WELCOME PARTNERS

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WELCOME PARTNERS!!!

• VA National Acquisition Center
• High Tech Medical Equipment Program

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Patient
Amenable
Positive
Reputable
Innovative
Trust
Honesty
Negotiable
Soundness
Reliable
Ethical
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HIGH TECH MEDICAL EQUIPMENT BRANCH

• Vision
• To provide centralized acquisition strategies on
  behalf of Federal customers in order to reduce
  procurement lead-time and leverage government
  spending through national purchasing.
• Mission
• Promote team building/branch cohesion
• Build/strengthen customer alliance
• Professionalize vendor relationship partnership
• Ensure performance excellence

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Agenda
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Agenda (contd)
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HIGH TECH MEDICAL EQUIPMENT
Sales Data
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HIGH TECH MEDICAL EQUIPMENT BRANCH

• PERSONNEL MAKEUP (17)
• Assistant Director (1)
• Senior Contract Specialists (2)
• Contract Specialists (7 one vacancy)
• Equipment Specialists (4 one vacancy)
• Purchasing Agent (1)
• Procurement Technicians (2)

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HIGH TECH MEDICAL EQUIPMENT BRANCH

• WORK ASSIGNMENTS
• Radiology Equipment
• Radiation Therapy Equipment
• Picture Archival Communication Systems
• Glassware (X-ray Tubes)
• Maintenance Service (Delegation of Authority)
• Laundry Equipment
• Special Purchases
• CONSOLIDATED BULK BUY PROCESS
• NON-CONSOLIDATED PROCUREMENT PROCESS

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WORKLOAD PRIORITIZATION

• With the exception of emergency (waived)
  orders/modifications, the oldest requests receive
  primary attention First in, first out
• 1st Priority
• Emergency (waived) Delivery Orders
  Modifications
• 2nd Priority
• Consolidation Delivery Orders
• 3rd Priority
• Upgrades
• 4th Priority
• Modifications
• Assigned Priority of Work Number

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HIGH TECH MEDICAL EQUIPMENT PROGRAM

• New VHA Directive 2009-017 (expires 3/31/2014)
• Established in response to the Secretary of
  Veterans Affairs Procurement Reform Task Force
  (PRTF)
• VHA tasked to consolidate the high cost medical
  equipment acquisition process in order to achieve
  maximum market leverage
• Defines VHA acquisition process for high cost
  medical equipment purchases through NAC
• Outlines VISNs/NAC roles and responsibilities

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HIGH TECH MEDICAL EQUIPMENT PROGRAM

• New VHA Directive 2009-017
• Delivery Order Process Option 1
• February 1st (formerly December 1st)
• May 1st (formerly March1st)
• September 30th (formerly September 1st)
• Offers are competed based upon an established
  Benchmark
• Extended installation is not included initially,
  but done by way of modification
• Upgrades of 50,000 or less can be locally
  procured
• Additional discounts for bulk buying is the main
  priority

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HIGH TECH MEDICAL EQUIPMENT PROGRAM OPTION 1
Cutoff for Requisition to be received at
NAC (2/1, 5/1, and 9/30)
Benchmarks released to vendors via RFQ (normally
within 7 days from cutoff)
Response due from vendors (normally 30 days from
RFQ posting)
Vendor offers sent to VISN to evaluate and make
selection (normally within 2 days from receipt)
VISN best value selections and justifications
must be received at NAC (normally within 3 weeks
from date sent to VISN)
NAC sends pricing information to VHA Office of
Clinical Logistics (OCL) and the Office of Asset
Enterprise Management (OAEM) (normally within 7
days after selections are received)
CIP Required?
YES
NO
OAEM response on 2nd step CIP approval due to the
NAC (normally within 14 days)
Order processed and completed (approx. 120 days)
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HIGH TECH MEDICAL EQUIPMENT PROGRAM

• New VHA Directive 2009-017
• Delivery Order Process Option 2
• Full and Open Competition promoted at local level
• VA customer receives vendor quotes and makes best
  value determination
• Customer selection/justification along with
  complete requisition package sent to HTME for
  processing
• Absent written request from VA customer,
  requisition is held for 90 calendar days to
  include in an open consolidation to maximize
  national leveraging

