SOURCES SOUGHT
65 -- Orthopedic Soft Goods - Upper Body
- Notice Date
- 5/16/2008
- Notice Type
- Sources Sought
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- Department of the Army, U.S. Army Medical Command, European Regional Contracting Office, European Regional Contracting Office, ATTN:MCAA E, Building 3705, Landstuhl, Germany APO, AE 09180
- ZIP Code
- 09180
- Solicitation Number
- W9114F-08-T-9996
- Response Due
- 6/20/2008
- Point of Contact
- antonio.t.stewart, 496371868696
- Small Business Set-Aside
- N/A
- Description
- A.General Information. Europe Region seeks approval to initiate the standardization process for Orthopedic Soft Goods Upper Body for its 55 Army, Navy, and US Air Force medical facilities in Germany, Italy, Portugal, Spain, Turkey, United Kingdom, and Southwest Asia. Standardization for this product line, Orthopedic Soft Goods Upper Body, represents new or first-time initiative for the Europe Region. This product line includes a full line of Orthopedic Soft Goods Upper Body in various sizes and descriptions, as detailed in 1a of the Technical Criteria, below, Usage Items. 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 via USAMMCE. The major facilities in the Region include but are not limited to Landstuhl Regional Medical Center, U. S. Army Hospital Heidelberg, 48th Medical Group RAF Lakenheath, 52nd Medical Group Spangdahlem, 86th Medical Group Ramstein, 39th Medical Group Incirlik, 65th Medical Group Azores, U. S. Naval Hospital Naples, U. S. Naval Hospital Rota, U. S. Army Health Center - Vicenza, U. S. Army Medical Activity Bavaria, 31st Medical Group Aviano, U. S. Naval Hospital Sigonella, U. S. Army 30th Medical Brigade, and U. S. Army CENTCOM. 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 items. This Request for Quotes (RFQ) is a supplement to the Prime Vendor Program, and it 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 (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 September 2008. 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. Point of Contact is Mrs. Marcee Whisenant, phone: 011-49-6221-172109, and e-mail marcee.whisenant@us,.army.mil B.Products & Performance Required The Europe Region is seeking product line items in the category of Orthopedic Soft Goods Upper Body, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $450,842. This forecast is based on historical prime vendor sales during a recent 12-month period. The top ten high volume usage lines for this project include: Collar Cervical EMS Extrication Univ Adult Adj Plastic/Foam Trach Open Hook and Loop Closure w/Chin Rest$24,407.95 Collar Cervical EMS Extrication 16 Adj Settings Plastic/Foam Trach Open Hook and Loop Closure$20,898.68 Collar Cervical Foam Med Density Universal 4.75inH 22inL Contoured w/ Stockinette Cover Hook and Loop Closure$18,949.32 Sling Arm Triangle Bandage Child$14,043.93 Splint Finger Strip 18inL x 0.75inW Aluminum Closed Cell Foam/White$12,452.87 Collar Cervical Adult w/Extra Pads Tall$10,026.85 Sling Arm Hemiplegic Left Large Cotton Envelope 2-Padded Shldr Straps w/Thumb Loop Padded Back$9,083.53 Collar Cervical Philadelphia Med 4.25inH 13-16inL w/Chin Rest Trach Open Adjustable Strap$8,174.66 Collar Cervical Adult w/Extra Pads Regular$8,108.67 Immobilizer Shoulder Sling Large PE Synthetic Closed Elbow/Open Hand Padded Shoulder/Body Strap$7,977.20 At the request of the Europe Region MTFs, vendors will provide on-site support and in-servicing during implementation, educational resources and tools for clinical use of the product, conversion information, prime vendor 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), and all answers to the technical/company criteria to marcee.whisenant@us,.army.mil. All e-mail communication between vendors and the region must be digitally signed. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) will be digitally signed as well. Submissions must be received by 4:00 PM EST 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 samples 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 has actually arrived at the Europe Regional Tri-Service Business Office (TRBO) via e-mail. All email communications between vendors and the Europe Region must be digitally signed by the issuer. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. 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 Military Treatment Facilities within the Europe Region. They are the deciding officials for this initiative. The Europe Region 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 Europe 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 Europe 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 intent to participate to the above POC by the required response date. Based on vendor responses, the TRBO POC will request detailed responses to the technical/company criteria from each vendor. 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 under the purview of the TPRB and the Clinical Product Team (CPT) to determine acceptability of each vendor. After review of the technical/company criteria, those vendors who meet these criteria will be qualified/invited to participate in the clinical/performance evaluation. 1. In general, acceptability for purposes of evaluation of technical/company criteria is defined as follows: a. Based on the vendors responses, the evaluators have reasonable confidence that the line or products and/or services submitted meet the medical standards of care of the community applicable to such products or services. b. The vendors information provided is factually correct. 