SOURCES SOUGHT
65 -- Pacific Region Standardization-Custom Surgical Packs
- Notice Date
- 5/8/2008
- Notice Type
- Sources Sought
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Pacific Regional Contr Ofc TAMC, 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-3018
- Response Due
- 5/29/2008
- Point of Contact
- Susan Hwang, 808-433-3686
- Small Business Set-Aside
- N/A
- Description
- 65-Medical Supplies-Potential Sources Sought A.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 (MTFs) in Hawaii, Guam, Okinawa, Japan, and Korea announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Custom Surgical 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. Naval Hospital Okinawa, U.S. Naval Hospital Guam, U.S. Naval Hospital Yokosuka, and 374th Medical Group, Yokota AB, Japan. 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 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 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 three 12-month option periods. Anticipated selection date is December 2008. The evaluation will be based on technical, clinical, 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 evaluation results become more equal, price will become more important. 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 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: Susan Hwang, TRBO Team Leader 808-433-3686, susan.hwang@amedd.army.mil Cheryl Janus, RN, TRBO Clinical Analyst 808-433-7985, cheryl.janus@amedd.army.mil B.Products & Performance Required. The Pacific Region is seeking product line items in the category of Custom Surgical Packs, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $828,817. This forecast is based on historical prime vendor sales during a recent 12-month period. The top high volume usage lines for this project include: Part #SMA55CSTAD, C SECTION PACK, Del Qty 335, annual usage $64,876.10 Part #SBA55MNMDB, GENERAL MINOR/121, Del Qty 202, annual usage $33,865.30 Part #SOP55OBOKB, ORTHO BASIC PACK, Del Qty 245, annual usage $31,262.00 Part #SOP55LETAF, LOWER EXTREMITY PACK, Del Qty 127, annual usage $26,207.72 Part #SOP55ARTAG, ARTHROSCOPY PACK, Del Qty 126, annual usage $25,716.60 Part #SMA55CSOKC, C-SECTION PACK, Del Qty 110, annual usage $22,885.50 Part #SBA55BGOKC, BASIC GENERAL TRAY, Del Qty 121, annual usage $21,626.33 Part #SBA55MJTAE, GENERAL MAJOR PACK, Del Qty 122, annual usage $19,615.16 Part #SNE55NBTAA, NEURO BACK PACK, Del Qty 142, annual usage $19,182.78 Part #SOP55LETAE, LOWER EXTREMITY PACK, Del Qty 90, annual usage $17,442.90 At the request of the Pacific Regional Military Treatment Facilities, vendors will provide 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 participating 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 susan.hwang@amedd.army.mil AND cheryl.janus@amedd.army.mil. Submissions must be received by 5:00 p.m. Hawaii Standard Time (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 to provide electronic responses to technical criteria, no charge product samples and literature 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 stated above 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. D. Source Selection Procedures 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 Pacific Region. They are the 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 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 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 unsatisfactory, the TPRB will decide whether to proceed with or delay the project. Interested vendors are to respond to this FBO announcement by emailing their intent to participate to the above POC by the required response date. 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. Vendors that do not meet the deadline will be disqualified from further consideration in the standardization initiative. All technical/company criteria are weighted equally. The responses will be reviewed under the purview of the TPRB to determine the acceptability of each vendor. Acceptability for purposes of evaluation of technical/company criteria is defined as follows: 1) based on the vendors responses, the evaluators have reasonable confidence the line of products and/or services submitted meet the medical standards of care of the community, applicable to such products or services, 2) the vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. Specific technical/company criteria 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 multi-disciplinary TPRB clinical team will request no charge literature and samples from the product line to be evaluated at select Military Treatment Facilities. The samples to be provided are as follows: One Custom Surgical Pack with the specific items as listed in Technical Criteria #1. Samples are to be sent to each participating MTF. Vendors are required to ship their literature and no cost samples directly to the designated MTFs and will be allowed 30 calendar days from the date of notification to complete the delivery. Samples must be shipped to arrive at the MTF by COB, 5:00 p.m. Hawaii Standard Time, on the 30 calendar days 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 scale, with a one to five rating. One (1) = Strongly Disagree; Two (2) = Disagree; Three (3) = Neutral; Four (4) = Agree; Five (5) = Strongly Agree. All clinical/performance criteria are weighted equally. To determine acceptability, a 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 evaluations be conducted in a non-clinical (non-patient) setting. Vendors will be contacted to submit their lowest pricing quotes (as well as product cross-reference data) based on committed volume of 80% of the total Regional requirement. Vendors will be provided 7 calendar days to submit their price quotes in a prescribed format via email. Price quotes must be received by 5:00 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 disqualified from further consideration in this standardization initiative. The Region intends to evaluate quotes and select a vendor or vendor(s), without discussions as noted above. However, the Region reserves the right to conduct discussions and request revised pricing, if determined to be necessary. Technical/Company and Clinical/Performance 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 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 the 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 items a vendor is able to supply to the MTFs versus the number of currently used line items. Cost avoidance is used as a reporting metric, not as an element of the decision. Due to the potential for base DAPA prices to