to be clinically evaluated at selected Military Treatment Facilities. Vendors are required to ship samples directly to the designated MTFs. Vendors will be given 14 calendar days to ship samples. Samples must arrive at the MTF by COB, 5PM PDST, on the 14th calendar day after the notice to ship. Vendors failing to deliver by the deadline will be disqualified from further consideration in the standardization process. The MTFs will evaluate the clinical/performance criteria using a scale from one (1) to five (5) where 1 = Strongly Disagree, 2 = Disagree, 3 = Neutral, 4 = Agree and 5 = Strongly Agree. All clinical/performance criteria are weighted equally. The evaluations are conducted a clinical setting. The CPT has established a target threshold of 3.0 for clinical acceptability of product for standardization. The CPT will analyze acceptability as being at or near 3.0 depending on the "break", in the average scores and how closely the scores are clustered near the Acceptability Target Threshold of 3.0. Subject to this review, products below this threshold will be clinically unacceptable and be disqualified from further consideration for standardization. A Clinical Product Team (CPT) comprised of medical professionals from several disciplines will evaluate the products based upon on the following evaluation criteria to determine acceptability. Clinical/Performance Criteria 1. The underpad's backing protects linen from wetness. Clinicians use underpads to protect linen from wetness. a. The underpad's ability to protect linen from wetness will also protect the patient from contact with from bodily fluids. b. This criterion will be evaluated in the clinical setting three (3) times. c. The evaluator will inspect the patient's linen and skin for signs of wetness during underpad use. 2. The underpad draws wetness away from patient's skin. a. Drawing wetness away from patient's skin will help prevent skin breakdown/damage due to contact with bodily fluids. b. This criterion will be evaluated in the clinical setting three (3) times. c. During patient assessments the evaluator will inspect whether the patient's skin remains dry when the underpad is damp. 3. The underpad does not tear or fall apart during use. a. An intact under pad protects the patient from skin irritation caused by bodily fluids. b. This criterion will be evaluated in the clinical setting three (3) times. c. The evaluator will visibly observe whether the underpad tears or falls apart when the patient repositions himself or the evaluator repositions the patient. Phase III - Pricing Analysis Process. All vendors who provide samples for clinical evaluation will be asked to submit best value pricing for analysis. Vendors will be given 14 calendar days from the date of request to submit their best pricing, in a prescribed format, based upon the total requirements of the Southwest Region. The Region intends to evaluate pricing and select a vendor or vendor(s), without discussions. Vendor pricing should contain the vendor's best product matches for the products or product lines requested in this announcement. Vendor pricing 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 pricing, if it is determined to be necessary. Pricing will be evaluated based on best value to the government and will be based on a committed volume for a two-year period with possible one-year option periods (not to exceed 5 years). The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region (Post-Standardization Costs), (2) Potential Cost Avoidance, (3) Impact of Unmatched Lines, and (4) Consideration of SKUs by each vendor. The impact of RIA prices on the Region is considered more important than other pricing elements. 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 best value to the government and will be based on a committed volume for a two-year period with possible one-year option periods (not to exceed 5 years). Failure to submit a discount off the DAPA price will result in exclusion.
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