SOURCES SOUGHT
65 -- Hand Sanitizers and Compatible Lotions
- Notice Date
- 8/11/2008
- 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, MEDCOM, North Atlantic Regional Contracting Office, Medcom Contracting Center North Atlantic, ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW, Washington, DC 20307-5000
- ZIP Code
- 20307-5000
- Solicitation Number
- W91YTZ-08-Y-TRBO
- Response Due
- 9/1/2008
- Archive Date
- 10/31/2008
- Point of Contact
- Walter Holt, 2023560796<br />
- Small Business Set-Aside
- N/A
- Description
- A. General Information. The Northeast Region, Mid-Atlantic & Heartland Regions collectively referred to as Logistical Support Area North, a military integrated delivery network comprised of Army, Navy, Air Force, Marine Corps, and U.S. Coast Guard Medical Treatment Facilities (MTFs) in the states of Maine, New Hampshire, Massachusetts, Rhode Island, Connecticut, New York, Pennsylvania, New Jersey, Delaware, Maryland, District of Columbia, Virginia, North Carolina,, Ohio, Illinois, and Kentucky announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Hand Sanitizers and Compatible Lotions, subsequently referred to Hand Sanitizers/Lotions. The Northeast Region has been designated as the Lead Tri-Service Regional Business Office (TRBO) for this standardization action. Vendors MUST provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFRIAQ. Vendors are required to supply all items listed in all sizes and styles listed. Vendors who do not have a complete product line, as detailed below in usage items, will be disqualified in Phase I. The primary objective of this program is to standardize the quality of care across the LSA North 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 (PV) Program. The MTFs in the LSA North include, but are not limited to the following: Northeast Region Walter Reed Army Medical Center, Washington, DC; Malcolm Grow Medical Center, Andrews AFB, MD; Naval Health Care New England (Dental Clinic, Occupational Health Services, and Primary Care Clinic); Kimbrough Ambulatory Care Clinic, FT Meade, MD; Dewitt Health Care System, FT Belvoir, VA; Keller Army Community Hospital, WestPoint, NY; National Naval Medical Center (Dental Clinic), Bethesda, MD. Mid-Atlantic RegionWomack Army Medical Center, FT Bragg, NC; Kenner Army Health Clinic, FT Lee, VA; Naval Medical Center, Portsmouth, VA; McDonald Army Health Center, FT Eustis, VA; and Naval Hospital, Camp Lejeune, NC. Heartland Region-Wright Patterson Air Force Base Medical Center, Dayton, OH; Blanchfield Army Community Hospital, FT Campbell, KY; Naval Health Clinic, Great Lakes, IL; and Ireland Regional Army Community Hospital, Ft Knox, KY. This standardization action is part of the Medical/Surgical PV program executed by the Defense Supply Center Philadelphia (DSCP), Directorate of Medical Materiel. To participate, your company must have a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the current Prime Vendor (PV) for the LSA North (Owens & Minor). This is pursuant to the DAPA clause by which DAPA holders agree to the standardization process and to allow PV to distribute their items. This RFRIAQ will result in a Regional Incentive Agreement (RIA) that supplements the PV Program. This RFRIAQ will not result in a contract award. For additional information regarding DSCP PV program, please access their web site at https://dmmonline.dscp.dla.mil. The Lead TRBO will provide anticipated volume (quantity) based on historical usage. The resulting RIA will be for a base period of two (2) years (24 months) from the date of selection with three (3) 12-month option periods for a maximum of five (5) years. An anticipated selection date is November, 2008. 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 LSA - North, the Government reserves the right to make multiple selections for RIAs. In this event, selection would be based on a combination of MTF preference and product availability. Point of Contact is Tracy Martin-Tilghman, Team Logistician, Phone: 202-782-3663, and email: tracy.martin-tilghman@amedd.army.mil. B. Products & Performance Required. The LSA North is seeking product line items in the category of Hand Sanitizers/Lotions, which at a minimum includes the product lines below. Within the LSA-North the total product line has an estimated annual dollar requirement of $306,938. This forecast is based on historical PV sales during a recent 12-month period and includes the following top high volume usage lines for this project: PART # DESCRIPTION 1181RPANTISEPTIC HANDRUB WITH EMOLLIENTS 18 X 15 OUNCE BOTTLES PER CASE 639536FOAMED ALCOHOL 24 X 9 OZ BOTTLES PER CASE 9651-24INSTANT HAND SANITIZER 4 OZ BOTTLE 2156-08INSTANT HAND SANITIZER 1000ML REFILL 1105231.2 LITER BOTTLES 9659-12INSTANT HAND SANITIZER 12 OZ BOTTLE 118103ANTISEPTIC HANDRUB WITH EMOLLIENTS 72 X 4 OUNCE BOTTLES PER CASE 9222INSTANT HAND ANTISEPTIC (PUMP BOTTLE) 16.9 OZ. 12/CS 639936FOAMED ALCOHOL 24 X 9 OZ 639557FOAMED ALCOHOL 24 X 5.4 OUNCE BOTTLES PER CASE C. Instructions to Vendors. DAPA holders interested in participating in this standardization initiative should email their detailed electronic responses to the technical/company criteria with electronic product literature, and the following information--(1) Company name and address, (2) Company Point of Contact (Name, Phone Number, Fax Number, and E-mail address) to the Lead TRBO POC: larry.shaughnesy@amedd.army.mil (202-782-3666). All