G
This IA standardization initiative will be a Three Phase IPP Process: vendor(s) who meets the technical / company requirements in Phase I will be invited to participate in Phase II where no-charge products will be provided for clinical evaluation and Phase III where pricing will be required for submittal. Phase II and Phase III will be run concurrently. The resulting IA will be for a base period of two (2) years (24 months) from date of selection with three (3) 12-month "option" periods not to exceed a total of 5 years. Anticipated selection date is September 2012. The selection will be based on the product and vendor that provides the Best Value to the enterprise. Products and vendors that meet or exceed the technical and clinical performance requirements will be considered clinically preferred products and sources. Among vendors who meet the technical requirements and the products that meet or exceed the clinically preferred standard, best price (i.e. lowest Aggregate Post Standardization Cost) will determine selection.
Points of Contact: Ms. Mary Summers, Team Lead, [email protected] 808-433-3686 or Ms. Corazon Toledo, Clinical Analyst, [email protected] 808-433-2894.
B. Products & Performance Required.
The MMESOs are seeking product line items in the category of Knee Supports. Within the MMESOs this product line has an estimated annual dollar requirement of $457,594.21. This forecast is based on historical usage data during a recent 12-month period. Based on usage data, two hundred thirteen (213) of the total two hundred thirteen (213) line items represent the top twenty-eight (28) products categories and account for 100% ($457,594.21) of the total volume in sales $457,594.21 in the MMESOs and are clinically significant. The top high volume usage lines for this project are shown in the Technical/Company Requirements below.
C. Instructions to Vendors
Vendors interested in participating in this standardization initiative will provide an initial response to the FBO-posted RFIAQ to Ms. Mary Summers, Team Lead, [email protected] 808-433-3686 or Ms. Corazon Toledo, Clinical Analyst, [email protected] 808-433-2894.
The vendor's initial responses will include detailed information requested in the technical/company requirements listed in the FBO RFIAQ and must also include: (1) Company name and address; (2) Company Point of Contact (POC) (Name and Phone Number, Fax Number, and E-mail address); and (3) Identification of the RFIAQ to which the vendor is responding. Due to the potential for email to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the MMESO Pacific that their initial submissions, quote and literature arrived at the MMESO Pacific 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. Vendor should complete and submit the attached document. A vendor who cannot open the attachments, may contact the POC as noted in the FBO RFIAQ and a copy will be provided via an alternate method (fax, email or hard copy). Vendors that do not meet the deadline of 5:00 PM Hawaii Standard Time (HST) on the date listed for closing will be disqualified from further consideration in the standardization initiative.
D. Source Selection Procedures
The MMESO Joint Product Review Board (JPRB) will serve as the forum for clinical recommendations for product selection, seeking and evaluating opportunities for committed volume purchase agreements, and coordinating logistics efforts in support of DoD Components. The boards are chaired by Designated Senior Logisticians (DSLs) and co-chaired by Designated Senior Clinicians (DSCs) in the MMESO AORs and include clinicians and logisticians for MTFs within each MMESO. The Clinical Advisory Committee (CAC) members are the deciding officials for this initiative. Vendor quotes should contain the vendor's best discounts off of the vendor's DAPA pricing based on committed volume of 80% of the total requirements of the MTFs in the MMESOs. The MMESO Pacific reserves the right to conduct discussions and request revised quotes, if determined necessary.
Phase I Technical/Company Evaluation
The MMESO CPT will review the responses from the vendors and determine which vendors meet the technical/company requirements. A vendor must meet the technical requirements for continued consideration in this initiative. Failure to provide any requested information or meet any of the technical requirements will disqualify the vendor from further consideration. A vendor who meets the following technical/company requirements will be qualified and invited to participate in the clinical/performance selection process and will be requested to submit products for testing and their best price discount quotes via an e-mail communication. All communications of significant acquisition milestones (such as invitations to participate or notices of disqualification) should be digitally signed.
Technical/Company Requirements
During the pre-source selection procedures, the CPT approved the company/technical requirements outlined below. The requirements below must be answered with the vendor's initial submittal and required documents by the response date stated in the FBO announcement. A vendor who does not meet these requirements or who does not submit documentation to support these requirements with initial submittal will be disqualified in Phase I.
