UNIVERSITY OF VIRGINIA MEDICAL CENTER

Transcription

1 REQUEST FOR QUOTATION UNIVERSITY OF VIRGINIA MEDICAL CENTER Event Name: Program Up for Bid: Location: UVAHS3840 Peripheral Vascular Interventional Supplies Charlottesville, VA Annual Purchase Volume: ~$ 4.1M USD Submission Due Date: Round 1 Friday, April 28 th at 5 PM EST Round 2 To Be Determined

2 Table of Contents Table of Contents Event Information Contact Information Event Timeline Additional Information.16 2 University of Virginia Health System Event #3840

3 1.00 Event Information 1.01 Program Up for Bid This event includes the University of Virginia Medical Center s (UVA) estimated annual product requirements for Peripheral Vascular supplies. To be considered for an award, participating suppliers must comply with all requirements established in this Request for Quotation (RFQ) Key Definitions University of Virginia Medical Center (UVA) UVA is an academic health care center associated with the University of Virginia in Charlottesville. Advisory Board Company (Advisory Board) The Advisory Board is a leading information services firm providing best practices insight, leadership development, implementation support and technology solutions. Suppliers Sellers, manufacturers, distributors, wholesalers, service companies, and any other business enterprises that contract with, or seek to contract with supplier to provide products and services to UVA Goals & Scope of Goods/Services 1.04 Annual Purchase Volume UVA s goal is to obtain quotes from vendors for the provision of all types of peripheral vascular supplies utilized at UVA s in the OR and Cath Lab. Peripheral Vascular supplies include, but are not limited to: PTA balloons, vascular guidewires, vascular stents, thrombectomy catheters, guiding catheters, micro catheters, embolic protection devices, embolization coils, IVC filters, drainage catheters, carotid stents, atherectomy catheters, endovascular grafts, support catheters, snares, and retrieval devices. In addition to soliciting competitive pricing on the supplies available for bid through this sourcing event, UVA is interested in proposals that demonstrate value outside of product costs. Suppliers should include in their proposals non-price related drivers of value such as, but not limited to: Fellowship Opportunities; Access to New Technology Trials; Access to Pre-Market Technology; and Continuing Medical Education Opportunities. Suppliers should be aware that UVA has set an aggressive savings goal and line item price targets for certain items included in this event. Savings goals and line item price targets will be communicated by the Advisory Board throughout this bidding process. The term Annual Purchase Volume indicates UVA s best estimate of needs. Due to fluctuations in UVA s volume, this estimate of needs does not constitute a commitment by UVA to purchase the full Annual Purchase Volume from the awarded supplier(s). 3 University of Virginia Health System Event #3840

4 1.05 UVA s Role UVA s role in this project is to: Approve the Request for Quotations Approve qualified suppliers to bid. Answer questions compiled by the Advisory Board from suppliers related to the Request for Quotation and the bidding process. Make all award decisions and notify all awarded recipients Advisory Board Company s Role 1.07 Clinical Sourcing Impact Program Advisory Board Company s role in this project is to: Manage all supplier communication and Q&A. Provide troubleshooting and general technical support for the Support Portal Platform for both UVA and participating suppliers. Train all invited suppliers to use Supplier Portal Platform. Provide bidding support for suppliers. There are no Advisory Board Company charges to suppliers for participation in this event. The Advisory Board s Clinical Sourcing Impact program will enable qualified suppliers to provide competitive and creative proposals leveraging an efficient and flexible process. The goal of the process is to ensure a mutually beneficial award for both UVA and qualified suppliers. Information collected throughout this process will be kept confidential no portions of each supplier s proposals will be divulged to any other potential supplier Supplier Participation 1.09 Small, Women- and Minority-owned (SWaM) Businesses Supplier participation in this event is mandatory to establish a contract with UVA for the items included in this bid package. UVA has invited only qualified suppliers to this event who meet all clinical, business, and legal requirements. Non-participating suppliers will be prevented from contracting with UVA for these items and will be barred from introducing new products to UVA as a non-approved supplier. Formal competitive procurements are subject to UVA s Master Agreement. Suppliers must review Attachment 1 and complete Attachment 2, which concerns SWaM information UVA is collecting from all participating suppliers Current Agreements All pricing agreements and contracts with current suppliers will remain valid and binding at current pricing until an award decision has been finalized. 4 University of Virginia Health System Event #3840

5 1.11 Length of Contract UVA will award this business as a two year term with the buyer s option to extend the agreement by one year Preparation & Submission of Proposals 1.13 No Warranty or Representation: Errors & Omissions Any and all preparation costs incurred by a supplier in developing and providing responses, demonstrations, or any other activity associated with responding to this RFQ are the sole responsibility of the supplier and will not be reimbursed by UVA. All suppliers proposals, responses and associated supporting materials shall become the property of UVA. The awarded supplier s response(s) to this RFQ will be incorporated within the signed contract to be negotiated between UVA and the selected supplier. Supplier acknowledges that UVA reserves the right to award in whole or in part, to one or more firms, or to cancel the RFQ without award. By submitting a proposal to this RFQ, supplier represents and warrants that: This RFQ and its specifications has been read and understood by the supplier; The supplier s proposal is based upon items described in this RFQ s documents and specifications without exception; The supplier s response proposal has been arrived at independently and is submitted without collusion; No attempt has been made or will be made by the supplier to induce any other supplier that has received an invitation to respond to this RFQ to not submit a proposal to UVA. Suppliers are required to disclose the following information and include it with their response to this RFQ: The names of any UVA personnel that performed work or provided services of any kind to your firm and/or were compensated for performing work or providing services to your firm; A description of the work or services performed by UVA Center personnel for your firm; A summary of payments made by your firm to any UVA personnel; If no work or payments occurred as described above, an attestation that none occurred. If a supplier is awarded a contract, and if during the term of the contract the firm enters into any relationships with UVA personnel as described above, the firm shall promptly disclose such relationships to UVA. Prospective suppliers shall not take advantage of any apparent errors or omissions in the Request for Quotation (RFQ) documents. In the event that any errors or omissions are discovered, a supplier shall notify UVA immediately Bid Validity Bids shall be binding and valid for 180 days from bid verification. Each supplier agrees to execute a contract and accept a Purchase Agreement based on the terms of this RFQ if notification of award is received on or 5 University of Virginia Health System Event #3840

6 before the expiration of the bid validity period Confidentiality The awarded supplier acknowledges and agrees that this RFQ creates a relationship of confidence and trust between supplier and UVA with respect to UVA's confidential or proprietary information (the Information ) disclosed by UVA to the supplier during the supplier selection process. Such Information includes, but is not limited to patient information and information regarding quality assurance, risk management and peer review activities; information concerning any matters affecting or relating to the business or operations or future plans of UVA, any of its affiliates, or UVA Medical Center, including, but not limited to, UVA s policies, procedures, rules, regulations, and protocols; names of clients, and marketing plans; sales and service manuals; and confidential or proprietary secret processes, formulas, techniques, and inventions (whether or not patentable). To the extent allowed by applicable law, awarded supplier shall hold all Information disclosed to it by the UVA and all documents containing Information in trust and confidence at all times during the initial term and any renewal of the resulting Agreement and after the termination of the resulting Agreement and shall refrain from disclosing any Information, except when specifically authorized to make such disclosure by an officer or other appropriate person of UVA. This prohibition extends to, but is not limited to (a) the awarded supplier s divulging such information to any parent, subsidiary or other affiliate of the awarded supplier; and (b) the awarded supplier s divulging such information for the purpose of acting as an expert witness, reviewer, or consultant on behalf of a plaintiff or an attorney acting on behalf of a plaintiff, in a claim or action against UVA or any of its affiliates. Awarded supplier shall treat all Information as proprietary and confidential and with the same degree of care with which awarded supplier treats its own proprietary information, and shall not divulge or disclose any Information to any third party except with the prior written consent of UVA, except as otherwise required by applicable law. Awarded supplier agrees that it will not, without the prior written consent of UVA, communicate any Information to any person, entity, or organization other than to those of its employees, agents, or consultants to whom it shall be necessary to disclose the Information in order to carry out the purpose of the resulting Agreement, except as otherwise required by applicable law. Awarded supplier agrees to use its best efforts to prevent its employees, agents, and consultants from disclosing any Information to any other person, entity, or organization, subject to applicable law. The resulting Agreement shall be governed by and subject to the Commonwealth of Virginia s Freedom of Information Act (FOIA). All pricing information, consistent with the public interest and the underlying policy of the Commonwealth of Virginia, is open to the inspection of any qualified requestor and cannot be designated as confidential, proprietary or trade secret to avoid disclosure. Pricing information is also shared on a need-to-know basis both within the University of Virginia Health System and with Health System affiliates and consultants for purposes of operational review, transaction management, contract compliance & monitoring, benchmarking and performance improvement. Attempts to prevent disclosure of pricing information by designating it as confidential, proprietary or trade secret will be ignored. In addition, any non-price information considered by a supplier to be proprietary or to constitute trade secret(s) is also subject to disclosure under FOIA, unless the supplier invokes the protections of Virginia Code Section (F) in writing and follows its stated 6 University of Virginia Health System Event #3840

