SOURCES SOUGHT
65 -- Thermal Therapy
- Notice Date
- 11/3/2008
- Notice Type
- Sources Sought
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Great Plains Regional Contracting Ofc, Great Plains Regional Contracting Ofc, ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive, Fort Sam Houston, TX 78234-6200
- ZIP Code
- 78234-6200
- Solicitation Number
- DADA09-09-T9005
- Response Due
- 11/24/2008
- Archive Date
- 1/23/2009
- Point of Contact
- kevin.w.hill1, 210-292-3270<br />
- Small Business Set-Aside
- N/A
- Description
- A.General Information. The Central Region (6, 7 & 8), a military integrated delivery network, comprised of 42 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in the states of Arizona, Arkansas, Colorado, Idaho, Kansas, Louisiana, Missouri, Oklahoma, Nebraska, Nevada, New Mexico, North Dakota, South Dakota, Texas, Utah, and Wyoming, announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Thermal Therapy. 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 but are not limited to Brooke Army Medical Center Fort Sam Houston TX, Wilford Hall Medical Center Lackland AFB, TX, Darnall Army Medical Center, Fort Hood, TX, Reynolds ACH Fort Sill, OK, William Beaumont Army Medical Center Fort Bliss, TX, 10th Medical Group USAF Academy, CO, Evans ACH Fort Carson CO, Fort General Leonard Wood ACH, MO, Fort Riley, KS, 99th Medical Group Nellis AFB, NV, and Bayne-Jones ACH Fort Polk, LA. This standardization action is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia (DSCP), Directorate of Medical Materiel and facilitated by Tri-Service Regional Business Office (TRBO). 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 year(s) (24 months) from date of selection with three 12-month option periods (not to exceed 5 years.) Anticipated selection date is December 2008. The evaluation will be based on clinical, technical, and pricing factors. Clinical/performance and technical/company factors will be weighted more heavily than price. 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 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. A multiple vendor RIA selection may provide the best-value, lowest overall cost alternative if: 1) The requirements of the Region for Thermal Therapy can be met in the most clinically effective manner by more than one vendor, and 2) The requirements of the Region for Thermal Therapy can be met with the lowest overall cost, by more than one vendor. B.Products & Performance Required. The Central Region is seeking Thermal Therapy items in the category of Thermal Therapy, which at a minimum includes the high volume lines below. Within this region, this Thermal Therapy has an estimated annual dollar demand of $57,666.44. 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 Central Region MTFs, vendors will provide on-site support and in-servicing during implementation, conversion information, prime vendor order numbers, and itemization of the brands, types and packaging information of the products supplied by the vendor if deemed appropriate for the Thermal Therapy. C.Instructions to Vendors. Vendors interested in participating in this standardization initiative should email their detailed responses to the technical/company criteria and (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, and E-mail address) to the enclosed POC. Submissions must be received by 3PM CDT on the specified closing date/time of this RFRIAQ. Vendors that fail to meet this submittal deadline will be disqualified from participating in the standardization process. 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 email 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. Responses should be sent to Mr. Jim Quinn, jim.quinn.ctr@sa-msmo.tma.osd.mil address; Tri-Service Regional Business Office, 7800 IH-10 West, Suite 220, San Antonio TX 78230. All e-mail communication between vendors and the region should be digitally signed. Contact Mr. Jim Quinn at (210) 292-3295 prior to the closing date of this announcement with any further questions. 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 the Military Treatment Facilities within the Central Region. They are the deciding officials for this initiative. Phase I Technical/Company Evaluation Process. Interested vendors are to respond to this FBO announcement by emailing their detailed responses and required documentation to the 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. In general, acceptability for purposes of evaluation of technical/company criteria is defined as follows: (1) based on the vendors responses, the evaluators have reasonable confidence that the line of products and 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. 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 following equally weighted Technical/Company Evaluation Criteria have been established for this standardization initiative: 1. Vendors must provide a complete line of Thermal Therapy products. 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. At a minimum, a complete product line includes: Single use instant cold packs medium (6 inches x 6 inches); Single use instant heat hot pack (6.25 inches x 8 inches); Single use instant hot packs size small ( 4 inches x 11 inches); Single use instant cold pack medium (6 inches x 8.75 inches); Single use hot pack size large (7 inches x 9 inches); Reusable Cold/Hot pack small (4 inches x 10 inches); Single use instant cold pack small size (4 inches x 5.75 inches); Single use instant cold pack small size (4 inches x 11 inches); Single use instant cold pack small size (6 inches x 9 inches) uncovered and non-woven covered; Reusable Hot or Cold Gel Twin-pack kit with disposable sleeve cover. Vendors are to provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFQ. At the conclusion of the evaluation period, vendors will be allowed to pick-up the remainder of unused products. If products are not picked up within ten days they will be discarded. 2. Vendors must have a DAPA or be in the process of applying for a DAPA number for the Thermal Therapy Thermal Therapy. 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 prime vendor (currently, Central Region (6, 7 & 8) prime vendor is Cardinal Healthcare) for distribution in the Region. (Note that vendors whose products are not available through the regional PV will be disqualified.) Provide documentation of agreement with Prime Vendor. 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. 