1. Vendor must provide a complete line of disposable and reusable Knee Supports products.
a. At a minimum the vendor must provide the following: latex-free/safe, lightweight material and lightweight construction, with rust proof and well padded rigid components and hinges, breathable fabric material, adjustable Velcro straps, comprised of washable material that is compatible with readily available household cleaning agents or detergents without decreasing the structural integrity of the support, and available in various sizes:
KNEE SUPPORTS:
1. Available in range of sizes from x-small - 2x-large; universal knee. 2. Made of neoprene or nylon polyester or similar material. 3. Hinged knee supports must be available in slip-on and wrap style. 4. With open patella, and adjustable buttress; and open patella without adjustable buttress.
REQUIRED ITEMS
X Small, Slip on Hinged Knee Support with adjustable buttress
X Small, Slip on Hinged Knee Support
X Small, Wrap Hinged Knee Support with adjustable buttress
X Small, Wrap Hinged Knee Support
Small, Slip on Hinged Knee Support with adjustable buttress
Small, Slip on Hinged Knee Support
Small, Wrap Hinged Knee Support with adjustable buttress
Small, Wrap Hinged Knee Support
Medium, Slip on Hinged Knee Support with adjustable buttress
Medium, Slip on Hinged Knee Support
Medium, Wrap Hinged Knee Support with adjustable buttress
Medium, Wrap Hinged Knee Support
Large, Slip on Hinged Knee Support with adjustable buttress
Large, Slip on Hinged Knee Support
Large, Wrap Hinged Knee Support with adjustable buttress
Large, Wrap Hinged Knee Support
X Large, Slip on Hinged Knee Support with adjustable buttress
X Large, Slip on Hinged Knee Support
X Large, Wrap Hinged Knee Support with adjustable buttress
X Large, Wrap Hinged Knee Support
2 X Large, Slip on Hinged Knee Support with adjustable buttress
2 X Large, Slip on Hinged Knee Support
2 X Large, Wrap Hinged Knee Support with adjustable buttress
2 X Large, Wrap Hinged Knee Support
*Operational usage items are included in this list of Knee Supports.
b. Vendor must provide a complete itemized list of products supplied (manufactured and/or distributed by brands) via Microsoft Excel spread sheet, and a product catalog and literature, in response to this RFIAQ. Vendors must be able to supply all the items in the sizes, and types, as identified in the required items list.
2. Vendor must have a DAPA, or be in the process of obtaining a DAPA, for the Knee Supports product line. Vendor must provide the DAPA number or provide documentation the DAPA number has been applied for.
3. Vendor must have agreements with the current Med/Surg prime vendors for each MMESO AOR, i.e. Cardinal Health and Owens & Minor for Knee Supports, or be in the process of obtaining Prime Vendor agreements.
4. Vendors will be required to submit discounts off of DAPA for all products included in this standardization initiative when pricing is requested in Phase III. Where lower FSS prices are available, DAPA holders are required by previous agreement to provide the FSS price as the DAPA price. A vendor shall not quote FSS prices as the discounted price for purposes of this standardization initiative. A vendor who does not provide discounts off DAPA in Phase III for ALL products will be disqualified.
5. Vendor must indicate country from which each line item is an end product, IAW Trade Agreements Act. Vendors having existing DAPA numbers must also ensure that all DAPA line items/end products in the subject product line list the proper Trade Agreements Act country in the DAPA Management System. Vendors not compliant IAW Trade Agreements Act will be disqualified.
6. Vendor must state what material is used for the rigid support component, if metal is used for support that it is rustproof; and that the lightweight fabric is washable.
Phase II Clinical Performance Evaluation
Following acceptability of the technical/company requirements, the MMESO Pacific, on behalf of the CPT, will request product sample sets from the product group to be sent to the specific CPT members at the participating MTFs. Vendor will be given 30 calendar days from the issue of the notice in which to deliver the product samples for clinical evaluation in Phase II. Product samples must be shipped no later than fourteen (14) calendar days after issue of notice, and arrive at the designated addresses for each MTF by 5:00 PM local time before the 30th calendar day. Vendor must be able to deliver product literature, training materials and evaluation samples as requested to the MMESO Pacific via FedEx or United Parcel Service (UPS) and to the MMESO Europe via United States Postal Service (USPS) Express Mail, and throughout the United States by selected shipping method when requested in Phase II. Vendor must send the MMESO Pacific verification regarding the shipment of literature and samples. This information will include the date of shipment, final delivery date, tracking numbers and the carrier used by the vendor. Vendor will provide only the following no cost product samples for clinical/performance evaluation. Unused samples will not be returned. Two samples of each of the Knee Supports listed below are to be provided to each of the evaluation sites as identified in the letters of invitation.
