The Pacific Region Tri-Service Regional Business Office (TRBO) Region 12 announces a Request for Regional Incentive Agreement Quotation (RFRIAQ) for the standardization of Surgical Prep Clippers W/Single Use Blades.

The primary objective of this program is to standardize the quality of care across the regions based on the critical balance of clinical efficacy and value. It is intended for this initiative to result in the standardization of a clinically preferred product and source at the best possible price. It is also intended that standardized products be obtained through the Department of Defense Prime Vendor Program. As a clinically driven program, vendors and products must meet specific technical criteria
plus products must meet or exceed specific clinical performance expectations as a primary consideration. Selection will be based clinical, technical, and pricing factors. The selection will be determined utilizing best value/trade-off criteria.

The major Medical Treatment Facilities (MTFs) in the Pacific Region, TRBO Region 12 area include but are not limited to Tripler Army Medical Center, U.S. Naval Hospital Okinawa, U.S. Naval Hospital Guam, U.S. Naval Hospital Yokosuka, MEDDAC-K Seoul, 374th Medical Group Yokota Air Base, 18th Medical Group Kadena Air Base.

This standardization action is part of the Medical/Surgical Prime Vendor program executed by the Defense Supply Center Philadelphia (DSCP), 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 Vendor for the program, 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 products. This RFRIAQ is a supplement to the Prime Vendor Program and is not a contract. For additional information regarding DSCPs Prime vendor program please access their web site at https://dmmonline.dscp.dla.mil

The resulting Regional Incentive Agreement (RIA) will be for a base period of two years (24 months) from date of selection with three one-year (12 months) option periods. Anticipated selection date is July 2010. Products and vendors that pass the technical criteria and pass the clinical performance expectations will be considered clinically preferred products and sources. Among these clinically preferred products and sources price will be the determining factor for this initiative.

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 clinical preference and product availability.

Point of Contact:
Mary Summers, TRBO Technical Director
808-433-3686, [email protected]


Cheryl Janus, RN, TRBO Clinical Analyst
808-433-7985, [email protected]

B. Products & Performance Required.
The Pacific Region is seeking product line items in the category of Surgical Prep Clippers W/Single Use Blades which at a minimum includes the high volume lines below. Within this region, this product line has an estimated annual dollar requirement of $35,000. This forecast is based on historical prime vendor sales during a recent 12-month period.

The top 10 high volume usage lines for this project include:


At the request of the Pacific Region MTFs, vendors will provide conversion information, prime vendor order numbers, and itemization of the brands, types, and packaging information of the products supplied by the vendor.

C. Instructions to Vendors
Vendors interested in participating in this standardization initiative should email their (1) Company name and address, (2) Point of Contact (POC) (Name and Phone Number, Fax Number, and E-mail address) to [email protected] and [email protected] and (3) Identification of the RFQRIA to which the vendor is responding. Submissions must be received by 5:00 post meridiem (p.m.) Hawaii Standard Time (HST) on the specified closing date/time of this solicitation. Vendors that fail to meet this submittal deadline will be disqualified from participating.

In a one step notification process, the Pacific Region TRBO will request responses to the technical/company criteria, no charge literature, no charge sample sets, and best available pricing from each interested vendor. Vendors will have 30 calendar days to 1.) respond to the Pacific Region TRBO with their responses to the technical/company criteria and submission of best value price quotes; and 2.) deliver no charge literature and no charge sample sets to all participating MTFs. No charge literature and no charge samples must be received by the participating MTFs by close of business (COB) 5:00 PM HST, 30 days after the date of request to supply samples. All vendors must send the Pacific TRBO verification regarding the date of shipment. Vendor responses to the technical criteria must be in a prescribed electronic spreadsheet format that will be provided by the Pacific Region TRBO. Best value pricing must be in a prescribed electronic spreadsheet format, based upon the total requirements of the Pacific Region. Vendors that fail to respond to the technical criteria, fail to provide a price quote or fail to deliver the no charge literature and no charge sample sets within the time prescribed will be disqualified from further consideration.

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 responses to all technical criteria listed 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 Pacific Region.
As this process will require vendors to submit certain information electronically, vendors are strongly encouraged to confirm with the Regional POC (stated above) that their electronic submissions have arrived at the Regional TRBO. Vendors are advised to confirm receipt, allowing adequate time for resubmission before the deadline, should a problem have occurred with the first submission. All e-mails must be digitally signed.

