The Defense Health Agency (DHA) Medical Logistics (MEDLOG) Division Medical Materiel Enterprise Standardization Office (MMESO) and the Defense Logistics Agency (DLA) Troop Support Medical Prime Vendor (PV) Program announce a Sources Sought notification for the creation of a Qualified Suppliers Listing (QSL) for Instant Cold Packs, Perineal. This is not a request for a price quote. The MMESO West is the lead MMESO for this project.

These Instant Cold Packs, Perineal products are for purchase by the Military Treatment Facilities (MTFs) of the Military Health System (MHS) and for the operational assemblages of the Army, Navy, Air Force, Marine Corps, and Naval Expeditionary Medical Support Command (NEMSCOM) and managed regionally by MMESOs North, South, West, Pacific and Europe, hereafter referred to as MMESOs. For information regarding DLA Troop Support Medical’s PV program please access the DMM Online web site at https://www.medical.dla.mil.

This Sources Sought notification is intended to solicit information and products for evaluation in order to create a QSL for Instant Cold Packs, Perineal in accordance with (IAW) FAR 9.2. The QSL for Instant Cold Packs, Perineal will be established approximately 6 May 2020 and is anticipated to be the basis of a Standardization Action. All medical consumable items on this QSL must be on a Distribution and Pricing Agreement (DAPA) for the DLA Troop Support Medical/Surgical Prime Vendor (MSPV) Program. All participating vendors must complete the registration in the DAPA Management System (DMS) at https://www.medical.dla.mil/Portal/DapaMS/DapaMS.aspx and include either their DAPA number or their Defense Medical Materiel (DMM) number as part of their QSL Package Worksheet submission. Receiving a DMM number allows access to the DMS and is the first step to becoming a DAPA holder. DAPA holders must be prepared to ship items to the PVs, so that the PVs may carry inventory and MTFs may designate items as usage; therefore, standardized items may not be coded in the DMS as "drop ship only." Note: It is recommended that new participants contact each PV prior to adding items to DAPA, in order to gain a full understanding of the PV's requirements and any potential costs associated with PV handling of those items.

If you qualify as a vendor on the QSL, you will then be invited, approximately 6 June 2020, to submit pricing quotes and a separate screenshot of your submitted DAPA Log submission or existing DAPA base uncommitted pricing for all required items to the MMESO POCs. Both pricing quotes and substantiating DMS documentation will be required for eligibility to enter into an Incentive Agreement (IA) for Instant Cold Packs, Perineal. Only those vendors with an established DAPA will be eligible to enter into the subsequent IA. The Government reserves the right to standardize or not standardize on Instant Cold Packs, Perineal.

The MSPV Program requires that all items be manufactured in a Trade Agreements Act (TAA) Compliant Country (see DFARS 252.225-7020 AND 252.225-7021), unless it is determined that no functionally equivalent item is available from a compliant source. To be eligible for inclusion in the proposed QSL, all vendors are required to provide country of origin information in the QSL Package Worksheet. In addition, according to the DAPA Terms and Conditions, vendors must complete the DAPA TAA Certification for each item quoted. If a quoted item is a TAA Non-Compliant End Product, the Government can use this information to determine whether or not a non-availability determination exists or if the Government will make a non-availability determination for the item. Unless a non-availability determination is made or a waiver is obtained, TAA Non-Compliant Country End Products cannot be added to the QSL and/or DAPA. Any questions concerning TAA may be directed to Donna Raday at DLA Troop Support, [email protected], 215-737-7885.

A. Products & Performance Required

The MMESOs are seeking product line items in the category of Instant Cold Packs, Perineal. Within the MHS MTFs and operational procurement this product line has an estimated annual sales volume of $253,272.12. This forecast is based on historical usage data during a recent 12-month period. One item is required for addition to the QSL and accounts for 100% ($253,272.12) of the total volume in sales ($253,272.12). The specifications for this project are shown in the “Requirements to Qualify for QSL” section below.

