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FBO DAILY ISSUE OF FEBRUARY 29, 2008 FBO #2286
SOURCES SOUGHT

65 -- Standardization of Hot and Cold Packs for the Pacific Region, TRBO Region 12, a military integrated network comprised of 18 Army, Navy, Air Force, and Marine Corps medical treatment facilities in Hawaii, Guam, Japan, Okinawa, and Korea

Notice Date

2/27/2008
 

Notice Type

Sources Sought
 

NAICS

423450 — Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
 

Contracting Office

Pacific Regional Contr Ofc TAMC, ATTN: MCAA PC BLDG 160, 160 Krukowski Road, Honolulu, HI 96859-5000
 

ZIP Code

96859-5000
 

Solicitation Number

W81K02-08-T-3012
 

Response Due

3/19/2008
 

Archive Date

5/18/2008
 

Point of Contact

Susan Hwang, 808-433-3686
 

E-Mail Address

Email your questions to Pacific Regional Contr Ofc TAMC
(susan.hwang@amedd.army.mil)
 

Small Business Set-Aside

N/A
 

Description

General Information The Pacific Region-TRBO Region 12, a military integrated delivery network, comprised of 18 Army, Navy, Air Force, and Marine Corps medical treatment facilities in Hawaii, Guam, Japan, Okinawa, and Korea announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Hot and Cold Packs. 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 standardized products be obtained through the DoD Prime Vendor Program The major facilities in the region include Tripler Army Medical Center, U.S. Nava l Hospital Okinawa, U.S. Naval Hospital Guam, U.S. Naval Hospital Yokosuka, 121st Combat Support Hospital Seoul, 374th Medical Group, Yokota AB, and 18th Medical Group Kadena AB. This standardization action is part of the Medical/Surgical Prime Vend or 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 Vendors fo r 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 products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For addi tional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp.dla.mil The resulting Regional Incentive Agreement (RIA) will be for a base period of two years (24 months) from date of selection with t hree 12-month option periods. Anticipated selection date is February 2009. The evaluation will be based on clinical, technical, and pricing factors. The Technical/Company and Clinical/Performance evaluation factors, when combined, are considered significan tly more important than cost or price. As the technical and clinical evaluation results become more equal, price will be come more important. The selection will be determined utilizing Best value/trade-off criteria. The selection of a single vendor is ant icipated. 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 availabil ity. Point of Contact: Susan Hwang, TRBO Team Leader (808) 433-3686, susan.hwang@amedd.army.mil Cheryl Janus, Clinical Analyst (808) 433-7985, cheryl.janus@amedd.army.mil B. Products & Performance Required The Paci fic Region is seeking product line items, in the category of Hot and Cold Packs, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $73,509. This forecast is based on historical prime vendor sales during a recent 12-month period. The top high volume usage lines for this project are shown in the Technical/Company Criteria below. At the request of the Pacific Region Military Treatment Facilities, vendors will pro vide conversion information, prime vendor order numbers, and itemization of the brands, types and packaging information of the products offered by the vendor. C. Instructions to Vendors DAPA holders interested in participating in this standar dization initiative should email their (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, and E-mail address) to susan.hwang@amedd.army.mil AND cheryl.janus@amedd.army.mil. Submissions must be received by 4:00 p.m. Hawaii Standard Ti me (HST) on the specified closing date/time of this solicitation. Vendors that fail to meet this submittal deadline will be disqualified from participating. All e-mail communications between vendors and the region will be digitally signed. This process will include vendor requirements of electronic responses to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price quotes. 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 that their initial submission, 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. <B R>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 Military Treatment Facilities within the Pacific Region. They are t he deciding officials for this initiative. 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 th is 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 Pacific Region). Additionally, the Region reserves the right to conduct discussions and request revised quotes, if it is determined to be necessary. If industry participation is unsat isfactory, the TPRB will decide whether to proceed with or delay the project. Phase I: Technical/Company Evaluation Process Interested vendors are to respond to this FBO announcement by emailing their intent to participate to the above POC by the required response date. Based on vendor responses, the TRBO POC will request detailed responses to the technical/company criteria from each vendor. Vendors are required to meet/provide responses to the technical/company criteria stated below. Fai lure to respond to the technical/company criteria by the deadline will result in disqualification. All technical/company criteria are weighted equally. The responses will be reviewed under the purview of the TPRB to determine the acceptability of each vend or. After review of the technical/company criteria, those vendors who meet these criteria will be qualified/invited to participate in the clinical/performance evaluation. Acceptability for purposes of evaluation of technical/company criteria: Genera lly, 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 consumable; (2) based on the vendors responses, the evaluators h ave reasonable confidence that the line or products and/or