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, when requested by the TRBO. 5. Vendors must have a local vendor representative available in the region. Provide contact information, i.e. name, address, phone number, and e-mail address. Phase II Clinical/Performance Evaluation Process. Following acceptability of the technical/company criteria, the TRBO, on behalf of the CPT, will request product sample sets and literature from the product group to be sent to the TRBO for evaluation. Upon request vendors are required to ship their samples directly to: Mr. James Quinn 7800 IH-10 West Suite 220 San Antonio, TX 78230-4768 Vendors will be allowed 14 calendar days from the date of notification to complete the delivery. Upon request samples and literature must be shipped to arrive at the TRBO by COB, 4PM CDT, on the (14th) calendar day after the notice to ship. Vendors failing to deliver the literature and product sample sets by the deadline will be disqualified from this standardization initiative. 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. Specific MTFs will evaluate the vendors product sample sets against the clinical/performance criteria in a non-clinical setting using a Likert scale, with a one to five (1-5) rating. The scale descriptors are: one (1)-not acceptable, two (2)-minimally acceptable, three (3)-acceptable, four (4)-more acceptable and five (5)-highly acceptable. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last for 5 calendar days. The CPT has established a target threshold of 3.0 for the Clinical Acceptability of products for standardization. The CPT will 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 closely 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 will be disqualified from further consideration for this standardization initiative. To determine acceptability, a CPT comprised of medical professionals from multiple disciplines will evaluate the products based on the evaluation criteria below. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative: Clinical Acceptability Target Threshold: 3.0 Thermal Therapy 1. Thermal Therapy activates easily and begin warming/cooling within 30 seconds after activation. (Efficiency of patient care) a. Clinicians require ease of activation and quick warming/cooling to begin therapy as soon as possible to patient. b. This criterion will be evaluated by one (1) trial each using both Hot and Cold Packs in small and large sizes in a non-clinical setting. c. The evaluator follows package directions for activation and observes for ease of activation and feels Packs for onset of warming/cooling effect within 30 seconds as timed on evaluators watch. 2. Thermal Therapy provide consistent temperature treatment over all surfaces of the Pack. (Efficiency of patient care). a. Clinicians require consistency of temperature effect for efficient therapeutic effect. b. This criterion will be evaluated by one (1) trial each using both Hot and Cold Packs in small and large sizes in a non-clinical setting. c. After complete activation of the Packs the evaluator feels all surfaces of Packs and assesses for hot/cold spots and areas of inconsistent temperature effect. 3. Thermal Therapy do not leak under pressure. (Efficiency of patient care and patient/staff safety) a. Clinicians require leak-proof Packs for effective treatment and to minimize patient injury. b. This criterion will be evaluated by one (1) trial each using both Hot and Cold Packs in small and large sizes in a non-clinical setting. c. After complete activation of the Thermal Therapy the evaluator applies moderate pressure to Packs between palms of hands and observes for leakage of contents. 4. Instructions for Use/Safety Precautions on Hot/Cold Packs packaging remain intact/legible during use. a. Clinicians require instructions for Use/Safety Precautions to be legible at all times during product use. (Efficiency of patient care and risk management) b. This criterion will be evaluated by one (1) trial each using both Hot and Cold Packs in small and large sizes in a non-clinical setting. c. After complete activation of the Packs the evaluator attempts to smear package instructions using dry fingers and using wet fingers and observes for legibility of instructions. 5. Thermal Therapy remain warming/cooling effect for a minimum of 30 minutes. (Efficiency of patient care) a. Clinicians require warming/cooling effect for 30 minutes or more for efficient patient care. b. The criterion will be evaluated by one (1) trial each using both Hot and Cold Packs in small and large sizes in a non-clinical setting. c. After complete activation of the Packs the evaluator will assess for continued warming/cooling effect after 30 minutes as timed by the evaluators watch Phase III Pricing Analysis Process. The Region intends to evaluate price quotes and select a vendor or vendor(s), without discussions. Vendor quotes should contain the vendor's best product matches for the products or Thermal Therapy requested in this announcement. Vendor quotes should contain the vendor's best responses to all technical and 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 Region). (Note: vendors that fail to submit a discount 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.). After the clinical/performance evaluation is completed and analyzed, all vendors in the clinical evaluation group who met the minimum clinical acceptability target threshold 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 14 calendar days to submit their price quotes in a prescribed format via email. Price quotes must be received by 3PM CDT on the 14th 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/ participation. Clinical/performance and technical/company factors will be weighted more heavily than price. 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. Pricing will be evaluated based on best value to the government and will be based on a committed volume for a 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 includes the vendors 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 Distribution 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 cannot compare similar Thermal Therapy for each vendor. Those items that are considered in the high usage category will have a higher impact to the region for the unmatched Thermal Therapy and the end post-standardization costs. (4) Consideration of 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 CLOSING DATE IS 24 November 2008 3PM CDT.
- Web Link
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FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=18df611bb25b601d8b20fd4dab6eb6e0&tab=core&_cview=1)
- Place of Performance
- Address: Great Plains Regional Contracting Ofc ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive Fort Sam Houston TX<br />
- Zip Code: 78234-6200<br />
- Zip Code: 78234-6200<br />
- Record
- SN01699700-W 20081105/081103214727-18df611bb25b601d8b20fd4dab6eb6e0 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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