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FBO DAILY ISSUE OF DECEMBER 12, 2009 FBO #2940
SOLICITATION NOTICE

65 -- NorthWest Region Announcement for Disinfectant Surface Cleaners

Notice Date

12/10/2009
 

Notice Type

Presolicitation
 

Contracting Office

Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
 

ZIP Code

98431-1110
 

Solicitation Number

W91YU0R11-0912-001
 

Response Due

12/31/2009
 

Archive Date

3/1/2010
 

Point of Contact

Shannon Ford, 253-968-0878
 

E-Mail Address

Western Regional Contracting Office
(shannon.ford2@amedd.army.mil)
 

Small Business Set-Aside

N/A
 

Description

General Information Northwest Region will initiate the standardization process for Disinfectant Surface Cleaners for its seven Army, Navy, and Air Force medical facilities in Washington and Alaska. The product line consists of various sizes of disinfectant wipes and sprays. This is new product line initiative for the Region. The primary objective of this program is to standardize products or product lines obtaining the clinically preferred product or source(s) at the best possible price based on volume pricing discounts utilizing a best value determination process. Standardized products will be obtained through the DoD Prime Vendor Program. The secondary objective of this standardization initiative is the potential of decreasing the existing Stock Keeping Units (SKUs) and thus dollars held as inventory. The below item detail of the products being purchased within the LSA-West region will be used to target and cross-match product lists submitted by the vendor. This process will ensure the minimum requirements of the region are met and help identify possible candidates (i.e. like product items) for elimination, as well as potentially minimizing the number of SKUs included in a subsequent incentive agreement. The Military Treatment Facilities (MTFs) in the Region include but are not limited to: Bassett Army Community Hospital, Fort Wainwright, AK; Bremerton Naval Hospital, Bremerton, WA; Fairchild AFB Clinic, Fairchild AFB, WA; 354th Medical Group, Eielson Air Force Base, AK; 3rd Medical Group, Elmendorf AFB, AK; Madigan Army Medical Center, Tacoma, WA; Oak Harbor Naval Hospital, Oak Harbor, WA. 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 PVs to distribute their items. This RFQ will result in Regional Incentive Agreements (RIAs) that supplement the PV Program. The RFQ will not result in a contract award. For additional information regarding DSCPs 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 5 years. Anticipated selection date is 02/10. 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 RIAs. In this event, selection would be based on a combination of MTF preference and product availability. The Point of Contact is Rosa Crumpton, phone: 253-968-0898, and e-mail rosa.crumpton@amedd.army.mil B. Products & Performance Required The NorthWest Region is seeking Disinfectant Surface Cleaner Products which at a minimum include the product lines below. Within the region, this product line has an estimated annual demand of $156,100. This forecast is based on historical PV sales during a recent 12-month period. The top high volume usage lines for this project include: MANUF_NAME MANUF_PART_NUM SHORT_ITEM_DESC METREX 13-1150 TOWELETTE CAVIWIPES DISINFECTING XL METREX 13-1024 SPRAY CAVICIDE 24 OUNCE METREX 13-1100 TOWELETTE DISINFECTING CAVIWIPES PDI Q89072 WIPE SANI-CLOTH PLUS LGE15%ALCOHOL CALTECH 68967 CLEANER DISPATCH 22OZ CALTECH 69150 TOWEL DISINFECTANT CANNISTER WITH BLEACH PDI Q08472 WIPE SANI-CLOTH HEPATITIS B LGE NO ALCOH PDI U87295 WIPE SANI-CLOTH SUPER EXTRA LARGE INDV PDI Q86984 WIPE SUPER SANI-CLOTH 8INX14IN XLARGE PDI H24795 WIPE SANICLOTH BLEACH DISPOSABLE At the request of the Regional MTFs, vendors will provide on-site support and in-servicing during implementation, 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 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 rosa.crumpton@amedd.army.mil. Submissions must be received by 4:00 PM PST 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 Northwest Regional 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 board of the standardization process. This board includes clinicians and logisticians from the MTFs within the NorthWest Region. They are the deciding officials for this initiative. The TPRB intends to evaluate price quotes and select a vendor or vendors without discussions. Vendor quotes should contain the vendors best product matches for the products or product lines requested in this announcement. Vendor quotes should contain the vendors best responses to all technical and/or company questions listed in this announcement. Vendor quotes should contain the vendors best tiered-pricing discounts off of the vendors DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additionally, the TPRB 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. Source Selection Procedures: Pre-Source Selection Procedures: 1. The TRBO has used market research to confirm the availability of product groups which the Northwest Region DSL has selected for standardization. 