SRCSGT | 65 | Request for Regional Incentive Agreement Quotation, RFRIAQ, for the standardization of Sterile Surgical Gloves

FBO DAILY ISSUE OF MARCH 16, 2008 FBO #2302
SOURCES SOUGHT

65 -- Request for Regional Incentive Agreement Quotation, RFRIAQ, for the standardization of Sterile Surgical Gloves

Notice Date: 3/14/2008
Notice Type: Sources Sought
NAICS: 423450 — Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
Contracting Office: Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
ZIP Code: 30905-5650
Solicitation Number: W91YTV-STERILE-SURGICAL-GLOVES
Response Due: 4/4/2008
Archive Date: 6/3/2008
Point of Contact: Sebrena L. Hackley-Lane, (706)787-2211
E-Mail Address: Email your questions to Southeast Regional Contracting Office
(sebrena.lane@se.amedd.army.mil)
Small Business Set-Aside: N/A
Description: 65-Medical Supplies-Potential Sources Sought A. General Information. The Southeast Region ,TRBO Reg. 3 & 4,, a military integrated delivery network, comprised of 46 Army, Navy, Air Force, Marine Corps, and U.S. Coast Guard Medica l Treatment Facilities ,MTFs, in the states of Alabama, Georgia, Florida, Mississippi, South Carolina, Tennessee, and affiliated MTFs in countries of Puerto Rico, Honduras, and Cuba announces a Request for Regional Incentive Agreement Quotation, RFRIAQ, fo r the standardization of Sterile Surgical Gloves. The primary objective of this program is to standardize the quality of care across this 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 product be obtained through the DoD Prime Vendor Program. The major facilities in the Southeast Region include Eisenhower Army Medical Center, FT Gordon, GA; Winn Army Community Hospital, FT Stewart, GA; Martin Army Community Hospital, FT Benning, GA; Naval Hospital Jacksonville, NAS Jacksonville, FL; 96th Medical Group, Eglin AFB, FL; Naval Hospital Pensacola, Pensacola, FL; Naval Hospital Beaufort, Beaufort, SC; 81st Medical Group, Keesler A FB, MS; and the 6th Medical Group, MacDill AFB, FL. 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 MUST have a separate commercial agreement with the Prime Vendors 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 distribute their products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For additional information regarding DSCP 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 ,2, years, 24 months, from date of selection with three, 3, 12-month, option-periods, not to exceed a total of 5 years. Anticipated TPRB selection date is November 200 8. 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 e valuation results become more equal, price will become more important. The selection will be based on the best value, lowest overall cost alternative quoted. The selection of a single vendor is anticipated. Point of Contact Ginny Slayton, ,706, 787-2 019, Virginia.slayton@us.army.mil B. Products & Performance Required. The Southeast Region is seeking product line items in the category of Sterile Surgical Gloves, which at a minimum includes the high volume lines identified in the complete produ ct line, Phase I Technical/Company Evaluation Process. Within this region, this product line has an estimated annual dollar requirement of $491,069.02. This is included as a reporting matrix. This forecast is based on historical prime vendor sales duri ng a recent 12-month period. The top high volume usage lines for this project are identified in the Technical/Company Criteria below. At the request of the Southeast Regional, 3 & 4, MTFs, vendor, will provide on-site support and in-servicing during im plementation, conversion information, prime vendor 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 partic ipating in this standardization initiative should email their detailed responses to the technical/company criteria in the FBO, and ,1, Company name and address, ,2, POC ,Name and Phone Number, Fax Number, and E-mail address, to Virginia.slayton@us.army.mil. Vendors that do not meet the deadline of COB 5:00PM EST on the date listed for closing, per the FBO RFQ, will be disqualified from further consideration in th e standardization initiative. 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. Due to the potential for ema il to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Region that its initial submission, quote and literature actually arrived at the Region 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. All email communications between vendors and the Region should be digitally signed by the issuer. D. Evaluation Criteria. <B R>The Tri-Service Product Review Board, TPRB, is the governing body of the standardization process. This board includes clinicians and logisticians from the Military Treatment Facilities within the Southeast Region. They are the deciding officials for thi s initiative. The Region intends to evaluate quotes and select a vendor, on initial submissions/quotes. Vendor quotes should contain the vendor best product matches for the products or product lines requested in this