SOURCES SOUGHT
65 -- Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of SAFETY PHLEBOTOMY PRODUCTS
- Notice Date
- 3/26/2008
- Notice Type
- Sources Sought
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
- ZIP Code
- 30905-5650
- Solicitation Number
- W91YTV-SAFETY-PHLEBOTOMY
- Response Due
- 4/16/2008
- Archive Date
- 6/15/2008
- Point of Contact
- Sebrena L. Hackley-Lane, (706)787-2211
- E-Mail Address
-
Email your questions to Southeast Regional Contracting Office
(sebrena.lane@se.amedd.army.mil)
- Small Business Set-Aside
- N/A
- Description
- 65-Medical Supplies-Potential Sources Sought A. General Information. The Southeast Region TRBO Reg. 3, 4; a military integrated delivery network, comprised of 46 Army, Navy, Air Force, Marine Corps, and U.S. Coast Guard Medical Treatment Faci lities (MTFs) in the states of Alabama, Georgia, Florida, Mississippi, South Carolina, Tennessee, and affiliated MTFs in countries of Puerto Rico, Honduras, and Cuba announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardiz ation of SAFETY PHLEBOTOMY PRODUCTS. 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 or source(s) at the best possible price. It is also intended that standardized product be obtained through the DoD Prime Vendor Program. The major facilities in the Southeast Region include, but are not limited to Eisenhower Army Medical Center (FT Gordon, GA), Winn Army Community Hos pital (FT Stewart, GA), Martin Army Community Hospital (FT Benning, GA), Naval Hospital Jacksonville (NAS Jacksonville, FL), 96th Medical Group (Eglin AFB, FL), Naval Hospital Pensacola (Pensacola, FL), Naval Hospital Beaufort (Beaufort, SC), 81st Medical Group (Keesler AFB, MS) and the 6th Medical Group (MacDill AFB, FL). This standardization action is part of the Medical Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia (DSCP), Directorate of Medical Materiel. In order to participate, your company must have a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Prime Vendors for the program. This is pursuant to the DAPA clause by which DAPA holders agree to the Standardization process and to allow Prime Vendors to distribute their products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For additional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp .dla.mil. The resulting Regional Incentive Agreement (RIA) will be for a base period of two year(s) (24 months) from date of selection with three 12-month option periods (not to exceed 5 years. Anticipated selection date is November 2008. The evaluati on 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 resul ts become more equal, price will become more important. The selection will be based on the best-value, lowest-overall cost alternative quoted. The selection of a single vendor is anticipated. Point of Contact :Virginia.slayton@us.army.mil, 706) 7 87-2019 A. Products & Performance Required. The Southeast Region is seeking product line items in the category of SAFETY PHLEBOTOMY PRODUCTS, which at a minimum includes the high volume lines below. Within this region, this product line has an esti mated annual dollar requirement of $48,001.04. This is included as a reporting matrix. This forecast is based on historical prime vendor sales during a recent 12-month period. The top high volume usage lines for this project are shown in the Technical Com pany Criteria below. At the request of the Southeast Regional MTFs, vendors will provide on-site support and in-servicing during implementation, conversion information, prime vendor order numbers, MSDS information, and itemization of the brands, types a nd packaging information of the products supplied by the vendor. B. Instructions to Vendors. DAPA holders interested in participating in this standardization initiative should email their detailed responses to the technical company criteria and (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, and E-mail address) to Virginia.slayton@us.army.mil. Vendors that do net meet the dea dline of COB 5:00 PM EST on the date listed for closing (per the FBO RFQ), will be disqualified from further consideration in the standardization initiative. This process will include vendor requirements to provide electronic responses to technical cr iteria, no cost samples for clinical evaluation, and submission of electronic best price quotes. Due to the potential for email to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the Region that its in itial submission, quote and literature actually arrived at the Region via email. Each submitting vendor is advised to confirm receipt, allowing adequate time for resubmission before the due date and time, should a problem occur with the first submission. All email communications between vendors and the Region should be digitally signed by the issuer. C. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing body of the standardization process. This board includes clin icians and logisticians from the Military Treatment Facilities within the Southeast Region. They are the deciding officials for this initiative. The Region intends to evaluate quotes and select a vendor on initial submissions or quotes. 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 quote s should contain the vendors best tiered-pricing discounts off of the vendors DAPA pricing (based on committed volume of 80 percent of the total requirements of the MTFs in the Region). Additionally, the Region reserves the right to conduct discussions an d request revised quotes, if determined 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. Phase I Technical/ Company Evaluation Process. Interested vendors are to respond to this FBO announcement by emailing their detailed responses and required documentation to the above POC by the required response date. Vendors are required to meet and provide responses to t he technical company criteria stated below. All technical company criteria are weighted equally. The responses will be reviewed by the Clinical Product Team (CPT) to determine the acceptability of each vendor. After the review of the technical company cr iteria, those vendors who meet these criteria will be qualified invited to participate in the clinical performance evaluation. a.) In general, acceptability for purposes of evaluation of technical company criteria is defined as follows: (1) based on the vendors responses, the evaluators have reasonable confidence that the line of products and or services submitted meet the medical standards of care of the community, applicable to such products or services; (2) the vendors information provided is factuall y correct. Any misrepresentation of information will disqualify the vendor from further consideration. NOTE: Specific technical company criteria will require an additional, more specific definition of technical acceptability. The specific standard f or technical acceptability will be set forth with the individual statement of each criterion, as required. The following Technical Company Evaluation Criteria have been established for this standardization initiative: 1.Vendor MUST provide a complete line of SAFETY PHLEBOTOMY PRODUCTS. A complete line of product is defined as the MTFs requirements for usage items in the product line. Usage items are defined in the Medical Surgical Prime Vendor contract statement of work as DAPA items ordere d at least once per month, and at least one unit per order. a.At a minimum, this includes: multi-sample blood collection needles incorporating active or p assive safety engineered features such as; shields, covers, sheaths, retractable needles, that attach to blood collection tube holder in sizes of 20 gauge with a length range of ?, 1, 1 ?, 1 ? and 1 ? inches; 21 gauge with a length range of ?, 1, 1 ?, 1 ? and 1 ? inches; 22 gauge with a length range of ?, 1, 1 ?, 1 ?, and 1 ? inches; 23 gauge with a length range of ?, 1, 1 ?, 1 ?, and 1 ? inches. Also included in this product line are single use, multi sample disposable needle holders that will accomm odate, the previously listed needle sizes, gauges and lengths. Vendors are required to supply all items listed in all sizes and styles listed. b.Vendors are to provide a complete list of items supplied (catalog, etc.) and product literature in respons e to this RFQ. Vendors are required to supply all items listed in all sizes and styles listed above. (Vendors who do not have a complete product line as above will be disqualified in Phase I). c.Vendors MUST provide supporting documentation that all SA FETY PHLEBOTOMY PRODUCTS that are manufactured and or distributed are FDA approved for use in all clinical (patient care) settings, and provide literature to support this requirement with the initial submittal. 2.Vendor MUST have a DAPA for the SAFETY PHLEBOTOMY PRODUCTS product line. Provide the DAPA number with initial submission. (Note that vendors without a DAPA number will be disqualified in Phase I). 3.Vendor MUST have a separate agreement with the prime vendor (PV), (currently, the prime ve ndor is Owens & Minor) for distribution of Safety Phlebotomy Products in the Southeast Region. (Note that vendors whose products are not available through the regional PV will be disqualified in Phase I.) Provide supporting documentation of agreement wi th Prime Vendor with initial submittal. 4.Vendors MUST submit discounts off DAPA for all products included in this standardization initiative. (Note: vendors that fail to submit a discount from DAPA will be disqualified. Note: Where lower FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. Vendors shall not quote FSS prices as the discounted price for purposes of this standardization initiative.) Vendors are to provide quote on discou nts, in response to this RFQ. Vendors who do not provide discounts off DAPA for ALL products in Phase III will be disqualified. 