Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 17, 2008 FBO #2274
SOURCES SOUGHT

65 -- Tri-service Regional Business Office Northwest Region (Washington and Alaska) announcement for the evaluation and standardization of Vaginal Specula

Notice Date

2/15/2008
 

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

W91YU0R11-08-05-002-VAGINALSPECULA
 

Response Due

3/21/2008
 

Archive Date

5/20/2008
 

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

A. General Information. he Tri-service Regional Business Office (TRBO)- Northwest(Region 11), a military integrated delivery network, comprised of 8 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in Washington and Alaska announce s a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Vaginal Specula The product line consists primarily of vaginal specula, illuminators and sheaths. The primary objective of this program is to standardize pr oducts 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 P rogram. 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 regi on 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 Military Treatment Facilities (MTFs) in the 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; McChord AFB Clinic, McC hord 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, Directorate of Medi cal 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 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 DSCPs Prime vendor progr am 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 June 2008. The eval uation 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 requirement of th e 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 Vaginal Specula The product line consists primarily of vaginal specula, illuminators and sheaths. Company must have at a minimu m, the following specula sizes: small, medium and large. (Small is defined as having measurements from 6-7 inches long x .75-1.0 inch wide; Medium is 6-7 inches long by 1-1.5 inches wide, and Large is 7.5-8 inches long by 1.25-1.5 inches wide.) The compa ny must also have illuminators and sheaths which are compatible with the above specula sizes. The Regions estimated annual demand for this product line, based on PV purchases for the previous 12 months is: Northwest Region: - Total $90,806.42 The top high volume usage lines for this project include: SPECULA VAGINAL DLXE DISP MED SPECULA VAGINAL DLXE DISP SML SHEATH VAGINAL FOR SPECULA SPECULA VAGINA KLEENSPEC PREM 590 MED SPECULA VAGINAL WITH SHEATH LRG SPECULA VAGINAL WITH SHEATH MED SPECULA VAGINAL WITH SHEATH SML SPECULA VAGINA KLEENSPEC PREM 590 SRS SM SHEATH DISP FOR EXAM LIGHT SPECULA VAGINAL KLEENSPEC DELUX LRG Upon request, 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, pricing information, and itemization of the brands, types and packaging information of the products offered by the vendor. C. Instructions to Vendors. This process will include vendor requirements to provide electronic responses (all email communications between vendors and the region will b e digitally signed) to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price quotes. DAPA holders interested in participating in this standardization initiative should email their (1) Company name and addres s, (2) POC (Name and Phone Number, Fax Number, and E-mail address) to patricia.cordier@us.army.mil Submissions must be received by 4:00 PM EST on 21 March, 2008 the specified closing date/time of this sources sought notice. Vendors that fail to meet this submittal deadline will be disqualified from participating. Due to the potential for email to be lost in transmission from network security, etc., vendors are strongly encouraged to confirm with the Regional POC stated above that their initial sub mission, quotes, and literature or other requested information has actually arrived at the Regional Tri-Service Business 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-Service Product Review Board (TPRB) is the governing board for the standardization process. This board includes clinicians and logisticians fro m 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 limit the number of quotes to the greatest number that will permit efficient competition among vendors. 14 calendar days from the date of th e 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 for responding to the announcement will be disqualified from further consideration. All email communications between vendors and the region will be digitally signed by the issuer. 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 litera ture actually arrived at the Region via email. We strongly recommend that each vendor confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. 2. At the 3 week mark if indu stry response has been less than anticipated, all vendors with current usage for the product line in the region will be contacted via email. (2 week notice) 3. Vendors respond to the FBO announcement by e-mail stating their interest in participatin g in the standardization process, addressing the technical/company criteria, and providing product literature to the POC listed on the announcement. 4. Vendor replies should contain the vendor's best responses to all technical and/or company requir ements listed in this announcement. 5. The TRBO team will compile the technical/company criteria responses and send to the CPT for review. 6. The 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. Generally, acceptable responses demonstrate that: 1) The vendor offering the quote is a distributor or manufacturer of a complete line of vaginal sp ecula. 2) Based on the vendors responses, the Region has reasonable confidence that the line or products and/or services offered 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. 4) The vendor has, or is obtaining, an agreement covering the items, with Cardinal Health, the Prime Vendor for the region. 5) The vendor offers discounts off DAPA for all products included in this standardization initiative. 6) The vendors information provided is factually correct (any misrepresentation of information will disqualify the vendor from further consideration.) 