Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 01, 2008 FBO #2258
SOURCES SOUGHT

65 -- Tri-service Regional Business Office Northwest Region (Washington and Alaska) announcement for the evaluation and standardization of Orthopedic Soft Goods: Foot and Ankle

Notice Date

1/30/2008
 

Notice Type

Sources Sought
 

Contracting Office

Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
 

ZIP Code

98431-1110
 

Solicitation Number

W91YU0R11-07-10-001
 

Response Due

3/12/2008
 

Archive Date

5/11/2008
 

Point of Contact

Wesley E. Burnett, 253-968-1869
 

E-Mail Address

Email your questions to Western Regional Contracting Office
(wes.burnett@us.army.mil)
 

Small Business Set-Aside

N/A
 

Description

The Northwest Region (TRBO Region 11), a military integrated delivery network, comprised of 8 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in Washington and Alaska announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) f or the standardization of Orthopedic Soft Goods: Foot and Ankle The product category consists primarily of ankle braces, shoes (cast, and post-op), and ankle supports in small, medium, and large sizes. The primary objective of this program is to st andardize 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 Pr ime 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 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 pot entially minimizing the number of SKUs included in a subsequent incentive agreement. The Military Treatment Facilities (MTF) in the Northwest Region include but are not limited to: Basset Army Community Hospital, Fort Wainwright, AK 99703; Bremerton Naval Hospital, Bremerton, WA 98312-5000; Fairchild AFB Clinic,Fairchild AFB, WA 99011-8701; 354th Medical Group, Eielson Air Force Base, AK 99702; 3rd Medical Group, Elmendorf AFB, AK 99506-3620; Madigan Army Medical Center, Tacoma, WA 98431-5000; McChor d AFB Clinic, McChord AFB, WA 98438-1150; Oak Harbor Naval Hospital, Oak Harbor, WA 98278-8800 This Regional Incentive Agreement announcement is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia, Di rectorate of Medical Materiel. In order to participate, your company must have, or be in process of obtaining, a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Prime Vendor (Cardinal Health). This is pursuant t o 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 DSCPs Prime vendor program please access our web site at: https://dmmonline.dscp.dla.mil 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 April 2 008. The evaluation will be based on technical, clinical, and pricing factors. 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 req uirement 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: Pat Cordier, RN, MSN, CNOR at (253) 968-0898; Email - patricia.cordier@us.army.mil B. Products & Performance Required. The Northwest Region is seeking Orthopedic Soft Goods: Foot and Ankle. The product line consists primarily of ankle braces, shoes (cast, and p ost-op),and ankle supports in small, medium, and large sizes. The regions estimated annual demand for this product line, based on PV purchases for the previous 12 months is: Northwest Region: - Total $139,009 The top high volume usage line s for this project include: BRACE ANKLE EXOFORM MED BRACE ADJUST HORSESHOE SUPPORT MED BRACE ANKLE LOCK LG BRACE ANKLE EXOFORM LG BRACE AIRF ORM ANKLE STIRRUP UNIV ADULT BRACE ANKLE LOCK MED BRACE ADJUST HORSESHOE SUPPORT LG BRACE ANKLE EXOFORM SM BRACE ADJUST HORSESHOE SUPPORT SM BRACE ANKLE EXOFORM LG Upon request, vendors will provide on-site support and in-servicing, e ducational resources and tools for clinical use of the product, conversion information, prime vendor order numbers, pricing information, and itemization of the brands, types and packaging information of the products offered by the vendor. C. Instruc tions to Vendors. 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. DAPA holders interested in participat ing 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 (email address). Submissions must be received by 4:00 PM EST on the specified closing date/time of t his sources sought notice. All email communication between vendors and the region require digital signature. Vendors that fail to meet this submittal deadline will be disqualified from participating. Due to the potential for email to be lost in tr ansmission from network security, etc., vendors are strongly encouraged to confirm with the Regional POC stated above that their initial submission, quotes, and literature or other requested information has actually arrived at the Regional Tri-Service Busi ness Office (TRBO) 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. D. Evaluation Criteria. The Tri-Ser vice Product Review Board (TPRB) is the governing board for the standardization process. This board includes clinicians and logisticians from all of the Military Treatment Facilities within the Region. They are the decision makers for this initiative. The Region intends to evaluate quotes and select a vendor or vendor(s), 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 criteria listed in this 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. Additionally, the 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 Regions may limi t the number of quotes to the greatest number that will permit efficient competition among vendors without disrupting ongoing patient care. 14 calendar days from the date of the pricing request will be allowed for responses in the requested format. Phase I Technical/Company Evaluation Process: 1. The sources sought notice will be posted to the FBO for a period of five weeks. Vendors that do not meet the deadline of Close of Business (COB) 4:00PM PST listed on the FBO (12 March, 2008)for respon ding to the announcement will be disqualified from further consideration. 