2. Any misrepresentation of information will disqualify the vendor from further consideration. The following Technical/Company Evaluation Criteria have been established for the standardization initiative: 1.Vendors must provide a complete line of Orthopedic Soft Goods Upper Body products for single use. A complete line of product is defined as the MTFs requirements for usage items in the product line. Usage items are defined in for this report as items ordered by the Europe region within a twelve month period. At a minimum, a complete product line includes: a. Wrist Supports: Sizes-XSmall, Small, Medium, Large, Xlarge, and Universal. b. Cervical Collars: Sizes-Small, Medium, Large, Universal, Children 6-12yr, and Pediatric 2-6yr. c. Arm Slings: Sizes- XSmall, Child, Small, Medium, Large, XLarge, and Universal. d. Finger/Thumb Splints: Sizes-Universal, Small, Medium, and Assorted.e. Elbow Sleeves, Bands, and Braces: Sizes-Small, Medium, Large, XLarge, and Universal. f. Shoulder Immobilizers: Sizes-XSmall, Small, Medium, Large, and Universal. g. Acromioclavicular and Clavicle Straps: Sizes-Infant, Small, Medium, Large, and Universal. 2.Vendors must have a DAPA or be in the process of applying for a DAPA number for the Orthopedic Soft Good - Upper Body 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.) Your DAPA number is: __________________. 3.Vendors must have a separate agreement with the PV Owens & Minor for distribution in the Europe Region. (Note a vendor whose products are not available through the regional PV will be disqualified.) 4.Vendors must offer discounts off DAPA for all products included in this standardization initiative. Where lower uncommitted FSS prices are available, DAPA holders are required by previous agreement to provide the uncommitted FSS price as the DAPA price. Vendors shall not quote uncommitted FSS prices as the discounted price for purposes of this standardization initiative. (Note a vendor that fails to offer a discount from DAPA will be disqualified.) 5.Vendors must provide electronic and hard copy proposed pricing and a competitive product cross-reference in electronic Microsoft Excel format upon request. 6.Vendors must provide a statement confirming their products meet the industry production and safety standards (FDA 510K, OSHA regulations, and CDC guidelines) used in manufacturing Orthopedic Soft Good - Upper Body products with initial submittal. 7.Vendors must provide any history of back orders and/or recalls that occurred during the most recent 24-month period for the Orthopedic Soft Good - Upper Body products including dates, duration, cause, and resolution in response to this RFQ. Vendors will not have the opportunity to provide additional information on back orders 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 response to this question. Vendors should not provide point of contact information in response to this question. 8.Vendors must provide contact information (Name, phone number, and e-mail address) for a local vendor representative in the Europe Region in response to this RFQ. 9.Vendors must supply literature demonstrating instructions/directions for use with each unit of issue and provide evidence of this in response to this RFQ. 10.Vendors must provide statement revealing all product line items containing synthesized polymer (plastic/rubber) are clearly labeled as latex free/safe in response to this RFQ. 11.Vendors must provide documentation for all possible educational tools and materials that are available for Orthopedic Soft Good - Upper Body products in response to this RFQ. 12.Vendors must provide documentation for 24/7 customer service and identify company resources for such support in response to this RFQ. 13.Vendors must provide documentation showing that their shoulder immobilizer has abduction capability in response to this RFQ. 14.Vendors must be able to ship samples necessary for evaluation via United States Parcel Service eliminating delays that occur with Europes Custom Offices. Provide acknowledgement of this issue in response to this RFQ. Phase II - Clinical/Performance Evaluation Process. The multi-disciplinary CPT formed by the TPRB will request samples (no charge) from the product line to be clinically evaluated at select Military Treatment facilities. The CPT will evaluate the product line using hands on evaluation of samples in a non-clinical (non-patient) setting. As mentioned in the technical/company criteria above, vendors are required to ship samples to the Europe Tri-Service Regional Business Office (TRBO) via United States Parcel Service (USPS) to the following APO address: Commander, Europe Regional Medical Command Attn: G-4 TriService Standardization Mr. Rob Halliday, (DSN 371-2108) CMR 442 APO AE 09042 Vendors will be given 14 calendar days to ship samples. Samples must be shipped to the TRBO by COB, 5:00PM EST on the 14th calendar day after the notice to ship. Vendors failing to deliver by the deadline will be disqualified from further consideration in the standardization process. Vendors must forward verification (e-mail) of shipment to the TRBO. Specific MTFs will evaluate the clinical/performance criteria using a Likert scale, with a one to five rating. One (1) is equal to not acceptable, two (2) is equal to minimally acceptable, three (3) is equal to acceptable, four (4) is equal to most acceptable, and five (5) is equal to highly acceptable. All clinical/performance criteria are equally weighted. The CPT has established a target threshold of 3.00 for the clinically acceptability of products for standardization. The CPT will analyze this acceptability as being at or near 3.00 depending on the break in the average scores and how closely scores are clustered near the Acceptability Target Threshold of 3.00. Vendors scoring below the actual acceptability threshold will be determined to be clinically unacceptable, and be disqualified from further consideration for this standardization initiative. To determine acceptability, a CPT comprised of medical professionals from multiple disciplines will evaluate the products based on the evaluation criteria below. The CPT intends clinical evaluations be conducted in a non-clinical (non-patient) setting. The following product line items have repetitive performance criteria. Each performance criteria will be justified only once to prevent redundancy. The following Clinical/Performance Evaluation Criteria have been established for this standardization initiative: 1. Adjustable closure (proper fit). a. Allows proper fit to stabilize injured or diseased body part. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 2. Lightweight (patient comfort). a. The weight of the splint or brace is important for patient comfort due to the length of time the device will need to be applied. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 3. One-handed application and removal (self-application). a. Due to the injury of the body part there is only the other extremity that is functional. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 4. Product has features to provide comfort to user (patient comfort). a. The CPT will be looking for the different kinds of padding offered to allow for patient comfort. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 5. Provides firm support (patient safety). a. This feature allows the stabilization of the body part protecting the body part from further injury. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 6. Allows (and does not impinge upon) range of motion (ROM) of the metacarpal phalangeal joints -MCPJs (finger joints) and the thumb (patient safety). a. Some splints incorporate more than one joint above and/or below the injured body part. It is important that certain joints if they are not injured are allowed to move freely. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 7. Washable (patient hygiene, MTF cost savings). a. Some splints have the capability to continue to provide support after washing. b. Washing provides patient hygiene due to the length of time this particular splint needs to be applied. c. Washing allows patient reuse of splint providing a cost savings to the MTF. d. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 8. Secure Closure (patient safety). a. Prevents accidental disconnects allowing stability and reduction of pain. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 9. Air Permeable/Breathable (patient comfort). a. Splints and/or braces may cause increased perspiration thus discomfort. It is important for a cervical collar to allow some air flow reducing the severity of this process. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. 10. Immobilization (patient safety). a. This feature allows the stabilization of the body part protecting the body part from further injury. b. Each criterion will be evaluated 4 times by each participating MTF using each product sample by clinical personnel in a non-clinical setting. Vendor products meet the Clinically Acceptable Target Threshold of 3.00 Finger Splints- 1.Adjustable closure (proper fit). 2.Lightweight (patient comfort). 3.One-handed application and removal (self application). 4.Product has features to provide comfort to user (patient comfort). 5.Provides firm support (patient safety). Thumb Supports/Splints- 1.One-handed application and removal (self application). 2.Product has features to provide comfort to user (patient comfort). 3.Product provides immobilization (patient safety). 4.Adjustable (proper fit). Wrist Braces/Splints- 1.Adjustable closure (proper fit). 2.Lightweight (patient comfort). 3.One-handed application and removal (self application). 4.Provides firm support (patient safety). 5.Allows (and does not impinge upon) ROM of the MCPJs and the thumb (patient safety). Forearm Straps- 1.One-handed application and removal (self application). 2.Product has features to provide comfort to user (patient comfort). 3.Provides firm support (patient safety). Shoulder Slings- 1.Adjustable (proper fit). 2.Washable (patient hygiene, MTF cost savings). 3.Product has features to provide comfort to user (patient comfort). 4.Lightweight (patient comfort). Shoulder Immobilizers- 1.Adjustable straps (proper fit). 2.Washable (patient hygiene, MTF cost savings). 3.Lightweight (patient comfort). 4.Product has features to provide comfort to user (patient comfort). Neck Supports/Cervical Collars- 1.Secure closure (patient safety). 2.Lightweight (patient comfort). 3.Air Permeable/Breathable (patient comfort). 4.Product has features to provide comfort to user (patient comfort). Phase III - Pricing Analysis Process. After the clinical/performance evaluations is completed and analyzed, all vendors in the clinical evaluation group who met the minimum 3.00 clinical threshold (depending on the break in the average scores and how closely scores are clustered near the Acceptability Target Threshold as determined by the CPT) will be contacted to submit their lowest pricing quotes as well as product cross-reference data based on a committed volume of 80% of the total Europe Regional requirement. Vendors will be provided fourteen (14) calendar days to submit their price quotes in the prescribed format as above via email. Price quotes must be received by 4:00 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 participation in this RIA initiative. The Europe Region intends to evaluate quotes and select a vendor or vendors, without discussions as noted above. However, the Europe Region reserves the right to conduct discussions and request revised pricing, if determined to be necessary. Clinical/performance and technical/company factors will be weighted more heavily than 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 period with possible one-year option periods (not to exceed 5 years). The following elements will be considered in the pricing analysis: 1.The impact of RIA prices on the Region (Post-Standardization Costs) is considered more important than the other pricing elements. 2.Impact of Unmatched Lines. 3.Consideration of stock keeping units (SKUs) by each vendor. The Europe Region intends to reduce the number of stock keeping units (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.
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- Place of Performance
- Address: European Regional Contracting Office ATTN:MCAA E, Building 3705 Landstuhl, Germany APO AE
- Zip Code: 09180
- Zip Code: 09180
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