SOURCES SOUGHT
65 -- Tri-service Regional Business Office Northwest Region (Washington and Alaska) announcement for the evaluation and standardization of Custom Surgical Packs
- Notice Date
- 8/18/2009
- Notice Type
- Sources Sought
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Western Regional Contracting Office, Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
- ZIP Code
- 98431-1110
- Solicitation Number
- W91YU0R11-08-11-001CUSTOMSURGICALPACKS
- Response Due
- 9/22/2009
- Archive Date
- 11/21/2009
- Point of Contact
- Wesley E. Burnett, 253-968-1869<br />
- E-Mail Address
-
Western Regional Contracting Office
(wes.burnett@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- The Northwest Region (TRBO Region 11), a military integrated delivery network, comprised of 7 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in Washington and Alaska announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Custom Surgical Packs 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 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 for elimination (i.e. like product items), as well as potentially minimizing the number of SKUs included in a subsequent incentive agreement. The Military Treatment Facilities (MTF) in the Northwest Region include but are not limited to: Basset Army Community Hospital, Fort Wainwright, AK 99703; Bremerton Naval Hospital, Bremerton, WA 98312-5000; Fairchild AFB Clinic,Fairchild AFB, WA 99011-8701; 354th Medical Group, Eielson Air Force Base, AK 99702;3rd Medical Group, Elmendorf AFB, AK 99506-3620; Madigan Army Medical Center, Tacoma, WA 98431-5000; McChord AFB Clinic, McChord AFB, WA 98438-1150; Oak Harbor Naval Hospital, Oak Harbor, WA 98278-8800 This Regional Incentive Agreement announcement is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia, Directorate of Medical Materiel. In order to participate, your company must have, or be in process of obtaining, a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Prime Vendor (Cardinal Health). This is pursuant to the DAPA clause by which DAPA holders agree to the standardization process and to allow Prime Vendors to distribute their items. This is a supplement to the Prime Vendor Program and it is not a contract. For additional information regarding DSCPs Prime vendor program please access our web site at: https://dmmonline.dscp.dla.mil The agreement will be for a base period of two (2) years (24 months) from date of award with three (3) 12-month option periods. The evaluation will be based on technical, clinical, and pricing factors. 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. Point of Contact: Rosa Crumpton at 253-968-0898; Email - rosa.crumpton@amedd.army.mil B.Products & Performance Required. The Northwest Region is seeking Custom Surgical Packs. The product line consists of Custom Surgical Packs. These custom packs contain various surgical products, instruments, and material individually selected for each pack to support a specific surgical procedure. The Regions estimated annual demand for this product line, based on PV purchases for the previous 12 months is: Northwest Region: - Total$1,328,695 The top high volume usage lines for this project include: LAPAROSCOPY CATHETHER CARDIAC PACK TOTAL JOINT ARTHROSCOPY PACK LOW LITHOTOMY C SECTION PACK BACK PACK OPEN HEART PACK EYE PACK ANGIOGRAPHY DRAPE PK Upon request, vendors will provide on-site support and in-servicing, educational resources and tools for clinical use of the product, conversion information, prime vendor order numbers, pricing information, and itemization of the brands, types and packaging information of the products offered by the vendor. C.Instructions to Vendors. This process will include vendor requirements to provide electronic responses (all email communications between vendors and the region will be digitally signed) to technical criteria, no charge samples for clinical evaluation, and submission of electronic best price quotes. 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 22 September, 2009 the specified closing date/time of this sources sought notice. Vendors that fail to meet this submittal deadline will be disqualified from participating. Due to the potential for email to be lost in transmission from network security, etc., vendors are strongly encouraged to confirm with the Regional POC stated above that their initial submission, quotes, and literature or other requested information has actually arrived at the Regional Tri-Service Business Office (TRBO) 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. D. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing board for the standardization process. This board includes clinicians and logisticians from all of the Military Treatment Facilities within the Region. They are the decision makers for this initiative. The Region intends to evaluate quotes and select a vendor or vendor(s), 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 criteria listed in this 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. Additionally, the 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 efficient competition among vendors. 