PACS Procurement Process

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    28-Nov-2014
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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.

Transcript of PACS Procurement Process

  • 1. The OJEU PACS Procurement ProcessA recent example November 2011
  • 2. Example Timeline Week1Week8week16week36week40week41+ OBC FBC Implemetation Negotiations/ Contract OJEU/PQQ CompetitiveDialogue complete
  • 3. OJEU Routes OpenProcedure; underwhichallthoseinterestedmayrespondtotheadvertisementin theOJEUbytenderingforthecontract RestrictedProcedure; underwhichaselectionismadeofthosewhorespondtothe advertisementandonlytheyareinvitedtosubmitatenderforthecontract.Thisallows purchaserstoavoidhavingtodealwithanoverwhelminglylargenumberoftenders CompetitiveDialogueProcedure; followinganOJEUContractNoticeandaselection process,theauthoritythenentersintodialoguewithpotentialbidderstodevelopone ormoresuitablesolutionsforitsrequirementsandonwhichchosenbidderswillbe invitedtotender NegotiatedProcedure,underwhichapurchasermayselectoneormorepotential bidderswithwhomtonegotiatethetermsofthecontract.AnadvertisementintheOJEU isusuallyrequiredbut,incertaincircumstances,describedintheRegulations,the contractdoesnothavetobeadvertisedintheOJEU.Anexampleiswhen,fortechnical orartisticreasonsorbecauseoftheprotectionofexclusiverights,thecontractcanonly becarriedoutbyaparticularbidder.
  • 4. Restricted Route Traditionalroute usefulwhenrequirementsarevery clear Buildspecification(OBS) IssuesOJEUnotice IssuePQQ Longlist IssueOBS Evaluateresponses Entercontractnegotiations BAFOandpreferredbidder
  • 5. Competitive Dialogue Route Newroute usefulwhenrequirementsarenotfully known IssuesOJEUnotice IssuePQQ Longlist IssueIPCD Evaluateresponses Shortlist IssueIPDD Entercontractnegotiations BAFOandpreferredbidder
  • 6. What you will need Procurementsupport Sufficientresources Suggestedteams: ProjectBoard EvaluationTeam CommercialTeam SiteVisitTeam ClinicalTeam Technicalteam
  • 7. Competitive Dialogue Phases - OJEU OJEUNotice Tryandkeepoptionsopenon: Whotoincludeasorganisations Whatyouarelookingfor Ifyouwillbreakitintolots/multiplesuppliers Youcanasksomequestionsatthisstagetorule outsuppliers(legalandfinancial)
  • 8. Competitive Dialogue Phases PQQ PreQualificationQuestionnaire Setoutyourtimetable Setoutclearlythatyouwillrejectordisqualifyat thisstage Statecostsareatsupplierrisk ConsiderFOI/COI/warranty Selectionmatrixandhowyouwillscorethe responses
  • 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 Bankers 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. Outcome of PQQ Theaimistoreducethenumberofcandidatestoa manageablenumber youcansuggesthowmanyintheOJEUnotice ThePQQneedstobebuiltaroundwhatyouare tryingtoachieveandareabletomanage Debrief
  • 11. Competitive Dialogue Phases - IPCD InvitationtoParticipateinCompetitiveDialogue Backgroundtotheproject Rulesoncompletion,pricing(recommendyoudonot usecostsforshortlisting)andprocedure Evaluationcriteria Timetable OffersitevisittoseetheTrust Highlevelrequirements Exampleofthecontract Formalresponsedate
  • 12. Competitive Dialogue Phases IPCD - requirements Keepithighlevel Whatarethekeyareasthatyouneed addressed Providethedetailthatwillhelpthesuppliers: Keysystemsandfunctionalneeds Activity Equipment Technical Approachtoimplementation
  • 13. Competitive Dialogue Phases IPCD - dialogue Enterintodialoguewiththesuppliers Discuss Initialresponses/questions Considerdemonstrationdays Referencesitevisits Presentations TheTrustisseekingtounderstandwhatthesuppliercan offerandhowitcansolvetheneedsasmuchasthe supplierisseekingtounderstandtheTrustnee