SOLICITATION NOTICE
65 -- NorthWest Region Announcement for Wound Care-Adhesives
- Notice Date
- 2/22/2010
- Notice Type
- Presolicitation
- Contracting Office
- Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
- ZIP Code
- 98431-1110
- Solicitation Number
- W91YU0R11-1002-001WOUNDCAREADHESIVES
- Response Due
- 3/15/2010
- Archive Date
- 5/14/2010
- Point of Contact
- Shannon Ford, 253-968-0878
- E-Mail Address
-
Western Regional Contracting Office
(shannon.ford2@amedd.army.mil)
- Small Business Set-Aside
- N/A
- Description
- General Information The Northwest Region will initiate the standardization process for Wound Care-Adhesives for its seven Army, Navy, and Air Force medical facilities in Washington and Alaska. The product line consists of various models and types of Wound Care-Adhesives. The primary objective of this program is to standardize products or product lines obtaining the clinically preferred product or source(s) at the best possible price based on volume pricing discounts utilizing a best value determination process. Standardized products will be obtained through the DoD Prime Vendor Program. The secondary objective of this standardization initiative is the potential of decreasing the existing Stock Keeping Units (SKUs) and thus dollars held as inventory. The below item detail of the products being purchased within the NorthWest 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 (i.e. like product items) for elimination, as well as potentially minimizing the number of SKUs included in a subsequent incentive agreement. The Military Treatment Facilities (MTFs) in the Region include but are not limited to: Bassett Army Community Hospital, Fort Wainwright, AK; Bremerton Naval Hospital, Bremerton, WA; Fairchild AFB Clinic, Fairchild AFB, WA; 354th Medical Group, Eielson Air Force Base, AK; 3rd Medical Group, Elmendorf AFB, AK; Madigan Army Medical Center, Tacoma, WA; Oak Harbor Naval Hospital, Oak Harbor, WA. This standardization action is part of the Medical/Surgical PV program executed by the Defense Supply Center Philadelphia (DSCP), Directorate of Medical Materiel. To participate, your company must have a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the PVs for the program. This is pursuant to the DAPA clause by which DAPA holders agree to the Standardization process and to allow PVs to distribute their items. This RFQ will result in Regional Incentive Agreements (RIAs) that supplement the PV Program. The RFQ will not result in a contract award. For additional information regarding DSCPs PV program, please access their web site at https://dmmonline.dscp.dla.mil. The resulting RIA will be for a base period of two (2) years (24 months) from date of selection with three (3) 12-month option periods for a maximum of 5 years. Anticipated selection date is 02/10. The evaluation will be based on clinical, technical, 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. The Point of Contact is Rosa Crumpton, phone: 253-968-0898, and e-mail rosa.crumpton@amedd.army.mil B. Products & Performance Required The NorthWest Region is seeking Wound Care-Adhesives which at a minimum include the product lines below. Within the region, this product line has an estimated annual demand of $221,344. This forecast is based on historical PV sales during a recent 12-month period. The top high volume usage lines for this project include: MANUF_NAME MANUF_PART_NUM SHORT_ITEM_DESC 12 month PV Sales 3M 1538-3 TAPE SURG DURAPORE 3IN X 10YD $15,925.37 3M 1528-3 TAPE SURG MICROFOAM 3INX5-1/2Y $13,867.02 3M 1527-1 TAPE SURG TRANSPORE 1IN X 10YD $12,715.34 3M 1538-1 TAPE SURG DURAPORE 1IN X 10YD $11,692.51 3M 1626 DRESSING TEGADERM LATEX FREE $10,592.46 3M 1658 DRESSING TEGADERM 4X4 3/4IN CHG $10,286.42 3M 1624W DRESSING TEGADERM LATEX FREE $9,051.40 3M 1626W DRESSING TEGADERM 4X4-3/4 $7,697.99 3M 1538-2 TAPE SURG DURAPORE 2IN X 10YD $6,983.30 3M E4547 CLOSURE SKIN ELAST STERI-STRIP $6,833.24 At the request of the Regional MTFs, vendors will provide on-site support and in-servicing during implementation, educational resources and tools for clinical use of the product, conversion information, PV order numbers, MSDS information, 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 (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, and E-mail address) to rosa.crumpton@amedd.army.mil. All e-mail communication between vendors and the region must be digitally signed. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed as well. Submissions must be received by 4:00 PM PST on the specified closing date of this RFQ. Vendors that fail to meet this submittal deadline will be disqualified from participating. This process will include vendor requirements for providing electronic responses to technical criteria, no charge literature for clinical evaluation, and submission of electronic best price quotes. Due to the potential for e-mail to be lost in transmission from network security, etc., vendors are strongly encouraged to confirm with the Regional POC stated above their initial submission, best price submissions, and literature or other requested information have actually arrived at the Northwest Regional Tri-Service Business Office (TRBO) via e-mail. 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. D. Evaluation Criteria The Tri-Service Product Review Board (TPRB) is the governing board of the standardization process. This board includes clinicians and logisticians from the MTFs within the NorthWest Region. They are the deciding officials for this initiative. The TPRB intends to evaluate price quotes and select a vendor or vendors without discussions. Vendor quotes should contain the vendors best product matches for the products or product lines requested in this announcement. Vendor quotes should contain the vendors best responses to all technical and/or company questions listed in this announcement. Vendor quotes should contain the vendors best tiered-pricing discounts off of the vendors DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additionally, the TPRB 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 Region may limit the number of quotes to the greatest number that will permit an efficient competition among vendors. Source Selection Procedures: Pre-Source Selection Procedures: 1. The TRBO has used market research to confirm the availability of the product which the Northwest Region DSL has selected for standardization. 2. The MTFs in the Region volunteer and Clinical Product Team (CPT) members are selected for participation in the standardization process. The 4 MTFs that will be participating in the clinical evaluation of this standardization initiative are Bassett Army Community Hospital, AK; Naval Hospital Bremerton, WA; Elmendorf Air Force Base Hospital, AK; and Madigan Army Medical Center, WA. 3. The Clinical Product Team (CPT) validates/approves the equally weighted criteria outlined below. 4. The CPT determined and approved that both literature and sample sets are required for the evaluation in a clinical setting. Requested samples will only include high-volume products. 5. The Northwest Region Tri-Service Business Office (TRBO) develops and submits the APP and Federal Business Opportunity (FBO) Request for Quotes through the DSL for review by Defense Supply Center Philadelphia (DSCP). Source Selection Procedure 1. This selection procedure is a one-step source selection process. The Northwest Region will post the RFQ to the FBO for a period of 21 calendar days. A letter (email) notice to the current vendors identified in the market share analysis above will be sent after the FBO is posted. The closing date and time will be the same, for the RFQ and for the email notification. 2. Vendors will provide an initial response to the FBO posted RFQ by emailing their interest in participating in the standardization process to the point of contact (POC) listed on the FBO. Due to the potential for e-mail to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Region that its initial response regarding their interest in participating in the standardization process, actually arrived at the Region via email. Each submitting vendor is advised to confirm receipt, allowing adequate time for resubmission before the due date and time, should a problem occur with the first submission. Vendors that do not meet the deadline of close of business (COB) 4:00 pm (PST) Pacific Standard Time on the date listed for closing on the FBO RFQ, will be disqualified from further consideration in the standardization initiative. 3. The TRBO will request responses to the technical and company criteria, no charge literature, no charge sample set, and best value pricing from the vendor in a one-step source selection process. The one-step source selection process provides vendors with 21 calendar days to respond to the TRBO with the completed spreadsheet for both the Technical/Company criteria, deliver the no charge literature and no charge samples to the MTFs participating in the clinical evaluation process, and provide the Vendors best value price quote; and. 4. The Technical/Company Criteria worksheets will be sent to the vendor via email and will include a due date. Vendor response should contain the vendors best responses to all technical and/or company questions and criteria listed in the FBO announcement. Vendors that do not respond to the technical/company criteria will be disqualified from further consideration in the standardization initiative. 5. The product literature request and sample request list will be sent to the vendor via email and will include a due date. Literature and samples must be received by the participating MTFs by COB 4:00 PM PST, 14 days after the date of request to supply samples. All vendors must send the TRBO verification regarding the date of shipment. The samples to be provided are as follows: The samples: Provide 1 set to each MTF as follows: 2 rolls silk type surgical tape; between 1-3 wide, 2 rolls foam type surgical tape; between 1-3 wide, 2 rolls transparent type surgical tape; between 1-3 wide, 1 box transparent film dressing; between 3-4 wide, 1 box wound closure strips; between 1/4'-1/2 wide. 6. Vendors that do not meet the deadline to deliver the literature and samples or fail to send literature and samples to the MTFs will be disqualified from further consideration in this standardization initiative. 7. The Best Value Price Quote worksheets will be sent to the vendor via email and will include a due date Vendors best value pricing will be in a prescribed electronic spreadsheet format, based upon the total requirements of the Northwest Region. The Region intends to evaluate quotes and select a vendor or vendor(s), on initial submission/quotes. Vendor quotes should contain the vendors best product matches for the products or product lines requested in the announcement. Vendor quotes should contain the vendors best tiered-pricing discounts off the Vendors DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Northwest Region). Pricing will be based on a committed volume for a two-year period with possible one-year option periods not to exceed a total of 5 years. However, the Region reserves the right to 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. Vendors that fail to submit price quotes will be disqualified from further consideration in this standardization initiative. 8. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. Vendors that have been disqualified will be notified in writing by e-mail at the conclusion of the process. 9. The TRBO team will compile the technical and company criteria responses and the results will be forwarded to the CPT. The technical and company criteria are weighted equally. The CPT and TPRB will review the responses from the vendors and determine which vendors meet the criteria and determine acceptability. 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 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. 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. 10. The CPT members will evaluate each vendors literature and sample set against the clinical/performance criteria in a non-patient/non-clinical setting. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last up to 21 days. The evaluation responses will be in a Likert type scale with a 1-5 scoring range. The scale descriptors are: One (1) = Strongly Disagree; Two (2) = Disagree; Three (3) = Neutral; Four (4) = Agree; and Five (5) = Strongly Agree. The CPT will send the completed evaluations to the TRBO for data entry and analysis and the results will be forwarded to the CPT and TPRB for review. 11. The vendors will forward price quotes to the TRBO, the TRBO will prepare a pricing analysis, and the results will be forwarded to the TPRB for review. The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region (Post-Standardization Costs), (2) Impact of Unmatched Lines, (3) Potential Cost Avoidance (this is included as a reporting metric), and (4) Consideration of SKUs by each vendor. SKU review will assess the number of line items a vendor is able to supply to the MTFs versus the number of currently used line items. Cost avoidance is used as a reporting metric, not as an element of the decision. The DSL will ensure that the prices, with discounts off the DAPA prices will be a good value, in conjunction with the volume purchasing commitment, and the technical merit of the offer. 12. 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 Northwest Region TPRB will review the data to support a selection of the best value, lower overall cost quote. The TPRB will vote on a standardized vendor for Wound Care-Adhesives. Each MTF on the TPRB is allotted one vote for the selection of the standardized vendor. The votes are tallied and the vendor with the majority of votes is the selected standardized vendor. A multiple award is a possibility if no single vendor can meet the total requirement of the Region. Technical/Company Criteria: 1. Vendors must provide a complete line of Wound Care-Adhesive. 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. Wound Care-Adhesive products required by the region (at a minimum) are surgical tapes (various widths), wound closure strips, transparent dressings (various sizes), and adhesive dressings and bandages (various sizes and widths). NOTE: Vendors: Please state that you can provide a complete product line and a complete list of items supplied (catalog, etc.). In addition, send any applicable product literature in response to this RFQ. 2. Vendors must have a DAPA, or be in the process of applying for a DAPA, for the Wound Care-Adhesive Product Line. Provide the DAPA number or proof of the application process with the initial submittal. (Note that 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 Regions Prime Vendor (currently, Cardinal Health is the PV for distribution in Region 11.) Please provide documentation of your companys agreement with this Prime Vendor. (Note that vendors whose products are not available through the Regional PV will be disqualified.) 4. Vendors 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. 5. Vendor must provide latex free options for product line. Please indicate products that are latex free. 6. Vendors must provide educational tools or materials for this product line. Please list the tools available to staff and patients in response to this solicitation. 