14 calendar days from the date of the pricing request will be allowed for responses in the requested format. Phase I Technical/ Company Evaluation: 1.1.The Request for Quotes (RFQ) will be posted to the FBO for a period of five weeks. Concurrently, a letter (email) notice to current vendors identified in the market analysis will go out. The closing date and time shall be the same for the RFQ and for the email notification. The total duration of the notification process is planned for total of five weeks. 2.Vendors will provide an initial response to the FBO-posted RFQ. The vendors initial responses will include information requested in the technical/company criteria listed in the FBO RFQ. 3.Due to the potential for email to become lost in transmission due to network security, etc., the vendor is strongly encouraged to confirm with the TRBO that its response and literature actually arrived at the Region via email. We strongly recommend that each vendor confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. Vendors that do not meet the deadline of Close of Business (COB) 4:00PM PST on the date listed on the FBO for responding to the announcement will be disqualified from further consideration. All email communication between vendors and the Region will be digitally signed by the issuer. 4.The TRBO will compile the technical/company criteria responses and send to the CPT for review. The technical/company criteria are weighted equally. 5.The 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: a.based on the vendors responses, the Region has reasonable confidence that the line or products and/or services offered meet the medical standards of care of the community, applicable to such products or services; b.the vendors information provided is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. 6.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. 7.The vendors who meet the following technical/company criteria will be invited to participate in the clinical/performance evaluation process via an email communication from the TRBO to each vendor. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. Technical/Company Criteria: During the pre-source selection procedures, the CPT validated/approved the equally weighted company/technical criteria outlined below: 1.Vendors must provide a complete line of custom surgical packs. 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. Custom packs required by the region contain various surgical products specially selected for each pack to support specific surgical procedures. At a minimum, the following surgical products are required to be available for inclusion in custom packs: Label sheets of 30 assorted O.R. waterproof labels, Cautery tip cleaner, 10 ml syringe, 50 ml Asepto syringe, Bulb Syringe-60 ml, carbon steel surgical blade #10, #11, and #15, Magnetic Needle Counter, Syringe-1 ml and 3 ml, Light Handle glove, Emesis Basin, 700ml, Yankauer, non-vented suction tip/handle and tubing, Suture Bag, 60 ml Bulb Syringe, Fabric reinforced Surgical Gown, heavy duty Back Table Cover, Mayo Stand Cover, Towels, Drape Sheet-Three Quarter, Drape, C-Section 72x120, Cautery Pencil with blade and rocker switch, 32 oz Sponge bowl, 7 Qt ring basin, 2 oz Medicine cup, Emesis Basin-700ml, Applicator-cotton tip 6, Violet Skin Marker, 2x2 Gauze, Cotton fluff towels, Drape, 104x120 with pouch, Drape with fluid collection pouch and leggings, Skin Stapler-35W, Drape-Magnetic Instrument (10x16), Sponge-4x8 Radiopaque, Sponge-Lap-18x18and Sponge Gauze, 4x8 inch 12 ply. NOTE: Vendors: Please provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFQ. Vendors that will not allow another vendors products to be requested for inclusion in the regions custom packs will be disqualified. 2.Vendors must have a DAPA, or be in the process of applying for a DAPA, for the Custom Surgical Pack 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.Vendors must have a separate agreement with the Regions Prime Vendor (currently, Cardinal Health is the PV for distribution in Region 11.) Please provide documentation of agreement with Prime Vendor. (Note that vendors whose products are not available through the Regional PV will be disqualified.) 4.Vendors must submit discounts off of DAPA for all products included in this standardization initiative. a.Note: Vendors that fail to submit a discount from DAPA will be disqualified. b.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. c.Vendors are to provide a quote on discounts, in response to this RFQ. Vendors who do not provide discounts off DAPA for ALL products will be disqualified. 5. Vendors must have a local vendor representative in the Northwest Region that can provide assistance at regional facility locations. Provide contact information, i.e. name, address, phone number, and e-mail address. 6. Vendors must provide any history of back orders and/or recalls that occurred during the most recent 12-month period for items in their Custom Surgical Pack product line, including dates, duration, cause, and resolution. a.Vendors will not have an opportunity to provide additional information on back orders and recalls during any subsequent stage in this evaluation. b.Vendors are encouraged to submit all information deemed relevant (i.e., positive resolutions, etc.) in response to this RFQ. c.Vendors should not provide point of contact information in response to this question. Additionally, the Government will not contact any points of contact that are provided in response to this question. 