7 requirements prior to or upon submission of the non-price information for which the supplier is seeking protection Description of Products Supplier hereby agrees to provide the products identified in the Product Price File, including any hardware, software, accessories and tools necessary for the full and safe use of the products New Products Product(s) not included in the final contract award must be negotiated with UVA in order to be added to an Agreement, including new technology. Administrative approval must be obtained prior to of any and all new technology being brought into UVA s facilities. Notification must be given within sixty (60) days by supplier to UVA in writing before implementation can occur. For purposes of this section, new technology shall be defined as including product(s) or services that are not yet on the market to any customer provided by the supplier, or any other supplier. For purposes of the final contract, implementation shall mean first use of the product(s) at UVA. UVA will not approve or pay for the use or purchase of any new technology without express approval by UVA oversight committees. Introduction of new technology will require pre-approval by UVA. Pricing for new technology should not exceed the price for the current technology that the new technology replaces. In the event that this process is not followed, UVA will not process payment for the items and any invoices will be completely waived by the supplier Shipping / Freight All standard overnight, second day shipments, and freight charges are F.O.B. Destination (Prepaid and Absorbed). All articles are to be suitably prepared and packed for shipment in accordance with good commercial practice so as to secure safe delivery and be free from weather damage, to lower transportation rates, and to meet carriers requirements. Damage resulting from improper or inadequate packaging will be charged to supplier. 7 University of Virginia Health System Event #3840 Supplier guarantees that all product(s) ordered by UVA shall be shipped as described in the resulting Agreement within two (2) business days of supplier s receipt of an order for product(s). In the event that supplier fails to ship product(s) within said two (2) day time frame, UVA shall have the right to procure substitute product(s) from another source at supplier s expense. Supplier agrees to assist UVA in the procurement of acceptable substitute product(s). Furthermore, supplier shall pay to UVA a penalty equal to three percent (3%) of the value of the purchase order which has shipped late should supplier fail to ship product(s) within said two (2) day time period (hereinafter Late Shipment Penalty ). At UVA s direction, supplier shall either: (1) Issue a credit check to UVA in an amount equal to said Late Shipment Penalty; or (2) Deduct an amount equal to said Late Shipment Penalty from the invoice due for such product(s). In the event that UVA determines in its sole discretion that shipped product(s) are broken or damaged, supplier shall at UVA s direction: (1) issue a full credit for such broken or damaged product(s) irrespective of supplier s return of goods policy described in Exhibit H, attached hereto and incorporated herein by reference, or (2)