be inflated, the impact of RIA prices on the Region is considered more important than the other pricing elements. Technical/Company Criteria The following Technical/Company Criteria have been established for this standardization initiative: 1. Vendor must manufacture and/or distribute a complete product line of Operating Room (OR) Custom Surgical Packs. A complete line of products 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. At a minimum, the following items are required: Bag Mayo Refuse 11.5x13in Self-Adherent (1),Blade Surgical #15 Carbon Steel (x2), Bowl Sponge 32oz 1000cc Blue Medegen/Medical Action* (x1), Cleaner Cautery Tip (Scratch Pad) Valley Lab/Tyco Kendall Covidien* (x1) 2 inch x 2 inch, Cover Back Table 65x90inch, heavy duty Kimberly Clark*, Cover light handle semi rigid lite sleeve (x2), Cover mayo stand 23inch reinforced wide Kimberly Clark* (x1), Drape Surgical Three Quarter 57x76 inch Kimberly Clark* (x1), Gown XLarge, fabric reinforced W/Towel Kimberly Clark * (x1), Gown Large, fabric reinforced W/Towel Kimberly Clark* (x1), Handle Suction Yankauer Non vented Bulbous Tip (x1), Label Blank Standard Size White (x6), Marker Skin W/Ruler standard tip Violet 9 Labels. (x1), Needle Counter Foam Adhesive Block 20 to 40 count. 20# Pop N Count (x1), Pencil Cautery Rocker Switch hand Control W/Removable Blade and Holster Valley Lab Tyco Kendall/Covidien* (x1), Sponge Gauze 8x4 inch 12 ply 10/pack, Dermacea Banded Medline* (x1), Syringe Bulb Asepto 60cc Non-vented. (x1), Towel 17x27inch Cotton Fluff Blue Universal (x8), and Tubing Suction 6mm 12 foot Non Conductive Clear Banded, Cardinal (x1).*The items that have asterisks and show a specific vendors name are those items, which have been standardized and will be included in custom surgical packs. 2. Vendor must have a DAPA or be in the process of applying for a DAPA number for the Custom Surgical Packs product line. Provide the DAPA number or proof of the application process with the initial submittal. Vendors that fail to have a DAPA or show a lack of progress in obtaining a DAPA will be disqualified. 3. Vendor must have a separate agreement with the regional prime vendor Cardinal Health for distribution in the Pacific Region and provide certification of this with the initial submittal. Vendors whose products are not available through the regional PV will be disqualified. Provide documentation of agreement with Prime Vendor. 4. Vendor must submit discounts off DAPA for all products included in this standardization initiative. Note: vendors that fail to submit a discount from DAPA will be disqualified. Where lower uncommitted Federal Supply Schedule (FSS) prices are available, DAPA holders are required by previous agreement to provide the uncommitted FSS price as the DAPA price. Vendors shall not quote uncommitted FSS prices as the discounted price for purposes of this standardization initiative. Vendors are to provide a quote on discounts in response to this RFQ. Vendors who do not provide discounts off DAPA for ALL products will be disqualified. 5. Vendor must provide no cost educational tools, product literature, and materials for Custom Surgical Packs as well as no cost samples for the evaluation. Describe your available company educational tools and material resources in your response. 6. Vendor must provide customer service (telephonic and e-mail) for regional facilities. Identify company resources and capabilities for such support in your response. Clinical/Performance Criteria The following Clinical/Performance Criteria have been established for this standardization initiative: 1. Vendors outside wrapping material of internal contents (Custom Surgical Pack) is durable and intact. (Maintain sterilization of contents, maintain integrity of materials, and eliminate the potential for degradation of materials) Addresses both patient safety and cost. 1. a. The outside wrapping is free of holes, punctures, splits in the heat sealed edges and tears anywhere. 1. b. This criterion will be evaluated by 5 trials (Five MTFs performing the trials) in a non-clinical setting. Each trial will involve a team of 7 proficient surgical personnel. 1. c. The evaluators will carefully scrutinize all three dimensions of the packaging for any punctures, tears, compromise to the heat-sealed edges. The expectation is that no such compromise to the protection of the contents will be found. 2. The internal components will be free of stains, punctures to components or tearing of any materials. (Evidence of tampering, crushing, moisture intrusion, and a break in the sterile wrapping would make the entire custom surgical pack unusable and is mandated to be destroyed) Addresses patient safety, cost effectiveness, and issues of contamination. An item is either sterile or unsterile. If evidence of crushing, breaking of sealant seams and moisture intrusion is discovered, with any item within the custom surgical pack, the entire custom surgical pack is unusable. 2. a. No item within the protective outer wrap is found to be damaged. 2. b. This criterion will be evaluated by 5 trials (Five MTFs performing the trials) in a non-clinical setting. Each trial will involve a team of 7 proficient surgical personnel. 2. c. Upon breaking the seal of the outer shipping wrapper, each item is examined for any damage, any moisture intrusion, or any breakage of items. The expectation is that no breakage or damage is discovered with any item. 3. The contents of the custom surgical pack will be arranged in order of usage by the surgical staff. (It is critical to efficiency of time that the contents are layered in order of use. This is an accepted and consistent standard of surgical practice.) Addresses issues of patient safety time under anesthesia and efficiencies with use of surgical suite resources. 3. a. The items are layered correctly and in accordance with step-by-step use by the surgical team. 3. b. This criterion will be evaluated by 5 trials (Five MTFs performing the trials) In a non-clinical setting. Each trial will involve a team of 7 proficient surgical personnel. 3. c. Each layer will be identified as to its purpose and whether or not any layer is out of sequence. No sequential layering error is anticipated.
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- Place of Performance
- Address: Pacific Regional Contr Ofc TAMC ATTN: MCAA PC BLDG 160, 160 Krukowski Road Honolulu HI
- Zip Code: 96859-5000
- Zip Code: 96859-5000
- Record
- SN01568853-W 20080510/080508215348-732ba65fa74177a5f6f2ba0b9fdb3a69 (fbodaily.com)
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