SOURCES SOUGHT
65 -- Specimen Containers & Collectors
- Notice Date
- 10/14/2009
- 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-9-10-0910-02
- Archive Date
- 11/19/2009
- Point of Contact
- Cynthia Ingrao, Phone: 619-532-8517
- E-Mail Address
-
cynthia.ingrao@med.navy.mil
(cynthia.ingrao@med.navy.mil)
- Small Business Set-Aside
- N/A
- Description
- A.General Information The Southwest Region will be standardizing Specimen Containers & Collectors. This is a re-evaluation of this product group. A multiple selection is only a possibility if no single vendor can meet the total requirements of the Region and would be based on a combination of MTF preference and product availability. In order to meet the total requirements of the Region a vendor must be able to offer a comprehensive product line (all items within a product category) available in the necessary quantities to meet all of the DoD MTFs’ needs. That is, the required products must be available in the required quantities. As stated previously, 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. The product category includes containers and collectors (graduated and ungraduated) for the collection, containment and transportation of specimens obtained from the body. The entire category of Specimen Containers & Collectors has an annual demand of over $120,000. 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 secondary objective of this standardization initiative is the potential of decreasing the existing Stock Keeping Unit’s (SKUs) and thus dollars held as inventory. The below item detail of the products being purchased within the region will be used to target and cross-match product lists submitted by the vendor. This process will ensure the minimum requirements of the Region are met and help identify possible candidates for elimination (i.e. like product items), as well as potentially minimizing the number of SKUs included in a subsequent incentive agreement. 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 December 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 Specimen Containers & Collectors. The product category includes containers and collectors (graduated and ungraduated) for the collection, containment and transportation of specimens obtained from the body. Within this region, this product line has an estimated annual dollar requirement of $120,000. This is a re-evaluation of this product group. A multiple selection is only a possibility if no single vendor can meet the total requirements of the Region and would be based on a combination of MTF preference and product availability. 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 November 4, 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 - 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 manufacture and/or distribute a complete line of Specimen Containers and Collectors that may contain formalin; made of plastic or a shatterproof material; available in clear, translucent, and/or opaque material; use non-toxic, color fast dyes for labeling on the container; have clearly marked gradients that are easy to read; come with wide enough openings for easy transfer from the source to the container; have screw caps or snap caps made of plastic or metal that have an indication informing the user it is secured in place; contain a closure that can be removed by gripping with fingers; have a surface that can be marked with a ballpoint or felt tip pen for patient identification information; are available sterile and clean; are leak proof; and can be transported through a pneumatic tube systems. 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, a complete product line includes the following products in the following sizes: Graduated container 2 oz. to 8 oz., sterile with metal screw or snap on lid; sterile collector specimen urine bag newborn/pediatric with standard adhesive double bag and valve; container commode specimen graduated with and without lid; pathology specimen container 16 oz. to 32 oz. with snap cap; pathology specimen container 16 oz. to 32 oz. with metal or plastic screw cap; graduated specimen container 24-hour plastic amber between 90ml to 3500 ml collapsible with screw cap; wide-mouth specimen container with screw or snap on cap 180 to 480 ml; specimen collector for urine/stool 27 oz to 32 oz. graduated. 2.Vendors must have a DAPA or be in the process of applying for a DAPA number for the Specimen Containers and Collectors product line. Provide the DAPA number or proof of the application process with the initial submission. Vendors that fail to have a DAPA or show a lack of progress in obtaining a DAPA will be disqualified. 3.Vendors must have a separate agreement with the prime vendor Cardinal Health for distribution in the Southwest Region. Vendors whose products are not available through Cardinal Health will be disqualified. 4.Vendors must provide discounts off DAPA for all products included in this standardization initiative. Where lower 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 DAPA. Vendors that fail to provide a discount from DAPA will be disqualified. 5.Vendors must have a vendor representative(s) available in the Southwest Region. Please provide contact information, i.e. name, address, phone number, and e-mail address with the initial submission. 6.Vendors must provide proof of corrective actions(s)/ resolution for any history of back orders and/or recalls that occurred during the most recent 12-month period. Vendors will not have an opportunity to provide additional information on back orders and recalls during any subsequent stage in this evaluation. 7.Vendors must identify if there is any latex component in the device or packaging. 8.Vendors must provide the brand(s) your company manufactures or distributes your product. 9.Vendors must provide products with visible expiration dates and product description on the labeling/packaging. 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, 5:00 PM PT, 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 in a non-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 specimen can be easily viewed in the container. a.The opacity of the container/collector to ensure the container is clear enough for the specimen to be viewed and verified before sending to the lab. b.This criterion will be evaluated in the non-clinical setting by use of the product at least 2 times. c.The evaluator will carefully scrutinize the container/collector for opacity visually. The expectation is that container/collector will be satisfactorily clear enough to view and verify the specimen. 2.There is adequate space on the container to place a label or write on the container and the gradation scale on the container/collector is easy to read. a.There must be adequate space on the container to label with the patient information and the gradation scale needs to be clearly and easily read to facilitate loading the specimen into the container/collector. b.This criterion will be evaluated in the non-clinical setting by use of the product at least 2 times. c.The evaluator will closely examine the container for adequate space for applying a patient label or writing the patient information and a gradation scale on the container/collector. The expectation is that the patient information will be easily and adequately placed on the container and the gradation scale will clearly and easily be read. 3.The cap/lid can be easily secured to the container, has an indicator that assures it is secured in place and does not leak. a.Securing the cap to the container/collector easily and hearing or seeing an indicator that assures it is secured in place ensures the contents will not leak during transport. b.This criterion will be evaluated in the non-clinical setting by use of the product at least 2 times. c.The evaluator will place the cap on the container/collector, hear and/or visualize the indicator that is it secured and then shake the container and visualize if the contents leak out. The expectation is that the contents of the container/collector will not leak out or the cap be dislodged. 4.The packaging of sterile containers is easy to open and allows for aseptic delivery to the sterile field. a.The packaging has a feature that makes it easy to open and allow the user to place the sterile container/collector on the sterile field without risk of contamination. b.This criterion will be evaluated in the non-clinical setting by use of the product at least 2 times. c.The evaluator will examine the packaging for the place that allows for a secure hold, open the package as if delivering the container/collector to the sterile field and place the container on the field. The expectation is that the package will open easily and the container/collector placed on the sterile field without being contaminated. 5.The size, type, expiration date if applicable & latex content of the container/collector is easily identified from the packaging. a.The container/collector packaging clearly lists the size, type, expiration date if applicable and latex content of the item to enable the user to quickly and easily choose the correct container/collector for use. b.This criterion will be evaluated in the non-clinical setting by use of the product at least 2 times. c.The evaluator will carefully scrutinize the entire package for size, type, expiration date if applicable and latex content. The expectation is that size, type, expiration date if applicable and latex content are easily identified. 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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