SOURCES SOUGHT
65 -- Tri-service Regional Business Office (TRBO) Northwest Region (Washington and Alaska) announcement for the evaluation and standardization of Surgical Drains
- Notice Date
- 12/21/2007
- Notice Type
- Sources Sought
- Contracting Office
- Western Regional Contracting Office, ATTN: MCAA W BLDG 9902, 9902 Lincoln Street, Tacoma, WA 98431-1110
- ZIP Code
- 98431-1110
- Solicitation Number
- W91YU011-08-01-003SURGICALDRAINS
- Response Due
- 1/25/2008
- Archive Date
- 3/25/2008
- Point of Contact
- Wesley E. Burnett, 253-968-1869
- E-Mail Address
-
Email your questions to Western Regional Contracting Office
(wes.burnett@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- A. General Information. The Northwest Region TRBO Region 11, a military integrated delivery network, comprised of 8 Army, Navy, Air Force Medical Treatment Facilities (MTFs) in Washington and Alaska announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Surgical Drains. The product line consists primarily of: sterile drains, to include end-and mid-perforated, flat, round, sump, PVC, silicone, closed (such as Jackson-Pratt type) and open (such as Penrose). Sterile drain/reservoir combinations, with or without trocars; reservoir types should include those with high or low negative pressure. Standardized products will be obtained through the DoD Prime Vendor Program. The primary objecti ve of this program is to standardize products or product lines obtaining the clinically preferred product or source(s) at the best possible price based on volume pricing discounts utilizing a best value determination process. The secondary objectiv e of this standardization initiative is the potential of decreasing the existing Stock Keeping Units (SKUs) and thus dollars held as inventory. The below item detail of the products being purchased within the region will be used to target and cross-match product lists submitted by the vendor. This process will ensure the minimum requirements of the Region are met and help identify possible candidates for elimination (i.e. like product items), as well as potentially minimizing the number of SKUs included i n a subsequent incentive agreement. The Military Treatment Facilities (MTFs) in the Region include but are not limited to: Basset Army Community Hospital, Fort Wainwright, AK 99703; Bremerton Naval Hospital, Bremerton, WA 98312-5000; Fairchild AFB C linic,Fairchild AFB, WA 99011-8701; 354th Medical Group, Eielson Air Force Base, AK 99702; 3rd Medical Group, Elmendorf AFB, AK 99506-3620; Madigan Army Medical Center, Tacoma, WA 98431-5000; McChord AFB Clinic, McChord AFB, WA 98438-1150; Oak Harbor Naval Hospital, Oak Harbor, WA 98278-8800 This standardization action is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia, Directorate of Medical Materiel. In order to participate, your company must ha ve, or be in process of obtaining, a Distribution and Pricing Agreement (DAPA) and a separate commercial agreement with the Prime Vendor (Cardinal Health). 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 is a supplement to the Prime Vendor Program and it is not a contract. For additional information regarding DSCPs Prime vendor program please access our web site at: https://dmmonline.dscp.dla.mil<BR > The resulting Regional Incentive Agreement (RIA) will be for a base period of two (2) years (24 months) from date of award with three (3) 12-month option periods. Anticipated selection date is April 2008. The evaluation will be based on technical, c linical, 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 results become more equal, price becomes more im portant. 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: Pat Cordier, RN, MSN, CNOR at (253) 968-0898; Email - patricia.cordier@us.army.mil B. Products & Performance Required The Northwest Region is seeking product line items in the category of Surgical Drains. The product line consists primarily of: ste rile drains, to include end-and mid-perforated, flat, round, sump, PVC, silicone, closed (such as Jackson-Pratt type) and open (such as Penrose). Sterile drain/reservoir combinations, with or without trocars; reservoir types should include those with high or low negative pressure.. At a minimum this product line includes the following high volume usage items: VALVE HEIMLICH CHEST DRAIN DRAIN HUBLESS EVACUATOR 100CC SILICONE EVACUATOR LICONE 100 CC STERILE EVACUATOR MINI HEMOVAC 100ML DRA IN PENROSE 18X1 IN STER OPAQ RUBBER DRAIN PENROSE 18X1 IN STER OPAQ RUBBER DRAIN SILICONEFLAT X-RAY OPAQUE STRL JP 400CC KIT W/10FR SIL W/TRO JACKSON PRATT 7MM FLAT DRAIN FULL PERF DRAIN BLAKE SILICONE 10MM The Regions estimated annu al demand for this product line, based on PV purchases for the previous 12 months is: Northwest Region: - Total $55,954 Upon request, vendors will provide no cost samples, on-site support and in-servicing, educational resources and tools for clinica l use of the product, conversion information, prime vendor order numbers, pricing information, and itemization of the brands, types and packaging information on products offered by the vendor. C. Instructions to Vendors This process will incl ude vendor electronic responses to technical criteria & product literature, upon request no charge samples for clinical evaluation, and upon request submission of electronic pricing quotes. DAPA holders interested in participating in this standardization i nitiative, email your: 1. Company name and address 2. POC (Name and Phone Number, Fax Number, E-mail address, (we suggest more than one POC) 3. Your responses the technical criteria below to patricia.cordier@us.army.mil no later than Close of Business (COB) 4:00PM PST TBD (five weeks after the FBO is posted). 