SOURCES SOUGHT
65 -- Urology Supplies (Nursing)
- Notice Date
- 8/15/2008
- Notice Type
- Sources Sought
- NAICS
- 339113
— Surgical Appliance and Supplies Manufacturing
- Contracting Office
- Department of the Air Force, Air Force Materiel Command, 74th Medical Group-Wright Patterson Medical Center, Bldg 830, 4881 Sugar Maple Dr, Wright-Patterson AFB, Ohio, 45433
- ZIP Code
- 45433
- Solicitation Number
- R5-08-15-08-067-USN
- Archive Date
- 9/6/2008
- Point of Contact
- Phyllis A Targett,, Phone: 937-257-9075, Keith Tousignant,, Phone: 937-257-6398
- E-Mail Address
-
phyllis.targett@wpafb.af.mil, keith.tousignant@wpafb.af.mil
- Small Business Set-Aside
- N/A
- Description
- A. General Information The Heartland Region comprised of 5 Army, Navy, and Air Force, Medical Treatment Facilities in Ohio, Illinois, and Kentucky, seeks to initiate the standardization process for Urology Supplies (Nursing). Standardization for this product line represents a previously standardized initiative, originally completed in March 2003 and expired March 2008. This product line includes a full line of Urology Supplies in various sizes and descriptions, as detailed in 1.a. of the Technical Criteria below; Usage Items. Vendors MUST provide a complete list of items supplied (catalog, etc.) and product literature in response to this Request for Quotes (RFQ). 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 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 (PV) Program. The major facilities in the area include Wright Patterson Air Force Base Ohio, Scott Air Force Base Illinois, Naval Health Clinics of Great Lakes Illinois, Blanchfield Army Community Hospital Ft Campbell Kentucky, and Ireland Army Community Hospital Ft Knox Kentucky, and US Coast Guard, Traverse City Michigan. This standardization action is part of the Medical/Surgical PV program executed by the Defense Supply Center Philadelphia, Directorate of Medical Materiel. To participate, your company must have a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Region's current PV, 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 products. This RFQ will result in a Regional Incentive Agreement (RIA) that supplement the PV Program and it is not a contract. For additional information regarding DSCP's PV program please access their web site at https://dmmonline.dscp.dla.mil The resulting RIA will be for a base period of two (2) years (24 months) from date of selection with three (3) 12-month option periods. The anticipated selection date is December 2008. 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 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 a RIA. In this event, selection would be based on a combination of MTF preference and product availability. Point of Contact is Phyllis Targett 937-257-9075 and phyllis.targett@wpafb.af.mil B. Products & Performance Required The Heartland Region is seeking product line items in the category of Urology Supplies (Nursing), which at a minimum includes the high volume lines below (75% of total sales). Within this region, this product line has an estimated annual dollar requirement of $92,756.46. This forecast is based on historical CDMIA sales for a 12-month period. The top high volume usage lines for this project include: KENDALL HEALTHCARE 6155 CURITY FOLEY CATHETER TRAY,16 $16,157.11; KENDALL HEALTHCARE 8122 CURITY 8000 URINE METER FOLEY $8,432.04; CR BARD 907316 LATEX-FREE FOLEY TRAY $6,399.21; TYCO / KENDALL HEALTHCARE PRODUCTS 6155 CURITY FOLEY CATHETER TRAY,16 $5,331.60; MENTOR 240 STRAIGHT TIPPED-STERILE 14 FR. $2,702.52 KENDALL HEALTHCARE 6154 CURITY FOLEY CATHETER TRAY,18 $2,697.14; MENTOR 486 COUDE TIPPED-STERILE TIEMANN $2,019.50; MEDLINE DYND11519 FOLEY TRAY,100%SIL,16FR,5CC,LA $1,957.35; CR BARD 895916 SILICONE COATED FOLEY CATHETER $1,559.51; CR BARD 897216 100 PCT SILICONE CATH TRAY W/1 $1,500.26; TYCO / KENDALL HEALTHCARE PRODUCTS 6146 100% SILICONE FOLEY TRAY, 16 F $1,464.93; TYCO / KENDALL HEALTHCARE PRODUCTS 6146 100% SILICONE FOLEY TRAY, 16 F $1,397.35; MENTOR 20-00240 SELF CATH FEMALE 6" L, 14F WO/FUNNEL END $1,107.04. At the request of the Regional MTF's vendors will provide on-site support and in-servicing, educational resources and tools for clinical use of the product, conversion information, PV order numbers, MSDS information, and itemization of the brands, types, and packaging information of the products provided 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 phyllis.targett@wpafb.af.mil (937) 257-9075. All e-mail 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 EST on the specified closing date of this RFQ. Vendors that fail to meet this submittal deadline will be disqualified from participating. This process will include vendor requirements for providing electronic responses to technical criteria, no charge literature for clinical evaluation, and submission of electronic best price quotes. Due to the potential for e-mail to be lost in transmission from network security, etc., vendors are strongly encouraged to confirm with the Regional POC stated above their initial submission, best price submissions, and literature or other requested information have actually arrived at the Heartland Region Tri-Service Business Office (TRBO) via e-mail. 