email communication between vendors and the region must be digitally signed. All communications of significant acquisition milestones such as invitations to participate, or notices of disqualification must be digitally signed as well. Submissions must be received by 4:00 PM EDT on September 1, 2008. Vendors that fail to meet the submittal deadline will be disqualified from participating. This process will include the vendor requirements to provide electronic responses to technical/company criteria, electronic product literature (including MSDS information), no-cost samples for clinical evaluation when requested, and submission of electronic best value price quotes when requested. Due to the potential for email to be lost in transmission from network security, etc., vendors are strongly encouraged to confirm with the Lead TRBO POC that their initial submission, and best price submissions when requested actually arrived at the Lead TRBO via email. Each submitting vendor is advised to confirm receipt, allowing adequate time for resubmission before the deadline, should a problem occur with the first submission. D. Evaluation Criteria. The LSA North Tri-Service Product Review Boards (TPRBs) are the governing boards of the standardization process. These boards include clinicians and logisticians from the MTFs within the LSA North. They are the deciding officials for this initiative. Phase I Technical/Company Evaluation Process. Interested vendors are to respond to this RFRIAQ by emailing their intent to participate, the required company/company POC information, electronic product literature (including MSDS information), and detailed responses to the technical/company criteria listed below to the above Lead TRBO POC (larry.shaughnesy@amedd.army.mil) by the required deadline. Vendors are required to provide responses to the technical/company criteria stated below. All technical/company criteria are weighted equally. The responses will be reviewed under the purview of the respective TPRBs and the Clinical Product Team (CPT) to determine each vendors acceptability. After review of the technical/company criteria responses, those vendors who meet these criteria will be asked for pricing and will be qualified/invited to participate in the clinical/performance evaluation. 1. In general, acceptability for purposes of evaluation of technical/company criteria is defined as follows: a. 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 or services. b. The vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. 2. Each technical/company criteria below requires additional, more specific definition of technical acceptability. This specific standard for technical acceptability will be sent forth with the individual criterion. 3. The vendors who meet the following technical/company criteria will be qualified/invited to participate in the clinical/performance evaluation process via email notification. The following Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendor must provide a complete line of Hand Sanitizers/Lotions. 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. a. At a minimum, a complete product line includes but is not limited to Hand Sanitizers in both liquid/gel and foam formulas with an alcohol content of between 60%-95% [per the Centers for Disease Control and Prevention (CDC), Guideline for Hand Hygiene in Health-Care Settings, October 2002], and Compatible Lotions designed to complement the Hand Sanitizers product line and do not interfere/negate the anti-microbial effects of the Hand Sanitizers. b. Vendors must provide a complete list of items supplied (catalog, etc.) and product literature (including MSDS information) in response to this RFRIAQ. Vendors are required to supply all items listed above. Vendors who do not have a complete product line as listed above will be disqualified in Phase I. 2. Vendors MUST have a Distribution and Pricing Agreement (DAPA) with Defense Supply Center Philadelphia (DSCP) or be in the process of applying for a DAPA number for the Hand Sanitizers/Lotions product line. Provide the DAPA number or proof of the application process in progress in response to this RFRIAQ. NOTE: Vendors that fail to have a DAPA will be disqualified in Phase I. 3. Vendors must have a separate agreement with the current prime vendor (PV) (Owens & Minor) for distribution within the LSA-North. Vendors whose products are not available through Owens & Minor will be disqualified. Provide documentation of agreement with PV in response to this RFRIAQ. 4. Vendors 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 quote on discounts, in response to this RFRIAQ when requested. Vendors who do not provide discounts off DAPA for ALL products in Phase III will be disqualified.. 5. Vendors must provide a local vendor representative in each region within the LSA-North. Provide contact information, i.e. name, address, phone number, and email address in response to this RFRIAQ. 6. Vendors must provide inservice/implementation and ongoing support to all Regional MTFs within the LSA-North as needed. Vendors must identify company resources for such requirements in response to this RFRIAQ. Provide electronic literature, if available, describing this support. 7. Vendors must have educational tools and materials for the Hand Sanitizers/Lotions product line and provide evidence of this with the initial submittal. Provide literature on the tools/materials available. 