7.Vendor must provide no cost educational tools, product literature and materials for Custom Surgical Packs. In addition, vendor must provide no cost samples for the evaluation. Describe your available company educational tools and material resources in your response. 8.Vendor must provide customer service (telephonic and e-mail) for regional facilities. Identify company resources and capabilities for such support in your response. 9.Vendor must provide packs for regional facilities according to configurations that are facility specific. Please state in your response that each facility in the region can ask for specific pack configurations to meet their patient care needs. 10.Vendor is required to use regionally standardized products in the custom packs even if the vendor has its own brand of products. Please include in your response the mechanism whereby the vendor ensures that regional facilities can use regionally standardized products in pack configurations without a cost penalty or added fees. 11.Vendor must provide itemized reports (such as utilization reports, sales reports, pack change reports) for regional facilities to use in cost containment and/or standardization initiatives. Identify company resources and capabilities for such reports in your response. 12.Vendor must have a mechanism for receiving/ processing requests for pack changes in a timely manner. Please identify the company capabilities for this requirement in your response. Phase II - Clinical/Performance Evaluation and Price Analysis: Vendors determined to be acceptable based upon evaluation of their Technical/Company Criteria response will be asked to provide samples and their price discount quotes. The request for samples (see the sample set identified below) will be concurrent with the request for price discount quotes (which will include the vendorss full product line) 1.In the pre-source selection procedures above, the CPT developed a list of items from the product group to evaluate. The determination of the sample set was based on advances in technology, patient safety, and on historical usage for the product line. The CPT also determined that the clinical/performance evaluation will be performed in a non-clinical setting. 2.The following procedures will apply. a.The TRBO office will request a no charge clinical evaluation sample set from each of the vendors with a required delivery date 30 days from date of request. b.Each vendor will send the samples directly to the participating MTFs at the addresses listed at the end of this announcement. c.All email communications between vendors and the region concerning sample set shipment will be digitally signed. d.Vendors who do not meet the deadline for sample arrival will be disqualified from the standardization process. e.Due to the potential for samples to become lost or delayed in shipping, all vendors must send the TRBO verification regarding the date of shipment from the vendor, and anticipated delivery date. The samples to be provided are as follows: 1. Sample set is one (1) Custom Pack Surgical. 2. Unless otherwise noted, need one of each item listed below inside the pack. 3. If an item has a vendor listed next to the item, that product group has been standardized. Standardized items MUST be provided by the specific vendor listed. Contents of the pack: Label, sheets of 30 assorted O.R. waterproof labels, Cautery tip cleaner, X-ray detectable 10 ml luer-lock syringe (BD Medical), Syringe Bulb -60 ml- (2 piece Asepto) Carbon steel surgical blade #10 (x1) (BD Medical) Carbon steel surgical blade #15 (x2) (BD Medical) Magnetic Needle Counter, 40-70-80 CT Syringe, LL 3 ml (BD Medical), Handle Light cover x 2 Emesis Basin, 700ml, Blue (Medegen/Medical Action) Yankauer, non-vented suction tip/handle and 12 ft non-conductive tubing, Medline, Bag Suture Clear Self-Adherent 11.5x13in Gown, X-Lg Fabric reinforced with towel (Kimberly Clark) x 2 Heavy duty Back Table Cover, 65x90inch, (Kimberly Clark) Mayo Stand Cover, 23x54 (Kimberly Clark) Drape Sheet-Three Quarter, 57x76 inch (Kimberly Clark) Drape, Lap-chole 104 x120 in, 13 x19 Pouch with Flap, (Kimberly Clark) Pencil Cautery with blade and rocker switch and holster, (Valleylab/Covidien) 32 oz Sponge bowl-1000 ml, Blue (Medegen/Medical Action) 7 Qt ring basin, Blue (Medegen/Medical Action) 2 oz Medicine cup, (Medegen/Medical Action) Applicator-cotton tip 6, (Medline) Marker Skin W/Ruler standard tip Violet w/Ruler 2x2 Gauze, (Medline) Towel 17x27inch Cotton Fluff Blue Universal (x6) (Kimberly Clark) Skin Stapler-35W, (USSC/Covidien) Drape-Magnetic Instrument (10x16), Sponge-4x8 Radiopaque, 12 ply 10 count, (Medline) Sponge-Lap-18x18 and Sponge Gauze X-ray 5 pack, (Medline) Sponge Gauze 4x8 inch 12 ply, 10/pack, banded (Medline) f.The CPT will evaluate each product against the clinical/performance criteria. All criteria will carry equal weight. The evaluation will take place in a non-clinical setting. g.The evaluation responses will represent a clinical value judgment placed in a Likert-like scale with a 1 to 5 scoring format (1 = Strongly Disagree; 2 = Disagree or no; 3 = Undecided; 4 = Agree or yes; 5 = Strongly Agree). Comments will be invited and recorded on the evaluations.. h.