Sources Sought Notice – Q– Medical/Surgical Prime Vendor Request for Information/Sources Sought

Notice Type: Sources Sought Notice

Posted Date: 30-JAN-14

Office Address: U.S. Department of Veterans Affairs;Strategic Acquisition Center;10300 Spotsylvania Ave;Fredericksburg VA 22408

Subject: Q-- Medical/Surgical Prime Vendor Request for Information/Sources Sought

Classification Code: Q - Medical services

Solicitation Number: VA11914I0078

Contact: Lance BelcherContract Specialist mailto:[email protected] [[email protected]]

Description: Department of Veterans Affairs

VA Strategic Acquisition Center

VA Strategic Acquisition Center

Description Subject: Request for Information (RFI)/ Sources Sought: The Department of Veterans Affairs, Veterans Health Administration (VHA) is requesting information and sources for the Medical Surgical Prime Vendor (MSPV) Program.

The goal of the Medical Surgical Prime Vendor (MSPV) Program is to obtain medical-surgical products from a source with a distribution system that minimizes our inventory stock on hand, promotes standardization, and allows product selection from a multitude of Vendors. Additionally the MSPV program must facilitate electronic ordering and receiving systems, provide discounts for volume buys, limit transaction cost, provide just-in-time delivery, and provide value added services.

The MSPV must support the Department of Veterans Affairs (VA) in its effort to use existing logistics resources in a more efficient and cost effective manner without jeopardizing patient care. The VA is committed to providing quality medical supplies and equipment to the medical centers that provide healthcare to our nations Veterans. Medical Treatment Facilities order directly through the Prime Vendor with next day delivery.

This information may result in the award, or multiple awards of enterprise-wide contracts or agreements. This sources sought encourages potential contractors to submit a non-binding statement of interest and documentation substantiating they have the services and capabilities they feel meets the stated requirement. Further, it is intended to assess industry's capability to support and/or develop an adequate solution to the Governments continuing need(s). The Strategic Acquisition Center (SAC) is requesting responses from qualified business concerns; the qualifying NAICS code for this effort is 493110 (General Warehousing and Storage).

This sources sought is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, or large business) relative to NAICS 493110. Responses to this notice, will be used by the Government to make appropriate acquisition decisions. After review of the responses to this notice, a solicitation announcement may be published. Responses to this RFI/ sources sought are not considered adequate responses to any corresponding solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this RFI/sources sought.

PLEASE INDICATE WHETHER YOU HOLD A GSA FEDERAL-SUPPLY SCHEDULE CONTRACT THAT COVERS THESE SERVICES AND, IF SO, THE CONTRACT NUMBER.

Provide BUSINESS SIZE AND SOCIO-ECONOMIC STATUS; (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantages business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov. If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry (i) link to the respondents General Services Administration (GSA) schedule, or attached file of same, if applicable (j) citation of any current or past customers (i.e., within the past two (2) years) to include contract number, point of contact telephone number or e-mail address; and (k) other material relevant to establishing core competencies of the firm.

Response is due by 4pm est, Feb 28th, 2014. Please submit e-mail responses to Mr. Lance Belcher, Contract Specialist, at email address: [email protected] and Mrs. Shirelle Taliaferro, at email address [email protected]. Your response should include the STATEMENT OF CAPABLILITY, GSA SCHEDULE INFORMATION, and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place Attention: Medical Surgical Prime Vendor (MSPV) Program and RFI# VA119-14-I-0078 in the subject line of your response email.

Attachment A- Draft Statement of Work

Attachment B- Current delivery addresses

MSPV Request for Information Questions

The questions/comments in this RFI will assist the IPT in the development the future requirements by identifying commercial best practices and the capabilities of potential offerors:

A. Requirements

As stated in the draft Statement of Work, (SOW), Attachment A, the awardee shall be able to take orders electronically, deliver ordered items, and warehouse items until needed. Is your firm able to fill these requirements on its own, or will you need teaming arrangements (including joint venture partners or subcontractors) to fill some aspects of these requirements If not, which of these requirements would need a teaming arraignment

If you have a Teaming arrangement does the joint venture partners or subcontractors have past performance history indicating successful and uninterrupted coverage in adverse conditions

VA's healthcare networks cover sizeable geographic areas and often involve adverse or severe weather conditions, but delivery of healthcare to Veterans must proceed without interruption. Will your firm be able to perform in accordance with the draft SOW without interruption Will you need a teaming arrangement to ensure continuity of coverage How will the teaming contractor support to ensure continuity of coverage

Explain how you will manage risk and your criteria for measuring success.

