SOURCES SOUGHT
65 -- Tri-service Regional Business Office Northwest Region (Washington and Alaska) announcement for the evaluation and standardization of Exam Paper
- Notice Date
- 1/28/2008
- Notice Type
- Sources Sought
- Contracting Office
- Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
- ZIP Code
- 98431-1110
- Solicitation Number
- W91YU0R11-08-03-001
- Response Due
- 3/10/2008
- Archive Date
- 5/9/2008
- Point of Contact
- Wesley E. Burnett, 253-968-1869
- E-Mail Address
-
Email your questions to Western Regional Contracting Office
(wes.burnett@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- A. General Information. The Northwest Region (TRBO Region 11), a military integrated delivery network, comprised of 8 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in Washington and Alaska announces a Request for Regional Incenti ve Agreement Quotation (RFRIAQ) for the standardization of Exam Paper 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 volu me 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 S tock 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 requi rements 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 Forc e 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 Agreem ent 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 P ricing 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. Anticipated award date is April 2008. 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: Pat Cordier, RN, MSN, CNOR at (253) 968-0898; Email - patricia.cordier@us.army.mil B. Products & Performance Required. The Northwest Region is seeking Ex am Paper. The product line consists primarily of exam table paper barriers and includes crepe, perforated, and smooth paper in standard widths 14 to 21 inches and with roll lengths from 120 to 250 feet. The Regions estimated annual demand for thi s product line, based on PV purchases for the previous 12 months is: Northwest Region: - Total $58,323 The top high volume usage lines for this project include: PAPER TABLE CREPE 18IN X 125FT WHITE EXAM TABLE PAPER 18X125 WHITE PA PER PERFORATED 18INCH X 125 FT WHITE PAPER CREPE 14.5INCH X 125FT PEDIATRIC PAPER TABLE 18IN CREPE PAPER CREPE 14.5 INCH X 125 FEET BEAR PAPER TABL E 18IN CREPE PAPER CREPE 14.5 INCH X 125 FEET WHITE PAPER SMOOTH TABLE 18 INCH X 225 FEET PAPER CREPE 21 INCH X 125 FEET BEAR 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 patricia.cordier@us.army.mil Submissions must be received by 4 :00 PM EST on 10 March, 2008 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 (TRB O) 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 Rev iew 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 respon ses 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 N orthwest 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 Regions may limit the number of quotes to th e 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 Process: 1. The source s sought notice will be posted to the FBO for a period of five weeks. Vendors that do not meet the deadline of Close of Business (COB) 4:00PM PST listed on the FBO for responding to the announcement will be disqualified from further consideration. Due to t he 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 vendo r confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. All email communications between vendors and the region will be digitally signed. 2. At the 3 week mark if re sponse has been less than anticipated, all vendors with current usage for the product line in the region will be contacted via email. If industry participation is unsatisfactory; the TPRB will decide to proceed, delay, or cancel the project. All email communications between vendors and the region will be digitally signed. (2 week notice) 3. Vendors respond to the FBO announcement by e-mail stating their i nterest in participating in the standardization process, addressing the technical/company criteria, and providing product literature to the POC listed on the announcement. All email communications between vendors and the region will be digitally signed. <B R> 4. Vendor replies should contain the vendor's best responses to all technical and/or company requirements listed in this announcement. 5. The TRBO team will compile the technical/company criteria responses and send to the CPT for review.<BR > 6. The CPT will review the responses from the vendors and determine which vendors meet the criteria and which vendors are disqualified based on their responses to the technical/company criteria. Generally, responses demonstrate that: 1) the vendor off ering the quote is a distributor or manufacturer of a complete line of Exam Paper; 2) 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 communit y, applicable to such products or services; 3) the vendor has, or is obtaining a DAPA for the items; 4) the vendor has, or is obtaining, an agreement covering the items, with Cardinal Health, the Prime Vendor for the region; 5) the vendor offers discounts off DAPA for all products included in this standardization initiative and 6) the vendors information provided is factually correct (any misrepresentation of information will disqualify the vendor from further consideration.) 7. The vendors who meet the technical/company criteria will be invited to participate in the clinical/performance evaluation process(all email communications between vendors and the region will be digitally signed). Technical/Company Criteria: During the pre-source selec tion procedures, the CPT validated/ approved the following equally weighted criteria: 1. Vendor is required to provide a full range of exam table paper products. Please list the products (including the dimensions ie 18 inches x 125 feet) tha t your company provides. Please note that additional requirements may become required items of supply in the future. Overall 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. 2. Vendors that do not meet the following criteria will be disqualified: a. Vendor must have a DAPA for this product group (please provide DAPA number). b. Vendor must have a distribution agreement with Cardinal Health, the regions prime vendor. Please acknowledge and identify that you have such an agreement with Cardinal Health. c. Vendor must offer committed volume discounts off their DAPA price for this product group. (Where lower FSS prices are available, DAPA holders are required to submit the FSS price as their DAPA price. FSS prices are not a discount off the DAPA pr ice.) 3. The Vendor has a delivery network that allows products to reach the Prime Vendor Distribution Center in sufficient quantities to meet regional demand history in a timely manner. Vendor representation must be sufficient to provide produ ct implementation services and customer servicing to all eight facilities in the region. Please answer Yes/ No and provide contact information (name, address, phone, email) for your representative(s). 