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. Evaluation Criteria The Tri-Service Product Review Board (TPRB) is the governing body of the standardization process. This board includes clinicians and logisticians from all of the MTF's within the Heartland Region and is the deciding officials for this initiative. The Heartland Region intends to evaluate price quotes and select a vendor or vendors 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 the vendor's DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additionally, the Heartland 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 Region may limit the number of quotes to the greatest number that will permit an efficient competition among vendors. Phase I - Technical/Company Evaluation Process: 1. Vendors will provide an initial response to this FBO posting. The vendors' initial responses will include information requested in the technical/company criteria listed below. 2. The Tri-Service Regional Business Office (TRBO) will compile and review the technical/company criteria responses and forward to the Clinical Product Team (CPT) for review. The technical/company criteria are weighted equally. 3. The TRBO and CPT will review the responses from the vendors and determine which vendors meet the technical/company criteria and determine acceptability. In general, "acceptability" for purposes of evaluation of technical/company criteria is defined as follows: Generally, responses to all questions in the technical/company criteria demonstrate that: (1) based on the vendor's responses, the evaluators have reasonable confidence that 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 vendor's information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. NOTE: 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 vendors who meet the following technical/company criteria will be qualified/invited to participate in the clinical/performance evaluation process as well as the price analysis process and will be requested to submit their best product/price discount quotes via an email communication with each vendor. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. Vendors are required to provide responses to the technical/company criteria stated below. The responses will be reviewed under the purview of the Clinical Product Team (CPT) to determine the acceptability of each vendor. After review of the technical/company criteria, the Region will eliminate those vendors who fail to meet the criteria. Vendors who fail to meet the criteria will be notified in writing. The following equally weighted Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendors must provide a complete line of Urology Supplies (Nursing) products. A "complete line of product" is defined as the MTF's 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: FOLEY CATHETER TRAY,16 Fr; 8000 URINE METER FOLEY TRAY 16 FR; TRAY, 16 Fr. FOLEY, LATEX-FREE; ULTRAMER FOLEY CATHETER TRAY, 16 FR, ANTI-REFLUX DEVICE DRAINAGE BAG; STRAIGHT TIPPED-STERILE 14 FR 6" LONG, FEMALE, SELF-CATH: FOLEY CATHETER TRAY, 18 FR; COUDE TIPPED-STERILE, FOLEY CATH, 8FR; STRAIGHT TI 14 Fr. 6" Funnel End, Female. Straight Tip. Self-Catheter For Intermittent Self-Catheterization.; SELF-CATH, COUDE TIP, TAPERED, 12 FR, 16" LONG; MONO-FLO BEDSIDE DRAINAGE BAG; 05 FR. WHISTLE TIP CATHETER; URINE METER, 200ML; 2000ml PRECISION URINE METER, DRAIN BAG ONLY; 16L X 16FR., DOVER RED ROBINS, STRAIGHT, CATHETER; LEG BAG, MEDIUM, 20 OZ; 12 FR, 5CC ALL SILICONE; 18 FR. 5CC ALL SILICONE; 20 FR. 5CC ALL SILICONE; 22 FR. 5CC ALL SILICONE; 16L X 10FR., DOVER RED ROBINS, STRAIGHT, CATHETER; TUBE HOLDERS/UROLOGICAL FOLEY (CATHETER LEG-STRAP). b. Vendor 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 types listed above. (Vendors who do not have a complete product line as above will be disqualified in Phase I). 2. Vendors must have a DAPA or be in the process of applying for a DAPA number for the Urology Supply (Nursing) 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. Vendor MUST have a separate agreement with the prime vendor (currently, the prime vendor is Owens & Minor) for distribution of Urology Supplies (Nursing) in the Heartland Region. (Note that vendors whose products are not available through the regional PV will be disqualified in Phase I). Provide supporting 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 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 in Phase III will be disqualified. 