SOLICITATION NOTICE
65 -- Casting Supplies-Padding
- Notice Date
- 1/30/2009
- Notice Type
- Combined Synopsis/Solicitation
- 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-09-T-9988
- Response Due
- 3/10/2009
- Archive Date
- 5/9/2009
- Point of Contact
- Ashley Taylor, 49 6371 868358<br />
- Small Business Set-Aside
- N/A
- Description
- A.General Information The Tri-Service Europe Region, a military integrated delivery network, comprised of 44 Army, Navy, and Air Force medical commands and medical treatment facilities (MTFs) in the countries Germany, Italy, Portugal, Spain, Turkey, United Kingdom announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Casting Supplies-Padding in all sizes as detailed in the technical criteria below. The primary objective of this standardization initiative 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 products be obtained through the DoD Prime Vendor (PV) Program. The major facilities in the Region include but are not limited to Landstuhl Regional Medical Center, U. S. Army Health Center Heidelberg, U. S. Army Medical Activity Bavaria, U. S. Army Health and Birthing Center - Vicenza, 48th Medical Group RAF Lakenheath, 31st Medical Group Aviano, 52nd Medical Group Spangdahlem, 86th Medical Group Ramstein, 39th Medical Group Incirlik, U. S. Naval Hospital Naples, U. S. Naval Hospital Rota, and U. S. Naval Hospital Sigonella. This RIA initiative will be a Two Phase RIA Process: vendor(s) who meet the technical/company criteria in Phase I will be invited to advance and participate in Phase II; where pricing will be required for submittal along with no charge product literature and/or samples. This standardization action is part of the Medical/Surgical PV 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 PV for the Europe Region (Owens and Minor). This is pursuant to the DAPA clause by which DAPA holders agree to the Standardization process and to allow PVs to distribute their items. This RFRIAQ will result in Regional incentive Agreements (RIAs) that supplement the PV Program. This RFQ will not result in a contract award. For additional information regarding the DSCP PV program please access our web site at https://dmmonline.dscp.dla.mil The Europe Tri-Service Regional Business Office (TRBO) will provide anticipated volume (quantity) based on historical usage. 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 July 2009. The evaluation will be based on clinical, technical, and pricing factors. The Clinical/Performance evaluation factors are considered significantly more important than cost or price. As the 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 (POC) is Mr. Robert Halliday, phone: 011-49-6221-172108, and e-mail robert.halliday@us.army.mil B.Products and Performance Required The Europe Region is seeking product line items in the category of Casting Supplies-Padding, which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $111,635.08. 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. The overall evaluation will be based upon clinical, technical and pricing factors. The final selection recommendation will be determined by utilizing the best value and trade off criteria. At the request of the Europe Region MTFs, vendors will provide on-site support and in-servicing, educational resources and tools for clinical use of these products, conversion information, prime vendor order numbers, Material Safety Data Sheets (MSDS) information, and itemization of the brands, types, and packaging information of the products offered by the vendor. C.Instructions to Vendors DAPA holders interested in participating in this standardization initiative MUST E-mail your response to robert.halliday@us.army.mil and provide: (1) Company name and address, (2) point of contact information (Name and Phone Number, Fax Number, and E-mail Address), (3) the company DAPA number and (4) the company detailed responses to the questions under Technical/Company Criteria below. Your e-mail will include your agreement to provide for your products necessary technical criteria, no charge samples for clinical evaluation, and submission of electronic best price offers that represent a discount from your companies base uncommitted DAPA pricing. Submissions must be received by close of business (COB) 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 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 must be digitally signed by the issuer. 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 all of the MTFs within the Europe Region. They are the decision makers for this initiative. The Region intends to evaluate price quotes and select a vendor or vendor(s), without discussions. When requested, vendor quotes should contain the best product matches for the products or product lines requested in the product and pricing request. Vendor quotes should contain their best responses to all technical and/or company questions listed in this announcement. Vendor quotes should contain the best tiered-pricing discounts off of the company 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.) 