announcement. Vendor quotes sho uld contain the vendor best responses to all technical and/or company questions listed in this announcement. Vendor quotes should contain the vendor best tiered-pricing discounts off of the vendor DAPA pricing ,based on committed volume of 80% of the t otal requirements of the MTFs in the Region. Additionally, the Region reserves the right to conduct discussions and request revised quotes, if determined necessary. If a down-selection is made during the evaluation process, the Region may limit the numbe r of quotes to the greatest number that will permit an efficient competition among vendors. Phase I Technical/Company Evaluation Process. Interested vendors are to respond to this FBO announcement by emailing their detailed responses and required doc umentation 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 equally. The responses will be reviewed by the Clinical Product Team, 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 clinical/performance evaluation. a. In general, acceptability for purposes of evaluation of technical/company criteria is defined as follows: 1. based on the vendor responses, the evaluators have reasonable confidence that the line of products and/or services submitted meet the medical standards of c are of the community, applicable to such products or services; 2. the vendor information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. NOTE: Specific technical/company crite ria 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. The following Technical/Company E valuation Criteria have been established for this standardization initiative: 1. Vendor MUST provide a complete product line of Sterile Surgical Gloves. A complete line of product is defined as the MTF 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. a. At a minimum, a complete product line includes: Sterile Surgical Gloves in various styles including powder, powder free, latex, latex free, synthetic, available in both smooth and textured finishes. Gloves in this product line will be available in a variety of thicknesses, super-sensitive to orthopedic, to accommodate various needs for sensitivity. The sizes for all styles above include 5.5, 6.0, 6.5, 7.0, 7.5, 8.0, 8.5, and 9.0. Vendors are required to supply all items listed in a ll sizes and styles listed. b. Vendors MUST provide a complete list of items supplied, catalog, etc., and product literature in response to this RFQ with initial submittal. Vendors are required to supply all items listed in all sizes and styles list ed above. Vendors who do not have a complete product line as above will be disqualified in Phase I. c. Vendors MUST provide supporting documentation that all Sterile Surgical Gloves manufactured and/or distributed are FDA approved for use in clinical se ttings, and provide literature to support this requirement with the initial submittal. 2. Vendor MUST have a DAPA for the Sterile Surgical Gloves product line. Provide the DAPA number with initial submission. Vendors without a DAPA number will be di squalified in Phase I. 3. Vendor MUST have a separate agreement with the prime vendor, PV, currently the prime vendor is Owens & Minor, for distribution in the Southeast Region. Note that vendors whose products are not available through the regio nal PV will be disqualified., Provide documentation of agreement with Prime Vendor with initial submittal. 4. Vendors MUST submit discounts off DAPA for all products included in this standardization initiative. Note: vendors that fail to submit a di scount from DAPA will be disqualified. Note: Where lower FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. Vendors shall not quote FSS prices as the discounted price for purposes of this standardization initiative. Vendors are to provide quote on discounts, in response to this RFQ. Vendors who do not provide discounts off DAPA for ALL products in Phase III will be disqualified. 5. Vendors MUST have a local vendor representative for the Southeast Region Medical Treatment Facilities to provide sufficient product implementation services and customer servicing to the multi-service regional facilities. Provide contact information, i.e. name, address, phone number, and e-mail address with initial submittal. 6. Vendors MUST provide any history of back orders and/or recalls that occurred during the most recent 12-month period for the Sterile Surgical Gloves, including dates, duration, cause, and resolution. Vendors will not have an op portunity to provide additional information deemed relevant ,i.e., positive resolutions, etc, in response to this RFQ. The Government will not contact any points of contact provided in response to this question. Vendors should not provide point of contac t information in response to this question. 