65-Medical Supplies-Potential Sources Sought--------------- A. General Information The Tri-Service Mid-Atlantic Region, a military integrated delivery network, comprised of Army, Navy, Air Force, Marine Corps and Coast Guard medical commands and medical treatment facilities (MTFs) in the states of Virginia and North Carolina announces a Request for Regional Incentive Agreement Quotation (REFRIAQ) for the standardization of Crutches, Canes, and Accessories. The major facilities in the area includes: 1st Medical Group, Langley AFB, VA; 43rd Medical Group, Pope AFB, NC; 4th Medical Group, Seymour Johnson AFB, NC; Womack Army Medical Center, FT Bragg, NC; McDonald Army Community Hospital, FT Eustis, VA; Kenner Army Health Clinic, FT Lee, VA; Naval Medical Center Portsmouth, Portsmouth, VA; Naval Hospital Camp Lejeune, Camp Lejeune, NC; Naval Hospital Cherry Point, Cherry Point MCAS, NC. The primary objective of this standardization initiative is to achieve a best value determination for Crutches, Canes, and Accessories that represents the clinically preferred product or source at the best possible price. It is also intended that standardized product be obtained through the DoD Prime Vendor Program. This procurement 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 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 is a supplement to the Prime Vendor Program and it is not a contract. For additional information regarding DSCP’s Prime vendor program please access our web site at https://dmmonline.dscp.dla.mil The TRBO will provide anticipated volume (quantity) based on historical usage/forecasted requirements. 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 June 2007. The evaluation will be based on clinical, technical, and pricing factors. The award will be determined utilizing Best value/ trade off criteria. Point of Contact Robert Meinertzhagen, 757-953-2134,
[email protected] B. Products & Performance Required The Mid-Atlantic Region is seeking product line items in the category of Crutches, Canes, and Accessories. The approximate annual purchase volume of $153,195 is based upon the historical usage of standardized Crutches, Canes, and Accessories over a one year period. The overall evaluation will be based upon clinical, technical and pricing factors. The final award recommendation will be determined by utilizing the Best Value and trade off criteria. The Prime Vendor for the Mid-Atlantic Region is Owens & Minor. At the request of the Mid-Atlantic Region Military Treatment Facilities, vendors will provide on-site support and in-servicing, 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 offered by the vendor. C. Instructions to Offerors If you are interested in participating in this standardization initiative, email your response to
[email protected] and provide: (1) Company name and address, (2) POC (Name and Phone Number, Fax Number, and E-mail address) (3) your company’s Distribution and Pricing Agreement (DAPA) number and (4) your companies responses to the questions under Technical/Company Criteria below. Your email 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. For any subsequent mailing purposes, please use the following address: Robert Meinertzhagen Tri-Service Regional Business Office Financial Operations Department, Bldg. 250 Naval Medical Center Portsmouth 620 John Paul Jones Circle Portsmouth, VA 23708 Email responses must be received no later than 4:00 P.M., fourteen (14) calendar days from the closing of this FBO Notice. Failure to respond within this timeframe will result in your company being excluded from future participation in this standardization effort. Emails and correspondence may be sent to
[email protected] . 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 Military Treatment Facilities within the Mid-Atlantic Region. They are the decision makers for this initiative. Vendors will be required to provide responses to the technical/company criteria. The TPRB will review the responses and determine acceptability. After review of the technical/company criteria, the Region will eliminate those vendors who fail to meet the criteria. Those companies who do meet the technical/company criteria will be invited to participate in the clinical/performance evaluation. For those companies that meet the criteria above and below under Technical/Company Criteria, the TPRB will request samples from the product group to be clinically evaluated at select Military Treatment Facilities (MTFs). Vendors are required to ship samples direct to the MTFs. Vendor samples must be received no later than 4:00 P.M., three (3) weeks after the request for samples is issued to the vendors. Vendors failing to ship by the deadline will be disqualified from further consideration in the standardization process. 1. The MTFs will evaluate the products provided with the clinical/performance criteria identified in this announcement using a zero to seven rating scale. Zero is equal to not acceptable and seven is equal to highly acceptable. All criteria are weighted equally. The TPRB has set a 3.75 acceptability threshold for all products. Summary ratings for each vendor will be an average of their numerical scorings combined with an adjectival scale of highly acceptable, acceptable, minimally acceptable, and not acceptable. All clinical criteria are weighted equally. The scale descriptors are: 0 = not acceptable and 7 = highly acceptable. Clinical/performance results lower than 3.75 will not be considered acceptable and will be disqualified from further consideration in the standardization process. 2. After the clinical/performance evaluation are completed and analyzed, all vendors in the clinical evaluation group who met the 3.75 threshold will be asked to submit their best pricing offer representing a discount from their DAPA pricing based on a minimum committed volume of 80% of the total requirements for MTFs in the Mid-Atlantic Region. Vendors that fail to offer pricing that is discounted from their DAPA pricing will be eliminated from further consideration. Vendor Product and Price Proposals will be in the Excel template provided by the government. The vendors will provide their completed Excel template by email to
[email protected]. Pricing responses must be received by 4:00 P.M. two (2) weeks from the date the request is initiated by the TRBO. Failure to respond within this timeframe will result in your company being excluded from further participation/consideration. Clinical/performance factors will be weighted more heavily than price. 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). Technical/Company Criteria: The TPRB will review the following technical criteria responses from each vendor and determine acceptability. Acceptability for the purpose of evaluation of the technical criteria means the responses to all questions in this section demonstrate that: 1) the vendor, who will be named the quoter, offering the quote is a distributor or manufacturer of a complete line of the subject medical/surgical consumables; 2) based on the quoter’s responses, the evaluators have reasonable confidence that the product line or products and/or services offered meet the medical standards of care of the community in which such products and/or services are applicable; 3) the quoter has or is obtaining a DAPA for the product line, products and/or services; 4) the quoter has or is obtaining an agreement covering the product line, products and/or services with Owens and Minor, the Prime Vendor for the region. 1. Does your company manufacture a full line of canes, crutches & accessories for adults and pediatrics? 2. Are your products available through the Prime Vendor, Owens & Minor? 3. What is your DAPA Number? 4. Under what brand(s) does your company manufacture or distribute your product? 5. Under what standards is your product manufactured? 6. What types of educational tools or materials do you have for this product line? 7. What kind of staff training does your company provide? 8. Does your company provide customer service 24/7? 9. Is there any history of backorders and/or recalls for this product group? If yes, please answer: (a) Dates and duration, (b) Cause, and (c) Resolution 10. Is you company willing to offer pricing discounts from your DAPA pricing in return for a volume product purchase commitment by regional participating commands? Clinical/Performance Criteria: 1. Crutches, Canes, and Accessories adequately adjust in a simple and positive manner 2. The Crutches, Canes and Accessories product line contains the clinical variety required to meet the needs of both adults and children 3. The design of the padding and grips will deliver a satisfactory level of patient comfort 4. The Crutches, Canes, and Accessories are sturdy and durable enough to meet patient needs 5. Products are latex free 6. Accessories (i.e. extra tips, grips, pads, etc.) are adequate to meet patient needs. 7. The crutches and canes are made of suitable materials (i.e. wood, aluminum, etc.) to meet clinical needs