What is your capability to deliver the following federal supply codes:

6510 (Surgical dressing materials); 6515 (Medical & Surgical instruments, equipment); 6520 (Dental equipment, instruments, supplies); 6525 (X-ray equipment and supplies); 6530 (Hospital equipment, furniture); 6540 (Opticians equipment and supplies); 6545 (Medical sets, kits, and equipment); 6630 (Chemical analysis and equipment); 6640 (Laboratory equipment and supplies); 6650 (Optical Instruments, Test Equipment, Reagents); 6670 (Scales and Balances); 6509 (Drugs and Biologicals, Veterinary Use); 6532 (Hospital and Surgical Clothing and Related Special Purpose Items); 6550 (In Vitro Diagnostic Substances, Reagents, Test Kits and Sets); 8520 (Toilet Soap, Shaving Preparations, and Dentifrices); 4240 (Safety and Rescue Equipment). *

*Medical supplies are those that are involved in the diagnosis and treatment of disease and the maintenance of health (usually through nonsurgical means). They are characterized as one or more of the following: 1) primarily and customarily used to serve a medical purpose; 2) generally are not useful to a person in the absence of illness or injury; 3) usually ordered and/or prescribed by a physician and/ or a health care professional. Medical supplies utilized in conjunction with durable medical equipment are included if the supplies are necessary for the function of the equipment.

Surgical items are those involved with the branch of medicine which generally treats disease or injury by operative intervention (physical means rather than drugs); i.e. operations requiring access to the inside of the body as well as manipulation from outside the body. Surgical procedures include those that involve relieving mechanical malfunction or obstruction of an organ and/or repairing or removing (if irreparable) a diseased or injured organ, which cannot be otherwise healed or salvaged by medical treatment. All supplies related to these types of manual procedures used in the management of injuries and disease, including pre and postoperative care would be covered by this contract.

Some items that are categorized as durable medical equipment (DME) are permitted under this contract if they assist with the above medical and surgical goals as defined above. DME is considered equipment that can withstand repeated use. This equipment is primarily and customarily used to serve a medical purpose. This equipment is generally not useful to a client in the absence of illness, injury, or disability, and it is appropriate for use in the home or community setting. DME includes, but is not limited to, the following: hospital beds, crutches, canes, wheelchairs, walkers, peripheral circulatory aids, cervical collars, traction equipment, physiotherapy equipment, oxygen equipment, and ostomy supplies as well as knee braces, prostheses, feeding pumps, apnea monitors, and pulse oximeters.

B. Emergency Preparedness

The intent of the following question is to recognize the current higher standards of practice in disaster preparedness, and convey the expectation that the contractor, if prepared, can and should continue service performance through many disasters or disruptive conditions

Do you maintain a business continuity certification such as the Department of Homeland Security'sPS-Prep-"- or its equivalent If your answer is yes, please specify the certification and concept of operations, to include the span of scenario adaptability and historically, how have you measured success.

C. Conventional/ Bulk Delivery Methods/Delivery of Products

1. How many distribution centers do you have nationally or within a specific geographical area Where are they located Indicate if they are your distribution centers or will you require a teaming arrangement

2. If you are a medical distributor classified as a small business (Women Owned; Veteran Owned Small Business; Service Disabled Veteran Owned Small Business; Historically Underutilized Business Zone (HubZone) and Small Disadvantaged Business to include 8(a)), do you have distribution agreement with a business that is large medical supplier

3. Do you have warehousing redundancy

4. What is your ability to respond to shifts in demand (non-emergency) at a reduced or lower cost

5. Describe for us what services you provide to your commercial customers as part of your customer distribution agreement Do these services include an analysis to insure the facility is on the best price tier

6. Current VA MSPV Vendors: Please provide your lessons learned from a vendor perspective.

7. What best practices have you implemented with your commercial customers

8. How do you define value of:

i. Products

ii. Services

iii. Customer Satisfaction

9. Have you incorporated data requirements to comply with the Food Drug Administration

Unique Device Identification (UDI) decision

10. What other markets do you provide services to that can benefit the VA ie Community Based Clinics, Long term living facilities How do these services differ from what you provide to hospitals

11. What is your delivery and distribution methodology for:

i. Hospital and Hospital systems

ii. Community based Clinics

iii. Long term living facilities

iv. Rehabilitation centers

D. Green Initiative

Do you have environmentally friendly practices and services that can assist us with cost savings

Logical/Low Unit of Measure

What are your distribution methodologies for logical/low unit of measure to include shipping requirements What are your commercial customer's requirements for logical/low unit of measure to include shipping requirements

A. Metrics

Reliability (Performance and Accuracy)

1. To what percentage can you make deliveries complete and full (Perfect order fulfillment %)

2. How do you minimize partial shipments

3. To what percentage can you delivery accurate orders (Order accuracy %)

4. To what percentage can you offer core item fill rates (Fill Rate %)

5. How do you calculate the stock out probability of core list items

6. How do you monitor and report core list item stock outs

7. How soon (what specific timeframe) are customers notified of core list item stock outs

8. What measures do you take to reduce the number of stock outs

9. How do you use inventory transparency and customer data to improve system reliability

10. How do minimum order quantities affect the value being received and what risks are represented with those requirements

