Loren Data's SAM Daily™

FBO DAILY ISSUE OF MAY 15, 2009 FBO #2727
SOURCES SOUGHT

65 -- EXAM ROOM SUPPLIES

Notice Date

5/13/2009
 

Notice Type

Synopsis
 

Contracting Office

Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
 

ZIP Code

30905
 

Solicitation Number

W91YTV-09-0008
 

Response Due

6/4/2009
 

Archive Date

8/3/2009
 

Point of Contact

HERMAN C MCELVEEN JR, 7067873881
 

Small Business Set-Aside

N/A
 

Description

THIS IS A SOURCES SOUGHT NOTICE. FOR FURTHER INFORMATION CONTACT MS VIRGINIA (GINNY) SLAYTON @ 706-787-2019 OR virginia.slayton@us.army.mil 65-Medical Supplies-Potential Sources Sought A. General Information. The TRICARE Southeast (TRBO Reg. 3 & 4) and Central (TRBO Reg. 6, 7, & 8) Regions, a military integrated delivery network, comprised of Army, Navy, Air Force, Marine Corps and Coast Guard medical treatment facilities (MTFs) in the states of states of Alabama, Georgia, Florida, Mississippi, South Carolina, Tennessee, Arizona, Arkansas, Colorado, Idaho, Kansas, Louisiana, Missouri, Oklahoma, Nebraska, Nevada, New Mexico, North Dakota, South Dakota, Utah, and Wyoming, Texas, and affiliated MTFs in the countries of Honduras and Cuba, and the territory of Puerto Rico in the Regions including institutional and operational healthcare settings announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of EXAM ROOM SUPPLIES. The primary objective of this program is to standardize the quality of care across the Southeast and Central regions 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 this LSA initiative include: Southeast Region - Eisenhower Army Medical Center (FT Gordon, GA), Winn Army Community Hospital (FT Stewart, GA), Martin Army Commuity Hospital (FT Benning, GA), Naval Hospital Jacksonville (NAS Jacksonville, FL), 96th Medical Group (Eglin AFB, FL), Naval Hospital Pensacola (Pensacola, FL), Naval Hospital Beaufort (Beaufort, SC), 81st Medical Group (Keesler AFB, MS), the 6th Medical Group (MacDill AFB, FL). Central Region Brooke Army Medical Center, FT Sam Houston TX., Wilford Hall Medical Center, Lackland AFB, TX, Darnall Army Medical Center, FT Hood, TX, Reynolds ACH Fort Sill, OK., William Beaumont Army Medical Center, FT Bliss, TX., 10th Medical Group USAF Academy, CO., Evans ACH Fort Carson CO., FT General Leonard Wood ACH, MO., FT Riley, KS, 99th Medical Group Nellis AFB, NV., and Bayne-Jones ACH, FT Polk, LA. 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 will result in Regional Incentive Agreements (RIAs) that supplement the Prime Vendor Program. The RFQ will not result in a contract award. For additional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp.dla.mil/. The Southeast Region has been designated as the Lead TRBO for this standardization action. The resulting Regional Incentive Agreement (RIA) will be for a base period of two year(s) (24 months) from date of selection with three 12-month option periods (not to exceed 5 years.) Anticipated selection date is July 2009. 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 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 Southeast and Central regions, 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: Virginia Slayton, (706) 787-2019, virginia.slayton@us.army.mil. B. Products & Performance Required. The Southeast and Central Region are seeking product line items in the category of EXAM ROOM SUPPLIES, which at a minimum includes the high volume lines below in Phase I Technical/Company Evaluation Process. Within the Southeast and Central regions, this product line has an estimated annual dollar requirement of $107,156.51. 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 in the Technical/Company Criteria below. At the request of the Southeast and Central regional MTFs, vendors will provide on-site support and in-servicing 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 responses to the technical/company criteria and (1) Company name and address, (2) Company POC (Name and Phone Number, Fax Number, and E-mail address) to Virginia Slayton, (706)787-2019, virginia.slayton@us.army.mil. Submissions must be received by COB 5:00 PM EDT on the specified closing date/time of this sources sought notice. Vendors that fail to meet this submittal deadline will be disqualified from participating in the standardization process. This process will include vendor requirements to provide electronic responses to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price quotes. Due to the potential for email to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Southeast region that its initial submission, quote and literature actually arrived at the Southeast 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. Vendors that do not meet the deadline of COB 5:00PM EDT on the date listed for closing (per the FBO RFQ), will be disqualified from further consideration in the standardization initiative. All email communications between vendors and the Lead TRBO Region should be digitally signed by the issuer. D. Evaluation Criteria. The Southeast and Central Regions Tri-Service Product Review Boards (TPRB) are the governing body of the standardization process. This board includes clinicians and logisticians from the Military Treatment Facilities within the Southeast and Central region. They are the deciding officials for this initiative. The Southeast and Central Region intends to evaluate quotes and select a vendor or vendors, on initial submissions/quotes. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in this announcement. 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 Southeast and Central region). (Note: vendors that fail to submit a discount from DAPA will be disqualified. Note: Where lower FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. Vendors shall not quote FSS prices as the discounted price for purposes of this standardization initiative.) However, the Southeast and Central region reserves the right to conduct discussions and request revised quotes, if determined necessary. The Southeast and Central region reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. The Southeast and Central 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 emailing their detailed responses and required documentation to Virginia.Slayton@us.army.mil by the required response 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) and determine the acceptability of each vendor. After the review of the technical/company criteria, those vendors who meet the following technical/company criteria will be qualified / invited to participate in the clinical/performance evaluation process as well as the price analysis process and will be requested to submit their best product/price discount quotes via an email communication with each vendor. In general, acceptability for the purposes of validation of technical/company criteria is defined as follows: Generally, responses to all questions in the technical/company criteria demonstrate that: (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 and 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. The following equally weighted Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendor MUST provide a complete line of Exam Room Supplies. 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. a. At a minimum the vendor must provide the following in the Exam Room Supplies: Multi-purpose applicators (Cotton & Rayon) Latex Free/Safe, Low Lint; Sterile & Non-sterile, wrapped / bulk, available in a variety of sizes and types (3 to 6 inch, to include specialty applicators - OBGYN, Proto up to 16 inch), and plastic, wood, & polypropylene shafts; Tongue Depressors Latex Free/Safe, Sterile & Non-Sterile, Smooth finish, splinter-free, with lengths beginning at 5 or 6 inches and above; Cotton Balls Latex Free/Safe, Medium and Large prepping; sterile/non-sterile, and high absorbency. b. Vendor MUST provide a complete itemized list of items supplied (manufactured and /or distributed by brands) via catalog, and literature in response to this RFQ with initial submittal. Vendors are required to supply all items listed in all sizes and device type. (Vendors who do not have a complete product line as above will be disqualified in Phase I). 2. Vendor MUST have a DAPA for ALL Exam Room Supplies product line. Vendor MUST provide DAPA number with initial submittal. (Note that vendors without a DAPA number will be disqualified in Phase I). 3. Vendor MUST have a separate agreement with the prime vendor in the Southeast Region for Exam Room Supplies (currently, the prime vendor is Owens & Minor). Vendor MUST provide prime vendor conversion number with initial submittal. (Note that vendors whose products are not available through the Southeast Region PV (Owens & Minor) will be disqualified in Phase I.) 4. Vendor MUST have a separate agreement with the prime vendor in the Central Region for Exam Room Supplies (currently, the prime vendor is Cardinal Healthcare). Vendor MUST provide prime vendor conversion number with initial submittal. (Note that vendors whose products are not available through the Central Region PV (Cardinal Healthcare) will be disqualified in Phase I.) 5. Vendors 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. Note: Where lower FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. Vendors shall not quote FSS prices as the discounted price for purposes of this standardization initiative.) Vendors who do not provide discounts off DAPA for ALL products in Phase II will be disqualified. 