7. Vendor product MUST meet the Association of Perioperative Registered Nurses ,AORN, standards for the materials to be resistant to penetration by blood and other body fluids. Vendors MUST provide document ation with initial submittal. ,Vendors who do not meet AORN standards will be disqualified in Phase I. 8. Vendor products MUST meet the American Society for Testing and Materials, ASTM, standards numbers D5151, D6124, and D3577 for Sterile Surgical Gloves. Vendors MUST provide documentation with initial submittal. Vendors who do not meet the ASTM standards will be disqualified in Phase I. Phase II Clinical/Performance Evaluation Process. Following acceptability of the technical/company criteri a, the TRBO, on behalf of the CPT, will request literature and product sample sets from the product group to be sent to select MTFs for evaluation. Vendors will be given 14 calendar days from the issue of the notice in which to deliver the literature and samples to the designated MTFs. Literature and]samples must be received at the enclosed address, by COB, 5:00 PM EST, fourteen calendar days after the issue date of the notice to supply samples. Vendors who do not meet the deadline to deliver the literature and samples by the deadline will be disqualified from this standardization initiative. NOTE: all vendors must send the TRBO verification regarding the q uantity, products, description of items, and date of shipment from the vendor, anticipated delivery date and individual who signed for literature and product sample sets. 1. Specific MTFs will evaluate the vendor product sample sets against the clin ical/performance criteria in a non-clinical ,non-patient care, setting using a Likert scale format with a 1-5 scoring range. The scale descriptors are: 1-not acceptable, 2-minimally acceptable, 3-acceptable, 4-most acceptable and 5-highly acceptable. All clinical/performance criteria are equally weighted. The clinical/performance evaluation period will last for 30 calendar days. The CPT has established a target threshold of 3.0 for the Clinical Acceptability of products for standardization. The CPT wil l determine the actual Acceptability threshold for this standardization initiative -- at or near 3.0 -- depending on the location of any break in vendors average scores, i.e., a gap between vendors average scores. In addition, the CPT may consider how c losely scores are clustered near the Acceptability target threshold of 3.0, in determining the actual Acceptability threshold. Vendors scoring below the actual Acceptability threshold will be determined to be clinically Unacceptable, and be disqualified f rom further consideration for this standardization initiative. To determine acceptability, a Clinical Product Team,CPT, comprised of medical professionals from multiple disciplines will evaluate the products based on the evaluation criteria below. Th e CPT intends that clinical evaluations be conducted in a non-clinical, non-patient care, setting. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative: Clinical Acceptability Target Th reshold: 3.0 1. Glove dons easily when hand is damp indicating sufficient internal lubricant coating of glove is present. a. The more easily the Surgical glove can be donned will decrease the potential for contamination of the sterile glov e, by the clinician, which renders the glove unusable in a sterile, surgical setting. b. This criterion will be evaluated by 9 trials in a non-clinical ,non-patient care, setting. c. While donning the surgical glove, the evaluator will as sess any difficulties related to the resistance of the glove material against the hand and/or fingers and/or thumb entering the surgical glove. 2. Glove does not tear when being donned or removed from hand thus maintaining a sustained pro tective barrier. a. The glove donning and removal periods are times when the surgical gloves are subject to an increased amount of stress ,stretching, pulling and twisting,. b. This criterion will be evaluated by 9 trials in a non-clinical ,non-pa tient care, setting. c. During and after the donning and removal periods, the evaluator will visually inspect the surgical glove for evidence of tearing. 3. Glove fits securely around wrist to remain in position throughout intended use, maintaining a sustained protective barrier. a. If the surgical Glove does not fit securely around the wearer wrist, a complete and sustained protective barrier is not created. The lack of protective barrier increases the potential for bo th the clinician and patient to be contaminated by pathogens. b. This criterion will be evaluated by 9 trials in a non-clinical ,non-patient care, s etting. c. While wearing the surgical gloves, the evaluator will visually inspect and feel the glove to judge the integrity of its fit around the evaluator wrist. 4. Glove allows wearer to experience adequate tactile sensation to maintain a sen sation of touch throughout the procedure. a. If, while wearing the surgical glove, clinicians do not experience adequate tactile sensation their ability to perform clinical procedures will be compromised. b. This criterion will be evaluat ed by 9 trials in a non-clinical ,non-patient care, setting. c. While wearing the surgical glove, the evaluator will assess tactile sensation by attempting tasks involving his/her hands and comparing the tactile sensitivity to that experi enced when performing those tasks without surgical gloves. 