5. Vendors must provide electronic and hard copy proposed pricing and a competitive products cross-reference in electronic Microsoft Excel format upon request. 6. Vendors must provide any history of back orders and/or recalls that occurred during the most recent 24-month period for the Urology Supplies (Nursing) products, including dates, duration, cause, and resolution in response to this RFQ. Vendors will not have an opportunity to provide additional information on back orders and recalls during any subsequent stage in this evaluation. Vendors are encouraged to submit all 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 contact information in response to this question. 7. Vendor must provide a statement confirming their products meet the industry production and safety standards (ASTM standards, FDA regulations) used in manufacturing Urology Supplies (Nursing) products in response to this RFQ. 8. Vendors must provide an option to obtain products that are latex-free or otherwise hypo-allergenic. Vendors must ensure that all such latex-free or hypoallergenic products are clearly labeled as such on all exterior and interior packaging, including the individual items. Vendors must provide samples and descriptions of the labeling with the initial submittal. 9. Vendors must provide educational tools and materials for Urology Supplies (Nursing) products, and provide evidence of this with the initial submittals. For instance, provide literature on the tools/materials available in response to this RFQ. 10. Vendors must provide "antimicrobial coated" Foley catheters. Provide documentation with initial submittal to support. Vendors who do not offer "antimicrobial coated" Foley catheters will be disqualified in Phase 1 11. In response to this RFQ, vendors must provide documentation identifying if catheter tubing has a feature for collecting samples under sterile technique and the process for collecting the urine under sterile technique. 12. In response to this RFQ, vendors must provide documentation identifying if catheters have a feature for securing it to the patient and how this feature works. 13. In response to this RFQ, vendors must provide documentation identifying if collection bags and urine meters have a cap or sleeve to protect the end from contamination as it hangs on the bedside. Phase II - Clinical/Performance Evaluation and Price Analysis Process: Upon completion of the Phase I - Technical/Company Criteria Evaluation, vendors who are selected to progress to clinical/performance evaluations will be requested to provide product samples concurrent with their best product and price discount quotes being requested. Clinical Evaluation For those companies that meet the requirements above, the Clinical Product Team (CPT) will request samples from the product group to be clinically evaluated at select Military Treatment Facilities (MTFs). Vendors are required to ship samples direct to the MTFs. Vendor samples must be received no later than 4:00 P.M. (EST), fourteen (14) calendar days after the request for samples is issued to the vendors. Vendors failing to comply by the deadline will be disqualified from further consideration in the standardization process. NOTE: all vendors must send the TRBO verification regarding the quantity, 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's product sample sets against the clinical/performance criteria in a non-clinical (non-patient care) setting using a Likert-like one to five rating scale. The scale descriptors are: 1 = strongly disagree, 2=disagree, 3=neutral, 4=agree and 5 = strongly agree. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last for 30 calendar days. 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 initiative -- at or near 3.75 -- 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 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. 