8. Vendors must provide latex-free product accessories/packaging. 9. Vendors must provide products in individual/personal-sized packaging, and must provide multi-use dispensers that provide a pre-measured amount with each use. All dispensers must be clearly labeled as to contents and must include manufacturing lot number and must include expiration date as appropriate. 10. Vendors products must not contain substances that compromise the integrity of latex medical gloves (for example, petrolatum, lanolin, mineral oil, or similar substances). 11. Vendors MUST provide a complete list of specific pathogens susceptible to the offered Hand Sanitizer anti-microbial action, and vendor MUST provide supporting documentation for pathogen-specific susceptibility in response to this RFRIAQ. Phase II Clinical/Performance Evaluation Process Following acceptability of the technical/company criteria, the respective TRBOs, on behalf of the Clinical Product Team (CPT), will request product sample sets and literature for Hand Sanitizers/Lotions at no cost to the Government or to the CPT member recipient to be sent to the CPT members at the MTFs within the Regions comprising LSA North. Vendors will be given fourteen (14) calendar days from the issue of the notice requesting the no-cost product sample sets in which to deliver the no-cost sample sets to the designated recipients. Requested no-cost product sample sets and literature must arrive at the designated recipients addresses no later than the 14th calendar day after the date of the notice requesting no-cost product sample sets. Vendors whose no-cost product sample sets do not arrive by 4:00 PM EDT on the 14th calendar day after the date of the notice requesting no-cost product sample sets will be disqualified from this standardization initiative. The clinical/performance evaluation period will last for twenty-one (21) calendar days but may be extended due to staff availability and evaluation site work pace. Specific CPT members will evaluate the product sample sets against the clinical/performance criteria in a clinical (patient care) setting. The evaluation responses will be recorded using a Likert scale format with a 1-5 scoring range. The scale descriptors are: One (1)-Extremely Poor; Two (2)-Below Average; Three (3)-Average; Four (4)-Above Average; and Five (5)-Excellent. All clinical/performance criteria are weighted equally. The CPT has established a target threshold of 3.75 for the Clinical Acceptability of products for standardization. The CPT will determine the actual Acceptability threshold for this standardization initiativeat of near 3.75depending 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 closely scores are clustered near the Acceptability target threshold of 3.75, in determining the actual Acceptability threshold. Vendors scoring below the actual Acceptability threshold will be determined to be clinically Unacceptable, and be disqualified from further consideration for this standardization initiative. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative: HAND SANITIZERSLiquid/Gel and Foam Formulas - Clinical Acceptability Target Threshold: 3.75. Each evaluator will dispense product a minimum of ten (10) times over the evaluation period in a clinical (patient care) setting in order to evaluate the product performance using each of the following criteria: 1. Hand Sanitizer product dispenses pre-measured amount effortlessly without repeated attempts and/or without clogging and/or dripping from the dispensing nozzle. a. Effortless dispensing is a key component in staff compliance and time efficiency during patient care; no-drip dispensing prevents a safety risk from wet floors/counters. b. Evaluator will observe dispensers for barriers to ease of dispensing such as repeated attempts, clogging, and/or dripping leading to an insufficient amount for effective cleansing. 2. Hand Sanitizer product absorbs easily and quickly. a. Easy and quick absorption is a key component in staff compliance and time efficiency during patient care; quick absorption prevents slippery skin surfaces which place staff/patients at risk for mishaps/injury. b. Evaluator will observe for consistent absorption and drying time less than 30 seconds. 3. Hand Sanitizer product leaves the skin feeling smooth, soft, and non-irritated (not dry, cracked, chafed or irritated). a. Dry, cracked, chafed, and/or irritated skin is a deterrent to staff compliance; dry, cracked, chafed, and/or irritated skin is vulnerable to infection. b. Evaluator will observe for dry, cracked, chafed, and/or irritated skin. 4. Hand Sanitizer product does not leave a greasy/oily and/or sticky/tacky residue/residue build-up on skin after absorption. a. Residue/residue build-up on skin after absorption may attract environmental microbes/pathogens placing staff/patients at risk for infection. b. Evaluator will observe for greasy/oily and/or sticky/tacky residue/residue buildup on skin. 5. Hand Sanitizer product scent/odor is not offensive during dispensing and/or after absorption. a. Offensive scent/odor may cause allergic/sensitivity response in staff and/or patients. b. Evaluator will observe for offensive scent/odor and/or lingering offensive scent/odor. 6. Hand Sanitizer product does not interfere with donning/removal of medical gloves (exam or surgical gloves). a. Interference with donning/removal of medical gloves is a deterrent