SOURCES SOUGHT
65 -- Sterilization Packaging Supplies and Peel Packs
- Notice Date
- 5/7/2008
- Notice Type
- Sources Sought
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Southeast Regional Contracting Office, Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
- ZIP Code
- 30905-5650
- Solicitation Number
- W91YTV-08-0004
- Response Due
- 5/30/2008
- Point of Contact
- HERMAN C MCELVEEN JR, 7067873881
- Small Business Set-Aside
- N/A
- Description
- THIS IS A SOURCES SOUGHT NOTICE. FOR FURTHER INFORMATION CONTACT MS FLORIA JONES 706-787-2094, floria.jones@us.army.mil or MS GINNY SLAYTON 706-787-2019, virginia.slayton@us.army.mil 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 Facilities (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 standardization of Sterilization Packaging Supplies and Peel Packs. 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 Hospital (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 September 2008. The evaluation will be based on clinical, technical, and pricing factors. Clinical/performance and technical/company factors will be weighted more heavily than price. 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. A multiple vendor RIA selection may provide the best-value, lowest overall cost alternative if: 1) The requirements of the Region for CSR Wraps product line can be met in the most clinically effective manner by more than one vendor, and 2) The requirements of the Region for CSR Wraps product line can be met with the lowest overall cost, by more than one vendor. Point of Contact: Floria Jones, (706) 787-2094, floria.jones@us.army.mil; or Ginny Slayton, (706) 787-2019, Virginia.slayton@us.army.mil B.Products & Performance Required. The Southeast Region is seeking product line items in the category of Sterilization Packaging Supplies and Peel Packs which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $36,102.71. 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/Company 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, 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 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 the enclosed POC. Submissions must be received by 5:00 PM EST on the specified closing date/time of this sources sought notice. Vendors that fail to meet this submittal deadline will be disqualified from participating in the standardization process. This process will include vendor requirements to provide electronic responses to technical criteria, no charge 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 initial 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/time, should a problem occur with the first submission. Vendors that do not meet the deadline of COB 5:00PM EST on the date listed for closing (per the FBO RFQ), will be disqualified from further consideration in the standardization initiative. All email communications between vendors and the Region will be digitally signed by the issuer. D. Evaluation Criteria. The Tri-Service Product Review Board (TPRB) is the governing body of the standardization process. This board includes clinicians and logisticians from the Military Treatment Facilities within the Southeast Region. They are the deciding officials for this initiative. The Region intends to evaluate price 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 responses to all technical and/or company questions listed 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). (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 discounts, in response to this RFQ. 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 certifications & documentation to the enclosed POC by the required response date. Vendors are required to meet/provide responses to the technical/company criteria stated below. All technical/company criteria are weighted equally. The responses will be reviewed by the Clinical Product Team (CPT) to determine the acceptability of each vendor. After the review of the technical/company criteria, 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 factually 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 for technical acceptability will be set forth with the individual statement of each criterion, as required. The following equally weighted Technical/Company Evaluation Criteria have been established for this standardization initiative: 1.Vendor MUST provide a complete line of Sterilization Packaging Supplies and Peel Packs 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 ordered at least once per month, and at least one unit per order. a.At a minimum this includes Sterilization Packaging Supplies and Peel Packs in paper/plastic, self-sealing Peel Packs (with or without indicator strips) compatible with appropriate temperatures in the sizes of 3.5 x 8.5, 5.25 x 10.25, 7.5 x 13.5, and 12.0 x 15.5. b.Vendors MUST provide a complete list of items supplied (catalog, etc.) and product literature in response to this RFQ with initial submittal. 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 Sterilization Packaging Supplies and Peel Packs that are manufactured and/or distributed are FDA approved, and provide supporting documentation to support this requirement with the initial submittal. 2.Vendor MUST have a DAPA for Sterilization Packaging Supplies and Peel Packs. Provide the DAPA number with initial submittal. (Note that vendors who do not have a DAPA number will be disqualified in Phase I). 