ECAT
“The Tool for Purchasing Implants”
Present by:
Roy Dillard
DLA Troop Support – Medical Supply Chain
Agenda
ECAT Overview
Multiple Award Schedules (MAS)
Competitive/Sole Source Contracts
Orthopedic Implants
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ECAT Manufacturer Direct Program
Requirements Determination
Acquisition Strategy
Product Lines Covered
Navy Participation
Delivery Methods
How to Order
Wrap-Up
Questions/Answers
FOR OFFICIAL USE ONLY
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ECAT Overview
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ECAT – An internet solution that uses the
latest Electronic Commerce technology for
Ordering, Receiving, and Bill Payment of
Medical Devices and Supplies
Used for commodities not covered by
Pharmaceutical and Med/Surg Prime Vendors
Interfaces with DMLSS
Suppliers Deliver Direct to Customers
Worldwide
FOR OFFICIAL USE ONLY
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ECAT Overview
Facilitates ordering from the following types of Contracts:
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ECAT Multiple Award Schedules (MAS)
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ECAT Competitive Contracts
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Optical (LPTA)
Newborn Screening (Best Value)
ECAT Sole-Source Contracts
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Dental
Laboratory
Equipment
Hologic ThinPrep Pap Testing
Orthopedic Implants
Medical Readiness Contracts
Contracts have a Standard Length of Five or Ten Years
FOR OFFICIAL USE ONLY
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ECAT Multiple Award
Schedules (MAS)
Contracts Awarded and Orders Processed pursuant to FAR
Part 8.4 – Federal Supply Schedules
Multiple Catalog Ordering
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On-line Comparison Shopping for Best Value
Customer Selects Product and Vendor
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Price
Delivery
Past Performance
Other Factors
“Navy Medical Standard Operating Procedure (SOP) –
Electronic Catalog (ECAT)” 14 SEPT 2011, Version 2.0
Pursuant to DFARS 208.405-70, all Orders exceeding SAT
are suspended and competed amongst ECAT Schedule
Holders
FOR OFFICIAL USE ONLY
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ECAT Competed/Sole
Source Contracts
Contracts awarded using the following
acquisition strategies do not require
competition at the ordering level:
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FAR 15.101-1 Tradeoff process.
FAR 15.101-2 Lowest price technically
acceptable source selection process.
FAR 6.302 Circumstances permitting other
than full and open competition.
Always Follow Navy Policy and Local
Guidance
FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Requirements Determination
Requirements Determination for “Physician Preference
Items”
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The Main Driver: “Physician Experience”
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Physicians are trained on one manufacturer’s line
Each product line has its own features and therapeutic outcome
Physicians do not consider substitute items
Only one MFG can be solicited to meet physician needs
Factors normally considered for competitive procurements not
considered for “Physician Preference Items” (i.e. Price, Delivery,
etc.)
MTFs Drive Contracting Efforts based on Demand
DLA Troop Support conducts Market Research on MFGs
Identified by Customers
FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Acquisition Strategy
ECAT Manufacturer Direct
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Individual MFGs solicited on an Other than
Full and Open Competition Basis
Establish Fixed Price (with Economic Price
Adjustment) Indefinite Delivery/Indefinite
Quantity (IDIQ) contracts with multiple
Orthopedic MFGs
FOR OFFICIAL USE ONLY
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Orthopedic Implants
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Product Lines on Contract at DLA Troop Support
MFG
PRODUCT LINES
SOURCE
Zimmer
Hips, Knees, Spine, Extremities
Trauma
Auxiliary Items
Orthobiologics
ECAT MFG Direct
ECAT MFG Direct and Readiness
ECAT MFG Direct
DAPA
Stryker
Trauma
ECAT AJV and DAPA
Smith & Nephew Trauma
ECAT Metro Medical
Synthes
ECAT AJV, Readiness, and DAPA
Trauma
FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Navy Participation
Zimmer
(ECAT)
Beaufort
Bremerton
Camp Lejeune
Camp Pendleton
Cherry Point
Jacksonville
NEMSCOM
Oak Harbor
Pensacola
Portsmouth
San Diego
Twentynine Palms
WRNMMC (Formerly NNMC)
USNH Guam
USNH Okinawa
USNH Yokosuka
USNS Mercy
Zimmer
(Local)
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Stryker
(Local)
Smith & Nephew
(ECAT & Local)
Synthes
(ECAT & Local)
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FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Zimmer Opportunity
Current Navy Spend on Orthopedics: $15.1 Million
Product Lines that can be supplied by Zimmer
through ECAT Contract
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Knee Joint Implants
Spinal Implants
Hip Joint Implants
Orthopedic Trauma Implants
Reusable Surgical Instruments
Consumable Surgery Supplies
Zimmer Market Share (90%)
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Estimated Spend: $8.0 Million
Potential Savings: $7.1 Million
FOR OFFICIAL USE ONLY
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Orthopedic Implants
How to Place ECAT Orders for Orthopedic
Implants and Procedures
Present by:
Thomas E. Rosenthal
DLA Troop Support – Medical Supply Chain
FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Delivery Methods
Order Process for “Customer Direct” Orders
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Orders flow from DMLSS through ECAT to Vendor
Vendor confirms orders
Vendor ships product directly to the Customer
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Order Process for “Just-in-Time” (or “Carry-In”) & Consignment
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Exclusive to Orthopedic Implants
Surgery is Scheduled
Customer Creates “Not-to-Exceed” (NTE) Purchase Order
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Creating a NTE Purchase Order prior to a surgery taking place obligates
funds and protects against ADA violations.