6. Vendor MUST provide all history of back orders and recalls that occurred during the most recent 12-month period for Exam Room Supplies products, including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information on back orders and recall 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 RFQ. The Government will not contact any provided points of contact in response to this question. Vendors should not provide point of contact information in response to this question. Phase II Plan Clinical/Performance Evaluations and Pricing Analysis Process: Clinical/Performance Evaluations 1. Following acceptability of the technical/company criteria, the Lead TRBO, on behalf of the CPT, will request product sample sets from the product group to be sent directly to a representative from the Southeast and Central Region TRBO office and will be allowed 14 calendar days from the date of notification to complete the delivery. Product samples must be shipped to arrive at the Medical Treatment Facilities by COB, 5:00 PM EDT, on the (14th) calendar day after the notice to ship. Vendors failing to deliver the product sample sets by the deadline will be disqualified from this standardization initiative. Note: all vendors must send the Lead TRBO verification regarding the date of shipment from the vendor and final delivery date of the product sample sets. 2. Vendor product samples should contain the vendor's best product matches for the products requested. 3. When requested sample products are to be shipped directly to the Southeast and Central Region TRBO point of contact. 4. The TRBO point of contact is responsible for delivery of the sample sets to the participating MTFs prior to the evaluation and within thirty (30) calendar days of receipt of the sample sets. 5. Vendors presence will not be required for in-servicing prior to or during the evaluations. 6. Vendors WILL NOT be allowed to be present during the actual evaluation process of their products OR THEIR COMPETITORS PRODUCTS. 7. Vendors will ONLY provide sample products of the items that are requested and being evaluated. Vendors that bring in other product samples or literature on items that are not part of the evaluation process will be disqualified from the evaluation process. 8. Vendors WILL NOT be allowed to speak to any hospital staff member regarding the product evaluation, product pricing or pricerelated factors. Vendors that speak to hospital staff members regarding the product evaluation; pricing or pricerelated factor will be disqualified from this evaluation process. Vendors will be notified in writing at the conclusion of the evaluation process (DSCP approval). 9. Specific MTFs will evaluate the vendors product sample sets against the clinical/performance criteria in a non-clinical/non-patient care setting using a Likert scale. A one to five scoring range will be used to rate the sample products. The scale descriptors are: one (1)-not acceptable, two (2)-minimally acceptable, three (3)-acceptable, four (4)-more acceptable, and five (5)-highly acceptable. 10. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last for one (1) calendar day. The CPT has established a target threshold of 3.00 for the Clinical Acceptability of products for standardization. The CPT will determine the actual Acceptability threshold for this standardization initiative -- at or near 3.00 -- depending on the location of any break in vendors average scores (i.e., a gap between vendors average scores). In addition, the CPT may consider how closely scores are clustered near the Acceptability target threshold of 3.00, in determining the actual Acceptability threshold. Vendors scoring below the actual Acceptability threshold will be determined to be clinically Unacceptable, and be disqualified from further consideration for this standardization initiative. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process (DSCP approval). 11. To determine acceptability, the Clinical Product Team (CPT), comprised of medical professionals from multiple disciplines from the Southeast and Central Regions will evaluate the products based on the evaluation criteria below in a non-clinical/non-patient care setting. Each criterion for Exam Room Supplies will be evaluated by two (2) trials. The following Clinical /Performance Evaluation Criteria have been established for this standardization initiative: Applicators ONLY 1. (National Patient Safety Goal # 7 (NPSG.07.02.01, and NPSG.07.03.01) Specifically Reduce the risk of healthcare associated infections by standardizing on products that place emphasis on preventing patient cross contamination) The applicator is highly absorbent. a. Applicators must be of sufficient absorbency (strength). The inability to absorb may increase the risk of cross contamination and increased Healthcare-Associated Infections if the product cannot perform. b. With the applicator between the evaluators thumb and finger tip, the evaluator will observe the effectiveness of the absorbency while swabbing a lightly moist surface. 2. (National Patient Safety Goal # 7 (NPSG.07.02.01, and NPSG.07.03.01) Specifically Reduce the risk of healthcare associated infections by standardizing on products that place emphasis on preventing patient cross contamination) The applicator tip maintains its form during use. a. Applicator tip must remain consistently formed during usage without falling apart as this may increase the risk of cross contamination and increased Healthcare-Associated Infections. b. With the applicator between the evaluators thumb and finger tip, the evaluator will observe the quality of the applicator tip and then during usage observe the ability to maintain shape while swabbing a lightly moist surface. 