to use of Hand Sanitizers and/or the use of medical gloves as personal protective equipment during patient care. b. After dispensing product and allowing to absorb/dry on the skin, evaluator will don and remove medical gloves (exam or surgical gloves) and observe for ease of donning/removal of gloves. COMPATIBLE LOTIONS Clinical Acceptability Target Threshold: 3.75. Each evaluator will dispense product a minimum of ten (10) times over the evaluation period in a clinical (patient care) setting in order to evaluate the product performance using each of the following criteria: 1. Lotion product dispenses pre-measured amount effortlessly without repeated attempts and/or without clogging and/or without dripping from the dispensing nozzle. a. Effortless dispensing is a key component in time efficiency during patient care. b. Evaluator will observe dispenser for barriers to ease of dispensing such as repeated attempts, clogging, and/or dripping leading to an insufficient amount for effective moisturizing. 2. Lotion product absorbs easily and quickly. a. Easy and quick absorption is a key component in time efficiency during patient care; quick absorption prevents slippery skin surfaces which place staff/patients at risk for mishaps/injury. b. Evaluator will observe for consistent absorption time less than 30 seconds. 3. Lotion product does not leave a greasy/oily and/or sticky/tacky residue/residue build-up on skin after absorption. a. Residue/residue build-up on skin after absorption may attract environmental microbes/pathogens placing staff/patients at risk for infection. b. Evaluator will observe for greasy/oily and/or sticky/tacky residue/residue buildup on skin. 4. Lotion product scent/odor is not offensive during dispensing and/or after absorption. a. Offensive scent/odor may cause allergic/sensitivity response in staff and/or patients. b. Evaluator will observe for offensive scent/odor and/or lingering offensive scent/odor. 5. Lotion product does not interfere with donning or removal of medical gloves (exam or surgical gloves). a. Interference with donning/removal of medical gloves is a deterrent to the use of medical gloves as personal protective equipment during patient care. b. After dispensing product and allowing to absorb into the skin, evaluator will don and remove medical gloves (exam or surgical gloves) and observe for ease of donning/removal of gloves. Phase III Plan - Pricing Analysis Process: 1.The following elements will be considered in the pricing analysis: (1) Impact of RIA prices (Post-Standardization Costs) on the LSA-North; (2) Impact of Unmatched Lines (evaluator difficulty in comparing vendors price quotes to similar product lines); and (3) Consideration of vendors SKUs (vendors supplying the complete range of clinically-required product, without unnecessary numbers of SKUs, for minimally-differentially products, would more likely provide the best value solution to the Government in this standardization initiative). Due to the potential for Base DAPA prices to be inflated, the Impact of RIA prices on the LSA-North is considered more important than the other pricing elements. Vendors who meet the technical/company criteria are qualified/invited to participate in the clinical/performance evaluation and will be requested to submit best value pricing, a competitive product cross-reference, and value-adds for analysis. Those vendors who do not meet the technical/company criteria are not qualified/invited to participate in the clinical/performance and will not be requested to submit pricing quotes. Such vendors will be disqualified from further consideration. Vendors that have been disqualified will be notified in writing at the conclusion of the standardization process. 2. Vendors will be given fourteen (14) calendar days from the date of request to submit RIA pricing quotes, the competitive product cross reference, and value adds in a prescribed electronic format, based upon the total requirements of the LSA-North. The LSA-North intends to evaluate quotes and select a vendor or vendor(s), on initial submissions/quotes. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in the notice to submit RIA pricing. Vendor quotes should contain the vendor's best tiered pricing discounts off of the vendors DAPA pricing (based on committed volume of 80% of the total requirements of the LSA-North). The LSA-North reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. The LSA-North reserves the right to make a down-selection during the evaluation process based on considerations of efficient competition. Those vendors who fail to respond to the notice to submit RIA pricing quotes as required will be disqualified from further consideration. 3. The technical/company and clinical/performance evaluation factors, when combined, are considered significantly more important than cost or price. As the evaluation results become more technically and clinically equal, price will become more important. 4. A multiple vendor RIA selection may provide the best-value, lowest overall cost alternative if: (1) the requirements of the LSA-North for Hand Sanitizers/Lotions product line can be met in the most clinically effective manner by more than one vendor, and (2) the requirements of the LSA-North for Hand Sanitizers/Lotions product line can be met with the lowest overall cost, by more than one vendor. END
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