SOURCES SOUGHT
65 -- Med/Surg Fleet Prime Vendor
- Notice Date
- 1/27/2010
- Notice Type
- Sources Sought
- NAICS
- 339112
— Surgical and Medical Instrument Manufacturing
- Contracting Office
- Defense Logistics Agency, DLA Acquisition Locations, Defense Supply Center Philadelphia - Medical, 700 Robbins Avenue, Philadelphia, Pennsylvania, 19111-5096
- ZIP Code
- 19111-5096
- Solicitation Number
- SPM20010R0000
- Archive Date
- 2/12/2010
- Point of Contact
- Thomas Sidor, Phone: 2157372490
- E-Mail Address
-
Thomas.Sidor@dla.mil
(Thomas.Sidor@dla.mil)
- Small Business Set-Aside
- N/A
- Description
- SOURCES SOUGHT SYNOPSIS For Medical/Surgical Navy Fleet Prime Vendor Contract Defense Supply Center Philadelphia This is a SOURCES SOUGHT SYNOPSIS announcement; market survey for information only, to be used for preliminary planning purposes. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. The Defense Supply Center Philadelphia Medical Directorate has been tasked to solicit for and award a Tailored Logistics Support Prime Vendor contract to service the United States Naval Fleet, which includes all Navy ships, all Naval Field assets, etc. within CONUS (continental United States) and OCONUS (outside the continental United States), such as the hospital ships (while in reduced operating status and after activation status), Seabee Units, Special Warfare Units, Special Operations Units, and Military Sealift Command Shifts. The Prime Vendor will be required to supply approximately 7,000 medical/surgical line items under this program, including, but not limited to, the following federal stock classes: 6510 surgical dressing materials; 6515 - medical and surgical instruments and supplies; 6530 - hospital furniture, equipment, utensils, and supplies; and 6532 - hospital surgical clothing, and related special purpose items. The proposed project will be a Firm Fixed Price contract. The type of solicitation to issue will depend upon the responses to this synopsis. No reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow up information requests. The purpose of this synopsis is to gain knowledge of interest, capabilities and qualifications of the 8(a) the Small Business Community to include to compete and perform a Firm Fixed Price Contract. The Government is seeking to determine if there is adequate competition among the potential pool of responsive 8(a) contractors. Estimated dollar value is $1,604,000.00 Duration of project is a maximum of 6 months. North American Industrial Classification System (NAICS) code applicable to this acquisition is 339112, Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers. The small business size standard for this acquisition is 50 employees. Prior Government contract work is not required for submitting a response under the sources sought synopsis. STATEMENT OF WORK 1. SCOPE: The Prime Vendor (PV) shall provide all identified medical/surgical products required by the U.S. Navy fleet units. ORDERING PATTERNS AND PROCESSES: The ordering patterns of the fleet are as follows: A. The Routine Fleet items will be ordered from the Routine Fleet Ordering List (RFOL) for which the PV has been authorized as a distributor under DSCP Medical Distribution and Pricing Agreements (DAPAs) or under Indefinite Delivery-Type Contracts (IDTCs). In addition, the PV is authorized to supply an item(s) appearing on the RFOL that is not covered by a DAPA or IDTC; however, the PV shall not charge a distribution fee in connection with said item(s) where the Government and the PV have entered into either a firm fixed price or cost -plus-flat-fee contract for the same item at its delivered cost. Routine ordering, order confirmation, and invoicing will be via Electronic Data Interchange (EDI), using the American National Standards Institute (ANSI) X12 transaction sets (850,855, and 810). Each delivery order issued will list an individual requirement for ONE item - i.e., a single part number/Universal Product Number UPN) and/or National Stock Number (NSN). The quantity of each item per order shall be as the customer demands. The PV shall individually package and mark each item with the UPN/Manufacturer Part Number and deliver to the ISSOT Hampton Roads address (shown on page 10). B. The Government estimates that 1,250 orders per month will be transmitted to the contractor, covering approximately 2,500 individual items. This order estimate may be adjusted (increased or decreased) as a result of changes in either the Department of Defense or world conditions. The Government reserves the right to support other deployed forces during contingency operations through delivery orders placed against this contract. 