7. The vendors who meet the technical/company criteria will be qualified/ invi ted to participate in the clinical/performance evaluation process via email communication with vendor. All communications of significant milestones, such as invitations to participate, notices of disqualification, etc. must be digitally signed. Tech nical/Company Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. Vendor is required to provide vaginal specula, sheaths and illuminators. Company must have at a mini mum, the following specula sizes: small, medium and large. Small is defined as having measurements from 6-7 inches long x .75-1.0 inch wide; Medium is 6-7 inches long by 1-1.5 inches wide, and Large is 7.5-8 inches long by 1.25-1.5 inches wide.) Please n ote that additional products 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. 2. Vendors that do not meet the following criteria will be disqualified: a. Vendor must have a DAPA for this product group (provide D APA 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 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 offe r a discount off the DAPA price will be disqualified. 3. Regional Supply Servicing Requirements: Required elements include a distribution network tha t allows products to reach the Prime Vendor Distribution Center in sufficient quantities to meet the regional demand history in a timely manner. In addition, vendors must also have vendor representation sufficient to provide product implementation ser vices and in-servicing to all eight facilities in the region. Please state your plan for providing the above services. 4. Please provide your companys returned goods policy. 5. Detail any history of backorders and/or recalls for this pr oduct group. Please include: (a) Dates and duration, (b) Cause, (c) 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 bee n provided since there will be no further opportunity to explain these incidents. If your company has not had any of the above, so state. 6. Due to the ever increasing number of latex sensitive patients in our health system, our region requires la tex-free versions of products in this product line. Please state that your products are latex-free and packaging is clearly labeled as latex free. 7. Our region requires vaginal specula products that are optically clear. Explain how you r companys products meet this requirement. 8. Specula must have a feature that allows the product to lock in the open position to facilitate ease of completing clinical procedures. Explain how your companys products meet this requirement. <BR >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 technology and/ or patient s afety, 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. 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 arriv ed at the designated MTFs. We strongly recommend that vendors confirm receipt, allowing enough time for re-submission before the deadline, if a problem should occur with the first delivery. 3. The CPT will evaluate each product against the clinica l/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 clinical 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 clinicians determine that more information is needed about how the product works in a patient-c are 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 the greatest number of vendors that will permit efficient competition without disrupti ng 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 clinical acceptability threshold target at 3.1 The CPT will analyze this acceptability a s being at or near 3.1 depending on the break in the average scores and how 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 evaluations will be tabulated by the TRBO and results will be forwarded to the CPT members for r eview. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. Clinical/Performance Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. The product is free of sharp edges to protect patients from injury. 2. The speculum locks securely and resists collapsing during use. 3. The product has features which enhance patient comfort (i.e. can be warmed, doesnt pinch or bind vaginal tissue during use). 4. The product is durable and resists cracking/breaking. 5. The illuminator provides a bright, non-glaring light (to facilitate viewing of tissue during exam.) 6. The specul um handle has features that provide maneuverability (for easy manipulation of the specula during exam). 7. The sheath is easy to manipulate before/during/after exam 8. The product can be assembled and or/disassembled quickly, enhancing prov ider efficiency. Phase III Pricing Analysis: 1. The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region (Post-Standardization/ Conversion Costs), (2) Impact of Unmatched Lines, and (3) Cons ideration of SKUs (i.e. potential for inventory reduction) by each vendor. The impact of RIA prices on the Region is considered more important than other pricing elements. 2. Vendors who meet the clinical acceptability target threshold consider ing the break will be asked to submit pricing for analysis. 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 b e disqualified from 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 actually arrived at the Region via email. We strong ly recommend that each vendor confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. Once again, 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 vendor 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 vendor's DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additional ly, the Region reserves the right to conduct discussions and request revised quotes, if it is determined to be necessary. 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. Clinical/Performance evaluation is more important than the price. As the technical and clinical evaluation results become more equal among vendors, price becomes more important. 6. The TPRB reviews the data for acceptable performance and price analysis. 7. 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 standardization, operational impact, and regional clinical preferences. 8. The TPRB selects a vendor or vendors for standardization. A multiple selection is only a possibility if no single vendor can meet the total requirement of the Region and would be based on a combination of MTF preference and product availability.
 

Web Link

DMMonline Home: DLA, DSCP, Directorate of Medical Materiel
(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

SN01510424-W 20080217/080215231030 (fbodaily.com)
 

Source

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

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