services submitted meet the medical standards of care of the community, applicable to such product 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 Health, the Prime Vendor for the region (vendors whose products are not available through the regional PV will be disqualified); (5) the vendor i ntends 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 vendors information provided is factually correct. Any misrepresentati on of information will disqualify the vendor from further consideration. The following Technical/Company Criteria have been established for this standard ization initiative: 1. Vendor must manufacture and/or distribute a complete product line of Hot and Cold Packs (single use). A complete line of product is defined as the MTFs requirements for usage items in the product line. Usage items are defi ned 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. Provide certification of all brands of this product line that you manufacturer or distribute with the ini tial submittal. At a minimum, the following items are required: Hot and cold packs in size approximately 6 inch by 6 inch, 7 inch by 10 inch, and 4 inch by 11 inch. 2. Vendors must have a DAPA or be in the process of applying for a DAPA number for th e Hot and Cold Packs (single use) 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 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 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 of DAPA (Note that vendors that fail to provide a discount from DAPA will be disqualified). 5. Vendor must provide customer service (telephonic and e-mail) for regional facilities. Identify compa ny resources and capabilities for such support with the initial submittal. Phase II: Clinical/Performance Evaluation Process The multi-disciplinary TPRB clinical team will request samples (no charge) from the product line to be clinically evaluat ed at select Military Treatment Facilities. Vendors are required to ship their no cost samples directly to the designated MTFs 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, 4:00 p.m. Hawaii Standard Time (HST) on the 21st calendar day after the notice to ship. Vendors failing to deliver by the deadline will be disqualified from further consideration in the standardization process. Specific MTFs will evaluate the clinical/performance criteria using a Likert type scale, with a one to five rating. One (1) = Strongly Disagree, Two (2) = Disagree, Three (3) = Neutral, Four (4) = Agree, and Five (5) = Strongly Agree. All clinical/performance criteria are we ighted equally. To determine acceptability, the TPRB clinical team, comprised of medical professionals from multiple disciplines, will evaluate the products based on the evaluation criteria below. The TPRB clinical team intends that clinical evalua tions be conducted in a non-clinical (non-patient) setting; however, the Government reserves the right to conduct evaluation in either a non-clinical or clinical setting or both. The following Clinical/Performance Evaluation Criteria have been estab lished for this standardization initiative: 1. Product does not break apart or leak when activated. (Once activation action is taken, no chemicals or gel oozes our of the seams) (to protect the user and patient) 2. Product maintains therapeutic t emperature for a minimum of 30 minutes. (30 minutes is the minimum time to provide therapeutic effect. After 30 minutes either another compress can be applied or the product can be removed) (to be clinically efficacious) 3. Activation directions are cle ar and easily understood (Step by step directions clearly describing the actions to be taken by the clinician, whether a squeezing motion, a crushing motion, or a shaking of the device to activate the chemicals) (to enhance staff efficiency). 4. The physical force required to activate the chemicals is easily applied. (The crushing action, squeezing action, or shaking motions can be performed by clinicians, inc luding those with small hands, with minimal effort) (to enhance staff efficiency). Phase III: Pricing Analysis Process After the clinical/performance evaluation is completed and analyzed, all vendors in the clinical evaluation group will be c ontacted to submit their lowest pricing quotes (as well as product cross-reference data) based on committed volume of 80% of the total Regional requirements. Vendors will be provided seven (7) calendar days to submit their price quotes in a prescribed form at via email. Price quotes must be received by 4:00 p.m. Hawaii Standard Time (HST) on the 7th calendar day. Failure to respond within this timeframe or failure to submit incentive discounts from their DAPA prices will result in the vendor being disqualifi ed from further consideration/participation. The Region intends to evaluate quotes and select a vendor or vendor(s) without discussion as noted above. However, the Region reserves the right to conduct discussion and request revised pricing, if determined t o be necessary. Clinical/performance and technical/company factors will be weighted more heavily than price. As the technical and clinical evaluation results become more 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 (2) 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 th e Region (Post-Standardization Costs), (2) Impact of Unmatched Lines, (3) Potential Cost Avoidance (this is included as a reporting metric), and (4) Consideration of stockage keeping units (SKUs) by each vendor. SKU review will assess the number of line it ems a vendor is able to supply to the MTFs versus the number of currently used line items.
 

Place of Performance

Address: Pacific Regional Contr Ofc TAMC ATTN: MCAA PC BLDG 160, 160 Krukowski Road Honolulu HI

Zip Code: 96859-5000

Country: US
 

Record

SN01518363-W 20080229/080228014409 (fbodaily.com)
 

Source

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

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