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 robert.halliday@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 Clinical Product Team (CPT) 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 clinical/performance 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 vendor 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 vendor 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. Vendors who fail to meet the criteria will be notified in writing regarding selection/non-selection at the conclusion of the completed product evaluation process. All communications of significant acquisition milestones (such as invitations to participate, or notices of disqualification) must be digitally signed. The following eight (8) equally weighted Technical/Company Evaluation Criteria have been established for this standardization initiative and vendors MUST provide a response to the following criteria by the closing date of the FBO: 1.Vendors must be able to provide a full product line of Casting Supplies-Padding to include but not limited to cotton, sterile and non-sterile forms that are used in all patient care settings in the Europe Region military treatment facilities (MTF). A complete line of product is defined as the MTFs requirements for usage items in the product line. Usage items are defined for this report as items used in the Europe Theater within a twelve month period. At a minimum, a complete product line includes: a. Usage items: 1)Padding Cast or Splint Cotton Sterile-Sizes: 2, 3, and 4inW x 4yds. 2)Padding Cast or Splint Cotton-Sizes: 2, 3, and 4inW x 4yds. b. Vendors must provide a complete list of items supplied and product literature in response to this RFQ. Vendors are required to supply all items listed in all sizes and styles. Vendors who do not have a complete product line as above will be disqualified in Phase I. 2.Vendors must have a DAPA or be in the process of applying for a DAPA number for the Casting Supplies-Padding product line. Provide the DAPA number or proof of the application process with the initial submittal. (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 Prime Vendor (PV), Owens and Minor, for Casting Supplies-Padding distribution in the Europe Region. Vendor must provide the four digit Owens and Minor code with initial submittal. (Note a vendor whose products are not available through the regional PV will be disqualified.) 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. Where lower uncommitted Federal Supply Schedule (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. Vendors who do not provide discounts off DAPA for ALL products in Phase III will be disqualified. 5.Vendors must provide electronic and hard copy proposed pricing and a competitive product cross-reference in electronic Microsoft Excel format within 14 days of request by the TRBO. 6.Vendors must provide any history of back orders and recalls that occurred during the most recent 12-month period for their Casting Supplies-Padding product lines 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. 7.Vendors must identify the types of educational tools, materials or staff training that the company provides for Casting Supplies-Padding in response to this RFQ. 8.Vendors must indicate that they agree to ship samples necessary for evaluation to the TRBO by close of business (COB) within 14 calendar days of request via United States Postal Service (USPS) eliminating delays that occur with Custom Offices in Europe. Proof of vendor shipment (copy of the PS Form 2976-A with stamped date) via USPS prior to the established deadline must be scanned and sent via digitally signed e-mail to the TRBO. Provide acknowledgement of this requirement in response to this RFQ. Phase II - Clinical/Performance Evaluation and Pricing Analysis Process: Clinical Evaluation Process 1.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 directly to the TRBO via USPS to the following APO address: Commander, Europe Regional Medical Command Attn: G-4 TriService Standardization, Mr. Robert Halliday, (011-49-6221-172108), CMR 442 APO AE 09042 2. Vendors will be given 14 calendar days from the issue of the notice to ship samples for the clinical evaluation at Phase II. Vendors who do not meet the deadline for the shipment of samples by COB on the 14th calendar day after the issue date of the notice to supply samples will be disqualified from the standardization process. NOTE: All vendors must send TRBO Point of Contact (POC) verification regarding the date of shipment from the vendor and the anticipated delivery date via e-mail digitally signed. Verification of shipment is defined as sending the TRBO a copy of the USPS PS form 2976-A customs form. The PS form 2976-A will have a stamped date the package was accepted by USPS. Vendors whose packages have a stamped date after the established notification to ship deadline date will be disqualified from this standardization process. The non-sterile samples: Padding: 2, 3, and 4 inch; one (1) bag (8-12 rolls per bag) for the eight (8) MTFs 1 of each size for the TRBO to be provided as follows: 1.Padding-size: 2 inch non-sterile padding. 