8 replace said broken or damaged product(s) irrespective of supplier s return of goods policy. It is UVA s expectation that suppliers will NOT include shipping in their bid price, but will cover cost of shipping. Please also see section 3.12, Inventory Management Proposal Submission Consignment During the term of the contract award, supplier may provide UVA with a consigned inventory. In the event that supplier provides consigned inventory, supplier shall provide a list of all product(s) composing the consignment inventory including reorder catalog number, product description, unit of measure, par level per line item, UVA unit cost, and extended cost for each product(s). Both parties will determine the appropriate par levels with UVA having final authorization. Changes to the inventory/par levels during the duration of the Agreement must be completed in writing and authorized by both parties. A no charge purchase order, which shall be defined as a zero dollar ($0) value tracking document, must be utilized for changes in par levels. The item and pricing list should be jointly updated accordingly by the parties hereto. Any product that is to be taken off the UVA premises must utilize established UVA tracking procedures of loaned product Payment Terms The awarded supplier may indicate payment terms of less than 30 days so long as those terms also contain a cash discount for early payment. For example: "5% 15/Net 30" would correspond to a 5% discount if paid in 15 days, otherwise net 30. UVA will compute discounts from the date of delivery of goods at destination, after final inspection, and acceptance, from the date of completion of services, or from the date the correct invoice is received in Accounts Payable, whichever is later. UVA will take the cash discount if payment is made within the specified time frame. Unless alternate payment terms, with cash discounts, are proposed by the awarded supplier, invoices submitted to UVA by the awarded supplier for the Goods and Services described in this RFQ will be paid on a Net 30 days after receipt of the Goods and Services and UVA receipt and approval of the corresponding invoice. Unless otherwise deemed appropriate by UVA, the awarded supplier(s) will enroll in one of UVA s approved methods for receipt of electronic payments in order to provide any and all additional discounts that may result from this payment method. Accordingly, the awarded supplier agrees to accept Bank of America s ( BoA ) epayables method of electronic payment or BoA s Paymode method of electronic payment. Awarded supplier shall timely provide invoice to UVA upon provision of goods and services under the resulting Agreement. All invoices must be timely submitted to UVA for payment availability within the fiscal year the goods and services were received. Awarded supplier will be required to acknowledge that any failure to timely submit an invoice within the fiscal year funding the contract may result in non-payment Business Reviews At least once every three (3) months, the parties will participate in Quarterly Business Review Meetings for the purposes of reviewing Agreement performance, compliance with Agreement prices and terms and to share new 8 University of Virginia Health System Event #3840

9 Product information and technology. Each party s representatives at the Business Review Meetings will be familiar with the terms of the Agreement and have authority to resolve any issues related to the Agreement. Unless otherwise agreed to by the parties, Business Review Meetings will be held at UVA s business offices. All expenses associated with supplier s participation in Business Review Meetings will be the responsibility of supplier, including, without limitation, travel, lodging and meals Representation Supplier shall provide supplier representatives to UVA on a periodic basis as mutually agreed to by supplier and UVA to meet clinical and service requirements. While on UVA s premises, supplier s personnel or agents shall: (a) comply with all requests, rules, and regulations of UVA regarding personal and professional conduct applicable on such premises (including, but not limited to, wearing an identification badge or protective clothing and adhering to regulations and general safety practices or procedures); and (b) otherwise conduct themselves in a businesslike and professional manner. In the event that UVA determines that any of supplier s personnel or agents are not behaving in accordance with this section, UVA may immediately remove or have removed such individual from UVA s premises and shall thereafter provide supplier with notice of such conduct. Immediately upon receipt of such notice, supplier shall (i) promptly remove the individual from the project; (ii) provide UVA with prompt written notice confirming such removal; and (iii) promptly provide UVA with an appropriate replacement. Supplier will provide the necessary onsite representation as requested by UVA to support procedure volume and surgeon requirements. Supplier s representatives must be registered in Reptrax in order to provide services to UVA. 9 University of Virginia Health System Event #3840