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 TRBO that its response and literatu re actually arrived at the Region via email. All email communication between vendors and the region require digital signature. We strongly recommend that each submitting vendor confirm receipt, allowing enough time for re-submission before the due date, i f a problem should occur with the first transmission. 2. At the 3 week mark if response has been less than anticipated, all vendors with current usage fo r the product line in the Region will be contacted via email. All email communication between vendors and the region require digital signature. (2 Week Notice) 3. Vendors respond to the FBO announcement by e-mail stating their interest in participat ing in the standardization process, addressing the technical/company criteria, and providing literature about the products to the POC listed on the announcement. All email communication between vendors and the region require digital signature. 4. V endor replies should contain the vendor's best responses to all technical and/or company requirements listed in this announcement. 5. The TRBO team will compile the technical/company criteria responses and send to the CPT for review. 6. Th e CPT will review the responses from the vendors and determine which vendors meet the criteria and which vendors are disqualified based on their responses to the technical/company criteria. 7. The vendors who meet the technical/company criteria wil l be invited to participate in the clinical/performance evaluation process. All email communication between vendors and the region require digital signature. Note: Generally, responses to all questions in this section demonstrate: (1) the business concern submitting the quote is a distributor or manufacturer of a complete line of the subject medical/surgical consumables; (2) based on the vendors responses, the evaluators have reasonable confidence that the line or products and/or services submitte d 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 agr eement covering the items with Cardinal Health, 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 t his standardization initiative (vendors that fail to provide a discount from DAPA will be disqualified); and (6) the vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further considera tion. Technical/Company Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. Vendor is required to provide a full line of ankle braces, shoes (cast an d post-op), and ankle supports in small, medium, and large sizes. Please list the types, brands, and sizes of products your company has available in the above categories. Please note that additional requirements may become required items of supply in the future. Overall 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. See DMMonline for the Statement of Work. 2. Vendors that do not meet the following criteria will be disqualified: a. Vendor must have a DAPA for this product group (provide DAPA number). b. Vendor must have a distribution agreement with Cardinal Health, the regions prime vendor. Please acknowledge and identify that you have such an agreement with Cardinal Health. c. Vendor must offer committed volume discounts off their DAPA price for this product group. 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 the DAPA. 3. 3. Regional Supply Servicing Requirements : The Vendor has a delivery network that allows products to reach the Prime Vendor Distribution Center in sufficient quantities to meet regional demand history in a timely manner. Vendor representation must be sufficient to provide product implementation services and customer servicing to all eight facilities in the region. Please answer Yes/ No and provide contact information (name, address, phone, email) for your representative(s). 4. Detail any history of backorders and/or recalls for this product group. Vendors should provide a context to include any mitigating factors for these situations, and any relief or resolution which may have been provide d since there will be no further opportunity to explain these scenarios and their effects. Please include: (a) Dates and duration, (b) Cause, (c) Resolution. If there is no history of back orders or recalls, so state. 5. Due to the ever increasing number of latex sensitive beneficiaries in our health system, our region requires latex-free versions of products in this product line; additionally, products must be clearly labeled as latex free. Please state that you have latex free products available for your product line. 6. Our region requires products that are breathable to allow moisture such as body sweat to escape because of the physical fitness requirements for our active duty patient population. Discuss how your companys products m eet this requirement. 7. Our region requires products that are easily cleaned (either hand or machine washed) because of work requirements for our active duty population that often result in products becoming soiled. Discuss how your companys p roducts meet this requirement. 8. For non-rigid products (ie soft goods), our region requires universal fit (product fits both the right and the left foot) for the foot and ankle products. Please state that your company carries such universal fi t products. Phase II Clinical/Performance Evaluation Process: 1. Using their clinical expertise, the CPT will develop a list of items from the product group to evaluate. The determination of the sample set is based on advances in technol ogy and/ or patient safety, and on historical usage for the product line. 2. The TRBO office will request a no charge clinical evaluation sample set from each of the vendors with a required delivery date. All email communications between vendors an d the region will be digitally signed. Each vendor will send the samples directly to the participating MTFs. Vendors who do not meet the deadline for sample arrival will be disqualified from the standardization process. Due to the potential for samples to become lost, etc., the vendor is strongly encouraged to confirm with the TRBO that their samples arrived at the Region. We strongly recommend that vendors confirm receipt, allowing enough time for re-submission before the deadline, if a problem should occu r with the first delivery. 