SOURCES SOUGHT
65 -- Incentive Agreement Quotation RFRIAQ for the Standardization of Exam Table Paper
- Notice Date
- 9/2/2008
- 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, Southeast Regional Contracting Office, Southeast Regional Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650
- ZIP Code
- 30905-5650
- Solicitation Number
- APP03-04-0808-001
- Response Due
- 9/22/2008
- Archive Date
- 11/21/2008
- Point of Contact
- Carolyn Lovett, 706-787-7960<br />
- Small Business Set-Aside
- N/A
- Description
- 65-Medical Supplies-Potential Sources Sought A.General Information. The Southeast Region TRBO Reg. 3 and 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 the countries of Honduras and Cuba, and the territory of Puerto Rico announces a Request for Regional Incentive Agreement Quotation RFRIAQ for the standardization of EXAM TABLE PAPER. 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 sources 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, 96 Medical Group Eglin AFB, FL, Naval Hospital Pensacola, FL, Naval Hospital Beaufort Beaufort, SC, 81 Medical Group Keesler AFB, MS and the 6 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 will result in Regional Incentive Agreements RIAs that supplement the Prime Vendor Program. The RFQ will not result in a contract award. 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 years 24 months from date of selection with three 12 month option periods not to exceed 5 years. Anticipated selection date is November 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. Point of Contact: Ginny Slayton, 706 787-2019, Virginia.slayton@us.army.mil. B.Products and Performance Required. The Southeast Region is seeking product line items in the category of EXAM TABLE PAPER, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of 88,362.97 dollars. 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 Company POC Name and Phone Number, Fax Number, and Email address to VIRGINIA.SLAYTON@US.ARMY.MIL. Submissions must be received by COB 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 should 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 quotes and select a vendor or vendors, 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 contain the vendor's best tiered-pricing discounts off of the vendor's DAPA pricing based on committed volume of 80 percent 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. However, the Region reserves the right to conduct discussions and request revised quotes, if determined necessary. 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. Phase I Technical Company Evaluation Process. Interested vendors are to respond to this FBO announcement by emailing their detailed responses and required documentation to Virginia.slayton@us.army.mil 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 Tri Service Product Review Board TPRB and determine the acceptability of each vendor. After the review of the technical company criteria, those vendors who meet the following technical company criteria will be qualified invited to participate in the clinicalperformance evaluation process as well as the price analysis process and will be requested to submit their best product price discount quotes via an email communication with each vendor. In general, acceptability for the purposes of validation of technical company criteria is defined as follows : Generally, responses to all questions in the technical company criteria demonstrate that: 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 and 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 Exam Table Paper 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 Exam Table Paper that in the sizes of 18 inches to 21 inches wide X 125 feet to 225 feet in length, adults and pediatrics styles. The Exam Table Paper will consist of non-abrasive texture or finish e.g., smooth, and crepe-paper like, absorbent and nonabsorbent, and Latex safe free. Vendors are required to supply all items listed in all sizes listed. b.Vendor MUST provide a complete list of items supplied manufactured and or distributed by brands via catalog, and product literature in response to this RFQ with initial submittal. Vendors are required to supply all items listed in all sizes and device type. Vendors who do not have a complete product line as above will be disqualified in Phase I. 2.Vendor MUST have a DAPA for the Exam Table Paper product line. Vendor MUST provide DAPA number with initial submittal. Note that vendors without a DAPA number will be disqualified in Phase I. 3.Vendor MUST have a separate agreement with the prime vendor currently, the prime vendor is Owens and Minor for Exam Table Paper in the Southeast Region. Note that vendors whose products are not available through the regional PV will be disqualified in Phase I. Vendor MUST provide supporting documentation four digit code of agreement with 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 who do not provide discounts off DAPA for ALL products in Phase II will be disqualified. 5.Vendor MUST provide all history of back orders and recalls that occurred during the most recent 12 month period for Exam Table Paper products, including dates, duration, cause, and resolution. Vendors will not have an opportunity to provide additional information on back orders and recall 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 provided points of contact in response to this question. Vendors should not provide point of contact information in response to this question. 