4. Please provide a copy of your companys re turned goods policy. 5. Please provide any history of backorders, recalls, and/or adverse events for this product line stating dates and duration, cause , and resolution. Vendors should put their best foot forward, that is, provide a context to include any mitigating factors for these situations and any relief or resolution which may have been provided since there will be no further opportunity to explain these incidents. If your company has not had any of the above, so state. Phase II Clinical/ Performance Evaluation Process: 1. Using their clinical expertise, the CPT will develop a list of items from the product group to evaluate. The determination of the sample set is based on advances in technology and/ or patient safety, and on historical usage for the product line. 2. The TRBO office will request a no charge clinical evaluation sample set from each of the vendors with a requ ired delivery date. All email communications between vendors and the region will be digitally signed. Each vendor will send the samples directly to the participating MTFs. Vendors who do not meet the deadline for sample arrival will be disqualified from th e standardization process. Due to the potential for samples to become lost, etc., the vendor is strongly encouraged to confirm with the TRBO that their samples arrived at the Region. We strongly recommend that vendors confirm receipt, allowing enough time for re-submission before the deadline, if a problem should occur with the first delivery. 3. The CPT will evaluate each product against the clinical/performance criteria. The evaluation will take place in a non-patient care setting, by the clinici ans in the CPT. 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 wi ll be invited and recorded on the evaluations. 4. If clinicians determine that more information is needed about how the product works in a patient-care environment, then the vendors who scored highest on the non-patient care evaluation will be eval uated in a patient care setting. The Government will include the greatest number of vendors that will permit efficient competition without disrupting ongoing patient care. The same clinical/performance criteria and evaluation method will be used in the pa tient-care setting evaluation. 5. The CPT has set a clinical acceptability threshold target at 3.1 The CPT will analyze this acceptability as being at or near 3.1 depending on the 'break' in the average scores and how closely scores are clustered n ear the clinical acceptability target threshold of 3.1. Below this threshold, products will be clinically unacceptable and will be disqualified from further consideration for standardization. 6. Clinical evaluations will be tabulated by the TRBO and results will be forwarded to the CPT members for review. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. Clinical/Performance Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. Product withstands the patients weight without tearing (maintains the hygienic barrier between the exam surface and patient). 2. Product withstands fluids withou t tearing (maintains the hygienic barrier between the exam surface and patient; does not leak emesis, diarrhea, medications, irrigations, or dressing change solutions). 3. Product is not abrasive to the skin (enhancing patient comfort during proce dures). 4. Product unrolls easily (roll moves smoothly in the cradle and the edges do not fray upon dispensing enhancing staff efficiency). 5. The used portion of the product can be detached quickly from the roll (paper does not bunch up o r shred when removing the used portion enhancing staff efficiency). Phase III Pricing Analysis: 1. The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region (Post-Standardization/ Conversion Costs), (2) Impact of Unmatched Lines, and (3) Consideration of SKUs (i.e. potential for inventory reduction) by each vendor. The impact of RIA prices on the Region is considered more important than other pricing elements. 2. Vendors who meet the clinical acceptability threshold considering the break will be asked to submit pricing for analysis. All email communications between vendors and the regi on will be digitally signed. 14 calendar days from the date of the request will be allowed for responses in the requested format. Vendors that do not meet the deadline and those vendors that fail to respond as required will be disqualified from considerati on. 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 actually arrived at the Region via email. We strongly recommend that each vendor c onfirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. 3. The T RBO will conduct a price analysis. The Region intends to evaluate quotes and select a vendor or vendor(s), without discussions. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in this announcement . Vendor quotes should contain the vendor's best 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). Additionally, the Region reserves the right to conduct disc ussions 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 wi thout disrupting ongoing patient care. 4. The price analysis will be sent to the Northwest Region TPRB for review. Pricing will be based on a committed volume for a two-year period with possible (3) three one-year option periods (not to exceed 5 ye ars). 5. Technical/ Company and Clinical/Performance evaluation factors, when combined, are considered significantly more important than cost or price. As the technical and clinical results become more equal, price becomes more important. The TPRB reviews the data for acceptable performance and price analysis. 6. The Designated Senior Logistician (DSL) will ensure that the offered prices in conjunction with the volume purchasing commitment will be a good value considering the costs associate d with standardization, operational impact, and regional clinical preferences. 7. The TPRB selects a vendor for standardization.
- Web Link
-
DMMonline Home
(https://dmmonline.dscp.dla.mil/)
- Place of Performance
- Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA
- Zip Code: 98431-1110
- Country: US
- Zip Code: 98431-1110
- Record
- SN01494182-W 20080130/080128224735 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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