PACS Procurement Process

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With around 80% of picture archiving and communication systems (PACS) and radiology information system (RIS) contracts due to expire over the next three years, NHS Trusts need to act now to ensure they select the best option.

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PACS Procurement Process

  1. 1. The OJEU PACS Procurement ProcessA recent example November 2011
  2. 2. Example Timeline Week 1     Week 8   week 16   week 36  week 40   week 41+ OBC FBC Implemetation Negotiations /  Contract  OJEU/PQQ Competitive Dialogue complete
  3. 3. OJEU Routes• Open Procedure; under which all those interested may respond to the advertisement in  the OJEU by tendering for the contract• Restricted Procedure; under which a selection is made of those who respond to the  advertisement and only they are invited to submit a tender for the contract. This allows  purchasers to avoid having to deal with an overwhelmingly large number of tenders• Competitive Dialogue Procedure; following an OJEU Contract Notice and a selection  process, the authority then enters into dialogue with potential bidders to develop one  or more suitable solutions for its requirements and on which chosen bidders will be  invited to tender• Negotiated Procedure, under which a purchaser may select one or more potential  bidders with whom to negotiate the terms of the contract. An advertisement in the OJEU  is usually required but, in certain circumstances, described in the Regulations, the  contract does not have to be advertised in the OJEU. An example is when, for technical  or artistic reasons or because of the protection of exclusive rights, the contract can only  be carried out by a particular bidder. 
  4. 4. Restricted Route • Traditional route – useful when requirements are very  clear – Build specification (OBS) – Issues OJEU notice – Issue PQQ – Longlist – Issue OBS – Evaluate responses – Enter contract negotiations – BAFO and preferred bidder
  5. 5. Competitive Dialogue Route ・ New route – useful when requirements are not fully  known ・ Issues OJEU notice ・ Issue PQQ ・ Longlist ・ Issue IPCD ・ Evaluate responses ・ Shortlist ・ Issue IPDD ・ Enter contract negotiations ・ BAFO and preferred bidder
  6. 6. What you will need• Procurement support• Sufficient resources• Suggested teams: – Project Board – Evaluation Team • Commercial Team • Site Visit Team • Clinical Team • Technical team
  7. 7. Competitive Dialogue Phases - OJEU• OJEU Notice – Try and keep options open on: • Who to include as organisations • What you are looking for • If you will break it in to lots / multiple suppliers – You can ask some questions at this stage to rule  out suppliers (legal and financial)
  8. 8. Competitive Dialogue Phases – PQQ• Pre‐Qualification Questionnaire – Set out your timetable – Set out clearly that you will reject or disqualify at  this stage – State costs are at supplier risk – Consider FOI / COI / warranty – Selection matrix and how you will score the  responses 
  9. 9. Example PQQ Scoring MatrixPQQ Section (and Information Weighting (%)sub-questions)Section A Background InformationQuestions 1-7 Organisation details Information only (not scored)Section B Financial and economic informationQuestion 1 Banker’s details Pass/FailQuestion 2 Accounts information Pass/FailQuestion 3 Financial Turnover (minimum annual turnover of £xxm) Pass/FailQuestion 4 Insurance Details (Please note that Candidates are required to demonstrate, for each type of insurance (i.e. employers’ Pass/Fail liability, public liability and professional indemnity insurances), a minimum cover of £xx millionQuestion 5 Litigation/legal proceedings Pass/FailSection C Technical informationQuestion 1 Experience in delivering relevant services 35Question 2.1 Experience of integration and neutral archive 22Question 3 References Pass/FailQuestion 4.1 Support resources & location 10Question 4.1 Staff resources 13Question 4.2 Out of hours support model 10Question 4.3 State the products that you are seeking to provide and state which ones will be through a sub contractor Information only (not scored)Question 4.4 Confirm your commitment to performance standards linked to a performance/payment regime. Pass/FailQuestion 4.5 Provide in outline the significant product developments you have released over the last 2 years and what you are 10 planning for the next 2 yearsQuestion 5.1 Deductions for damages Pass/FailQuestion 5.2 Contract/employment termination Pass/FailQuestion 5.3 Failed contract renewal Pass/FailQuestion 5.4 Legal proceedings pending Pass/FailQuestion 6.1, 6.2 Unlawful discrimination finding Pass/FailSection D Statement relating to Good Standing Pass/FailSection E Checklist Information only (not scored) Total weighting 100