5.Vendors MUST have a local vendor representative for the Southeast Region Medical Treatment Facilities to provide sufficien t product implementation services and customer servicing to the multi-service regional facilities. Vendors MUST provide contact information, i.e. name, address, phone number, and email address with initial submittal. 6.Vendors MUST provide any histor y of back orders and or recalls that occurred during the most recent 12 month period for the SAFETY PHLEBOTOMY PRODUCTS, including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information on back order s and recalls during any subsequent stage in this evaluation. Vendors are encouraged to submit all information deemed relevant (i.e., positive resolutions, etc) in response to this RFQ. The Government will not contact any points of contact provided in re sponse to this question. Vendors should not provide point of contact information in response to this question. 7.Vendor MUST provide SAFETY PHLEBOTOMY PRODUCTS that are latex safe and free. Vendor MUST provide a complete list of latex safe and free ite ms supplied (catalog, etc.) in response to this RFQ with initial submittal. 8.Vendor MUST provide U.S. Food and Drug Administration (FDA) approved safety engineered products. Provide documentation to support with initial submission. Phase II Clin ical/Performance Evaluation Process. Following acceptability of the technical company criteria, the TRBO, on behalf of the CPT, will request product sample set s from the product group to be sent to select MTFs for evaluation. Vendors are required to ship their no cost samples directly to the designated MTFs and will be allowed 14 calendar days from the date of notification to complete the delivery. Literature a nd product samples must be shipped to arrive at the MTF by COB, 5PM EST, on the (14th) calendar day after the notice to ship. Vendors failing to deliver the literature and product sample sets by the deadline will be disqualified from this standardization i nitiative. NOTE: all vendors must send the TRBO verification regarding the quantity, products, description of items, and date of shipment from the vendor, anticipated delivery date and individual who signed for literature and product sample sets. Speci fic MTFs will evaluate the evaluate the vendors product sample sets against the clinical performance criteria in a clinical (patient care) setting using a Likert scale format with a one to five scoring range. The scale descriptors are: one (1) not accepta ble, two (2) minimally acceptable, three (3) acceptable, four (4) most acceptable and five (5) highly acceptable. All clinical performance criteria are equally weighted. The clinical performance evaluation period will last for 30 days. The CPT has establ ished a target threshold of 3.0 for the Clinical Acceptability of products for standardization. The CPT will determine the actual Acceptability threshold for this standardization initiative at or near 3.0 depending on the location of any break in vendors average scores (i.e., a gap between vendors average scores). In addition, the CPT may consider how closely scores are clustered near the Acceptability target threshold of 3.0, in determining the actual Acceptability threshold. Vendors scoring below the a ctual Acceptability threshold will be determined to be clinically Unacceptable, and will be disqualified from further consideration for this standardization initiative. To determine acceptability, a Clinical Product Team (CPT) comprised of medical professionals from multiple disciplines will evaluate the products based on evaluation criteria below. The CPT intends that the clinical evaluations be conducted in a clinical (patient care) setting. The following Clinical Performance Evaluation Crite ria have been established for this standardization initiative: Vendor products meet the Clinical Acceptability Target Threshold: 3.0. 1. Needle and holder fit securely with each other when connected to be used for blood drawing procedure. a. A n eedle and holder that fit together securely allow clinician to safely remove blood collection tube from holder thereby preserving integrity of blood sample. b. This criterion will be evaluated by 10 trials in a clinical (patient care) setting. c. Aft er assembling needle and holder evaluator will visually and manually inspect products for a tight, secure, stable fit. 2. Upon visual inspection, needle bevel is smooth, pointed and without burr. a. A smooth, beveled, pointed, and burr less needle pu nctures the skin more easily increasing clinicians ability to perform procedure accurately and decreases patients discomfort during blood collection procedure. b. This criterion will be evaluated by 10 trials in a clinical (patient care) setting. c. Prior to use the evaluator will visually inspect needle for a pointed, beveled, burr-less surface. 