4. Please email product literature only to: Pat Cordier, RN, MSN, CNOR at patricia.cordier@us.army.mil 5. The TRBO will request that vendors send the no cos t sample set directly to participating MTFs, the TRBO will provide addresses at that time. Due to the potential for email to become lost in transmission due to network security, etc., the vendor is strongly encouraged to confirm with the TRBO that its quote and literature actually arrived at the Region via email. We strongly recommend that each submitting vendor confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. <B R>D. Evaluation Criteria The Tri-Service Product Review Board (TPRB) is the governing board for the standardization process. This board includes clinicians and logisticians from all of the Military Treatment Facilities within the Region. They are th e deciding officials for this initiative. The Region intends to evaluate quotes and select a vendor or vendor(s), without discussions. Vendor quotes should contain the vendors best product matches for the products or product lines requested in th is announcement. Vendor quotes should contain the vendors best responses to all technical and/or company criteria listed in this announcement. Vendor quotes should contain the vendors best tiered-pricing discounts off the vendors DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Northwest Region). Additionally, 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 t he evaluation process, the Region may limit the number of quotes to the greatest number that will permit efficient competition among vendors. Phase I Plan: Technical/ Company Evaluation: 1. The sources sought notice will be posted to the F BO for a period of five weeks. Vendors that do not meet the deadline of Close of Business (COB) 4:00PM PST listed on the FBO for responding to the announcement will be disqualified from further consideration. Due to the potential for email to become lost in transmission due to network security, etc., the vendor is strongly encouraged to confirm with the TRBO point of contact that their response and literature act ually arrived at the Region via email. We strongly recommend that vendors confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first transmission. 2. At the 3 week mark if response has been less than anticipated, all vendors with current usage for the product line in the Region will be contacted via email. (2 week notice) 3. Vendors respond to the FBO announcement by e-mail stating their interest in participating in the standardizatio n process, addressing the technical/company criteria, and providing literature about the products to the POC listed on the announcement. 4. Vendor replies should contain the vendor's best responses to all technical and/or company requirements liste d in this announcement. 5. The TRBO team will compile the technical/company criteria responses and send to the CPT for review. 6. The CPT will review the responses from the vendors and determine which vendors meet the criteria and which vend ors are disqualified based on their responses to the technical/company criteria. Generally, responses to the following criteria demonstrate that: (1) the vendor offering the quote is a distributor or manufacturer of a complete line of Surgical Drai ns (2) based on the vendors responses, the Region has reasonable confidence that the line or products and/or services offered meet the medical standards of care of the community, applicable to such products or services (3) the vendor has, o r is obtaining a DAPA for the items (4) the vendor has, or is obtaining, an agreement covering the items, with Cardinal Health, the Prime Vendor for the region (5) the vendor offers discounts off DAPA for all products included in this standar dization initiative (6) the vendors information provided is factually correct (any misrepresentation of information will disqualify the vendor from further consideration.) 7. The vendors who meet the technical/company criteria will be invit ed to participate in the clinical/performance evaluation process. Technical/Company Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. Vendor is required to pro vide a full range of open and closed surgical drains. Please list the types, brands, and sizes of drains available from your company, to include sterile drain and reservoir combinations. Drain types should include end- and mid-perforated, flat and round, sump, PVC and silicone. Reservoir types should include those with high or low negative pressure. Please note that additional requirements may become required items of supply in the future. Overall a complete line of product is defined as the MTFs requ irements 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. See DMMonline for the statement of work . 2. Vendors that do not meet the following criteria will be disqualified: a. Vendor must have a DAPA for this product group (provide DAPA number). b. Vendor must have a distribution agreement with Cardinal Health, the regions prime vendo r. Please acknowledge and identify that you have such an agreement with Cardinal Health. c. Vendor must offer committed volume discounts off their DAPA price for this product group. 3. Identify which surgical drains in your product line that ha ve a radiopaque indicator. (Depending on the application, it is sometimes necessary to verify drain placement on X-ray.) 4. Regional Supply Servicing Re quirements: Required elements include a distribution network that allows products to reach the Prime Vendor Distribution Center in sufficient quantities to meet the regional demand history in a timely manner. In addition, vendors must also have vendor re presentation sufficient to provide product implementation services and inservicing to all eight facilities in the region. Please state your plan for providing the above services. 5. Vendors must provide a standard industry warranty, at a minimum, Please provide your companys returned goods policy. 