  10. 10. Outcome of PQQ• The aim is to reduce the number of candidates to a  manageable number  – you can suggest how many in the OJEU notice• The PQQ needs to be built around what you are  trying to achieve and are able to manage• Debrief 
  11. 11. Competitive Dialogue Phases - IPCD• Invitation to Participate in Competitive Dialogue – Background to the project – Rules on completion, pricing (recommend you do not  use costs for shortlisting) and procedure – Evaluation criteria – Timetable – Offer site visit to see the Trust – High level requirements – Example of the contract  – Formal response date
  12. 12. Competitive Dialogue Phases – IPCD - requirements • Keep it high level • What are the key areas that you need  addressed • Provide the detail that will help the suppliers: – Key systems and functional needs – Activity – Equipment – Technical – Approach to implementation
  13. 13. Competitive Dialogue Phases – IPCD - dialogue• Enter into dialogue with the suppliers• Discuss – Initial responses / questions – Consider demonstration days – Reference site visits – Presentations• The Trust is seeking to understand what the supplier can  offer and how it can solve the needs as much as the  supplier is seeking to understand the Trust needs This is a dialogue!
  14. 14. Competitive Dialogue Phases – IPCD - evaluation • Issue the scoring criteria – You can include: • Site visits • Demonstrations • Dialogue responses • Contract comments • Presentations – Use a team based approach to scoring and  be consistent
  15. 15. Outcome of IPCD• The aim is to reduce the number of candidates to a  manageable number  – suggest how many in the OJEU notice, e.g. 3• The IPCD needs to be built around what you are  trying to achieve and are able to manage• Debrief suppliers• (some may withdraw on their own if they realise that  they cannot deliver what you need)
  16. 16. Competitive Dialogue Phases – IPDD• Invitation to Participate in Detailed Dialogue – Key here is to build out the specification – As your needs become clearer and you can see  what is available on the market – It is an iterative process  – But be consistent – Keep a record of actions and who is delivering  them by when
  17. 17. Competitive Dialogue Phases – IPDD - Dialogue • Key here is to build out the specification • As your needs become clearer and you can see  what is available on the market • It is an iterative process  • But be consistent • Keep a record of actions and who is delivering  them by when • Start to firm up the costs
  18. 18. Competitive Dialogue Phases – IPDD - evaluation • Issue the scoring criteria – You can include: • Site visits • Demonstrations ‐ scripted • Dialogue responses • Contract comments • Presentations – Use a team based approach to scoring and  be consistent
  19. 19. Outcome of IPDD• Are the remaining suppliers capable of meeting your  detailed needs and contract terms?• Confidence to issue BAFO
  20. 20. Competitive Dialogue Phases – BAFO • Best and Final Offer • Formal Document • Needs to be issued and received under Trust  SFIs for OJEU tenders • Issue contract schedules – – One will be the specification – One will be the best and final offer price
  21. 21. BAFO – Scoring • Issue the scoring criteria and be consistent with IPCD – You can include: • Site visits • Demonstrations ‐ scripted • Dialogue responses • Contract comments • Presentations – Use a team based approach to scoring and be  consistent – Then look at price and see which supplier offers the  best score per £ – Ensure that you are comparing apples to apples
  22. 22. Preferred Bidder• Once decision made and approved by Trust• Enter Alcatel period, e.g.10 days• Complete final tidy up of contract• Sign contract• Debrief all unsuccessful bidders• The hard work then begins – implementation….
  23. 23. Example Timeline Stage Days / Weeks OJEU 30 days PQQ 3 weeks IPCD 10 weeks IPDD 12 weeks BAFO 2 weeks Total 32 weeks – (~8 months)
  24. 24. Tony CorkettTony CorkettHealth Business Unit DirectorAmor Group Join the discussion on LinkedIn Follow us on Twitter! #PACSRIS

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