SOURCES SOUGHT
65 -- Surgical Tapes
- Notice Date
- 11/26/2008
- Notice Type
- Sources Sought
- NAICS
- 339113
— Surgical Appliance and Supplies Manufacturing
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, NMC San Diego, Bldg 1, 38400 Bob Wilson Drive, San Diego, California, 92134-5000
- ZIP Code
- 92134-5000
- Solicitation Number
- APP01-0810-002
- Archive Date
- 12/26/2008
- Point of Contact
- Larry Shaughnesy,, Phone: 202-782-3666, Tracy Martin-tilghman,, Phone: 202-782-3663
- E-Mail Address
-
larry.shaughnesy@us.army.mil, tracy.martintilghman@us.army.mil
- Small Business Set-Aside
- N/A
- Description
- 65-Medical Supplies-Request for RIA Quotation A.General Information. The Northeast Region, Tri-Service Regional Business Office (TRBO) REG 1, a military integrated delivery network, comprised of 44 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, and Virginia seeks to initiate the standardization process for Surgical Tape. Vendors MUST provide a complete list of items supplied and product literature (electronic catalog or electronic marketing material with either describing product line items in detail) in response to this Request for RIA Quotes (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 this region based on a best value determination that represents the clinically preferred product(s) 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 Northeast Region include, but are not limited to Walter Reed Army Medical Center, Washington, DC; National Naval Medical Center, Bethesda, MD; Malcolm Grow Medical Center, Andrews AFB, MD; Dewitt Healthcare System, FT Belvoir, VA; Keller Army Community Hospital, Westpoint, NY; and Kimbrough Ambulatory Care Center, FT Meade, MD. 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 PVs for the program. 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 Regional Incentive Agreements that supplement the PV Program. The 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 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 for a maximum of five (5) years. Anticipated selection date is February 2009. 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 cased on a combination of MTF preference and product availability. The selected vendor(s) of the standardization initiative are to submit a copy of the signed RIA along with the DAPA log number to both the TRBO lead logistician and the DSCP COR when submitting the log. Point of Contact is Tracy Martin-Tilghman, Team Logistician, Phone: 202-782-3663, and email: tracy.martintilghman@us.army.mil. B.Products & Performance Required. The Northeast Region is seeking product line items in the category of Surgical Tape, which at a minimum includes the product lines below. Within this region, this product line has an estimated annual dollar requirement of $279,020. 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 1538-3DURAPORE TAPE 3" 4RLS/BX 1527-1TRANSPORE TAPE 1" 12RLS/BX 2864MEDIPORE SOFT CLOTH SURGICAL TAPE, 4" X 10 YDS 4216HYPAFIX* 4" X 2 YARD RL 7138CURASILK ADHESIVE TAPE, 1" 2304CURITY STANDARD POROUS ADHESIVE TAPE, 1/2" 1538-2DURAPORE TAPE 2" 6RLS/BX 1538-1DURAPORE TAPE 1" 12RLS/BX 9.14MR/ROLL 45549TRADITIONAL WOUND CARE PRODUCTS-NON-WOVEN BANDAGE, 6" X 2 YD 2419TENDERSKIN- ADHESIVE TAPE,2" X 10 YARDS, 6 ROLLS/CTN., 12 CTNS./CS. 2862MEDIPORE SOFT CLOTH SURGICAL TAPE, 2" X 10 YDS 1527-2TRANSPORE TAPE 2" 6RLS/BX 2964MEDIPORE SOFT CLOTH SURGICAL TAPE, HIGH ADHESION, 4" X 10 YDS, 12 ROLLS PER CASE 1530-1MICROPORE TAPE 1" 12RLS/BX 2966MEDIPORE SOFT CLOTH SURGICAL TAPE, HIGH ADHESION, 6" X 10 YDS, 12 ROLLS PER CASE 2962MEDIPORE SOFT CLOTH SURGICAL TAPE, HIGH ADHESION, 2" X 10 YDS, 12 ROLLS PER CASE 1528-4MICROFOAM TAPE 4" 3RLS/BX 1527-3TRANSPORE TAPE 3" 4RLS/BX 105LFHY-TAPE,ORIGINAL PINK TAPE LATEX FREE ON PLASTIC SPOOL ENDS 2961MEDIPORE SOFT CLOTH SURGICAL TAPE, HIGH ADHESION, 1" X 10 YDS 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 accompanying electronic product literature, and the following information--(1) Company name and address, (2) Company Point of Contact (POC Name and Phone Number, Fax Number, and E-mail address) to the following Northeast Region POC: larry.shaughnesy@us.army.mil (202-782-3666) and tracy.martintilghman@us.army.mil (202 782-3663) as a back up. 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/EST on 18 December 2008. Vendors that fail to meet the submittal deadline will be disqualified from participating. This process will include the above vendor requirements to provide electronic responses to technical/company criteria, electronic product literature, 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 Northeast Region POC stated above that their initial submission, product literature, and best price submissions when requested actually arrived at the Northeast Regional Tri-Service Business Office (TRBO) POC 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 Northeast Region must be digitally signed by the issuer. Additionally, vendors will be required to notify the Northeast Regional Tri-Service Business Office (TRBO) POC by phone upon the receipt of the email request for the no-cost sample sets. Voicemail messages for the confirmation of the receipt of the TRBO email request for the no-cost sample sets will NOT be accepted to meet this requirement. D. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing board of the standardization process. This board includes clinicians and logisticians from the MTFs within the Northeast 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 intent to participate, the required company/company POC information, electronic product literature, and detailed responses to the technical/company criteria listed below 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 under the purview of the TPRB and the Clinical Product Team (CPT) to determine the acceptability of each vendor. After review of the technical/company criteria responses, those vendors who meet these criteria 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 vendor’s 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 vendor’s 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 an email communication with each vendor. The following Technical/Company Evaluation Criteria have been established for the standardization initiative: 1. Vendor must provide a complete line of Surgical Tape products. A complete line of product is defined as the Military Treatment Facilities (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 self-adhesive, surgical tape in a variety of materials and widths as follows: i. Silk-type material tape in sizes: 1”, 2”, and 3” widths. ii. Cloth-type material tape in sizes: ˝”, 1”, 2”, 3”, 4” and 6” widths. iii. Plastic-type tape material in sizes: 1”, 2”, and 3” widths b. Vendors must provide a complete list of product line items supplied and product literature (electronic catalog or electronic marketing material with either describing product line items in detail) 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. c. Products’ packaging must be clearly labeled as to contents and must include manufacturing lot number and must include expiration date as appropriate. d. Vendors must provide Surgical Tape products that are latex-free. Vendors must provide documentation that Surgical Tape products are latex-free in response to this RFRIAQ. 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 Surgical Tape product line. Provide the DAPA number or proof of the application process in progress in response to this RFRIAQ. Vendors that fail to have a DAPA will be disqualified in Phase I. 3. Vendors must have a separate agreement with the prime vendor (PV) (currently the Prime Vendor for the Northeast Region is Owens-Minor) for distribution within the Northeast Region. Vendors whose products are not available through the current regional PV 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. Vendors that fail to submit a discount from DAPA will be disqualified. Where lower uncommitted 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. Vendors who do not provide discounts off DAPA for all products in this product line will be disqualified. 5. Vendors must provide a local vendor representative for product implementation and customer servicing as required for the Medical Treatment Facilities (MTF) in the Northeast Region. Provide contact information, i.e. name, address, phone number, and email address in response to this RFRIAQ. 6. Vendor MUST provide all history of back orders and recalls that occurred during the most recent 12-month period for the Surgical Tape product line including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information on back orders and recall during any subsequent stage in this standardization process. Vendors are encouraged to submit all information deemed relevant (i.e., positive resolutions, etc.) in response to this RFRIAQ. The Government will not contact any provided points of contact in response to this criteria. Vendors should not provide point of contact information in response to this criterion. Phase II – Clinical/Performance Evaluation Process Following acceptability of the technical/company criteria, the TRBO, on behalf of the Clinical Product Team (CPT), will request product sample sets and literature from the product group at no cost to the Government or the TRBO POC recipient, to be sent to the TRBO, Clinical Analyst for dissemination to the CPT members for evaluation in a clinical setting. 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 TRBO Clinical Analyst. NOTE: Vendors will be required to notify the Northeast Regional Tri-Service Business Office TRBO, Clinical Analyst by phone upon the receipt of the email request for the no-cost sample sets. Voicemail messages for the confirmation of the receipt of the TRBO email request for the no-cost sample sets will NOT be accepted to meet this requirement. Requested no-cost product sample sets and literature must be shipped to arrive at the TRBO Clinical Analyst address no later than the 14th calendar day after the date of the notice requesting no-cost product sample sets. Vendors who do not deliver the no-cost product samples 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. 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 no-cost product sample sets. Vendor’s presence will not be required for in-servicing prior to the evaluations. The clinical/performance evaluation period will last for one (1) calendar day. Specific CPT members will evaluate the vendor’s product sample sets against the clinical/performance criteria in a non-clinical (non-patient) 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 3.50 for the Clinical Acceptability of products for standardization. The CPT will determine the actual Acceptability threshold for this standardization initiative—at or near 3.50—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 3.50, 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. Evaluation will take place in a non-clinical (non-patient-care setting) using non-patient volunteers. Evaluators will evaluate the performance of the products in the sample set one (1) time each using a 4” x 4” plain gauze sponge as a sample dressing and an intravenous extension tubing as the sample medical device. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative with a Clinical Acceptability Target Threshold of 3.50: 1. (Efficiency of Care) Tape tears easily in multiple directions. a. Multi-directional tearing allows for customizing tape sizes for securing dressings/ medical devices to the skin. b. Evaluator will tear tape in several directions (width and length) and assess for ease of tearing. 2. (Efficiency of Care/Infection Control/Patient Safety) Tape adhesive adheres well to dressing/skin. a. Quality of the tape adhesive allows for secure attachment of a dressing/medical device to the skin without loosening. b. Evaluator will tape dressing material/medical device to skin of volunteer and assess for adherence to skin without loosening. 3. (Efficiency of Care) Tape is easy to manipulate while wearing medical gloves. a. Ease of manipulating tape while wearing medical gloves is important so as not to compromise glove integrity or dislodge dressings/medical devices. b. Evaluator will tear tape and secure dressing/medical device while wearing medical gloves and assess for ease of manipulating tape and assess for compromise to integrity of medical glove. 4. (Efficiency of Care/Patient Comfort/Safety/Infection Control) Tape adhesive maintains the integrity of the skin during and after removal. a. Maintaining skin integrity during and after taping dressings/medical devices in important for protecting patient from further injury. b. Evaluator will taped dressing/medical device and observe for compromise to the skin such as redness, irritation, or skin tearing. Phase III – Pricing Analysis Process. 1. The following elements will be considered in the pricing analysis: (1) Impact of RIA prices (Post-Standardization Costs) on the Northeast Region—represents the new estimated total annual cost including matched and unmatched products—and reflects the amount the Region would pay using the RIA pricing. (2) Impact of Unmatched Lines—unmatched products make vendor comparisons difficult and those in the high usage category has higher impact for post-standardization costs. (3) Consideration of SKUs by each vendor—reduction of the number of SKUs handled per period is the intent of the Region; therefore, vendors supplying the complete range of clinically-required product, without unnecessary numbers of SKUs for minimally-differentiated products, are more likely to provide the best-value solution for the Government in this standardization initiative. The impact of RIA prices on the Northeast Region is considered more important than the other pricing elements. 2. Vendors that are determined to be Acceptable after review of their responses to the technical/company criteria, are qualified/invited to participate in the clinical/performance evaluation, and meet the clinical Acceptability target threshold of 3.50—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 requested to submit best value pricing, a competitive product cross reference, and value-adds based on a committed volume of 80% of the total requirements of the Northeast Region. The quote will be requested to be in a prescribed electronic spreadsheet format. Those vendors who do not meet the technical/company criteria, are not qualified/invited to participate in the clinical/performance evaluation, and do meet the clinical Acceptability target threshold of 3.50—depending on the location of any “break” in vendors’ average scores (i.e., gap between vendors’ average scores) as determined by the CPT—will not be requested to submit pricing quotes and will be disqualified from further consideration. Vendors that have been disqualified will be notified in writing at the conclusion of the standardization process. 3. Vendors will be given fourteen (14) calendar days from the date of the notice to submit RIA pricing quotes, the competitive product cross reference, and value adds in a prescribed electronic spreadsheet format. Price quotes, cross reference, and value adds must be received by 4:00 PM EDT on the 14th calendar day after the date of the notice to submit. Those vendors that fail to respond by the deadline date/time will be disqualified from further consideration. Vendors that have been disqualified will be notified in writing at the conclusion of the standardization process. 4. The Northeast Region 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 I the notice to submit RIA pricing. Vendor’s 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 Northeast Region). The Northeast Region reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. The Northeast Region reserves the right to make a down selection during the evaluation process based on considerations of efficient competition. 5. 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/clinically equal, price will become more important. Pricing will be evaluated based on a best-value, lowest-overall-cost alternative to the Government and will be based on a committed volume for a two (2) years (24 months) from date of selection with three (3) 12-month option periods not to exceed a total of five (5) years. _____________________________________________________________________________ END
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