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HIGH TECH MEDICAL EQUIPMENT PROGRAMOption 2
VISN develops functional requirement and issues
RFI from eligible vendors
Prior to evaluation of vendor offers, VISN may
forward to NAC Equipment Tech for review
NAC Equipment Tech completes review and provides
recommendations (normally within 7 work days
after receipt)
VISN conducts fair evaluation of vendor offers
and makes selection (Requests exceeding 1
million requires approved CIP, cutoff April 30th)
VISN sends pricing information to VHA Office of
Prosthetics and Clinical Logistics (POCL) and
the Office of Asset Enterprise Management (OAEM)
CIP? YES
CIP? NO
OAEM CIP approval due to the VISN (normally
within 14 days)
VISN submits requisition package to NAC for
processing
NAC awards delivery order with proper
justification to selected vendors within 30 days
upon customers written consent
Absent written consent, NAC may hold order not to
exceed 90 days to achieve maximum discount for
consolidated orders
NAC reports savings off contract pricing
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HIGH TECH MEDICAL EQUIPMENT PROGRAM

• Instructions to Offeror (Revision)
• Individual line item pricing
• Multi-unit discounts
• Failure to propose a multi-unit discount
  structure will disqualify your offer from
  consideration
• Bottom-line pricing schemes are not acceptable

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Consolidation Workflow At A Glance
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HIGH TECH MEDICAL EQUIPMENT PROGRAM

• Tentative September 2009 Consolidation
• (based on 350 or less line items)
• Sep 30th Deadline for new requests to be
  received in High Tech Medical Equipment (HTME)
• Oct 21st Benchmarks (RFQ) posted to vendors via
  www.fbo.gov
• Dec 2nd Vendor offers due in HTME by 430 PM
  CST
• Late offers will be returned with no further
  consideration
• Dec 4th CLOs will receive vendor offers via
  FedEx
• Dec 24th Customer selections and best value
  justifications due in HTME via e-mail
• Feb 5th Awards made by HTME

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VA CUSTOMER/VENDOR MAIL GROUP CHANGES
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RADIATION THERAPY EQUIPMENT SOLICITATION

• Presolicitation Notice posted 8/14/09.
• Solicitation scheduled to post on or about
  8/31/09 and will be open for 60 days.
• Incorporates many of the same amendments and
  clauses as joint VA/DoD imaging solicitation.
• Generated in eCMS and allows for vendor comments
  via the web.
• Resultant contracts will be for one year with 3
  option years.

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INCORPORATION OF LINE ITEM BILLING

• HTME anticipates implementation of line item
  billing by 9/1/09.
• Line Item billing elements
• Equipment Systems
• Extended Installation
• Equipment Trade-ins
• Biomed/Other Training
• Travel
• 3rd Party Items
• Restrictions
• Pending modifications to line item
• Disputes by station
• Insufficient funding

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eCMS VENDOR PORTAL ROLL-OUT/UPDATE

• Presentation will be provided by
• William (Billy) Eytel
• Department of Veterans Affairs
• Electronic Commerce Business Solutions Office
  (ECBSO)

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NAC_CM PRICELIST UPLOAD REQUIREMENT

• Information will be provided by a representative
  from the
• Department of Veterans Affairs
• National Acquisition Center
• Business Solutions Resources (BSR)

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STANDARDIZATION OF VENDOR PRICELIST/QUOTES

• Column 1 Contractor
• Column 2 Catalog Number
• Column 3 Short Description
• Column 4 Unit of Issue
• Column 5 List Price
• Column 6 Expanded Description
• Column 7 Unit Government Price

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QUESTIONS ANSWERS
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Points of Contact

• James L. Booth
  
• Assistant Director, High Tech Medical Equipment
  Branch
• National Acquisition Center
• 708/786-5258
• james.booth_at_va.gov
• Anthony Crumpton
  
• Senior Contract Specialist, High Tech Medical
  Equipment Branch
• National Acquisition Center
• 708/786-5240
• anthony.crumpton_at_va.gov
• Eric W. Lee
• Senior Contract Specialist, High Tech Medical
  Equipment Branch
• National Acquisition Center
• 708/789-5251
• eric.lee3_at_va.gov

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Thank You!