Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 28, 2008 FBO #2285
SOURCES SOUGHT

65 -- Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Disposable Protective Apparel- Operating Room (OR)Head Covers

Notice Date

2/26/2008
 

Notice Type

Sources Sought
 

Contracting Office

Great Plains Regional Contracting Ofc, ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive, Fort Sam Houston, TX 78234-6200
 

ZIP Code

78234-6200
 

Solicitation Number

DADA09-08-T9011
 

Response Due

3/18/2008
 

Archive Date

5/17/2008
 

Point of Contact

kevin.w.hill1, 210-292-3270
 

E-Mail Address

Email your questions to Great Plains Regional Contracting Ofc
(kevin.w.hill1@us.army.mil)
 

Small Business Set-Aside

N/A
 

Description

A. General Information. The Central Region (6, 7 & 8), a military integrated delivery network, comprised of 42 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in the states of Arizona, Arkansas, Colorado, Idaho, Kansas, Louisia na, Missouri, Oklahoma, Nebraska, Nevada, New Mexico, North Dakota, South Dakota, Texas, Utah, and Wyoming, announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Disposable Protective Apparel-OR Head Covers. <BR > The primary objective of this program is to standardize the quality of care across the region 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 stand ardized products be obtained through the DoD Prime Vendor Program. The major facilities in the region include but are not limited to Brooke Army Medical Center Fort Sam Houston, TX; Wilford Hall Medical Center Lackland AFB, TX; Darnall Army Medica l Center, Fort Hood, TX; Reynolds ACH Fort Sill, OK; William Beaumont Army Medical Center Fort Bliss, TX; 10th Medical Group USAF Academy, CO; Evans ACH Fort Carson, CO; Fort Leonard Wood ACH, MO; Fort Riley, KS; 99th Medical Group Nellis AFB, NV; and Bay ne-Jones ACH Fort 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 Vendor 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 distr ibute their products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For additional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp.dla.mil The resulting Regio nal Incentive Agreement (RIA) will be for a base period of two years (24 months) from date of selection with three12-month option periods. Anticipated selection date is May 2008. The evaluation will be based on clinical, technical, and pricing factors. T he Technical/Company and Clinical/Performance evaluation factors 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 d etermined 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. B. Products & Performance Required. The Central Region (6, 7 & 8) is seeking product line items in the category of Disposable Protec tive Apparel-OR Head Covers, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $92,368.04. This is included as a reporting metric. This forecast is based on histo rical prime vendor sales during a recent 12-month period. The top high volume usage lines for this project include: Bouffant Caps, Universal size, large and x-large; Protective Surgical Cap; Bouffant Cap, Spunbonded; Surgeon Easy Tie; Protective Surgica l Hood-with and without beard cover; Protective Bouffant Cap. At the request of the Central Region (6, 7 & 8) MTFs, vendors will provide on-site support and in-servicing during implementation, 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 su pplied by the vendor. C. Instructions to Vendors. INTERESTED RESPONDENTS MUST PROVIDE DETAILED HARD COPY RESPONSES TO THE TECHNICAL CRITERIA REQUIREMENTS STATED WITHIN THIS NOTICE BY 3PM CST ON 18 March 2008. Vendors that fail to meet this submittal deadline will be disqualified from participating. This process will include vendor requirements to provide hard copy responses to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price quo tes. Due to the potential for mail to be lost, vendors must confirm with the Regional POC stated below that their submission, quotes, and literature or other requested information has actually arrived at the Tri-Service Regional Business Office (TRBO). E ach submitting vendor will confirm receipt, allowing adequate time for resubmission before the due date/time, should a problem occur with the first submission. Responses should be sent via your preferred delivery carrier with a requested return rece ipt and/or tracking number to Mr. Jim Quinn, Tri-Service Regional Business Office, 7800 IH-10 West, Suite 220, San Antonio TX 78230. (ELECTRONIC SUBMISSIONS TO INITIAL ANNOUNCEMENT ARE NO LONGER ACCEPTED) All e-mail communication between vendors and the r egion should be digitally signed. Contact Mr. Jim Quinn at (210) 292-3295 prior to the closing date of this announcement with any further questions. D. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing bo dy of the standardization process. This board includes clinicians and logisticians from the Military Treatment Facilities within the Central Region (6, 7 & 8). They are the deciding officials for this initiative. Phase I  Technical/Company Eva luation Process. Interested respondents are to respond to this FBO announcement by mailing their intent to participate with hard copies of the following information: company name, point of contact, address, phone number, fax, email address, announcement n umber, DAPA number and complete answers to the technical criteria to the above POC 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 e qually. The responses will be reviewed under the purview of the CPT to determine the acceptability of each vendor. After the review of the technical/company criteria, those vendors who meet these criteria will be qualified/invited to participate in the cl inical/performance evaluation. All e-mail communication between vendors and the region should be digitally signed. Also, all communications of significant milestones, such as invitations to participate, notices of disqualification, etc. must be digitally signed. Acceptability for purposes of evaluation of technical/company criteria: 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 submitted meet the medical standards of care of the community, applicable to such products o r 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 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 this standardization initiative (vendors that fail to provide a discount from DAPA will be di squalified); and (6) the vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consi deration. The following Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendor must manufacture and/or distribute a complete product line of Disposable Protective Apparel-OR Head Covers. 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 un it per order. At a minimum, this includes: Bouffant Caps, Universal size, large and x-large; Protective Surgical Cap; Bouffant Cap, Spunbonded; Surgeon Easy Tie; Protective Surgical Hood-with and without beard cover; Protective Bouffant Cap. Provide c ertification of all brands of this product line that you manufacturer or distribute with the initial submittal. 2. Vendors must have a DAPA or be in the process of applying for a DAPA number for the Disposable Protective Apparel-OR Head Covers 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 w ith the regional prime vendor, Cardinal Health for distribution in this Region and provide certification of this with the initial submittal. (Note that vendors whose products are not available through the regional PV will be disqualified.) 4. Vendors m ust provide discounts off DAPA for all products included in this standardization initiative. Where lower Federal Supply Schedule 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 discounts off the DAPA. (Note that vendors that fail to provide a discount from DAPA will be disqualified.) 5. Vendors must provide electronic and hard copy pricing quotes and a competitive product cross-reference in the p rescribed electronic Microsoft Excel format upon request. 6. Vendor must provide educational tools and materials for Disposable Protective Apparel-OR Head Covers as well as no cost samples for the evaluation. Describe your available company educationa l tools and material resources with the initial submittal. 7. Vendor must provide customer service (telephonic, onsite, website and email) for regional facilities. Identify company resources and capabilities for such support with the initial submit tal. 8. Vendors must have a local vendor representative available in the region. Provide contact information, i.e. name, address, phone number, and e-mail address with the initial submittal. 9. Vendors must provide any history of back orders and/or FDA or company recalls that occurred during the most recent 24-month period for the Disposable Protective Apparel-OR Head Covers including dates, duration, cause, and resolution with their initial submittals. Vendors should provide a context to include any mitigating factors for these situations, and any relief of resolution which may have been provided since there will be no further opportunity to explain these scenarios and their effects. 10. Vendors must provide a standard industry warranty, at a minimum, that includes a return goods policy. Provide a copy of their policy with their initial submittals. The vendor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this c ontract. 11. Vendor provided documentation that demonstrates the products meet NFPA Class I Standards for all head covers. 12. Products must be available in a variety of sizes Universal size, Regular, Large and X-Large- provide list of sizes. 13. Hood must be provided in two styles; with and without beard covers (Beard cover hoods must cover the head, side hair, facial hair, sideburns & neckline. 14. Must have styles that provide light to moderate fluid resistance (products should be marked as basic, fluid resistant or fluid impervious). 15. Must provide listing of composition materials for OR head covers. These must include Spunbound Polypropylen e (or comparable synthetic), Breathable 3 layered SMS, and layered. 