2. ITEMS COVERED: Only items appearing on the RFOL as STOCKED items are required to be available for ordering and immediate delivery under this contract. All items are brand name specific or generic commercial products, which are identified by the manufacturer's commercial item description and part number/UPN, and conform to the manufacturer's commercial specifications. The annual fleet requirements will cover approximately 3,000 different line items. The estimated sales volume reflects the annual estimated requirements based upon available usage figures. The Government reserves the right to add and delete items, as required, during the term of this contract. 3. ITEM LIST AND USAGE DATA RFOL: Separately provided list of items used by the fleet on an annual basis. This list is subject to change by item additions or deletions as required by the Government. Not all items are currently covered by DAPA agreements. A. STOCKED items: Items identified with usage data of 5 units per year or more. Items with usage data of less than 5 units/year may be added only with the agreement of the PV. The fill-rate requirement will be in effect thirty days after the Contracting Officer provides written notification to the PV that a DAPA-covered item is added to the RFOL. B. NON-STOCKED items: Items with either no identified usage data or usage of less than 5 units per year. These items are not subject to specific fill-rate calculations but are targeted for delivery to the ISSOT within 15 days of order placement. The PV will provide to the Contracting Officer periodic (annually as a minimum) usage reports on all NON-STOCKED items with recommendations for establishing a monthly or annual usage quantity for purposes of transferring it to STOCKED item status. 4. SUBSTITUTES: Demand data will identify a primary UPN/Manufacturer Part Number for each National Stock Number (NSN) ordered. Data MAY also identify a secondary or tertiary item as an authorized substitute. The delivered item shall be that with the quantity that matches or comes closest to the quantity ordered, giving preference to the primary, then the secondary, and lastly the tertiary item. (Examples: [1] Order is for 10 units. The primary item has 9 units in stock; the secondary has 10 units; no tertiary. The secondary item shall be shipped. [2] Order is for 5 units. The primary has 5 units in stock; the secondary has 5 units in stock; and the tertiary has 6 units in stock. The primary item shall be shipped.) NOTE: Commingling of items is not authorized. (Example: An order is for 10 pairs of scissors. The contractor has 5 pairs of the primary item, and 5 pairs of the secondary item in stock. The order can be partially filled for 5 pairs of the primary item. The balance of the order will be "killed.") 5. ORDERING OFFICE: All orders will be issued centrally by the ordering activity, i.e.: Defense Supply Center Philadelphia, unless otherwise authorized by a DSCP Contracting Officer. Routine and emergency orders may be placed up to and including the last day of the contract period. 6. MINIMUM PERFORMANCE REQUIREMENTS A. Fill Rate: Maintain, at a minimum, a 90% fill rate for STOCKED item orders. The fill rate will be individually calculated on a monthly basis for each fleet unit, as identified by the DODAAC (6-position alpha/numeric characters transmitted on each order), as well as for the contract overall. The Government intends to monitor the items to track substitution of the primary Manufacturer Part Number/UPN, the importance of supplying the primary item, except in the case of a manufacturer backorder cannot be underestimated. B. Fill/Partial Fill: Supplies will be furnished on a "Fill-Partial Fill" basis. When an order cannot be filled in its entirety, the PV must partially fill an order for an item and the remaining quantity must be canceled. C. Backorder: If the full quantity of an item is on backorder, the PV will backorder the item and notify the ordering activity (DSCP) with the expected "get well" date as long as it is 30 or less days from order placement. An order for a backordered item with a projected release date of more than 30 days from order placement will not be placed on backorder; it will be "killed". The PV will receive a maximum of 75% credit for the Fill Rate Calculation for backordered items (excluding manufacturer backorders). D. Manufacturer Backorder: Manufacturer's backordered items are excluded from the fill rate calculation. This includes all lines that are completely unfilled or only partially filled