2.Padding-size: 3 inch non-sterile padding. 3.Padding-size: 4 inch non-sterile padding. NOTE: Samples are to be shipped to the Europe Region TRBO. The TRBO requests sample orders be separated by MTF. The TRBO will have the responsibility of forwarding the samples to the participating MTFs. Vendors are not allowed to send any other product samples sets or materials other than what the CPT has requested. Failure to abide by this request will disqualify the vendor from further consideration in this standardization process. 3. To determine acceptability, a CPT comprised of medical professionals from the MTFs will evaluate the products based on the evaluation criterion stated below. It is intended that clinical evaluations shall be conducted in clinical (patient care) setting. 4. The CPT will evaluate the products provided with the clinical/performance criteria identified in this announcement below. All clinical/performance criteria are weighted equally. The clinical/performance evaluation period will last for fourteen (14) calendar days. The CPT will evaluate the product against the clinical/performance criteria. The evaluation responses will be in a Likert scale format with a 1-5 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. The CPT has established a target threshold of 3.00 for the clinical acceptability of products for standardization. The CPT will determine the actual acceptability threshold for this standardization initiative at or near 3.00 depending on the location of any break in vendor average scores (i.e., a gap between vendor average scores). In addition, the CPT 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. The criteria below will be evaluated one (1) time by each participating MTF. Clinical/Performance Criterion: 1. Material performance and Clinician preference The cast padding readily tears allowing uniform padding application over body contours. a.The padding must tear evenly and smoothly aiding the uniform molding process preventing unnecessary pressure against the patients skin or bony prominences promoting skin breakdown. b.The evaluator will apply the padding to the body area that is needed observing the ability of the padding to functionally tear aiding the process to provide a smooth surface for the casting tape. 2. Material performance and Clinician preference The cast padding readily molds for a uniform application over body contours. a. The padding must provide uniform molding so that it does not put unnecessary pressure against the patients skin or bony prominences preventing skin breakdown. b. The evaluator will apply the padding to the body area that is needed and mold it to fit the body contour observing the ability of the padding to uniformly conform providing a smooth surface for the casting tape. Pricing Analysis Process: Upon completion of Phase I Technical/Company Criteria Evaluation, vendors who are selected to progress to clinical/performance evaluations will be requested to provide their best product and price discount quotes concurrent with product samples being requested. 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 Europe Region. Pricing must be received at the TRBO by COB, 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 best product matches for the products or product lines requested in this announcement. Vendor quotes should contain their best tiered-pricing discounts off of the vendor DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Vendors will forward pricing to the TRBO, and the TRBO will prepare a pricing analysis to be reviewed by the CPT. The CPT will then make a recommendation to the TPRB with the selected vendor giving the best overall value both clinically and financially for the Region. Pricing will be based on a committed volume for a two-year period with possible one-year option periods (not to exceed 5 years). The Clinical/Performance evaluation factors are considered significantly more important than cost or price. As the evaluation results become more clinically equal, price will become more important. The following elements will be considered in the pricing analysis: 1) Impact of RIA prices on the Region (Post-Standardization Costs) is considered more important than the other pricing elements. 2) Impact of Unmatched Lines; i.e.; do 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? 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. 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. Non-Selected Vendors will be notified in writing regarding selection/non-selection at the conclusion of the completed product evaluation process.
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- Place of Performance
- Address: European Regional Contracting Office ATTN:MCAA E, Building 3705 Landstuhl, Germany APO AE<br />
- Zip Code: 09180<br />
- Zip Code: 09180<br />
- Record
- SN01741785-W 20090201/090130221412-d5db9220c94ea856fe09ceebe18ca7a0 (fbodaily.com)
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