2. The MTFs in the Region volunteer and Clinical Product Team (CPT) members are selected for participation in the standardization process. The 4 MTFs that will be participating in the clinical evaluation of this standardization initiative are Madigan Army Medical Center, WA; Naval Hospital Oak Harbor, WA; Bassett Army Medical Center, AK; and Fairchild Air Force Base Hospital, WA. 3. The Clinical Product Team (CPT) develops, validates, and approves the technical/company and clinical/performance criteria and the evaluation process to be used. 4. The CPT determined and approved that both literature and sample sets are required for the evaluation in a non-clinical table top setting. Requested samples will only include high-volume products. 5. The Northwest Region Tri-Service Business Office (TRBO) develops and submits the APP and Federal Business Opportunity (FBO) Request for Quotes through the DSL for review by Defense Supply Center Philadelphia (DSCP). Source Selection Procedure: 1. This selection procedure is a one-step source selection process. The Northwest Region will post the RFQ to the FBO for a period of 21 calendar days. A letter (email) notice to the current vendors identified in the market share analysis above will be sent the same day the FBO is posted. The closing date and time will be the same, for the RFQ and for the email notification. 2. Vendors will provide an initial response to the FBO posted RFQ by emailing their interest in participating in the standardization process to the point of contact (POC) listed on the FBO. Due to the potential for e-mail to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Region that its initial response regarding their interest in participating in the standardization process, actually arrived at the Region via email. Each submitting vendor is advised to confirm receipt, allowing adequate time for resubmission before the due date and time, should a problem occur with the first submission. Vendors that do not meet the deadline of close of business (COB) 4:00 pm (PST) Pacific Standard Time on the date listed for closing on the FBO RFQ, will be disqualified from further consideration in the standardization initiative. 3. The TRBO will request responses to the technical/company criteria, no charge literature, no charge sample set, and best value pricing from the vendor in a one-step source selection process. The one-step source selection process provides vendors with 30 calendar days to respond to the TRBO with the completed spreadsheet for both the Technical/Company criteria and the Vendors best value price quote; and deliver the no charge literature and no charge samples to the MTFs participating in the clinical evaluation process. The Technical/Company Criteria and Best Value Price Quote worksheets will be sent to the vendor via email and will include a due date. Vendor quotes should contain the vendors best responses to all technical and/or company questions and criteria listed in the FBO announcement. Vendors that do not respond to the technical/company criteria will be disqualified from further consideration in the standardization initiative. Literature and samples must be received by the participating MTFs by COB 4:00 PM PST, 30 days after the date of request to supply samples. All vendors must send the TRBO verification regarding the date of shipment. The samples to be provided are as follows: Quantity: 2 re-closable tubs of largest size wipe (containing a minimum of 40 wipes) and/or 2 bottles 12-32 ounce disinfectant spray to each participating facility. 4. Vendors that do not meet the deadline to deliver the literature and samples by the deadline or fail to send literature and samples to the MTFs will be disqualified from further consideration in this standardization initiative. Vendors best value pricing will be in a prescribed electronic spreadsheet format, based upon the total requirements of the Northwest Region. The Region intends to evaluate quotes and select a vendor or vendor(s), on initial submission/quotes. Vendor quotes should contain the vendors best product matches for the products or product lines requested in the announcement. Vendor quotes should contain the vendors best tiered-pricing discounts off the Vendors DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Northwest Region). Pricing will be based on a committed volume for a two-year period with possible one-year option periods not to exceed a total of 5 years. However, the Region reserves the right to request revised quotes, if determined necessary. The Region reserves the right to limit the number of quotes to the greatest number that will permit an efficient competition among vendors. Vendors that fail to submit price quotes will be disqualified from further consideration in this standardization initiative. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. Vendors that have been disqualified will be notified in writing by e-mail at the conclusion of the process. 5. The TRBO team will compile the technical/company criteria responses and the results will be forwarded to the CPT for review. The technical and company criteria are weighted equally. The CPT will review the responses from the vendors and determine which vendors meet the criteria and determine acceptability. 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 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. 6. The CPT members will evaluate each vendors literature and sample set against the clinical/performance criteria in a non-clinical setting. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last up to 30 days. The evaluation responses will be in a Likert type scale with a 1-5 scoring range. The scale descriptors are: One (1) = Strongly Disagree; Two (2) = Disagree; Three (3) = Neutral; Four (4) = Agree; and Five (5) = Strongly Agree. The CPT will send the completed evaluations to the TRBO for data entry and analysis and the results will be forwarded to the TPRB for review. The CPT has set a clinical acceptability threshold target at 3.1. The CPT will determine the actual acceptability threshold for this standardization initiative at or near 3.1 depending on the location of any break (or gap) in vendors average scores. In addition, the CPT may consider how closely scores are clustered near the acceptability target threshold of 3.1, 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. 7. The vendors will forward price quotes to the TRBO, the TRBO will prepare a pricing analysis, and the results will be forwarded to the TPRB for review. 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 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. The DSL will ensure that the prices, with discounts off the DAPA prices will be a good value, in conjunction with the volume purchasing commitment, and the technical merit of the offer. 8. 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. The Northwest Region TPRB will review the data to support a selection of the best value, lower overall cost quote. The TPRB will vote on a standardized vendor for Disinfectant Surface Cleaners. Each MTF on the TPRB is allotted one vote for the selection of the standardized vendor. The votes are tallied and the vendor with the majority of votes is the selected standardized vendor. A multiple award is possibility if no single vendor can meet the total requirement of the Region. Technical/Company Criteria: During the pre-source selection procedures, the CPT developed, validated, and approved the equally weighted company/technical criteria outlined below: 1. Vendors must provide a complete line of Disinfectant Surface Cleaners. 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: Disinfectant Surface Cleaner Wipes in tubs or canisters (various sizes including extra large) and/or Disinfectant Surface Cleaner-Spray bottle 12-32 ounces. Vendors are to provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFQ. 2. Vendors must provide a complete list of items supplied (e.g. catalog) and product literature in response to this RFQ (Literature must contain efficacy studies). Vendors are required to supply all items listed in all sizes. Vendors who do not have a complete product line as above will be disqualified. 3. Vendors must have a DAPA or be in the process of applying for a DAPA number for the Disinfectant wipes and sprays product line. Provide the DAPA number or proof of the application process in response to this RFQ. (Note that vendors that fail to have a DAPA or show a lack of progress in obtaining a DAPA will be disqualified) 4. Vendors must have a separate agreement with the current Prime Vendor for the Northwest Region, currently Cardinal, for distribution in the Northwest Region. Note a vendor whose products are not available through the regional PV will be disqualified. 5. Vendors must offer volume discounts off DAPA for all products included in this standardization initiative. Where FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as their DAPA price. Therefore, FSS prices do not represent a discount off the DAPA. Vendors that fail to offer a discount off the DAPA price will be disqualified. 6. Vendors must have a local vendor representative available in the Northwest region. Provide contact information, i.e. name, address, phone number, and e-mail address. 7. Vendors must provide education/training (in person), regarding their products to the staff. 8. Vendors must provide posters in regard to education about the products, including Do NOT use on skin signs. 9. Vendors must include product Material Safety Data Sheets (MSDS) in response to this RFQ. 10. In response to this RFQ, vendors must provide a sample of typical individual item packaging information (label) which includes instructions for use, product lot number, expiration date, precautionary use/safety information, disposal instructions, and EPA registration as a hospital disinfectant with label claims of kill times regarding tuberculocidal activity. If product contains bleach, labeling must carry EPA/FDA registration. 11. Vendors must show evidence that spray bottles have both stream & spray delivery in response to this RFQ. 12. Vendor product offerings must include brackets and wall mounts for disinfectant wipes. Clinical/Performance Criteria: During the pre-source selection procedures, the CPT developed, validated, and approved the following equally weighted clinical/performance criteria. 1. Clinician Safety-Contents of each product are easily identified. a. Allows staff to quickly select products and save time. b. Products will be observed during the evaluation. 2. Staff Compliance/Staff-Patient Comfort Disinfectant surface cleaners scent/odor is not offensive during dispensing and/or use. a. Offensive scent/odor may cause allergic/sensitivity response in staff and/or patients. b. Products will be observed via smell during the evaluation. 3. OSHA Requirement/Patient Safety- Disinfectant surface cleaners cleans surface effectively. a. Soiled and/or contaminated surface need to be thoroughly cleaned to eliminate or minimize occupational exposure to blood borne pathogens. b. Products will be observed during the evaluation. 