6.Vendor MUST provide Exam Table Paper products that are recyclable or environmentally safe to discard non-toxic. Vendor MUST provide literature to support this in response to this RFQ with initial submittal. Phase II Plan Clinical/Performance Evaluations and Pricing Analysis Process: Clinical Performance Evaluations 1.Following acceptability of the technical company criteria, the TRBO, on behalf of the TPRB, will request product sample sets from the product group to be sent directly to the TRBO point of contact and will be allowed 14 calendar days from the date of notification to complete the delivery. Product samples must be shipped to arrive at the TRBO location by COB, 5:00 PM EST, on the 14 calendar day after the notice to ship. Vendors failing to deliver the product sample sets by the deadline will be disqualified from this standardization initiative. Note: all vendors must send the TRBO verification regarding the date of shipment from the vendor and final delivery date of the product sample sets. 2.Specific MTFs will evaluate the vendors product sample sets against the clinical performance criteria in a clinical patient care setting using a Likert scale, with a one to five scoring range. The scale descriptors are: one 1 not acceptable, two 2 minimally acceptable, three 3 acceptable, four 4 more acceptable, and five 5 highly acceptable. 3.All clinical performance criteria are weighted equally. The clinical performance evaluation period will last for one 1 calendar day. The TPRB has established a target threshold of 3.00 for the Clinical Acceptability of products for standardization. The TPRB will determine the actual Acceptability threshold for this standardization initiative at or near 3.00 depending on the location of any break in vendors average scores i.e., a gap between vendors average scores. In addition, the TPRB may consider how closely scores are clustered near the Acceptability target threshold of 3.00, 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. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process DSCP approval. 4.To determine acceptability, the Tri Service Product review Board TPRB, comprised of medical professionals from multiple disciplines from the Southeast Region will evaluate the products based on the evaluation criteria below in a non clinical nonpatient care setting. The following Clinical Performance Evaluation Criteria have been established for this standardization initiative: Smooth Exam Table Paper 1.Patient Safety Goal 7 Reduce the risk of health care-associated infections The Exam Table Paper is of sufficient strength to resist damage tearing during patient examination. a.Providing an effective preliminary barrier against contamination is necessary to reduce the risk of potential health care associated infections serving as a barrier between the patient and equipment. b.The evaluator will apply the examination table paper to a chair and sit on the exam paper for 15 minutes, then getting up and inspecting the exam paper for rips, holes, tears indicating that the barrier has been broken. 2.Patient Safety Goal 7 Reduce the risk of health care-associated infections The Smooth Exam Table Paper is of sufficient absorbency and provides a complete moisture barrier. a.Providing an effective preliminary barrier against contamination is necessary to reduce the risk of potential health care associated infections as well as to be able to withstand potential moisture applied to the paper during patient usage. b.The evaluator will place a piece of Smooth Exam table paper on a table and place three 3 tablespoons of water randomly across the paper visualizing that the drops do not soak through. Crepe Exam Table Paper 3.Patient Safety Goal 7 Reduce the risk of health care-associated infections The Exam Table Paper is of sufficient strength to resist damage tearing during patient examination. a.Providing an effective preliminary barrier against contamination is necessary to reduce the risk of potential health care associated infections serving as a barrier between the patient and equipment. b.The evaluator will apply the examination table paper to a chair and sit on the exam paper for 15 minutes, then getting up and inspecting the exam paper for rips, holes, tears indicating that the barrier has been broken. 4.Patient Safety Goal 7 Reduce the risk of health care-associated infections The Crepe Exam Table Paper is absorbent to fluids. a.The Crepe Exam Table Paper is used when more absorbency is required. This paper will not allow liquids to drip off the table and is important in providing an effective preliminary barrier against contamination. b.The evaluator will place a piece of Crepe Exam table paper on a table and place three 3 tablespoons of water randomly across the paper visualizing that the drops absorb into the paper. Pricing Analysis Process. Upon completion of the Phase I Technical Company Criteria Evaluation, vendors who are found technical acceptable will be qualified invited to provided their product samples and price discount quotes concurrently. 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 Southeast Region. Pricing must be received at the TRBO by COB 5:00 PM EST, fourteen 14 calendar days after the issue date of the vendor notice to submit best product and price quotes. 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 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 contain the vendor's best tiered-pricing discounts off of the vendor's DAPA pricing based on committed volume of 80 percent of the total requirements of the MTFs in the Region. The Region intends to evaluate quotes and select a vendor or vendors, 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 Region 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 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 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. 3 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. 4 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.
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FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=213361bb659d00ac89bfb4c22d56edce&tab=core&_cview=1)
- Place of Performance
- Address: Southeast Regional Contracting Office ATTN: MCAA SE, Building 39706 Fort Gordon GA<br />
- Zip Code: 30905-5650<br />
- Zip Code: 30905-5650<br />
- Record
- SN01657400-W 20080904/080902221618-213361bb659d00ac89bfb4c22d56edce (fbodaily.com)
- Source
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FedBizOpps Link to This Notice
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