3. (National Patient Safety Goal # 7 (NPSG.07.02.01, and NPSG.07.03.01) Specifically Reduce the risk of healthcare associated infections by standardizing on products that place emphasis on preventing patient cross contamination) The applicator peel pack can be opened without the applicators sticking to the sterile packaging to ensure lint-free use. a. The applicator packs must be able to open easily while maintaining sterility in order to decrease the potential for Healthcare-Associated Infections due to tearing of the pack or the applicator tip adhering to the package and lint breaking off. b. With the applicator package opening top in both hands, the evaluator will peel apart the pack; observe the pack opening and the ease to which the sterile applicator pack opens. Tongue Depressors ONLY 4. (National Patient Safety Goal # 7 (NPSG.07.02.01, and NPSG.07.03.01) Specifically Reduce the risk of healthcare associated infections by standardizing on products that place emphasis on preventing patient cross contamination) The tongue depressor peel packs can be opened without the depressor sticking to the sterile packaging to ensure its sterility. a. The tongue depressors must be able to open easily while maintaining sterility in order to decrease the potential for Healthcare-Associated Infections due to tearing of the pack. b. With the tongue depressor package opening top in both hands, the evaluator will peel apart the peel pack; observe the pack opening and the ease to which the peel pack opens. 5. (National Patient Safety Goal # 7 (NPSG.07.02.01, and NPSG.07.03.01) Specifically Reduce the risk of healthcare associated infections on by standardizing on products that place emphasis on preventing patient cross contamination) The tongue depressor is smooth and splinter-free. a. The tongue depressors must be smooth and splinter free in order to decrease the potential for splinters to occur and thus increasing the potential for Healthcare-Associated Infections. b. With the tongue depressor in the evaluator hand, the evaluator will look closely at the tongue blade on each side then run it across the inside of the forearm and observe/feel for splinters that come off the depressor. Pricing Analysis Process: Upon completion of the Phase I Technical/Company Criteria Evaluation, vendors who are found technically acceptable will be qualified /invited to provide their product samples and price discount quotes concurrently. Vendors will be given 14 calendar days from the date of pricing requests, to submit RIA pricing quotes, in a prescribed electronic spreadsheet format, based upon the requirements of the Southeast and Central Region combined. Pricing must be received at the Lead TRBO by COB 5:00 PM (EDT), fourteen (14) calendar days after the issue date of the vendor notice to submit best product and price quotes. Failure to respond within this timeframe or failure to submit incentive discounts from their DAPA prices will result in the vendor being disqualified from further consideration/ participation. The Southeast and Central region intends to evaluate quotes and select a vendor on initial submissions/quotes. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in this announcement. 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 Southeast and Central Region). The Southeast and Central Region intends to evaluate quotes and select a vendor or vendors, without discussions as noted above. However, the Southeast and Central region reserves the right to conduct discussions and request revised quotes, if it is determined to be necessary. If a down-selection is made during the evaluation process, the Southeast and Central region may limit the number of quotes to the greatest number that will permit an efficient competition among vendors. 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 technical and clinical evaluation results become more 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 (24 months) from date of selection with three 12-month option periods (not to exceed 5 years). The following elements will be considered in the pricing analysis and are listed in descending order of importance: (1) Operational Impact of RIA prices on the Southeast and Central regions, (Post-Standardization Costs), (2) Potential Cost Avoidance, This is included as a reporting Matrix. (3) Impact of Unmatched Lines, and (4) Consideration of SKUs by each vendor. Operational Impact of RIA prices on the Regions are considered more important than other pricing elements. THE CLOSING DATE IS 04 JUNE 2009 5:00 PM EDT. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (13-MAY-2009); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/USA/MEDCOM/DADA08/W91YTV-09-0008/listing.html)
 

Place of Performance

Address: TRI SERVICE SOUTHEAST REGIONAL BUSINESS OFFICE ATTN: Building 40707 40TH STREET ROOM 105 Fort Gordon GA

Zip Code: 30905-5650

Country: US
 

Record

SN01815765-F 20090515/090513233029 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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