B. Instructions to Vendors

Vendors interested in qualifying for inclusion in the QSL must respond to this QSL Sources Sought notification by sending the appropriate QSL Package Worksheet and all supporting documentation via e-mail to the lead MMESO POCs below. The vendor’s submission must include all detailed information requested in the “Requirements to Qualify for QSL” section below and must also include: (1) Company name and address; (2) Company POC (Name and Phone Number, Fax Number, and E-mail address); (3) Commercial and Government Entity (CAGE) Code; (4) Identification of the Sources Sought notification to which the vendor is responding, and (5) DAPA or DMM number. Due to the potential for e-mail to be lost in transmission, from network security, etc., vendors are strongly encouraged to confirm with the lead MMESO that their e-mail submission has arrived. Each submitting vendor is advised to confirm receipt allowing adequate time for resubmission before the due date and time. As part of the “Requirements to Qualify for QSL,” vendors must complete and submit the QSL Package Worksheet. Any vendor experiencing difficulty opening the Worksheet may contact the MMESO POCs. The MMESO POC will provide a Worksheet copy via an alternate method (fax, e-mail or hard copy).

Vendors that do not meet the deadline of COB 5:00 PM Pacific Standard Time (PST) on the response date above for this QSL Sources Sought notification will not be included in the lead MMESO’s review to establish the QSL and thus will not be able to participate in the subsequent Standardization Action.

Requirements to Qualify for QSL

The requirements for this product line are outlined below. Complete answers and all supporting documentation must be provided with the vendor’s submittal by the response date stated in this QSL Sources Sought notification. A vendor who does not meet all of these requirements or who does not submit documentation to support these requirements as requested will not be qualified for the QSL. Vendors must provide responses to this Sources Sought notification via the QSL Package Worksheet.

1. Vendor must have a DAPA or be in the process of applying for a DAPA number for the product line listed. Vendor must provide their DAPA number or provide date of application and DMM number proving access to the DMS, as the subsequent Standardization Action requires vendors to have all required items on DAPA.
2. Vendor must have an agreement with the current DoD Medical/Surgical Prime Vendor CARDINAL HEALTH, or must work with CARDINAL HEALTH to initiate an agreement, as standardized items from this QSL will be distributed via the MSPV program.
3. Vendor must have an agreement with the current DoD Medical/Surgical Prime Vendor OWENS & MINOR, or must work with OWENS & MINOR to initiate an agreement, as standardized items from this QSL will be distributed via the MSPV program.
4. Vendor must have a government issued Commercial and Government Entity (CAGE) code assigned for products contained within the specific product group or be in the process of obtaining one. Vendors must validate that their account is Active in the System for Award Management (SAM) and provide CAGE Code. Vendors in the process of obtaining a CAGE Code must provide documentation to support that they have registered in SAM. Vendors without a CAGE Code and/or a SAM account will not be considered for participation in the subsequent Standardization Action. See https://www.sam.gov/portal/public/SAM/.
5. Vendor quoted products shall be TAA compliant. End-items quoted shall be manufactured or substantially transformed either in the U.S. or in Designated or Qualifying countries, unless source non-availability determination is made. Therefore, the vendor at the item level must provide country of origin for all required items and any optional items offered. Vendor must provide product catalog & literature for any items offered in response to this Sources Sought notification. Vendor must submit the following information via QSL Package Worksheet for each offered product: Full item description, Distributor Part Number, Manufacturer Part Number, Manufacturer Name, Number of eaches in Unit of Sale, and country of origin. Only ONE Vendor Part Number (PN) should be provided for each item/sample. Vendor must send the same part number(s) for evaluation(s) as provided in response to this QSL Announcement and as noted in the QSL Package Worksheet.

Required Products / Annual Usage in Units

5.1 INSTANT COLD PACKS, PERINEAL, 4 IN - 6.75 IN X 12.5 IN - 14.25 IN / 179,808/

6. Vendor must provide Instant Cold Packs, Perineal products that are not made with natural rubber latex. Vendor must also provide submittal documentation establishing that the offered products are not made with natural rubber latex. The vendor must meet this requirement in one of three ways: 1) demonstrating that the labeling for the offered products contains the FDA recommended statement "Not made with natural rubber latex," 2) demonstrating that the ISO BS EN 15223-1:2016 symbol [reference number 5.4.5] is on the labeling for the offered products, or 3) if the product labeling does not contain the FDA recommended statement or the ISO BS EN 15223-1:2016 symbol [reference number 5.4.5], the vendor must provide a signed letter stating that the offered products are "not made with natural rubber latex."

7. Vendor must provide single-use Instant Cold Packs, Perineal products and indicated as such on the product packaging in a statement or by the ISO BS EN 15223-1: 2016 symbol [reference number 5.4.2] and provide documentation to support this with initial submittal.