3. The CPT will evaluate each product against the clinical/performance criteria. The evaluation will take place in a non-patient care setting, by the clinicians in the CPT. The evaluation responses will represent a clin ical value judgment placed in a Likert-like scale with a 1 to 5 scoring format (1 = Strongly Disagree; 2 = Disagree or 'no'; 3 = Undecided; 4 = Agree or 'yes'; 5 = Strongly Agree). Comments will be invited and recorded on the evaluations. 4. If cl inicians determine that more information is needed about how the product works in a patient-care environment, then the vendors who scored highest on the non-patient care evaluation will be evaluated in a patient care setting. The Government will include t he greatest number of vendors that will permit efficient competition without disrupting ongoing patient care. The same clinical/performance criteria and evaluation method will be used in the patient-care setting evaluation. 5. The CPT has set a cli nical acceptability threshold target at 3.1 The CPT will analyze this acceptability as being at or near 3.1 depending on the 'break' in the average scores and h ow closely scores are clustered near the clinical acceptability target threshold of 3.1. Below this threshold, products will be clinically unacceptable and will be disqualified from further consideration for standardization. 6. Clinical e valuations will be tabulated by the TRBO and results will be forwarded to the CPT members for review. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. Clinical/Performance Criteria: Dur ing the pre-source selection procedures, the CPT validated/ approved the clinical criteria. CPT members will use their professional training and experience to make clinical value judgments using the following equally weighted criteria: 1. Pro ducts have adjustable closure (to allow proper fit of item to body part). 2. Product material is pliable to allow product to conform to the extremity for a good fit. (Products that do not fit well have potential to cause blisters or additional dis comfort to the patient.) 3. Product allows easy one-handed application and removal. 4. Product provides appropriate immobilization and/or support for the product category. (Examples include but are not all-inclusive: Ankle braces must minimi ze inversion and eversion without restricting plantar and dorsi-flexion; Ankle supports must provide compression without impeding range of motion; Post-op shoes must protect the healing foot incision while allowing for patient mobility.) 5. Product has features to provide comfort for the patient. (Examples are padding, no seams or low-profile seams). 6. Product is air permeable (Enhances patient comfort by allowing heat and moisture to escape) 7. Product is lightweight (Prevents undue extremity fatigue) 8. Product can be easily kept clean. (Product can be hand washed or machine washed to remove sweat/dirt) Phase III Pricing Analysis: 1. The following elements will be considered in the pricing analysis: (1) Impa ct of RIA prices on the Region (Post-Standardization/Conversion Costs), (2) Impact of Unmatched Lines, and (3) Consideration of SKUs (i.e. potential for inventory reduction) for each vendor. The impact of RIA prices on the Region is considered more import ant than other pricing elements. 2. Vendors who meet the clinical acceptability threshold considering the break will be asked to submit pricing for analysis. All email communication between vendors and the region require digital signature 14 calendar days from the date of the request will be allowed for responses in the requested format. Vendors that do not meet the deadline and those vendors that fail to respond as required will be disqualified from consideration. Vendors that have been disqu alified will be notified in writing at the conclusion of the evaluation process. All email communication between vendors and the region require digital signature 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 TRBO that their pricing email actually arrived at the Region. 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. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. 3. The TRBO will conduct a price analysis. The Region intends to evaluate quotes and select a ven dor or vendor(s), without discussions. 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 vendo r'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 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 without disrupting ongoing patient care. 4. The price analysis will be sent to the Northwest Region TPRB for review. Pricing will be based on a committed volume for a two-year period with possible (3) three one-year option periods (not to exceed 5 years). 5. Technical/company and Clinical/performance evaluation factors, when combined, are considered significantly more important than cost or price. As the offers become more technically equal, price will become more important. The TPRB reviews the data for acceptable performance and price analysis. 6. The Designated Senior Logistician (DSL) will ensure that the offered prices in conjunction with the volume purchasing commitment will be a good value considering the costs associated with s tandardization, operational impact, and regional clinical preferences. 7. The TPRB selects a vendor for standardization.
 

Web Link

DMMonline
(https://dmmonline.dscp.dla.mil)
 

Place of Performance

Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA

Zip Code: 98431-1110

Country: US
 

Record

SN01496027-W 20080201/080130230431 (fbodaily.com)
 

Source

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

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