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. For the purposes of this evaluation, the drainage tube/urometer/collection bag will be filled with colored water to simulate urine and a clinical manikin or other similar teaching device will be used to simulate patient anatomy. Each of the following criteria will be evaluated a minimum of 5 times each in a non-clinical setting using direct observation and/or a clinical manikin. Catheters 1. The catheter advances smoothly and molds to anatomical curves without kinking during insertion. a. Clinicians require a non-kinking catheter that molds to anatomical curves to prevent patient injury during insertion. b. Evaluator observes for smooth catheter insertion without kinking. Collection/Drainage Devices 1. Sampling port does not leak during needleless specimen collection. a. Clinicians require a needleless sampling port that seals after sample collection to prevent contamination of the urine drainage system and reducing risk for in patient infection. Prevention of accidental needle sticks (OSHA prevention of blood borne pathogen standard) and decreases the chance of specimen contamination. System should be designed in a way that allows for multiple collections without any leaking developing at access point. b. Evaluator collects urine sample from needleless sampling port and observes for ease of collection and sealing of sampling port (no leakage). This criterion will be evaluated in a non-clinical setting by simulated fluid collection. 2. Urine drainage bag/urometer does not leak when manipulated and/or full. a. Clinicians require a urine drainage bag/urometer that does not leak when manipulated during patient care or when full to reduce the risk of patient infection. b. Evaluator observes urine drainage bag/urometer filled to capacity with colored water for leakage during removing/attaching to bedside, dropping on floor, placed flat in bed, and otherwise manipulated. 3. Constructed with leak proof design. a. Collection bags should be designed so clinicians will not worry about urine leaking from the bag onto the floor, the bed, the patient, or the clinician. b. This criterion will be evaluated in a non-clinical setting by filling the bags with colored water (to simulate urine) and then emptying the device a number of times to simulated use and ensure product does not develop leaks. 4. Incremental markings on urimeter allow accurate measurement. a. Sets used in critical care areas should include markings that allow for accurate monitoring of urine levels of under 30cc/hr and have font large enough for easy reading. b. This criterion will be evaluated in a non-clinical setting by filling the bags/meters with colored water (to simulate urine) and then visualize to assess accuracy and ease of visualization. Price Analysis: 1. Price submissions will be requested concurrent to product sample requests. Vendors will be given 14 calendar days from the date of pricing requests, to submit RIA pricing quotes, in a prescribed electronic spreadsheet format, based upon the requirements of the Heartland Region. Pricing must be received at the TRBO by 4:00 PM (EST), fourteen (14) calendar days after the issue date of the vendor notice to submit best product and price quotes. Failure to respond within this timeframe will result in your company being excluded from further participation/consideration. The Region intends to evaluate quotes and select a vendor on initial submissions/quotes. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in this announcement. Vendor quotes should also contain the vendor's best responses to any other technical and/or company questions listed in this request. 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). 2. Vendors will forward pricing to the TRBO, and the TRBO will prepare a pricing analysis to be reviewed by the TPRB. Pricing will be based on a committed volume for a two-year period with possible one-year option periods (not to exceed 5 years). 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. The following elements may be considered in the pricing analysis: a. Impact of RIA prices on the Region (Post-Standardization Costs). b. Potential Cost Avoidance, (representing the discount offered by the company from their DAPA and FSS pricing with cost avoidance being the difference between DAPA pricing and RIA pricing multiplied by the number of items purchased over time). c. Impact of Unmatched Lines (i.e., do the unmatched lines make it difficult to compare the prices of the various vendors, because the evaluator cannot compare similar product lines for each vendor?). d. Consideration of Stock Keeping Units (SKUs) by each 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. The Region reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. The Region reserves the right to make a down-selection during the evaluation process based on considerations of efficient competition. Non-Selected Vendors will be notified in writing regarding selection/non-selection at the conclusion of the completed product evaluation process.
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- Place of Performance
- Address: 88th Medical Group/ MDSS/ SGSL/ TRBO, 4881 Sugar Maple Dr., Bldg 830, Wright-Patterson AFB, Ohio, 45433, United States
- Zip Code: 45433
- Zip Code: 45433
- Record
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