10 2.00 Contact Information 2.01 Communication During this Event 2.02 Advisory Board Clinical Sourcing Impact Support UVA requests that ALL questions or comments regarding this RFQ and sourcing event be directed to the Advisory Board. Any questions or comments directed towards UVA, its employees or clinicians will be referred to the Advisory Board. UVA will be consulted for any specific questions about supply requirements and commercial terms. Questions or comments that result in additional disclosure of information about supplies being sourced or event details will be shared with all suppliers to ensure equal access to any information that would impact competitive proposals. Failure to comply with this can result in disqualification of your proposal in the bid process. All other normal business issues faced by current suppliers should be directed to their normal contact at UVA. To ensure rapid response to all questions, suppliers are asked to contact the Advisory Board Clinical Sourcing Impact team using the following information: Hours: Monday through Friday 9 AM 5 PM EST Phone: UVAPV@Advisory.com 10 University of Virginia Health System Event #3840

11 3.00 Bidding Timeline 3.01 Overview This bidding event consists of four phases: Pre-Bid Requirements Bid Submission Post-Bid Verification Award Notification Each phase has a set of guidelines that should be carefully followed to insure that all requirements have been met. Failure to meet the requirements set for each phase may result in disqualification from the bidding process. Phase 1 Pre-Bid Requirements Date for Completion 3.02 Confirm Participation 3.03 Supplier Teleconference Suppliers should confirm their intent to participate at UVAPV@Advisory.com. Once confirmation is complete, suppliers will receive additional information about the Supplier Teleconference Suppliers are required to attend the supplier teleconference. The teleconference will review important information regarding the bid, provide an overview of key steps and project timelines, and share best practices to support suppliers in preparing for the competitive bidding process. This process provides suppliers with tremendous flexibility to demonstrate their business preferences and optimal award scenarios. The teleconference will be a great opportunity to learn how to fully leverage these advanced capabilities. Friday, April 7 th by 5 PM ET Week of Marth 10 th (Time TBD) 3.04 Terms & Conditions Suppliers are required to review UVA s Master Contract Template, Service Requirements, and Recall and Withdrawals attachments. These documents must be submitted to the event inbox by Friday, April 21 st at 5 PM EST. Suppliers must leverage UVA s contract template, which will be ed to them. UVA will respond to proposed redlines as appropriate and Suppliers will be required to accept final terms and conditions upon award. Friday, April 21 st by 5 PM ET 11 University of Virginia Health System Event #3840

12 3.05 Full Catalog Submission Suppliers must submit a current full catalog of all Peripheral Vascular supply items with list price. The full catalog of items with list price should be submitted to the event inbox no later Friday, April 28 th at 5 PM EST. Friday, April 28 th by 5 PM ET 3.06 Preparing Bids It is recommended that suppliers determine in advance their starting bid, bidding strategy, and the lowest bid level for each item they would be prepared to supply. Suppliers will be permitted to submit an unlimited number of new, competitive bids into the marketplace when bid rounds are open. Phase 2 Bid Submission 3.07 Overview & Completeness of Proposal Suppliers participating in this sourcing event are required to meet the following requirements: 1. Participate in the incumbent bid round, 2. Participate in the competitive bid round, 3. Submit a market share proposal, and 4. Submit a list of non-price-related value drivers. Date for Completion Suppliers who fail to participate in the incumbent bid round, competitive bid round, submit a market share proposal, and/or submit a list of non-price-related value drivers may be excluded from receiving an award to supply the products solicited by this RFQ Surrogate Bidding Suppliers should contact the Advisory Board Help Desk listed in Section 2.0 to discuss bidding alternatives if they are unable to access the Supplier Portal Platform during the open bidding rounds Savings Goals, Price Targets & Price Increases UVA s goal is to maximize savings while maintaining clinician flexibility and clinical quality. In the first bid round, suppliers are required to confirm current contracted price as well as provide new access pricing. Suppliers are strongly encouraged to offer an aggregate savings on their entire portfolio of products and meet or exceed line item price targets set for specific products. Suppliers who propose a price increase or cannot meet a price target, where one has been set, should be prepared to submit a justification for proposing a price increase or failing to meet a set savings target. These justifications will be shared with UVA s physicians, clinical staff and administrative leaders. 12 University of Virginia Health System Event #3840