11. What is your definition used in calculating Fill Rate %, including dependent definitions (i.e. manufacture back order)

12. What situations would warrant a reduction in Fill Rate, yet not be included in the calculation for purposes of monitoring performance

13. How can you help us create a transparent and consistent product, whereby we can validate supply chain measures in monitoring performance

14. How does your company manage a product recall (or any other regulatory noncompliance enforcement action) and safety concern

15. Does your company utilize distributors/partners/subcontractors/etc.

15.1. If so, how does your company and distributors/partners/subcontractors/etc. notify customers of any potential product safety concerns, product notices, and product recalls (or any other regulatory noncompliance enforcement action) regardless of the action being voluntary or involuntary

B. Responsiveness

Order Cycle Time

1. What delivery turnaround time can you offer

2. How do you capitalize on your supply chain to offer alternate sourcing in times of stock out, without dramatically increasing lead time

Customer Driven Response

1. How do you monitor customer service or field customer feedback, and respond to the information in order to actively pursue meeting customer expectations

2. Give us an example of how your commercial customers measure your performance

3. What meetings (process reviews, performance reviews etc.) do you have with commercial customers and what information is provided by you What information is provided by the customer How frequently do you meet (weekly, monthly, quarterly, semi-annually, and annually)

4. How could you use your supply chain expertise to help us improve our internal supply chain performance

5. What value-added services do you offer

6. What impact have you had, or could you have, within customer organizations looking to earn ISO 9001, or similar certifications

7. How do employ Lean/Six-Sigma principles in daily practice to ensure reduction in waste and system efficiency

8. How might you use those Lean/Six-Sigma principles to help us increase our value in the contract relationship

9. MSPV contracts must promote and support VA's National Standardization Program.

C. Agility

Flexibility

1. How do you identify and calculate risks that could lead to stock out, and how do you mitigate those risks

2. How do you use your supply chain resources to recommend and source alternate products to fill the need in times of stock out

Adaptability

1. How adaptive is your system to using VA legacy systems (i.e. VISTA, AEMS/MERS), while having the ability to move forward with new systems as they are implemented (i.e. MAXIMO)

Reports and Data Sync

1. Do you have the capability to provide a cross-reference Manufacturer Part Number, GTIN and a PVON (Prime Vendor Order Number) for the products that you distribute

2. Do you provide any of your commercial customers a cross reference between their internal item number and the PVON

3. What type of standard reports do you provide to your commercial customers

4. Based on the requirement below, can you meet this standard IAW Federal Rule VA Acquisition Regulation: Electronic Submission of Payment Requests (https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition- regulation-electronic-submission-of-payment-requests)

All vendors are required to submit invoices using an electronic invoicing system either as a X12 810 document or through the VA's third party invoicing solution.

5. Based on the requirements below, can you meet this standard Technology Architecture (VISTA), which includes the Generic Inventory Package (GIP) of the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) Program. ASC X.12 version 4010 is the minimum X.12 standard format that can be used for EDI transactions.

6. The VA utilizes CATAMARAN as a solution for Point of Use systems. The VA also utilizes HL7 to communicate between their Legacy VistA products, COTS Software, and other systems which may come in to the enterprise. Do you have experience with the following interfaces

Interface Yes/No

Catamaran Software Solution

HL7 Interface Experience

MUMPS based Systems If yes list

Commercial Off the Shelf software. If yes list

Strategic Sourcing

1. The VA requires all prime vendors to provide VA facilities with the medical and surgical products identified by facilities and covered by VA's National Standardization program with the exception of those that VA purchases directly from Small Disabled Veteran Owned Business. How can you help us increase product standardization and compliance

2. Would these items be a candidate for tier pricing or other discounted pricing

3. What reports can you provide to maintain visible standardization compliance

4. Do you have the capability to assist the development of a medical surgical formulary or medical surgical catalog of products specific to the customer to drive standardization and compliance

Ordering Methodology

1. Do you have a web based ordering system

2. Besides EDI, what other E-Commerce services do you offer

Disclaimer: Issuance of this RFI/sources sought is to assist the VA in determining sources only and does not commit or bind the Government under any circumstances nor does it constitute any obligation whatsoever on the part of the Government to procure these commodities/supplies or to issue a solicitation nor to notify respondents of the results of this notice. No solicitation documents exist at this time; The Department of Veterans Affairs is neither seeking proposals nor accepting unsolicited proposals, and responses to this RFI/ sources sought cannot be accepted as offers. Any information the vendor considers proprietary should be clearly marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this RFI/sources sought.

Link/URL: https://www.fbo.gov/notices/f514ead73067ce2116830d7928ee0d88