due solely to a manufacturer backorder. For completely unfilled items, if a manufacturer's backorder is expected to exceed 30 days the order will always be "killed". The PV must clearly indicate to the ordering activity that the unfilled order is the result of a manufacturer backorder for credit under the fill rate calculation. E. Fill Rate Calculation: An order is submitted to the PV via EDI 850 transmission. Successful order placement (start time) is determined by the receipt of functional acknowledgment 997. Orders received after 0000 hours (midnight) and before 17:00 hours (5 P.M.) will be considered received that day and due within 3 business days thereafter. Orders received after business hours 1701 hours (5:01 PM) through 2359 hours (11:59 P.M.) will be considered received on the following business day and are due within 3 business days thereafter. Example: An order is received at 1400 hours on Tuesday, January 24th, 2006; the order must be delivered by close of business (COB), Friday, January 27th, 2006. An order is received on Wednesday, January 25th, 2006 at 0030 hours; that order must be delivered by COB Monday, January 30th, 2006. An order is received at 1800 hours, Wednesday, January 25th 2006; that order must be delivered by COB Tuesday, January 31, 2006. Any order not having a corresponding functional acknowledgment (997) will be adjusted accordingly to reflect a revised start date. Delivery date (end time) will be determined by ISSOT reported receipt date. Receipt date will be reconciled with the vendor-supplied proof of delivery data. Stocked items filled within three (3) business days receive 100% credit. Stocked items filled within 30 business days that have been placed on a valid backorder by AMD will receive 75% credit. For example, orders placed that cannot be filled resulting from usage spikes or delayed shipment from supplier, for which status expected delivery date is provided are considered a valid backorder. Stocked items not received within 30 days that were on a valid backorder status receive no credit. The Contracting Officer has the option to validate backorders. Definitions: Valid Backorder: An item on the agreed upon stockage list that does not have sufficient quantities on hand to fulfill the requested order, but to be sold or delivered when it becomes available at a later date. Total Stocked Lines Ordered: The total number of stocked line orders placed minus any manufacturer backorders. This total includes supplier or supply chain backordered items. Total Stocked Lines Unfilled: The total number of stocked items not filled within three business days. This total includes supplier or supply chain backordered iems. Total Stocked Lines Unfilled Within 3 Business Days Total Stocked Lines Ordered Plus Total Stocked B/O Lines (Excluding Manufacturer B/Os) Filled Within 30 Business Days Of Order Placement x 75% Credit Factor Total Stocked Lines Ordered Sample Stocked Item Fill Rate Calculation Total Stocked Lines Ordered = 2000 Total Stocked Lines Unfilled Within 3 Business Days = 200 Total Stocked Backorder4ed Lines Filled Within 30 Business Days = 100 200 =.10 or 10% 2000 100 x 75% (.75) = 75__ 3.75% 2000 2000 Stocked Fill Rate % = (100% - 10%) + (3.75%) = 93.75% F. Routine Order Delivery: The PV shall deliver all routine orders within 3 business days after order placement to the consolidation point address (sometimes called the "Ship To") shown below: Prior to 1 Mar 2010: Beginning 1 Mar 2010: ISSOT Hampton Roads Defense Distribution Depot Norfolk Virginia 1860 Leutze Blvd. Receiving Officer DDNV Bldg SDA 216 1968 Gilbert Street Norfolk, VA 23511 Norfolk, VA 23512-0001 G. Dated/Shelf Life Items: The PV shall provide only dated/shelf life products bearing an expiration date/shelf life with at least 12 months remaining upon delivery to the Government. For items with 12 months or less expiration dating at time of manufacture, at least 75% of the original dating must remain at time of delivery. The PV shall recommend which items on the RFOL should be designated "dated/shelf life" items based upon industry practice. The Government shall make the final determination of which items are "dated/shelf life" items, and is responsible for providing this list to the ISSOT. H. Packing Slip/List: Two copies of the packing slip/list shall be enclosed with each order and at a minimum will contain the following information: (1) Vendor's Name (2) Contract Number (3) Delivery Order Number (4) Date of Order (5) Requisition Number (Government's 14-position number transmitted with each order) (6) Description of Item (7) Manufacturer Name & Part Number/UPN (8) National Stock Number (9) Quantity Ordered (10) Quantity Shipped (11) Unit of Issue (12) Delivered Unit Price [This is composed of the DAPA price; the PV's distribution fee, plus the applicable DSCP cost recovery factor (CRF). The CRF is subject to change, normally on October 1 of each year). I. Emergency Orders (1) The PV shall accept and process emergency orders 24 hours a day, 7 days a week. DSCP may place such orders with the PV by any means available, including telephone. The PV will provide DSCP with the telephone number and/or pager number of the PV representative responsible for providing this service. The PV will provide an unlimited number of emergency orders with transportation/handling charges invoiced separately. The following is provided for clarification of emergency-order shipments: Each requirement to a single DODAAC will be assigned an individual delivery order number. All delivery order numbers (up to a maximum of 25) placed simultaneously for a single DODAAC, for delivery to one location, will constitute a single emergency-order shipment for the following transportation/handling expense assessment: East Coast Delivery: Amount per pound (to be determined) plus flat fee (below) West Coast Delivery: Amount per pound (to be determined) plus flat fee (below) Alaska/Hawaii: Amount per pound (to be determined) plus flat fee (below) Additional Flat Fee: Emergency called in: During normal business hours (9:00 AM to 5:30 PM EST or DST, as appropriate): $50.00 Outside normal business hours, including weekends and holidays: $250.00 Guidance on emergency order transportation/handling expense billing is provided under EDI ANSI/X12 transaction set 810 (paragraph 7.D. (2) below). (2) Emergency order delivery shall be made within 24 hours of order placement anywhere within the fifty United States. 7. MINIMUM ELECTRONIC DATA INTERCHANGE CAPABILITY Note: DSCP will not use a PV's electronic order entry system in conjunction with this contract. A. The contractor shall accept receipt of routine orders, via its Value Added Network (VAN), on a daily basis. Notwithstanding the proceeding, DSCP will transmit orders to the contractor's VAN in accordance with DSCP's normal business process. Orders may be transmitted to the PV's VAN multiple times daily, at any time of the day, including weekends and holidays. B. For routine fleet ordering, the PV shall have the capability to receive, via a VALUE-ADDED-NETWORJK (VAN), all orders electronically transmitted by DSCP in accordance with the American National Standards Institute (ANSI) X12, 850 Purchase Order transaction set. DSCP will transmit each order to the vendor's VAN mailbox. DSCP's sample ANSI X12 Purchase Order transaction set mapping has been provided separately. C. The PV shall transmit to DSCP's VAN an acknowledgment of each order in accordance with the ANSI X12 855 Purchase Order Acknowledgment transaction set. The acknowledgment shall be provided within four business hours following placement of the order with the PV's VAN. At a minimum, the confirmation shall include the manufacturer part number/UPN being supplied, quantity to be delivered, unit of issue, price 9DAPA price plus PV's distribution fee), and delivery order number. Item status must also be provided, when appropriate (e.g., manufacturer backorder). DSCP's sample ANSI X12 855 Purchase Order Acknowledgment transaction set mapping has been provided separately. D. After shipment of the order the PV shall submit an electronic invoice, using the ANSI X12, 810 Invoice transaction set, to the payment office. Only ONE electronic invoice per delivery order shall be submitted. (1) Routine fleet order invoices will show an exact quantity matching the quantity shipped, and since every order will only contain one line item, the dollar value will be the total dollar value of the order. (2) For emergency orders (which may be composed of many delivery orders), the transportation/handling expense shall be entered in the appropriate data element on one 810- transaction set. DSCP must be advised telephonically which delivery order 810 transaction set will incorporate the transportation/handling expense. The Government will make payment via electronic funds transfer to the PV's financial institution 15 days after receipt of a valid invoice, in accordance with the fast payment procedure in this contract. E. An individual delivery order number will be assigned by DSCP at the time of order placement. Each delivery order number will contain 17 characters of the 13-character contract number (e.g., SPM20010D7000), plus