Vendor personally delivers product to Orthopedic Surgeon “Just-In-Time”;
or MTF Staff take products that have been “Consigned” by the Contractor
Procedure is Performed
Customer issues Delivery Order using ECAT for Actual Products used
during the Procedure
Vendor confirms order
Customer Posts Receipt
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FOR OFFICIAL USE ONLY
Orthopedic Implants:
Processing JIT/Consignment Orders
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Submit the “Not-to-Exceed” (NTE)
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Each NTE purchase order allows MTFs to place multiple items used
during a Procedure onto a single ECAT Order
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Placed in advance of a surgery taking place
Failure to do so may result in an Anti-Deficiency Act violation
Items required for a procedure are typically not known until the time of surgery
NTE Orders can be created using one of the following methods:
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Inventory Management (IM) Offline Submit
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Used when the Supply Chain Management Office initiating the order has access to
the “Inventory Management” Function in DMLSS
Chart 15 of this Presentation
Customer Area Inventory Management (CAIM) Offline Submit – Direct to ECAT
as Source of Supply (SOS)
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Used when Customer’s Logistics Office initiating the order does not have access
to the “Inventory Management” Function, but can submit orders directly to
ECAT’s SOS code of “ECA”
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Charts 16-18 of this Presentation
FOR OFFICIAL USE ONLY
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Submitting NTE Purchase Orders
“IM Offline Submit”
Used when the Logistics Office
initiating the order has access to
the “Inventory Management”
Function in DMLSS
Step 1: Open “Inventory
Management”, start a new
“Offline” order, and search for
the Orthopedic Procedure NTE
Item ID
P01ZIM
Step 2: Add Customer ID (for
the Orthopedic Department) to
Order
Step 3: Insert a Quantity of “1”
and “Execute” the order.
The NTE Order has been
Submitted to ECAT!
FOR OFFICIAL USE ONLY
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Submitting NTE Purchase Orders
“CAIM Offline Submit – Direct to ECAT as SOS”
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Use “Customer Area Inventory
Management” when
• Customer’s Logistics Office
initiating the order does not have
access to the “Inventory
Management” Function
• But can submit orders directly to
ECAT’s SOS code of “ECA”
Step 1:
a. Open “Customer Area
Inventory Management”
b. Select your Customer
DoDAAC
c. Start a new “Offline” order
b
c
FOR OFFICIAL USE ONLY
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Submitting NTE Purchase Orders
“CAIM Offline Submit – Direct to ECAT as SOS”
Step 2: Search for the
Orthopedic Procedure Part
Number (NTE Part Number)
Step 3:
• Ensure SOS of ECA
• Ensure an Order Qty of “1”
• Submit as a Build, Process
and Submit (BPS) Order
P01ZIM
ZIMMER ORTHOPEDIC HIP,KNEE, EXTREMITY, OR TRAUMA PROCEDURE
ECA
$24,000.00
Step 4: Click through the
confirmation dialogue boxes.
Step 5: After clicking “OK” on
the last dialogue box, you will be
taken to the BPS Order screen,
and asked to make an SOS
Selection. Re-Confirm “ECA” as
your SOS.
FOR OFFICIAL USE ONLY
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Submitting NTE Purchase Orders
“CAIM Offline Submit – Direct to ECAT as SOS”
Step 6: Execute the Order. You
will receive some additional
confirmation dialogue boxes;
simply click “OK” through
these.
$24,000.00
ECA
The NTE Order has been
submitted to ECAT!