13 3.10 Round 1: Incumbent Line Item Bidding Suppliers must submit incumbent line-item bids online during round one. Final bids must be submitted no later than Friday, April 28 th at 5 PM EST. Firday, April 28 th at 5 PM EST 3.11 Round 1 Focus and Feedback 3.12 Competitive Feedback The focus of Round 1 will be on incumbent bidding only. In the first bidding period, Suppliers must submit pricing online for the products they currently supply to UVA. Suppliers are requested to provide discounts during Round 1 on incumbent business in line with UVA s savings goals and the price targets for CRM, Coronary Stents and Neuro Coil products. Suppliers will receive feedback relative to savings goals and price targets on incumbent bids throughout the duration of Round 1. Suppliers will NEVER see bids from other competing suppliers, however, they will receive anonymous line item level feedback indicating if their bid is Competitive or Not Competitive as compared to the leading supplier bid for that item based on a threshold determined by UVA. Suppliers may also receive event level feedback around the completeness of their bids and encouraging expressive bids that demonstrate competitive and favorable award scenarios within and across product categories Market Share Proposal Submission Suppliers will be required to submit Market Share Proposals that express what level of market share shift is compelling enough for the supplier to provide further discounts to UVA. Suppliers are encouraged to reach out to the Advisory Board if help is needed in submitting a Market Share Proposal. To Be Determined Phase 3 Post-Bid Verification Date for Completion 3.14 Post-Bid Verifications Suppliers will be provided with a report to confirm the accuracy of final bids. Suppliers will also be asked to provide supporting detail in response to UVA requests for additional pricing information. To Be Determined 3.15 Price Increases UVA will not accept price increases for the items proposed through this bidding process. Suppliers who propose a price increase should submit in writing a justification for the price increase. This justification should outline the business and clinical reasons for the increase. Justifications for price increases can be uploaded to the CombineNet sight or ed to the event inbox at UVAPV@Advisory.com. Phase 4 Award Notification 3.16 Award Decisions UVA intends to enter into Purchase Agreements with suppliers that best meet physician s clinical requirements at the most beneficial price. Suppliers are Date for Completion N/A 13 University of Virginia Health System Event #3840

14 encouraged to bid as competitively as possible. UVA alone will select the awarded suppliers from the bids in this event. UVA s criteria for awarding a contract are contained Section 4.01 of this RFQ Target Award Date Award decisions will be made no later than June 30, 2017, upon satisfactory completion of UVA s award decision process. All bids submitted through the CombineNet shall remain valid, firm and subject to unconditional acceptance by UVA until award decisions are communicated and contract terms are executed. UVA will inform suppliers of the final award decision. Between the conclusion of bidding and the award notification, suppliers should not assume that they are the winning bidders, and should not take any actions that are based on that assumption. 14 University of Virginia Health System Event #3840

15 4.00 Additional Information 4.01 Basis of Selection UVA will evaluate proposals and, if a supplier is to be selected, select the supplier on the basis of: 1. The supplier s plan to assist the Medical Center to meet its goals and requirements as discussed in this RFQ 2. The supplier s relevant experience, qualifications and success in providing the goods and/or services outlined in this Request for Proposal. 3. The supplier s references from institutions of higher education, teaching hospitals, and clients who are comparable to the Medical Center. 4. The supplier s financial proposal. 5. The quality of the proposal, specifically, the provision, adequacy and completeness of your response. 6. The contractual terms that would govern the relationship between the Medical Center and the Selected Supplier. The supplier will be deemed to have fully accepted the Medical Center s Master Agreement unless specific modifications are requested in the supplier s written proposal, with an explanation as to why such modifications are required by the supplier. 7. The supplier s Small, Woman-owned and Minority-owned (SWAM) businesses status and/or the firm s plan for utilization of SWAM businesses. Any other relevant factors as determined solely by the Medical Center. 15 University of Virginia Health System Event #3840