The no charge samples to be provided are as follows: Surgical Prep Clippers W/Single Use Blades:
a) One (1) surgical clipper handle for rotating head rechargeable
b) One (1) surgical clipper handle for fixed head - rechargeable
c) One (1) charging unit or charging cord
d) Twenty (20) rotating head disposable clipper blades
e) Twenty (20) fixed head disposable clipper blades

The no charge literature and no charge sample sets are required to be shipped to the following:
Region Pacific TRBO Region 12

Tripler Army Medical Center
ATTN: Mr. Rob Lumas, RN & George Fitzgerald & Major B. Ladd, MS, USA
TPRB Evaluation Samples
Logistics Division, Materiel Branch
Bldg 161 Krukowski Road
Honolulu, Hawaii 96859-5000
(808) 433-5718

US Naval Hospital Okinawa Japan
Attn: LT S. Knisley, MSC, USN & LT E. Holmes, NC, USN
TPRB Evaluation Samples
Bldg 6000, Camp Lester
Chatan-Cho, Nakagami-Gun, Okinawa, Japan 904-0103
011-81-611-743-7815

US Naval Hospital Guam
Attn: Johnny Duenas & LCDR Hicks, NC, USN
TPRB Evaluation Samples
Farenholt Road
Bldg 1, Room L103
Agana Heights, Guam 96910
671-344-9671

35th Medical Support Squadron/SGSL Bldg 99
Attn: SSgt Luis Najar & Capt Jennifer Franks & Mr. Paul Sayles
TPRB Evaluation Samples
FM 5205
Misawa AB, Japan
1-Chome, Hirahata, Misawa-Shi
Aomori-Ken, Japan 033-0012
011-81-311-766-6008

US Naval Hospital Yokosuka Japan
ATTN: LT T. Henning, MSC, USN & Mr. Rockie Ramirez & CDR A. Acevedo, NC, USN
TPRB Evaluation Samples
Warehouse Bldg E-18
1-Chome, Honcho, Yokosuka, Kanagawa 238-0041
PO N68292
011-81-46-816-8592/7130

MEDDAC-K
Attn: 1LT Paul Hwang & Maj E. Melville, AN
Materiel Branch, Bldg 5119
South Post Yongsan Garrison
Seoul, Korea, 140-012
011-82-010-3109-3692

The region intends to evaluate quotes and select a vendor or vendors, on initial submission/quote, without discussion. However, the Region reserves the right to conduct discussions and request revised quotes, if it is determined to be necessary. The Region reserves the right to reject all quotes and cancel the RFQRIA if it is determined to be in the governments best interest.

Price will be analyzed based on the vendors anticipated Post Standardization Costs. Post standardization costs will be calculated for each vendor by applying the vendors offered prices to the anticipated annual usage of the region. Unmatched items will be represented in the Post Standardization Cost at the current suppliers non-discounted price. Among the products and sources that are determined to be clinically preferred, the best price (Post Standardization Cost) will be the deciding factor.

D. Source Selection Procedures
The Tri-Service Product Review Board (TPRB) for the Pacific Region is the governing bodies of the standardization process and program. This board includes clinicians and logisticians from the MTFs within the Pacific Region. The board is chaired by the Designated Senior Logistician (DSL). They are the deciding officials for this initiative. The Pacific Region TPRB is Co-Chaired by a physician from Naval Hospital Yokosuka and an Air Force Nurse Corps officer assigned to the Hawaii Multi-Service Marketing Management Office (MSMMO). The Region intends to evaluate quotes and select a vendor or vendor(s), without discussion.



E. Technical Criteria Evaluations
The vendors responses to the technical criteria will be reviewed for acceptability. Acceptability is defined as follows: 1) based on the vendors responses, the evaluators have reasonable confidence that the vendor can meet the standard of each technical criterion; 2.) based on the vendors responses, the evaluators have reasonable confidence that the line of products and/or services submitted meet the medical standards of care of the community that are applicable to such products or services; and 3) the information provided by the vendor is factually correct. Any misrepresentation of information will disqualify the vendor from further consideration. Failure to provide any requested information will disqualify the vendor from further consideration. Vendors must achieve an acceptable rating on their responses to the technical criteria for continued consideration in this initiative. Vendors who do not achieve an acceptable rating will be disqualified.

F. Technical/Company Criteria
The TPRB and CPTs consists of physicians, pharmacists, nurses, allied health professionals, and technicians from the Pacific Region MTFs. During the pre-source selection procedures, the TPRB and CPT validated/approved the equally weighted company/technical criteria outlined below.