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. 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 Nurse Analyst at 253-968-0898 for questions. Clinical/Performance Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted clinical/performance criteria: 1. The outside wrapping is free of holes, punctures, splits in the heat sealed edges and has no tears/rips anywhere. a. Rationale: It is important that the vendors outside wrapping material, which covers the internal Custom Surgical Pack contents, is durable and intact for the following reasons: maintains sterility of the contents, maintains integrity of materials, and eliminates the potential for degradation of materials. This criteria addresses both patient safety and cost of products. b. This criterion will be evaluated at least once in a non-clinical setting by a team of surgical personnel. c. The evaluators will carefully scrutinize all dimensions of the packaging for any punctures, tears, and or compromise to the heat sealed edges. The expectation is that no such compromise of the contents will be found. 2. Internal components of the pack are free of stains, punctures or tearing of any of the pack components. a. This criterion addresses patient safety, cost effectiveness, and issues of contamination of the sterile contents. (Per AORN Standards and Recommended Practices for Aseptic Technique, An item is either sterile or unsterile. If evidence of tampering, crushing, breaking of sealant seams and/or moisture intrusion is discovered with any item within the custom surgical pack, the entire custom surgical pack must be considered unsterile and therefore, not usable.) b. This criterion will be evaluated at least once in a non-clinical setting by a team of surgical personnel. c. Upon breaking the seal of the outer shipping wrapper, each item is examined for any damage, any moisture intrusion, or any breakage of items. The expectation is that no item within the protective outer wrap is found to be damaged and no breakage or damage is discovered upon examination of any item included in the pack. 3. The contents of the custom surgical pack are arranged in order of use by the surgical staff. a. Items layered in step by step, order of use is an accepted and consistent standard of surgical practice. This criterion addresses issues of patient safety such as time under anesthesia and efficiencies with use of surgical suite resources. The longer the patient is under anesthesia, the more risk of complications. In addition, longer cases cost more in staff time and facility overhead. b. This criterion will be evaluated at least once in a non-clinical setting by a team of surgical personnel. c. Each layer will be examined as to whether it is out of sequence for use in a surgical procedure. No sequential layering error is anticipated. Pricing Analysis: Upon completion of the Phase I Technical/Company Criteria Evaluation, vendors who are selected to progress to clinical/performance evaluations will be asked to provide their price discount quotes as well as product cross-reference data based on a committed volume of 80% of the total Regional requirement concurrent with product sample request. 1.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 Northwest 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. 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., 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?]; and d.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. 3.Those vendors that fail to respond as required will be disqualified from further consideration. 4.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). 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 Northwest Region TPRB reviews the data to support a selection of the best-value, lowest-overall-cost quote. The Northwest Region TPRB votes for the best-value, lowest-overall-cost alternative for a single vendor selection. The DSL reviews the basis for the selection and approves the selection. List of Participating MTFs and CPT lead Madigan Army Medical Center, Lead MTF CPT Jesus Chavez, Dept of Anesthesia & Operative Services, Team Leader (253) 968-2235; Jesus.Chavez6@amedd.army.mil Naval Hospital Bremerton LCDR Daniel Neal, USN NAVHOSP Bremerton, Operating Room (360) 475-4285; Daniel.Neal@med.navy.mil Bassett Army Community Hospital Mr Tim Moore, Operating Room (907) 361-5731; Tim.Moore@amedd.army.mil Elmendorf Air Force Hospital SSgt Michael Rumora, Operating Room (907) 580-1802; Michael.Rumora@elmendorf.af.mil
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/MEDCOM/DADA13/W91YU0R11-08-11-001CUSTOMSURGICALPACKS/listing.html)
- Place of Performance
- Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA<br />
- Zip Code: 98431-1110<br />
- Zip Code: 98431-1110<br />
- Record
- SN01916257-W 20090820/090819000805-b813ed786e2224f929c7b901b887d02b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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