6. Detail any history of backorders and/or recalls for this product group. Please include: (a) Dates and duration, (b) Cause, (c) Resolution. If there is no history of back orders or recalls, s o state. Phase II Plan: Clinical/ Performance Evaluation: 1. Using their clinical expertise, the CPT will develop a list of items from the product group to evaluate. The determination of the sample set is based on advances in technology and/ or patient safety, and on historical usage for the product line. 2. The TRBO office will request a no charge clinical evaluation sample set from each of the vendors with a required delivery date. Each vendor will send the samples directly to the par ticipating MTFs. Vendors who do not meet the deadline for sample arrival will be disqualified from the standardization process. Due to the potential for samples to become lost, the vendor is strongly encouraged to confirm with the TRBO point of contact tha t their samples actually arrived at the MTFs via email. We strongly recommend that vendors confirm receipt, allowing enough time for re-submission before the due date, if a problem should occur with the first shipment. 3. The CPT will evaluate the p roduct against the clinical/performance criteria. The evaluation responses will represent a clinical value judgment placed in a Likert-like scale with a 1 to 5 scoring format (1 = Strongly Disagree; 2 = Disagree or 'no'; 3 = Undecided; 4 = Agree or 'yes'; 5 = Strongly Agree). Comments will be invited and recorded on the evaluations. The CPT has set a threshold of 3.1 for clinical acceptability for standardization. The CPT will analyze this acceptability as being at or near 3.1 depending on the 'break' in t he average scores and how closely scores are clustered near the clinical acceptability target threshold of 3.1. Below this threshold, products will be clinically unacceptable and will be disqualified from further consideration for standardization. <BR >4. Each vendor will provide product literature, training aides and/or teaching material prior to the clinical evaluation for facilities in the Northwest Region 5. Clinical evaluations will be tabulated by the TRBO and results will be forwarded to t he CPT/TPRB members in the Northwest Region for review. Clinical/Performance Criteria: During the pre-source selection procedures, the CPT validated/ approved the following equally weighted criteria: 1. Sterile packaging allows the prod uct to be aseptically delivered to the sterile field. 2. Product packaging readily identifies whether the item contains latex. 3. Product is easy to assemble for use during surgery (limited number of steps, intuitive procedure, takes little t ime, can be accomplished with gloved hands). 4. Reservoir is easy to activate for use (takes little time, requires minimal force, can be accomplished with gloved hands). 5. Trocars (provided with drains) are sharp and penetrate tissue readil y. 6. Emptying reservoir requires simple, intuitive steps. 7. Post-operative emptying and re-activating of reservoirs takes little time, follows simple steps, and allows for safe handling of contaminants. 8. Reservoirs have accurate vo lume gradations (tested by instilling a known and independently-measured quantity of liquid into reservoir and checking accuracy of gradations). 9. Reservoirs have easily-readable volume gradations (gradations can be seen at a glance, markings are clear). Phase III Plan: Pricing Analysis: 1. The following elements will be considered in the pricing analysis: (1) Impact of RIA prices on the Region (Post-Standardization/ Conversion Costs), (2) Cost Avoidance, (3) Impact of Unmatched Lines, and (4) Consideration of SKUs (i.e. potential for inventory reduction) by each vendor. Due to the potential for Base DAPA prices to be inflated, the im pact of RIA prices on the Region is considered more important than other pricing elements. 2. Vendors who meet the clinical acceptability threshold considering the 'break' will be asked to submit pricing for analysis. 14 calendar days from the da te of the request will be allowed for responses in the requested format. Vendors that do not meet the deadline and those vendors that fail to respond as required will be disqualified from consideration. Due to the potential for email to become lost in tran smission due to network security, etc., the vendor is strongly encouraged to confirm with the TRBO point of contact that their pricing actually arrived at the Region via email. We strongly recommend that vendors confirm receipt, allowing enough time for re -submission before the due date, if a problem should occur with the first transmission. Vendors that have been disqualified will be notified in writing at the conclusion of the evaluation process. 3. The TRBO will conduct a price analysis. The Regio n intends to evaluate quotes and select a vendor or vendor(s), without discussions. Vendor quotes should contain the vendor's best product matches for the products or product lines requested in this announcement. Vendor quotes should contain the vendor's best tiered-pricing discounts off of the vendor's DAPA pricing (based on committed volume of 80% of the total requirements of the MTFs in the Region). Additionally, 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. 4. The price analysis will be sent to the Northwest Region TPRB for review. Pricing will be based on a committed volume for a two-year period with possible (3) three one-year option periods (not to exceed 5 years). 5. Clinical/Performance evaluation is more important than the price. As the technical and clinical results become more equal, price becomes a determinant. 6. The TPRB reviews the data for acceptable performance and price analysis. 7. The Designated Senior Logistician (DSL) will ensure that the offered prices in conjunction with the volume purchasing commitment will be a good value considering the costs associated with standardization, operational impact, and regional clinical preferences. 8. The TPRB selects a vendor(s) for standardization.
- Place of Performance
- Address: Western Regional Contracting Office ATTN: MCAA W BLDG 9902, 9902 Lincoln Street Tacoma WA
- Zip Code: 98431-1110
- Country: US
- Zip Code: 98431-1110
- Record
- SN01475355-W 20071223/071221225722 (fbodaily.com)
- Source
-
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