1.Vendors must manufacture and/or distribute a complete product line of Surgical Prep Clipper W/Single Use Blades. A complete line of product is defined as the MTFs requirements 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. At a minimum, a complete product line includes the following products:
a) Surgical Clipper Handle Fixed Head Rechargeable
b) Surgical Clipper Handle Rotating Head - Rechargeable
c) Charging Unit or Charging Cord for the Handle
d) Surgical Clipper Handle W/Cord
e) Single Use Blades for BOTH rotating and fixed head clipper handles
2. Vendors must have a DAPA or be in the process of applying for a DAPA number for
Surgical Prep Clipper W/Single Use Blades. Provide the DAPA number or proof of the application process with the initial submittal. This information is to be provided in response to the Technical/Company Criteria worksheet provided to the vendor.
3. Vendors must have an agreement with the Medical/Surgical Prime Vendor for the Pacific
Region, Cardinal Healthcare. This information is to be provided in response to the Technical/Company Criteria worksheet provided to the vendor.
4. Vendors must submit discounts off DAPA for all products included in this standardization
initiative. Vendors that fail to submit a discount from DAPA will be disqualified. Where
lower uncommitted FSS prices are available, DAPA holders are required by previous agreement to provide the uncommitted FSS price as the DAPA price. Vendors shall not quote uncommitted FSS prices as the discounted price for purposes of this standardization initiative.
5. Vendors must provide latex free surgical clipper handles, single use blades and cords.
6. Vendors must provide both cordless and corded surgical clipper handles.
7. Vendor must provide clippers which cut BOTH wet and dry hair. This information is to be
provided in response to the Technical/Company Criteria worksheet provided to the vendor.
8. Vendor must provide clipper handles which can be rinsed under water (not submersed) or rinsed with a disinfectant. This information is to be provided in response to the Technical/Company Criteria worksheet provided to the vendor.
9. Vendor will provide a clipper which cuts hair in BOTH directions, i.e. pushing motion and pulling motion. This information is to be provided in response to the Technical/Company Criteria worksheet provided to the vendor.
10. Vendor must provide a handle which meets all UL electrical safety requirements but does NOT require a 3-prong plug. This information is to be provided in response to the Technical/Company Criteria worksheet provided to the vendor.


G. Clinical Performance Evaluation:
In the pre-source selection procedures above, the TPRB and CPT members determined/approved that both product literature and sample sets are required for the evaluation in a clinical/pharmaceutical setting. Based on this determination, the following procedures apply.

1. The TRBO office will request no-cost, sample sets from the vendors to be delivered directly to participating MTFs, and the Pacific Region TRBO. Vendors will be given 30 calendar days to deliver the literature and samples for clinical evaluation and review. Literature and product samples must be shipped to arrive at the MTFs by COB, 5:00PM Hawaii Standard Time (HST), 30 calendar days after the notice to ship. Vendors who do not meet the deadline to deliver the literature and product samples by the deadline will be disqualified from this standardization initiative.

2. All vendors must send the Pacific Region TRBO verification regarding the shipment of
literature and samples. This information will include the date of shipment and tracking
numbers and the carrier used by the vendor. All literature and samples MUST be shipped via FedEx or UPS or DHL.

3. Vendor will provide, the following product samples for clinical/performance evaluation:
(Unused samples will not be returned)
a) One (1) surgical clipper handle for rotating head rechargeable
b) One (1) surgical clipper handle for fixed head rechargeable
c) One (1) charging unit or charging cord
d) Twenty (20) rotating head disposable clipper blades
e) Twenty (20) fixed head disposable clipper blades
Failure to provide this defined product line will result in disqualification from the process.

4. The CPT will evaluate each vendors literature and samples against the
Clinical/performance criteria in a non-clinical/non-patient care setting. All clinical/performance criteria are weighted equally. The clinical evaluation period will last three weeks and take place in a clinical/pharmaceutical setting. The evaluation responses will be in a Likert type scale with a 1-5 scoring range. The scale descriptors are: One (1) = Strongly Disagree; Two (2) = Disagree; Three (3) = Neutral; Four (4) = Agree; and Five (5) = Strongly Agree. The CPT will send the completed evaluations to the TRBO for data entry and analysis and the results will be forwarded to the TPRB for review. Clinical/performance evaluations will be tabulated by the Pacific Region TRBO,
and results will be forwarded to the Pacific Region TPRB members for final review.




Clinical/Performance Criteria:
1. Disposable clipper blade sits in the clipper handle easily and securely: (Addresses patient and staff safety).
a. A device which does not seat firmly and correctly can potentially injure the patient and the staff.
b. This will be evaluated in a patient care setting
c. Evaluator will manually attach the blade and verify that it is seated securely

2. Removal of single use blade is done easily (Addresses staff safety and potential damage to clipper handle).
a. Difficulty in removing clipper blade can cut/injure staff and damage clipper handle.
b. This will be evaluated in a patient care setting
c. Evaluator will remove/release the clipper blade into appropriate disposable container

3. During actual hair removal, the forward clipping motion is smooth: (Addresses safety to patient by preventing skin nicks and abrasions and potential for infection)
a. Abrading/cutting patients skin is a potential avenue for surgical site infection
b. This will be evaluated in a patient care setting
c. Evaluator will observe the patients skin for any skin interruptions and will perceive any mechanical resistance to the forward movement of the clippers.

4. During actual hair removal, the backward slipping motion is smooth: (Addresses safety to patient by preventing skin nicks and abrasions and potential for infection)
a. Abrading/cutting patients skin is a potential avenue for surgical site infection
b. This will be evaluated in a patient care setting
c. Evaluator will observe the patients skin for any skin interruptions and will perceive any mechanical resistance to the backward movement of the clippers

5. Packaging of single use blades is secure but allows for easy access: (Addresses cost and staff efficiencies)
a. Packaging which is difficult to open can contribute to waste and additional cost
b. This will be evaluated in a patient care setting
b. Evaluator will directly access the item within the packaging

Bid Protests Not Available