a 4-character supplementary identification number (Delivery Order Number), (e.g., A001). The 13-character contract number will remain fixed for the entire term of the contract. The supplementary number will be unique for each order and may be any combination of alphas and numerics. The contractor shall cite the full 17-character delivery order number in its ANSI X12 810 Electronic Invoice transaction set. F. The PV is responsible for all costs associated with its VAN. 8. PRODUCT RECALL NOTIFICATION A. The PV shall provide recall notification, regardless of level, within two days of notification from the manufacturer or supplier, to the address listed below: (1) DSCP Medical Product Services Office Attention: DSCP-MBP (Mr. Frank McGowan) 700 Robbins Avenue Philadelphia, PA 19111 Telephone: (215) 737-5470 FAX: (215) 737-8144 (2) Naval Medical Logistics Command Code 06 520 Fraim Street Fort Detrick Frederick, MD 21072-5015 Telephone: (301) 619-3065 FAX: (301) 619-3087 (3) DSCP Contracting Officer Attn: DSCP-FSFB 700 Robbins Avenue Philadelphia, PA 19111 9. RETURN POLICY A. The PV will accept returns under the following conditions: (1) Products shipped in error; (2) Products damaged in shipment; (3) Products with concealed damage or latent defects; (4) Products that are recalled. The PV shall be responsible for handling all recalled product except when the manufacturer's policy states otherwise. (5) Products which do not meet the expiration/shelf life dating requirements of the contract unless authorized by the Contracting Officer; and (6) Other returns consistent with the PV's normal return policy. B. All issues involving discrepant orders will be handled by either the DSCP Contract Administrator or the Contracting Officer's Representative (CORF) located at the Consolidation Point. C. Normally the PV shall replace returned products. If the ordering activity does not need replacement of the returned products, the PV shall issue an "open credit" which can be used against a subsequent order in accordance with applicable laws and regulation. The PV will not include this "open credit" amount in its invoices. Credit accounts shall be based on each individual Fleet Unit (DODAAC); however, only the ordering activity (DSCP) can coordinate the application of these "open credits" with the PV. 10. LOW UNIT OF MEASURE (LUM) The PV will be required to fill orders for various items in less than case quantities, but the PV will have the right to accept or reject the addition of individual items to be supplied in low unit of measure. 11. INSPECTION AND ACCEPTANCE A. Government inspection and acceptance of materiel shall take place at the receiving facility, which is either the (1) Consolidation Point for all routine orders, or (2) the Addressee for emergency orders. The receiving facility will store rejected materiel for not more than 5 days pending the PV's specific return instructions. After 5 days, the receiving facility shall return the materiel to the PV at the PV's expense. B. The Government will pay the PV only for materiel the receiving facility has received and accepted. 12. PACKAGING, PRESERVATION AND MARKING A. The PV shall package and identify each order separately while maintaining item integrity. For delivery purposes, multiple orders may be combined in an exterior container; however, EACH order within the container shall be packaged separately and have two copies of the packing slip/list attached. Dated or shelf life items shall not be mixed with non-dated, non-shelf life items. The exterior shall indicate that the product is dated, if appropriate. Unless otherwise specified, preservation, packaging and packing shall be to a degree of protection needed to preclude damage to containers and/or contents thereof under normal shipping conditions. It must also conform to normal commercial practice and comply with applicable carrier regulations involving shipment from the PV to the receiving location cited in the delivery order. Commercial markings not interfering with the clarity or positioning of required markings on the container must be maintained. B. When an order contains an item requiring special handling and storage, the PV shall appropriately mark each package and annotate the packing list with the following statement: "REQUIRES SPECIAL HANDLING AND/OR STORAGE". (Examples of the special handling and storage requirements requiring this statement are: "STORE BETWEEN 2 DEGREES - 8 DEGREES C (35 DEGREES - 46 DEGREES F)," "KEEP FROZEN", and "FLAMMABLE".) C. The PV shall appropriately package and mark, in accordance with industry standards, all refrigerated, flammable, hazardous, and other materiel with special shipping requirements. The PV shall pack items requiring refrigeration with a sufficient quantity of ice so as to maintain preservation for 96 hours from time of shipment. The PV shall annotate such packages with the date/time of packing (with ice) and the date/time that the materiel must be received into refrigeration. D. The PV shall package all bio-hazardous drugs, pharmaceuticals, and chemicals in a separate container marked as a biohazard. The PV shall segregate these items so as to prevent the commingling with material that does not require special handling. 