Sample Set
LARGE, SLIP ON HINGED KNEE SUPPORT
MEDIUM, WRAP HINGED KNEE SUPPORT WITH ADJUSTABLE BUTTRESS
Each evaluator will evaluate the same Knee Support product samples from each vendor against the established requirements. A trial will consist of evaluating sample products from a single vendor, evaluated against the requirements and recorded on a single evaluation form per vendor. Each evaluator will evaluate or trial each participating vendor's product line. The clinical/performance acceptability evaluation period will last for fourteen (14) calendar days. The acceptability evaluation responses will be in a Likert scale format with a one (1) through five (5) scoring range. The scale descriptors are: one (1) Completely Unacceptable, two (2) Overwhelmingly Unacceptable, three (3) Partially Unacceptable, four (4) Acceptable, and five (5) Highly Acceptable. The MMESO JPRB has established a 4.0 as the Clinically Preferred threshold of products for standardization.
A vendor scoring below the clinically preferred threshold will be disqualified from selection for this standardization initiative. A vendor who has been disqualified will be notified in writing upon completion of the standardization selection. Of those vendors that are qualified as clinically preferred, selection will be based on best price. Clinical / performance acceptability evaluations by the participating CPT facilities will be tabulated resulting in one score per participating MMESO per vendor. The participating MMESOs' scores by vendor will then be combined resulting in one final vendor performance evaluation score. All clinical/performance acceptability evaluations will be tabulated by the MMESO Pacific and results will be forwarded to the MMESO CPT for final review.
There will be approximately fifteen (15) MTFs enterprise wide that will be evaluating products.
Clinical/Performance Requirements
During the acquisition planning process, the CPT approved the clinical/performance requirements outlined below. The Knee Supports will be worn by the evaluator for a 2 hour period.
1. Patient Comfort and Safety - NPSG 09 - Knee Supports are lightweight and the construction promotes patient comfort. The Knee Support must be lightweight to provide comfort, support, stability, and not feel so heavy that it is uncomfortable to wear.
2. Patient Comfort and Safety - NPSG 09 - Rigid hinge components are fully padded and covered. The rigid hinge components that are in contact with the skin must be fully covered to prevent skin injury, provide protection and comfort, and reduce potential chafing.
3. Patient Safety and Product Performance - NPSG 09 - Knee Supports provide stability when walking, standing or when performing range of motion exercises. The Knee Supports must provide stability during walking, standing, or during the motions of exercises in order to prevent injury to the knee.
4. Patient Safety and Product Performance - NPSG 09 - The adjustable straps provide easy application and stability on the Wrap Style Knee Supports. The Wrap Knee Support must be easily applied by the patient, and provide the stability required to maintain support to the affected knee.
5. Patient Safety and Product Performance - NPSG 14 and NPSG 07 - The fabric material is breathable and wicks moisture to control temperature inside the support. The product must have lightweight and breathable padding that will reduce moisture between the knee and device to control temperature inside the support, making it comfortable to wear, preventing skin break down, surgical site infection and/or potential pressure ulcers.
Phase III Pricing Analysis
Upon completion of the Phase I - Technical/Company Requirements, a vendor who is found technically acceptable will be qualified / invited to provide product samples and price discount quotes concurrently. A vendor will be given 30 calendar days from the date of pricing requests to submit IA pricing quotes in a prescribed electronic spreadsheet format, based upon the requirements of the MMESOs. Pricing will be submitted to MMESO Pacific and must be received by 5:00PM HST, thirty (30) calendar days after the issue date of the vendor notice to submit best price quotes. Vendor quotes should contain the vendor's best product matches for the specific products requested in this announcement. Vendor quotes should contain the vendor's best discounts off of the vendor's DAPA pricing for the products identified in this announcement (based on committed volume of 80% of the total requirements of the MTFs in the MMESOs). Price will be analyzed based on the projected Aggregate Post-Standardization costs for each vendor. Aggregate Post-Standardization Cost will be calculated for each vendor by applying the vendor's offered prices to the anticipated annual usage of the enterprise. Unmatched items will be represented in the Post-Standardization Cost at a baseline non-discounted price (current DAPA price of product with highest procurement). Among the products and sources that are determined to be clinically preferred, the best price Aggregate Post-Standardization Cost will be selected.