3. There is a clear and unmistakable change (audible or visible) that occurs when the safety feature is activated. a. The audible or visible indicatio n of safety feature activation indicates that the product is operating per manufacturers standards and may safely be discarded per OSHA guidelines. b. This criterion will be evaluated by 10 trials in a clinical (patient care) setting. c. When activat ing the products sharps injury prevention feature the clinician will listen for and visual inspect that the contaminated needle is safely obstructed from injuri ng clinician and/or patient. 4. Once activated after use, the sharps injury prevention feature can not be deactivated and remains protective through disposal. a. A properly functioning activated sharps injury prevention feature allows for the safe disposal of the contaminated product per OSHA guidelines, preventing injury to clinician and/or patient and the inability of the contaminated product to be re-used. b.This criterion will be evaluated by 10 trials in a clinical (patient care) setting.<BR >c. After safety feature is activated, evaluator will visual observe and inspect product to assess that safety feature remains engaged and provides protection for patient and clinician. Phase IIIPricing Analysis Process. After the clinical performance evaluation is completed and analyzed, all vendors in the clinical evaluation group who met the minimum clinical acceptability target threshold (at or near 3.0 depending on the location of any break in vendors average scores (i.e., a gap between vendors a verage scores) as determined by the CPT, will be contacted to submit their lowest pricing quotes based on committed volume of 80 percent of the total Regional requirement. In addition, the CPT may consider how closely scores are clustered near the Accepta bility target threshold of 3.0, in determining the actual Acceptability threshold. Vendors scoring below the actual Acceptability threshold will be determined to be clinically Unacceptable, and will be disqualified from further consideration for this stan dardization initiative. Vendors will be provided 14 calendar days to submit their price quotes in a prescribed format via email. Price quotes must be received by 5:00 PM EST on the 14th calendar day. Failure to respond within this timeframe or failure t o submit incentive discounts from their DAPA prices will result in the vendor being disqualified from further consideration participation. (Note: vendors that fail to submit a discount from DAPA will be disqualified. Note: Where lower FSS prices are avai lable, 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.) The Region intends to evaluate quotes and sele ct a vendor or vendor(s), without discussions as noted above. However, 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 Re gion may limit the number of quotes to the greatest number that will permit an efficient competition among vendors. Clinical performance and technical company factors will be weighted more heavily than price. The Technical Company and Clinical Performa nce evaluation factors, when combined, are considered significantly more important than cost or price. As the technical and clinical evaluation results become more equal, price will become more important. Pricing will be evaluated based on best value to the government and will be based on a committed volume for a base period of two year(s) (24 months) from date of selection with three 12 month option periods (not to exceed 5 years). The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region. (Post-Standardization Costs). This represents the new estimated annual cost or the total cost post standardization and includes the vendors products, and the products that could not be matched. It reflects the amount the Region would pay the vendor using the RIA pricing. (2) Potential Cost Avoidance. Cost avoidance is calculated by subtracting the RIA price from the Distribution and Pricing Agreement (DAPA) price and multiplying by 12 months of usage. This is inclu ded as a reporting Matrix.(3) Impact of Unmatched Lines. The unmatched lines make it difficult to compare the prices of the various vendors, because the evalua tor cannot compare similar product lines for each vendor. Those items that are considered in the high usage category will have a higher impact to the region for the unmatched product line and the end post standardization costs. (4) Consideration of SKUs b y 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. Point of Contact: Ginny Slayton,Virginia.Slayton@us.army.mil, (706) 787-2019. FAX: (706) 787-109
- Web Link
-
Safety Phlebotomy Products
(http://www2.fbo.gov/spg/USA/MEDCOM/DADA08/W91YTV%2DSAFETY%2DPHLEBOTOMY/Southeast Regional Contracting Office)
- Place of Performance
- Address: Southeast Regional Contracting Office ATTN: Tri-Service Southeast Regional Business Office Bldg 40707 Fort Gordon GA
- Zip Code: 30905-5650
- Country: US
- Zip Code: 30905-5650
- Record
- SN01542308-W 20080328/080326224708 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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