3.Vendor MUST have a separate agreement with the prime vendor (currently, the Southeast Regions prime vendor is Owens & Minor) for distribution in the Southeast Region. Provide supporting documentation (four digit code) with initial submittal. (Note that vendors whose products are not available through the regional PV will be disqualified in Phase I.) 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 discounts, 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 sufficient product implementation services and customer servicing to the multi-service regional facilities. Vendors MUST provide contact information, i.e. name, address, phone number, and e-mail address with initial submittal. 6.Vendors MUST provide any history of back orders and recalls that occurred during the most recent 12-month period for the Sterilization Packaging Supplies and Peel Packs products, including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information deemed relevant (i.e., positive resolutions, etc) in response to this RFQ. The Government will not contact any points of contact provided in response to this question. Vendors should not provide point of contact information in response to this question. 7.Vendor MUST provide Latex free/safe products. Vendor MUST provide a complete list of latex safe/free items supplied (catalog, etc.) in response to RFQ with initial submittal. Phase II Clinical/Performance Evaluation Process. Following acceptability of the technical/company criteria, the TRBO, on behalf of the CPT, will request product sample sets from the product group to be sent to select MTFs for evaluation. Vendors are required to ship their samples directly to the designated MTFs and will be allowed 14 calendar days from the date of notification to complete the delivery. Samples must be shipped to arrive at the MTF by COB, 5:00 PM 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 initiative. NOTE: all vendors must send the TRBO verification regarding the quantity, products, description of items, and date of shipment from the vendor, anticipated delivery date and individual who signed for literature and product sample sets. Specific MTFs will evaluate the vendors product sample sets against the clinical/performance criteria in a non-clinical (non-patient care) setting using a Likert scale, with a one to five rating. The scale descriptors are: one (1)-not acceptable, two (2)-minimally acceptable, three (3)-acceptable, four (4)-most acceptable and five (5)-highly acceptable. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last for 15 calendar days. The CPT has established 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 actual 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 the evaluation criteria below. The CPT intends that clinical evaluations be conducted in a non-clinical setting. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative: Vendor products meet the Clinical Acceptability Target Threshold: 3.0. 1.Sterilization peel packs (pouch) seals are consistent, strong and minimizes any shattering or tearing. a.Sterilization peel packs (pouch) must remain intact to prevent contamination. b.This criterion will be evaluated one (1) trial for each pouch size in the non-clinical (non-patient care) setting. c.The sterilized pouch will be visually and physically inspected for closure integrity any tears to pouch. 2.Sterilization peel packs (pouch) when peeled apart, provide a clean separation of the film from the paper, maintaining the sterile integrity of the contents. a.The adhesive film on the peel pack (pouch) must not come in contact with package content to maintain sterility of package content. b.This criterion will be evaluated by one (1) trial for each pouch size in a non-clinical (non-patient care) setting. c.The evaluator will peel the processed pouch and visually inspect for adhesive film on pouch paper and for film on pouch contents. Phase III Pricing 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 average scores) as determined by the CPT, will be contacted to submit their lowest pricing quotes (as well as product cross-reference data) based on committed volume of 80% of the total Regional requirement. 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 actual Acceptability threshold will be determined to be clinically Unacceptable, and will be disqualified from further consideration for this standardization 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 to 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 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.) The Region intends to evaluate quotes and select a vendor or vendor(s), without discussions as noted above. Clinical/performance and technical/company factors will be weighted more heavily than price. 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. Pricing will be evaluated based on best value to the government and will be based on a committed volume for a two year (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 included 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 evaluator 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 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. ADDRESS TriService Southeast Regional Business Office ATTN: Building 40707 40th Street Room 105 Fort Gordon GA 30905-5650. THE CLOSING DATE IS 30 MAY 2008 AT 1600 HOURS (4:OO PM EDT)
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- Place of Performance
- Address: TriService Southeast Regional Business Office ATTN: Building 40707 40th Street Room 105 Fort Gordon GA
- Zip Code: 30905-5650
- Zip Code: 30905-5650
- Record
- SN01568569-W 20080509/080507220405-65cf61d077e8afc4faf6830ef267cdb2 (fbodaily.com)
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