8. Vendor must provide Instant Cold Packs, Perineal products that maintain a temperature between 20°F – 40°F (-6°C to 4°C) for a period of at least 15 minutes and provide documentation to support this with initial submittal.

9. Vendor must provide Instant Cold Packs, Perineal products that do not leak when used according to manufacturer’s Instructions for Use and provide documentation to support this with initial submittal.

10. Vendor must provide Instant Cold Packs, Perineal products that are activated using normal hand pressure and provide documentation to support this with initial submittal.

11. Vendor must provide Instant Cold Packs, Perineal products with Instructions for Use (which include activation, application, and disposal of product) on product packaging and provide documentation to support this with initial submittal.

12. Vendor must provide Instant Cold Packs, Perineal products with Safety Precautions/Warning on individual product packaging and provide documentation to support this with initial submittal.

13. Vendor must provide Safety Data Sheets (SDS) for Instant Cold Packs, Perineal if the product contains ammonium nitrate as an active ingredient and provide documentation to support this with initial submittal.

14. Vendor must provide documentation with initial submittal stating they agree to provide in-service training in a method(s) required by the government. The government may require any of the following training method(s): in-person training sessions, DVD, web-based training and/or materials or written materials (i.e. user manual, package inserts and literature).

15. Vendor must provide Instant Cold Packs, Perineal products that have smooth edges over all surfaces.

Evaluation

To ensure your eligibility to participate, all products required for evaluation must be shipped by the close date of this QSL Announcement and must arrive at addresses below no later than 5:00 PM local time at delivery location, 15 calendar days from issuance of the QSL Announcement. Products received after the stated date and time will not be included in review to establish the QSL nor will these products participate in the subsequent Standardization Action. Products arriving after stated deadline will be destroyed upon receipt.

Vendor will provide only the following products for evaluation. The products will be provided at no cost to the government for products or delivery, and unused products will not be returned. One box of the commercially packaged items listed below are to be provided to the Lead MMESO. Vendor will be required to supply the same part number(s) submitted in the QSL Package Worksheet.

Items for Evaluation

INSTANT COLD PACKS, PERINEAL, 4 IN - 6.75 IN X 12.5 IN - 14.25 IN 

Please complete the checklist below, to ensure your eligibility to participate in the product evaluations:

☐ The date of shipment(s), tracking number(s), and the carriers used must be provided to MMESO by the closing date of this QSL Announcement, [please enter a date here].

☐ The deadline for product delivery (see address below) is 15 calendar days after closing date of this QSL Announcement, [please enter a date here], no later than 5:00 PM local time.

☐ Your company is required to send products with the same part number(s), as provided in the response to the QSL Announcement, and as noted in the QSL Package Worksheet.

Your company representatives will:

• Not be required for in-servicing prior to, or during the evaluations
• Not be allowed to be present during the actual evaluation process of their products or their competitors’ products
• Not be allowed to speak to any hospital staff member regarding the product evaluation, product pricing or price-related factors
   
  If your company representatives speak, or attempt to speak to hospital staff members regarding the product evaluations, pricing, or price related factors your company will not be eligible for this evaluation process.
   

• The shipping method to MMESO Pacific sites must be done using either FedEx or UPS
• The vendor may select the shipping method for the evaluation sites in the remaining 49 United States

MMESO Evaluation Site for 3-person Clinical Review Team Hands-On:

MMESO - West

POC Name - Jacob Brown and Ray Buyson

Mailing Address

Shipping Address:

Medical Materiel Enterprise Standardization Office – West

34960 Bob Wilson Drive

San Diego, CA 92134

ATTN: Ray Buyson STANDARDIZATION EVALUATION SAMPLES

Phone/E-Mail

619-532-8537

[email protected]

619-532-8519

[email protected]

A 3-person Clinical Review Team from an MMESO West MTF will review the responses from the vendors and the results from the Product Specific Hands-On evaluations and determine which vendors meet the requirements. A vendor who provides all requested information and meets the requirements will be selected for inclusion in the QSL. Vendors will be notified of whether they met or did not meet the QSL requirements by approximately 6 May 2020.

Points of Contact (POCs):

MMESO West Team Leader Contractor Ms. Gabrielle Burns, 619-532-7554, [email protected] and MMESO West Clinical Analyst Contractor Mr. Jacob Brown, [email protected], 619-532-8537. DLA Troop Support Medical Contracting Officer: Tara J. Perrien, [email protected], 215-737-8307.