FOR OFFICIAL USE ONLY
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Orthopedic Implants:
Submitting NTE Purchase Orders
Notes to Remember:
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NTE Orders should be:
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Placed in advance of a surgery taking place
Failure to do so may result in an Anti-Deficiency Act violation
When indicating the Quantity of a Procedure, always insert as
a Quantity of “1”
Once the contractor acknowledges the order in ECAT:
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ECAT will automatically send the award status updates to DMLSS
(AE_ and AB_ MILSTRIP status responses)
• Provides the contract and call numbers
• Adjusts the NTE order amount to match the actual value of the
order
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All unused funding will be de-obligated and can be used again by
the MTF to fund any future requirements
FOR OFFICIAL USE ONLY
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Submitting Orders for Completed
Orthopedic Procedures using ECAT
After the Procedure takes place, the
Logistics Office will be provided with a
list specifying exact items used during
the procedure. Use this List to
complete the Order in ECAT using the
following steps:
Step 1: Log into ECAT
Step 2: Go to your “Not-To-Exceed”
Purchase Orders by going to “Order
History”, then “View Consignment
Carts”
N0025920610306
Step 3: Start Processing a new “NotTo-Exceed” Purchase Order by
clicking on the Requisition Number
N0025920610304
FOR OFFICIAL USE ONLY
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Submitting Orders for Completed
Orthopedic Procedures using ECAT
Step 4: Add items to the NTE Order.
From the Consignment Purchases Screen,
you can add the items used during the
procedure to the NTE Order.
Step 4.1: Insert the Part Number
Step 4.2: Insert the Serial Number
• Some orthopedic products have serial
numbers associated with them
• Including them makes it easier to track
and reconcile orders
• Useful in rare cases of Product Recall
Step 4.3: Input the Quantity
Step 4.4: Add the Procedure Component
Step 4.5: Repeat 4.1 through 4.4 for each
component used during the Procedure
FOR OFFICIAL USE ONLY
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Submitting Orders for Completed
Orthopedic Procedures using ECAT
Step 5: Perform Final Checks. Ensure that:
• All items used during the procedure have been
accounted for
• All quantities are correct
NOTE: If an Item is not found when trying to add
it to the Order
• Call the ECAT Help Desk and Report the
Problem
• Do Not Process the Order Until the Item has
been Found and Added to the Order
Step 6: Submit Order by clicking on “Proceed to
Checkout”
Step 7: Print the Order Confirmation
FOR OFFICIAL USE ONLY
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Submitting Orders for Completed
Orthopedic Procedures using ECAT
After submitting the Order, the vendor
acknowledges the Order, and ECAT automatically
updates the price of the Procedure in DMLSS.
After Order Acknowledgement, you may post the
receipt.
The receipt must be posted in both DMLSS and in
ECAT.
• Receipt in DMLSS acknowledges receipt of the
“procedure” requisition number
• Receipt in ECAT acknowledges receipt of the
procedure’s “components”
To post the receipt in ECAT:
• Log into ECAT
• Pull up Order under “Order History”
• Click on the “Confirm Receipt” Icon at the
bottom of the Order
FOR OFFICIAL USE ONLY
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Wrap-Up
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The Medical Electronic Catalog (ECAT) System is an internet based
system that interfaces with DMLSS
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ECAT Facilitates multiple types of ordering against Long-Term IDIQ Contracts
Multiple Award Schedules
Competed Contracts
Sole Source
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Orthopedic Implants are considered “Physician Preference Items”
Orthopedic Implants are available through ECAT as well as other
Med/Surg Ordering Mechanisms
Ordering Orthopedic Implants for Procedures through ECAT can
help to greatly simplify MTFs’ current Order Process and also save
MTFs money
To receive full training for MTF personnel on the ECAT
JIT/Consignment Ordering Process, contact the ECAT Help Desk at
1-800-290-8201 or dscpecathelp@dla.mil.
Questions?
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FOR OFFICIAL USE ONLY
Points of Contact
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Roy Dillard
Chief, ECAT Division
(215) 737-2296 (DSN: 444)
roy.dillard@dla.mil
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Nancy Richardson
Team Lead, DLA Troop Support, Ft. Detrick Cell
(301) 619-4479 (DSN: 343)
nancy.richardson@us.army.mil
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Thomas E. Rosenthal
Contracting Officer, ECAT Manufacturer Direct
(215) 737-0850 (DSN: 444)
thomas.rosenthal@dla.mil
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ECAT Help Desk
1-800-290-8201
dscpecathelp@dla.mil
FOR OFFICIAL USE ONLY
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