13. HAZARDOUS MATERIAL - MATERIAL SAFETY DATA SHEETS AND HAZARD WARNING LABELS. A. Hazardous Material is defined in the latest version of Federal Standard 313 (including versions adopted during the life of this contract). B. Material Safety Data Sheets (MSDS) are required for all hazardous materiel delivered under this contract. The MSDS must meet the requirements of 29 CFR 1910-1200(g) and the latest version of Federal Standard 313. C. Hazard Warning Labels (HWLs): The PV shall label the item package (unit container) of any hazardous materiel to be delivered under this contract in accordance with the HWL requirements of the Hazard Communication Standard (29 CFR 1910-1200 et seq.) unless the materiel is subject to the labeling requirements of one of the following status: (1) Federal Insecticide, Fungicide and Rodenticide Act; (2) Federal Food, Drug and Cosmetics Act; (3) Consumer Product Safety Act; (4) Federal Hazardous Substances Act; or (5) Federal Alcohol Administration Act. D. The PV shall obtain an MSDS and HWL (if required) for any hazardous materiel it provides under this contract and provide it to the Contracting Officer upon request. At a minimum, the PV shall furnish an MSDS to the receiving facility upon initial delivery of hazardous materiel. The contractor shall maintain a file of all MSDS and HWLs (if required) from suppliers providing hazardous materiel. The PV shall also ensure that all hazardous material is labeled correctly. 14. IMPLEMENTATION PLAN The PV must submit a plan to Contracting Officer within 15 calendar days of award explaining how it intends to implement this contract. The Contracting Officer shall approve, conditionally approve, or disapprove the PV's plan within 7 calendar days of receipt. The Government reserves the right to require additional plans if the initial submission(s) is not approved. 15. TRANSITION PERIOD/COMMENCEMENT SCHEDULE To ensure successful implementation and sufficient administrative lead-time for the establishment of the necessary EDI connections, and to allow the PV sufficient time to adjust its inventory levels, ordering under this contract shall commence no later than 60 days after approval of the implementation plan. At that time, the PV shall have all identified material (STOCKED) available for ordering. All contract costs associated with the transition period shall be borne by the PV. 16. CUSTOMER SUPPORT. After contract award, the PV shall provide to the DSCP Contracting Officer the name and phone number of the PV representative responsible to address any support problems associated with this contract. 17. MEETINGS. The PV agrees to participate in up to four meetings per year with representatives from the Navy and DSCP Medical to address issues concerning the PV's performance under this contract. The Contracting Officer may request additional visits and/or meetings. The PV's costs associates with attending these meetings will be borne by the PV. Replies are due back by the close of business, 28 Jan 2010. Offeror's response to this Synopsis shall be limited to 5 pages and shall include the following information: •Offeror'sname, address, point of contact, phone number, and e-mail address. •Offeror's interest in bidding on the solicitation when it is issued. •Offeror's capability to perform a contract of this magnitude and complexity (include offeror's in-house capability, comparable work performed within the past 5 years -brief description of the project, customer name, timeliness of performance, customer satisfaction, and dollar value of the project) -provide at least 3 examples. •Offeror's type certification as a registered small business. •Offeror's Joint Venture information if applicable -existing and potential. Responses to this Sources Sought Notice must be submitted electronically by 3:00 PM Eastern Time on Thursday, January 28, 2010 to Thomas Sidor at thomas.sidor@dla.mil
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