7. All products must be labeled with product description (i.e. dimensions, sterility, ply count, etc). 8. Vendors must provide any history of back orders and/or recalls that occurred during the most recent 12-month period for items in their product line, including dates, duration, cause, and resolution. a. Vendors will not have an opportunity to provide additional information on back orders and recalls during any subsequent stage in this evaluation. b. Vendors are encouraged to submit all information deemed relevant (i.e., positive resolutions, etc.) in response to this RFQ. c. Vendors should not provide point of contact information in response to this question. Additionally, the Government will not contact any points of contact that are provided in response to this question. Clinical and Performance Criteria: During the pre-source selection procedures, the CPT validated/approved the equally weighted clinical/performance criteria outline below: Criteria will be evaluated one time in a non-patient/non-clinical setting by at least one Clinical Product Team member at each participating facility. 1. Product adheres well to dressing and/or skin. a. Quality of the adhesive allows for secure attachment of dressing and/or skin without loosening. b. Evaluator will apply adhesive product to skin and assess for adherence to skin without loosening. 2. Product conforms to the body part it is placed on. a. Product must properly conform/mold to body part without excessive gaps or bulging, to protect wound from environment and maintain patient comfort. b. Evaluator will observe product for gaps, bulging or other signs of nonconformity. 3. Product is easy to manipulate and apply while wearing medical gloves. a. Ease of manipulating product while wearing medical gloves is important so as not to compromise glove integrity or dislodge dressings/medical devices. b. Evaluator will use product as directed (ie tear tape, apply product, secure dressing, etc) while wearing medical gloves and assess for ease of manipulating tape and assess for compromise to integrity of medical glove. 4. Product maintains the integrity of the skin during use of product and after removal. a. Maintaining skin integrity during and after removal of product is important for protecting patient from further injury and/or damage. b. Evaluator will remove product and observe for compromise to the skin such as redness, irritation, or skin tearing. Post-Source Selection Procedures: 1. The TRBO prepares the Decision Document for signature by the DSL and submits a package including the clinicians comments to DSCP for review and approval. 2. The RIA is initiated by the TRBO. Vendors will be contacted and the TRBO will notify the TPRB, DSCP, PVM, and regional MTFs. 3. If requested by a vendor, the TRBO will informally share information on the selection. The Region will notify DSCP immediately in instances in which a vendor expresses substantial dissatisfaction with the evaluation. 4. The selected vendor is given 15 calendar days to upload their RIA pricing to DSCP. 5. The TRBO follows-up with the vendor and DSCP to insure pricing is loaded in the UDR. 6. The TRBO assists the Regional MTFs in conversion implementation and reviews their compliance. 7. The TRBO markets the clinically preferred product selection and cost avoidance benefits. Rules of Engagement a. The TRBO will perform statistical analysis of data obtained from the evaluations. b. Vendors presence will not be required during this evaluation. c. When participating in a standardization effort, vendors must contact the TRBO prior to contacting any clinical personnel in reference to the product being considered for standardization. d. Additional education or training on the selected products will be at the vendors expense. e. All evaluation methods will have a start and stop date set by the CPT that will be strictly enforced. f. The government is not responsible for cost of sample items, shipping of these items, or any costs associated with the clinical evaluations. g. Only products selected by the CPT will be reviewed during an evaluation. All other products presented during the evaluation will be rejected. h. Unless specifically requested by the TRBO, NO COMPANY REPRESENTATIVE SHOULD SPEAK TO ANY HOSPITAL STAFF MEMBER OR TPRB MEMBER REGARDING PRICE OR PRICE-RELATED FACTORS. Failure to comply with any of the rules of engagement described above may result in disqualification of your company from further consideration. Please do not hesitate to contact our Clinical Analyst at 253-968-0898 for questions.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/MEDCOM/DADA13/W91YU0R11-1002-001WOUNDCAREADHESIVES/listing.html)
- Place of Performance
- Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA
- Zip Code: 98431-1110
- Zip Code: 98431-1110
- Record
- SN02070622-W 20100224/100222235200-ce67d2b90a7bc250ae09ade059b4ff66 (fbodaily.com)
- Source
-
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