16. Must provide documentation that all products are latex free and hypoallergenic. Phase II  Clinical/Performance Evaluation Process. The multi-disciplinary Clinical Product Team facilitated by the TRBO will request samples (at no charge to the government) from the product line to be clinically evaluated at select Military Treatment Facilities. Vendors are required to ship their no cost samples directly to the designated MTF s and will be allowed 21 calendar days from the date of notification to complete the delivery. Samples must be shipped to arrive at the MTF by COB, 3PM CST, on the (21st) calendar day after the notice to ship. Vendors failing to deliver by the deadline w ill be disqualified from further consideration in the standardization process. CPT teams will evaluate the product against the clinical/performance criteria in a clinical setting. All clinical/performance criteria are weighted equally. The clini cal evaluation period is estimated to last approximately eight weeks. The CPT will evaluate the clinical/performance criteria using a Likert-like one to five rating scale where as: One (Does not meet minimum needs - worst score), Two (Meet minimum needs b ut is not clinically recommended), Three (Meet minimum needs), Four (Exceed minimum needs), Five (Provides superior clinical advantages - best score). The CPT has established a target threshold of 3.0 for the clinical acceptability of products for standar dization. The CPT will analyze this acceptability as being at or near 3.0 depending on the break in the average scores and how closely scores are clustered near the Acceptability Target Threshold of 3.0. Subject to this review, products below this thresh old will be clinically unacceptable and be disqualified from further consideration for standardization. In the pre-source selection procedures above, the CPT will determine/approve that both product literature and sample sets are required for the evaluation. The CPT intends that clinical evaluations be conducted in a clinical setting; however, the Government reserves the right to conduct evaluations in either a non-clinical or clinical setting or both. Clinical evaluations will be tabulated by t he TRBO and results will be forwarded to the CPT for review. Clinical/Performance evaluation is more important than the price. Based on the clinical evaluation results, the CPT will provide a vendor selection recommendation to the TPRB. Clinical/ Performance Criteria: During the pre-source selection procedures, the CPT will evaluate products based on the equally weighted clinical/performance criteria outlined below: Clinical Acceptability Target Threshold: 3.0 1. The caps stay sec ured and in-place once donned (to prevent fall out of particulate matter and provide barrier protection). 2. The quality of construction and product strength provides barrier protection and prevents patient exposure (critical areas reinforced, fasteners , ties, fabric, etc.). 3. The caps components are free from holes and defects (to provide barrier protection and prevent staff and patient exposure). 4. The caps components are low or non-linting (to prevent fall out of particulate matter). P hase III  Pricing Analysis Process. 1. The following elements will be considered in the pricing analysis: (1) Operational Impact of RIA prices on the Region (Post-Standardization Costs), (2) Potential Cost Avoidance, (3) Impact of Unmatched Lines, a nd (4) Impact on SKUs by each vendor. 2. Vendors that meet the 3.0 clinical acceptability target threshold will be qualified to submit best value prici ng for analysis to the TRBO. Those vendors with results less than 3.0 will be disqualified from further consideration depending on the break in the average scores and how closely scores are clustered near the Acceptability Target Threshold as determined b y the CPT. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. 3. Vendors will be given 14 calendar days from the date of request to submit their best pricing quotes, in a prescribed format, ba sed upon the total requirements of the Central Region (6, 7 & 8). 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 line s requested in this announcement. Vendor quotes should contain the vendor's best responses to all technical and/or company questions listed 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). Additionally, the Region reserves the right to conduct discussions and request revised quotes, if it is determined to be necessary. If a down-selection i s 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. 4. Those vendors that fail to respond as required will be disqualified from further considera tion. 5. Vendors will forward pricing to the TRBO, and the TRBO will prepare a pricing analysis. 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. 6. The Technica l/Company and Clinical/Performance evaluation factors are considered significantly more important than cost or price. As the evaluation results become more equal, price will become more important. 7. The Central Region (6, 7 & 8) TPRB reviews the data for a best value decision. 8. The DSL will ensure that the prices, with discounts off the Distribution and Pricing Agreement (DAPA) will be a good value, in conjunction with the volume purchasing commitment, and the technical merit of the submittal.<B R>9. The Central Region (6, 7 & 8) TPRB votes for the best value for a single or multiple vendor selection(s). The selection of a single vendor is anticipated. However, if no single vendor can meet the total requirement of the Region, the Government reser ves 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.
 

Place of Performance

Address: Great Plains Regional Contracting Ofc ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive Fort Sam Houston TX

Zip Code: 78234-6200

Country: US
 

Record

SN01517220-W 20080228/080226224339 (fbodaily.com)
 

Source

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

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