4. Wipe/Spray remains moist for the minimum recommended kill time (stated on label). a. The wipes should hold enough fluid for the surface to remain wet for the time required to disinfect. b. Products will be observed and felt during the evaluation. 5. Patient Safety- Disposable wipes are strong enough to prevent tearing during use. ----Wipes only a. Save time. Tearing or shredding wipe may cause incomplete contact and affect kill times. b. Products will be observed during the evaluation. 6. Spray includes spray and stream delivery. Sprays only a. The sprays need both spray and stream for a variety of deliveries for a variety of applications. b. Products will be observed during the evaluation. Post-Source Selection Procedures: 1. The TRBO prepares the Decision Document for signature by the DSL and submits a package including the clinicians comments to DSCP for review and approval. 2. The RIA is initiated by the TRBO. Vendors will be contacted and the TRBO will notify the TPRB, DSCP, PVM, and regional MTFs. 3. If requested by a vendor, the TRBO will informally share information on the selection. The Region will notify DSCP immediately in instances in which a vendor expresses substantial dissatisfaction with the evaluation. 4. The selected vendor is given 15 calendar days to upload their RIA pricing to DSCP. 5. The TRBO follows-up with the vendor and DSCP to insure pricing is loaded in the UDR. 6. The TRBO assists the Regional MTFs in conversion implementation and reviews their compliance. 7. The TRBO markets the clinically preferred product selection and cost avoidance benefits. Pricing Analysis: 1. Vendors will be given 30 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 LSA West Region. Pricing must be received at the TRBO by 4:00 PM (PST), thirty (30) calendar days or as described after the issue date of the vendor notice to submit best product and price quotes. 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. 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. The impact of RIA prices on the Region is considered more important than the other pricing elements. 2. The following elements will 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., unmatched lines require the Region to either substitute a less than optimal item or pay DAPA or possibly open market prices to obtain the item]; and d. Consideration of SKUs by each vendor 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. 3. Those vendors that fail to respond as required will be disqualified from further consideration. 4. Vendors will forward pricing to the Lead TRBO, and the Lead TRBO will prepare a pricing analysis to be reviewed by the individual Region 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). 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 and clinically equal, price will become more important. 6. The Regions TPRB reviews the data to support a selection of the best-value, lowest-overall-cost quote. The Regions TPRB votes for the best-value, lowest-overall-cost alternative for a single vendor selection. The DSL will review the basis for the selection and approves the selection. Rules of Engagement: a. Standardization Evaluations will be conducted in areas designated by the TRBO. b. Clinicians will use an evaluation tool, which will be collected by the TRBO. c. CPT members can have no invested personal interest in the outcome in a standardization effort. d. CPT members will be familiar with the specific guidelines for accepting gifts and incentive type items from vendors. Any violations of the guidelines will be reported to the appropriate officials. e. The TRBO will perform statistical analysis of data obtained from the evaluations. f. Vendors will deliver products to designated location and specified time as agreed upon by the vendors and the TRBO. g. Vendors presence will not be required during this evaluation. h. When participating in a standardization effort, vendors must contact the TRBO prior to contacting any clinical personnel in reference to the product being considered for standardization. i. Additional education or training on the selected products will be at the vendors expense. j. All evaluation methods will have a start and stop date set by the CPT that will be strictly enforced. k. The government is not responsible for cost of sample items, shipping of these items, or any costs associated with the clinical evaluations. l. Only products selected by the CPT will be reviewed during an evaluation. All other products presented during the evaluation will be rejected. m. Unless specifically requested by the TRBO, NO COMPANY REPRESENTATIVE SHOULD SPEAK TO ANY HOSPITAL STAFF MEMBER OR TPRB MEMBER REGARDING PRICE OR PRICE-RELATED FACTORS. Failure to comply with any of the rules of engagement described above may result in disqualification of your company from further consideration. Please do not hesitate to contact our Clinical Analyst at 253-968-0898 for questions.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/USA/MEDCOM/DADA13/W91YU0R11-0912-001/listing.html)
 

Place of Performance

Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA

Zip Code: 98431-1110
 

Record

SN02020721-W 20091212/091210234516-abb46c515e447d77ae2446f9cf833248 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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