5. Glove does not tear during expected regular use, therefore maintaining a sustained protective barrier. ,Average regular use is 4 hours, a. A surgical glove must be capable of maintaining its integrity for an anticipated length of time. A surgical glove that tears unexpectedly during regular use compromises the sterile protective barrier provided for the clinician and the patient. b. This criterion will be eva luated by 9 trials in a non-clinical ,non-patient care, setting. c. After wearing the surgical glove to perform clinical tasks the evaluator will visually inspect the glove for tears. Phase III Pricing Analysis Process. After the clini cal/performance evaluation is completed and analyzed, all vendors in the clinical evaluation group who met the minimum clinical acceptability target threshold,-- at or near 3.0 -- depending on the location of any break in vendors average scores, i.e., a gap between vendors average scores, as determined by the CPT, will be contacted to submit their lowest pricing quotes based on committed volume of 80% of the total Regional requirement. In addition, the CPT may consider how closely scores are clustered ne ar the Acceptability target threshold of 3.0, in determining the actual Acceptability threshold. Vendors scoring below the actual Acceptability threshold will be determined to be clinically Unacceptable, and will be disqualified from further consideration for this standardization initiative. Vendors will be provided 14 calendar days to submit their price quotes in a prescribed format via email. Price quotes must be received by 5:00 PM EST on the 14th calendar day. Failure to respond within this timefram e or failure to submit incentive discounts from their DAPA prices will result in the vendor being disqualified from further consideration/ participation. Note: vendors that fail to submit a discount from DAPA will be disqualified. Note: Where lower FSS p rices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. Vendors shall not quote FSS prices as the discounted price for purposes of this standardization initiative. The Region intends to evaluate quo tes and select a vendor without discussions as noted above. However, 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 Regi on may limit the number of quotes to the greatest number that will permit an efficient competition among vendors. Clinical/performance and technical/company factors will be weighted more heavily than price. The Technical/Company and Clinical/Performanc e 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. Pricing will be evaluated based on best value to th e government and will be based on a committed volume for a base period of two year, 24 months, from date of selection with three 12-month option periods, not to exceed 5 years. The following elements will be considered in the pricing analysis: 1. Impact of RIA prices on the Region. ,Post-Standardization Costs,. This represents the new estimated annual cost or the total cost post standardization and includ es the vendor products, and the products that could not be matched. It reflects the amount the Region would pay the vendor using the RIA pricing. 2. Potential Cost Avoidance. Cost avoidance is calculated by subtracting the RIA price from the Distributi on and Pricing Agreement, DAPA, price and multiplying by 12-months of usage. This is included as a reporting Matrix. 3. Impact of Unmatched Lines. The unmatched lines make it difficult to compare the prices of the various vendors, because the evaluator c annot compare similar product lines for each vendor. Those items that are considered in the high usage category will have a higher impact to the region for the unmatched product line and the end post-standardization costs. 4. Consideration of SKUs by eac h vendor. The Region intends to reduce the number of SKUs that must be handled per period. Vendors that can supply the complete range of clinically-required product, without unnecessary numbers of SKUs for minimally-differentiated products, will be more likely to provide the best-value solution for the Government in this standardization initiative. POC: Ginny Slayton, 706-787-2019,Virginia.Slayton@us.army.mil, FAX: 706-787-1099.
Web Link: Sterile Surgical Gloves-Amend-A1
(http://www2.fbo.gov/spg/USA/MEDCOM/DADA08/W91YTV%2DSTERILE%2DSURGICAL%2DGLOVES/Southeast Regional Contracting Office)
Place of Performance: Address: Southeast Regional Contracting Office ATTN: TRI-SERVICE SOUTHEAST REGIONAL BUSINESS OFFICE, BLDG 40707 Fort Gordon GA; Zip Code: 30905-5650; Country: US
Record: SN01533105-W 20080316/080314230912 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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65 -- Request for Regional Incentive Agreement Quotation, RFRIAQ, for the standardization of Sterile Surgical Gloves