PACS RIS Solutions... Guidance and support for your procurement process.

Transcription

1 PACS RIS Solutions... Guidance and support for your procurement process.

2 NHS Supply Chain s PACS RIS Solutions team have specialist knowledge to support with strategic procurement. Benefits of the NHS Supply Chain Framework Agreement Choice Flexibility - to either continue your existing services or procure a new solution. Configurable technical offerings - to meet your local requirements. 26 market leading suppliers - with OEM (Original Equipment Manufacturer) or Third Party options available. Supports single or multiple trust engagement. Opportunities to save Significant savings potential - against current market pricing obtained through the National Framework Agreement. Downstream savings - resulting from NHS Supply Chain aggregation of national demand and reduced procurement timescales/cost. Single billing partner - saving you time and money. Specialist knowledge and support Predefined contracts - previewed by the major suppliers to reduce the chance of delay or lengthy post award processes. Expert support together with contract templates - to streamline your procurement process. Peace of mind Guaranteed compliance - with EU Public Procurement Regulations when procuring via NHS Supply Chain. Ability to maintain a relationship direct with your supplier. Contract developed with clinical, customer and supplier input - including specification for framework provided by the Royal College of Radiologists.

3 PACS procurement process We have developed this guide to assist you through the PACS RIS procurement process with NHS Supply Chain. Prior to commencing a national framework procurement, each trust must complete the customer engagement documents. This information will enable us to ensure requirements are issued to the market at the most optimum time. Our aim is to ensure that trusts remain in control and drive the procurement process forward at all times, and to give trusts the ability to make a direct call-off from the framework. This is the ideal way to ensure a solution that meets both clinical and operational requirements and moreover is defined, fit for purpose. Typically, there are four steps the trust will follow: Step 1 Step 2 Step 3 Step 4 NHS Supply Chain document review Indicative costs for business case Indicative costs with OBS response Final responses Steps 1-4 Each stage of the process is outlined, to ensure that your procurement process flows as smoothly as possible and that the supplier community give as much attention and support to your trust s requirements as necessary. You may be allocated a specific timeslot to issue your requirements to suppliers, however this is solely to manage the demand being placed on the suppliers to ensure you receive a quality response from all suppliers, and not simply the suppliers that have the capacity to respond. We are acutely aware this approach can add additional time to the trust s processes and would actively encourage you to contact us as soon as possible and plan a timeslot that fits within your proposed planned procurement process. At every possible opportunity NHS Supply Chain will aim to reduce any unnecessary delays and ensure the trust s timelines are met.

4 Stage 1: NHS Supply Chain document review This process can follow immediately after the completion of the customer engagement documents. It can be in conjunction with NHS Supply Chain and the trust s stakeholders, or discreetly by the trust. After the completion of the customer engagement documentation you should then review the NHS Supply Chain framework documentation. The purpose of this review is to ensure that no duplicates are located in the clinical OBS documentation. When the documentation is reviewed and local requirements completed (over and above the framework core requirements), the document should be issued to us for validation. This validation process will also include a review of the document against other trust requirements. This process will take NHS Supply Chain a maximum of one calendar week to conclude. On completion of this review, we will return your clinical OBS with any comments marked. You should then review this updated document and accept/ reject the suggestions. The revised OBS should become the basis for moving forward.

5 Stage 2: Indicative costs for a business case For this stage, a management summary of your local organisation is required, giving details of the structure, size, scope and key local objectives. You should also articulate what you hope to achieve from the procurement activity and list the high level outcomes that you hope to see implemented by the current procurement project. The outcome of Stage 1 in the process should be used to issue a draft to suppliers on the framework. This should go to all suppliers on the framework from the relevant tender lot you are seeking to procure against. It is possible to set aside suppliers based on their framework submission documentation, creating robust documents detailing why the organisations have been discounted at this stage, for future reference. Suppliers will be given one calendar week to respond. The trust should issue the draft clinical OBS to NHS Supply Chain who will issue this to the supplier community for business case pricing. At this stage, suppliers will respond with simple indicative costs, rather than an OBS response. This cost will not be binding and is meant to simply be an indication based on the clinical requirements issued by the trust.

6 Stage 3: Indicative response with OBS response The list of suppliers is now reduced to only those who can meet your trust s local requirements. At all times during this process, it is important to document the reasoning behind removing suppliers from the selection process. A number of tools can be used to achieve this: trade shows, supplier demonstrations and importantly the information supplied by NHS Supply Chain in Stage 1 of the process. This will easily allow you to see which suppliers meet the requirements and to shortlist suppliers to move forward to the next stage. If required, you can ask some targeted high level requirements of suppliers. These questions need to relate directly to your trust s requirements and should not been already answered by the documentation received to date. The clinical OBS can now be issued, via NHS Supply Chain, to the shortlisted suppliers for completion. You should then set up a supplier day with the suppliers in the shortlist. Typically, this supplier day should be arranged within 72 hours of the OBS document being issued to suppliers and can be a group presentation, conference call or individually with each supplier. The purpose is to review the documents issued to the suppliers in an open way to ensure suppliers have correctly interpreted the documentation and requirements. It is also an opportunity to inform the suppliers of trust expectations. This process is allocated a four calendar week response time from suppliers, assuming this is a new solution. If it is for an extension of the software with the incumbent supplier, this process is two weeks. NHS Supply Chain will co-ordinate supplier responses and you should then review and assess these against the submitted OBS. There are now two outcomes possible: 1. Where some/all suppliers meet the requirements: Request a presentation from the suppliers of the submitted responses. This allows clarification of the responses and is also an opportunity to have the submitted solutions demonstrated to key stakeholders within the trust. This can be at the trust site or at a supplier reference site. 2. Where only one supplier meets the OBS requirements: It is still important to seek a presentation from the supplier along with the proposed solution demonstration. Please note: Up to this point you are not in an official procurement activity. This ensures the trust can drive towards a clinical solution that meets their requirements. During this stage you should consider seeking the opinion of the suppliers left in the process on the OBS document. This ensures that the operational OBS documentation can be delivered by the suppliers and could serve as a further shortlisting process if the supplier cannot meet a requirement.

7 Stage 4: BAFO responses You should now have produced your final operational OBS. These are the schedules of the contract that will be used to manage the supplier -post procurement. This document will be the operational element of the solution: your IT team will have a large input into this document. NHS Supply Chain can assist the trust in constructing this document. On completion of Stages 1 to 3 you will have a final shortlist of suppliers that can meet your requirements. The clinical OBS should now be amended with any updates obtained during the process to produce a finalised OBS. The operational OBS should also be finalised and both final documents should be sent to the suppliers, via NHS Supply Chain. Assuming that there are no material changes to the OBS the suppliers will be given a calendar week to respond to this BAFO response. This will be the first time that both documents have been brought together and it is at this point the trust will enter into an official procurement activity. This process is allocated a four calendar week response time from suppliers, assuming this is a new solution. On receipt of the BAFO from the supplier (s) the trust can make a direct award to a supplier if required. The documentation received from the suppliers at this stage will be the official contract. The trust and supplier will sign for the term of the contract. This reduces the time spent at this stage to a minimum and contributes to the trust meeting its timelines. As the terms and conditions of contract are set and the schedules can be built at a local level, the trust can be assured that the contract supports the NHS and places the trust in control of the process at all times.

8 For detailed information about our framework: /pacs-and-ris Contact the team the team Or call one of the PACS RIS Specialists: David Burns, Senior Buyer, Mobile: Matthew Johnson, Buyer - Medical IT, Mobile: Rory Dennis, Development Manager PACS RIS, Mobile: