Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Gastrointestinal Endoscopy Equipment
Evaluation and Procurement
A Guide to the Process
British Society of Gastroenterology
3 St Andrews Place
Regent’s Park
London NW1 4LB
Introduction
Outline of Process
Process
Specific instructions to participants
Evaluation Form
Evaluation Process
Conduct of parties during the evaluation
Evaluation adjudication meeting
Evaluation proforma
Equipment procurement process best practice
NHS PaSA Legal Advice
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Introduction
It is the role of the endoscopy unit lead clinician to discuss with colleagues including
the unit manager, what is needed and when. The procurement team should also be
involved at this stage. The group should plan ahead for replacement of equipment
and endeavour to take account of procurement implications in their strategic
planning processes.
When specifying what is needed, you must avoid insisting on compatibility of
equipment at any price, requiring a higher specification than really needed, or
specifying so narrowly that true competition is inhibited. You must consider every
feasible alternative.
Give thought to co-ordinated purchases. For example, enquire of colleagues in other
specialities whether other types of endoscopes may also be required, such as
brochoscopes and cystoscopes. Aggregation of similar equipment needs can bring
substantial savings in the item cost, maintenance charges, delivery and in ordering
and processing costs.
Alternative forms of funding should be considered, such as a leasing agreement or a
private purchase initiative. It is important to perform some form of supplier appraisal.
Supplier information can be found on the NHS Supplier Information Database (NHS
Sid). The potential suppliers should be researched and assessed in collaboration
with the purchasing and supplies department who will have access to NHS Sid on
PASA’s website. Competitive tendering is a legal requirement if value exceeds the
EC threshold, it is essential to comply with local standing financial instructions (SFIs)
if less.
The introduction of competitive tendering significantly increases an institution’s
purchasing power and negotiating position. Cases where there is a sole source of
supply are very rare. Procurement specialists should be involved in all aspects of the
tender, including the requirements of the European Community procurement
directives.
Post tender negotiations cannot take place to obtain an improvement in the content
of the tender as they are are illegal under EU procurement regulations. The
selection of the best value tender should be evidenced and records kept on how the
decision was reached and justified. Costs must take full account of all whole life
costing considerations.
The effective management of equipment involves formally monitoring usage, seeking
to minimise running and maintenance costs and negotiating maintenance
agreements at keen prices. Yearly maintenance costs (up to year seven) are
requested from suppliers in the tender.
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Outline of Endoscopy Equipment Evaluation and Procurement
Assessment of Need
what is needed and when
Specification
Specification must be unbiased and generic
Compatibility with existing equipment cannot be used in the spec for this
equipment and cannot be used as an argument for
purchasing from your existing supplier
Value analysis
alternatives considered
Co-ordinated purchases
Other ‘scopes eg
Bronchoscopes and cystoscopes
Funding
Reliable cost estimates
leasing or PPI
Supplier appraisal
researched and assessed supplies departments can obtain information
from NHS Sid
Competitive tendering
Is mandatory
increases purchasing and negotiating
involve procurement specialists
Be aware of European Community procurement directives
Negotiations
Post tender negotiations to improve content is not allowed
Selecting best value
Must be evidenced and records kept on
how the decision was reached and justified.
Costs must be whole life costings
Equipment management
formally monitoring usage,
minimise running and maintenance costs
negotiating maintenance agreements
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Process
You are about to embark upon a process of evaluation which is intended to provide
your unit with new endoscopy equipment. This process and its conduct should be
enacted following these guidelines which have been approved by the British Society
of Gastroenterology. You must also take into account NHS PASA’s procurement
guide and EU procurement regulations.
In the past clinicians had considerable freedom to decide the type and make of
equipment that they wished to use. With the advent of new procedures enforced
under EU legislation, the purchase of equipment valued over £99,695 requires the
choice to be justified in the context of a fair tendering and evaluation process. If
under this amount must comply with local SFI’s which will still require you to go out
to tender. The ultimate goal is to purchase equipment that you choose for sound
clinical, technical and financial reasons, but you must take the following points into
consideration:
1. European law dictates that a tendering process must occur that is intended
ultimately to provide best value for money in the use of public funds.
2. It is extremely important to approach the process of equipment evaluation with a
completely open mind in order to ensure an objective and unbiased evaluation.
3. Clinical aspects of the technical qualities of the equipment under evaluation are
often poorly understood by the non-clinical members of the evaluation committee
and managers that authorise the purchase. This is not always the case as many
trusts have purchasing staff specialising in certain medical areas. You need to
be prepared to spend sufficient time to explain the clinical aspects to other
members of the purchasing team.
4. The process of evaluation must be robust such that it is possible both within your
organisation and to external bodies, e.g. a court of law, that the choice of
equipment was justified on clinical grounds and was also value for money must
be justified against the award criteria given in the tender documents.
5. You must conduct the evaluations of the equipment fairly but rigorously, applying
firm conditions to all participants and score the equipment as you find it on the
day of use. Only those clinicians who have evaluated equipment from each
supplier can have their scoring taken into account and in turn be involved in the
decision making process.
6. During this evaluation process you should remember that you are the nominal
buyer while the equipment manufacturers or their agents are sellers. In this
context, it is the responsibility of the equipment manufacturers to attend and
participate in the process. They are responsible for arranging the times of
evaluation subject to your unit’s clinical commitments. Since this has been the
subject of controversy it is highly advisable to ensure that your unit administrator
keeps reliable documentation of all contacts with every manufacturer. It is also
important to log (date, time subject, and action) of every telephone call with the
manufacturers. If there is an anomaly, try and determine the facts in writing.
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7. Do not allow the process to be rushed by your local NHS supplies or purchasing
office. The evaluation must be completed in a fair and equitable way as given in
this document; otherwise it may be challenged in the courts.
8. When the time comes for the evaluation adjudication meeting; plan this carefully
with a full agenda. Only those clinicians who have taken part in the product
evaluations of all suppliers’ equipment should be represented. Ensure all
participants attend; there should be no proxy votes or telephone discussions. It
would be wise to elect a lead person to head up the evaluation process with
responsibility to feedback to the committee.
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Specific Introductions to Participants
1. You have been requested to participate in the evaluation of gastrointestinal
endoscopes.
2. This is an important process in the objective determination of the type of
endoscope that is best suited for your use and of your department.
3. This process is designed to evaluate gastrointestinal endoscopes against a
range of criteria that have been found to affect the performance of these
endoscopes.
4. It is important that you participate fully in this process to optimise the
purchase of endoscopes and make the best use of public funds.
The Evaluation Form
1. The evaluation criteria have been divided into three main categories. Within
each category, specific criteria are given. The scoring system is also
displayed.
2. Please tick only one cell in each row.
3. Comments are optional. Please keep these objective and factual. Bias is not
acceptable.
4. Do not write down comments of a personal or pejorative nature.
5. In the final section you may make additional comments. Again keep these
factual.
6. Complete the evaluation form immediately after evaluating an endoscope.
7. After completion, please give the form to the person organising the evaluation
(Endoscopy Lead Clinician or Unit Manager). Keep a copy.
The Process
1. The individual evaluation forms will be kept for at least 3 years and may form
part of the legal record of the process of spending public funds.
2. The results of evaluations performed by different individuals will be collated by
the Endoscopy Lead Clinician or his or her nominated deputy.
3. They will compute the scores for each evaluation by type and make of
endoscope and produce a global (mean or median) score for each make
(manufacturer) and type of endoscope.
4. These scores and supporting documentation showing the computation of the
scores will be submitted to the purchasing/finance departments to guide
management in the purchase of the appropriate endoscopes for the unit.
Conduct of parties during the evaluation
1. Organise the evaluations to suit your own timetables with routine lists but
make it clear who and when will evaluate and try to arrange consecutive days
so that the Companies can optimise their effort and provision of equipment.
2. Log all activities related to organisation thus minimising organisational
disagreements later.
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3. Once the equipment has been delivered be sure that all aspects of operation
are understood. Also ensure that the technicians washing the scopes are
aware of any differences from the in house scopes.
4. After an initial support period do not permit representatives into the
endoscopy rooms during lists or to help wash the endoscopes. Suppliers often
support staff in cleaning of the scopes at the beginning of the trial to ensure
smooth running of the lists, once they have become accustomed to the
differences in reprocessing regimes then suppliers should hand over this
responsibility to the unit team. The whole point of the exercise is to evaluate
not to be shown. If you get stuck then call in the representatives to explain
and log this intervention. However some units may find it useful having the
supplier in the room during evaluations. Whether a unit decides to let
suppliers in the room or not, all suppliers must be treated the same during the
tendering process.
5. Representatives should remain in the hospital available for any help when
needed.
6. Do not have any conversations with the representatives that involve making
ANY comments about the equipment under test OR make comparison with in
house or other recently tested scopes. Representatives could use these
comments in disputes.
7. Complete the evaluation form at the end of the test list and be completely
rigorous. If you think the endoscope was the worst ever then mark it
accordingly and add non comparative comments if you wish. For example it is
NOT acceptable to state: "This colour is much less detailed than Y company’s
endoscope." It may also NOT be desirable to be purely subjective: "This is
probably the worst colour enhancement I have seen". Instead try and
express your impressions as objectively as possible: “With this endoscope I
found it difficult to differentiate red based colours”
The evaluation adjudication meeting
Everyone must attend. The result of this committee work guides the purchasing
executive to sign the order. This is where scores for the clinical and technical
aspects of the scopes are presented and debated. The scores cannot be altered. It
must be chaired and have a formal agenda and with ratification of the minutes by all.
This is where the small print needs to be read carefully and by someone who
understands endoscopes and warranties etc. Look for in particular:

Warranty conditions e.g. (this is all information that the supplies team will be
able to gather from the tender documents)
unconditional,
escalating cost with time/age of scope,
replacements,
turn around time ,
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
use with washer disinfectors,
processors,
service visits,
any unusual clauses or statements,
clear up any ambiguity.

Add-on costs
cost of single use items
cost of spares,
cleaning equipment-extra brushes/cleaning rods of different sizes,
lamp replacements
availability and cost of connectors for washer disinfectors

Scope life costs
An assessment of all costs that might reasonably be incurred over 7
years, estimated durability, add-ons, position of equipment in overall
inventory of the Unit.
Include a risk analysis of trading off second choice against a more
expensive 1st choice (for example poor picture quality might lead to
litigation in the future if mistakes in interpretation were made as a result
of bad colour, cancelled list from absence of replacement scopes).
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Evaluation Form
NB: Use a different form for each type and make of endoscope
Product Evaluated: Gastroscope/Colonoscope/Duodenoscope/Sigmoidoscope/Other
…………………………………………………………………………………………………
Model…………….……………………………………………………………………………
Supplier/Maker………………………..………………………………………………………
Evaluation performed by: Name:…………………………..……………………………………
Position: Consultant/SpR/Other………………………………..
Start Date………………… Duration………………… No. of patients ..……………………
Type of procedure…………………………………… Number of procedures……………….
Please put a tick in one cell only in each row (the numbers in each cell indicate the score or
weighting for that cell). These weightings are given as a guide only; individual trusts may
give different levels of importance to categories. Make your comments as objective and
factual as possible:
Excellent
Very
Good
Average
Poor
10
8
6
4
Very
Poor
2
5
4
3
2
1
10
8
6
4
2
5
4
3
2
1
10
8
6
4
2
5
4
3
2
1
5
4
3
2
1
With an
accessory in
Suction –
place
rate the
suction
Without
performance
accessory in
place
Working Channel Size – is
the channel size adequate for
therapy being delivered?
Accessory Passage – rate
the passage of accessory
through working channel to
distal end?
5
4
3
2
1
5
4
3
2
1
5
4
3
2
1
5
4
3
2
1
Torque – rate the transfer of
movement from the scope
control body to the distal end
10
8
6
4
2
Flexibility of insertion tube
– rate the drivability of the
scope in the lumen
5
4
3
2
1
Comments
Image Size
Colour Reproduction – is the
colour reproduced true to life?
Close up View
Focus
Distant View
Fit to Hand
Control
Body
Weight
Air Delivery – rate the
delivery of air
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Distal tip deflection – rate
the range of distal end
angulation / deflection
Cleaning and Washing –
rate the ease of cleaning and
include the additional costs of
using some disposable parts
5
4
3
2
1
10
8
6
4
2
Would you find it acceptable to use this type of endoscope on a routine daily basis for your
type of work:
Yes / No
Any other comments (Please be as objective and factual as possible):
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
Signed………………………………………
Please return immediately to Endoscopy Lead Clinician or Unit Manager for collation.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Equipment Procurement Process
- Best practice from National Audit Office (2000)
Need
The users decide what is needed and when. They should plan
ahead for replacement of new equipment and endeavour to take
account of procurement implications in their strategic planning
processes.
Specification
Avoid insisting on compatibility of equipment at any price,
requiring a higher specification than really needed, or specifying
so narrowly that true competition is inhibited.
Value analysis
Every feasible alternative should be considered. This can
include upgrading existing equipment or purchasing a second
hand or ex-demonstration model.
Co-ordinated purchases
Aggregation of similar equipment needs can bring substantial
savings in the item cost, maintenance charges, delivery and in
ordering and processing costs.
Funding
Reliable estimates of the cost of the equipment should be
sought. Alternative forms of funding should also be considered,
such as a leasing agreement or a private purchase initiative.
Supplier appraisal
The potential suppliers should be researched and assessed and
competitive tendering used refer to NHS Sid.
Competitive tendering
competitive tendering is mandatory and significantly increases
an institutions purchasing power and negotiating position. Cases
where there is a sole source of supply are very rare.
Procurement specialists should be involved in every stage of the
process , including the requirements of the European
Community procurement directives.
Negotiations
Post tender negotiations to obtain an improvement in the
content of the tender are illegal. Procurement officers, with
appropriate purchasing negotiating skills, should be involved
with the evaluation lead.
Selecting best value
The selection of the best value tender should be evidenced and
records kept on how the decision was reached and justified.
Costs must take full account of all whole life costing.
Equipment management
The effective management of equipment involves formally
monitoring usage, seeking to minimise running and maintenance
costs and negotiating maintenance agreements at keen prices.
Maintenance costs up to year seven are requested in the tender
documents.
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NHS Purchasing and Supply Agency
LEGAL ADVICE ON THE LESSONS ARISING FROM PROBLEMS
ENCOUNTERED WITH
PURCHASING FLEXIBLE ENDOSCOPY EQUIPMENT
Recently suppliers of endoscopy equipment have challenged several NHS Trusts over
their compliance with competition legislation (EU directives). It is important that
Trusts understand that the suppliers of endoscopy equipment have an extensive
knowledge of the EU directives and the roles and responsibilities of Trusts embodied
within these regulations.
Set out below are the reasons for a recent legal challenge brought against one Trust
and for it having repeatedly to recommence its tender processes for flexible
endoscopy equipment.
These comments are based on Pinsent Curtis Biddle’s (legal advisors to the NHS
Purchasing and Supply Agency) understanding of what went wrong, which is largely
drawn from a complaint brought by an aggrieved supplier and from the external audit
procedure commissioned by the Trust itself. It may be that the Trust could dispute
that some of the facts are as set out below, but whatever the strict factual position is,
the lessons that can be learned will be applicable nonetheless.
1.
Extension of Tender Return Period
There are essentially three possible providers of flexible endoscopy
equipment, namely Keymed UK Limited, Endoscopy UK Limited and Pentax
UK Limited. In one tender process two potential suppliers returned their bids
by the due tender return date. However, the incumbent did not bid. The
Trust then extended the tender return date, after the other two bidders had
already submitted their tenders, seemingly in order to allow the incumbent
time to submit a bid.
Two lessons can be learned here. Firstly, a tender period should never be
extended at a late stage in the proceedings when all other bidders are likely
to have prepared their bids already. The deadline was extended four hours
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
after the initial deadline had passed and bidders had therefore already
submitted their tenders when they were informed of the time extension.
A second lesson is that whilst a contracting authority has some discretion to
accept a late tender, it should always ensure that if it exercises that
discretion, it does not do so in a way that means that bidders are not treated
equally. Any length of an extension should only be very short. For example,
if a courier bringing a bid envelope is held up in traffic, it may be considered
"de minimis" to allow that bidder to submit its bid an hour or two late. Any
such extension hasn't given that tenderer any longer than any other tenderer
to prepare its bid.
However, granting the incumbent an extra week to
produce a tender when all suppliers could have seen the advert placed from
the outset, certainly gives the incumbent a theoretical, if not an actual,
advantage of having had extra time to prepare its bid. Where any extension
to a tender return period would only really have one beneficiary, it should not
be granted. An extension to a tender return period should therefore only
ever be contemplated in exceptional circumstances.
A further problem flowed from having extended the time for preparation of
bids in order to let the incumbent submit a tender, since communication
between the procurement section of the Trust and the Chief Executive's
office was not as good as it should have been. Whilst the procurement
section of the Trust requested by letter that the Chief Executive's secretary
did not open the two bids already submitted, these were opened five days
after the original tender date by mistake, vitiating the whole award process.
2.
Technical Specification
The aggrieved supplier also alleged that in relation to one award process,
the Trust had simply lifted its product specification from a supplier’s product
literature. This meant that the specification was inherently biased in favour
of their products.
The lesson to learn from this is that a specification has to be generic and
cannot be based on a specification for an existing product. A specification
has to be a genuine assessment of the requirements of the Trust. It must
not contain inherent bias towards the product that the Trust is accustomed to
using. If the Trust particularly likes the qualities of the product that it is using,
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
then it must work up a specification that puts into objective terms why the
existing product is so good. If this cannot be done without creating bias
towards the existing product it should omit these features from the
specification but build into the evaluation matrix the possibility of scoring
these features highly (ie. so that all tenderers bid against an objective
specification but the incumbent's bid will attract extra marks). Again, though
care should be taken to ensure that the award criteria are sufficiently broad
that all tenderers could score under them (eg. use a general heading
"quality" rather than identifying a specific quality feature of the incumbent's
product that the other bidders are unlikely to match).
3.
Equipment Compatibility
The core equipment used for endoscopy is the scope, a processor, and a
visual display unit. A single manufacturers monitor is used currently and can
be used with any supplier's kit (ie. scopes and processors). The aggrieved
supplier alleged that a consultant, claimed that there was "not enough space
in the treatment rooms as it is" and therefore, he could not contemplate the
possibility of accommodating another manufacturer's processor.
However, it is actually perfectly possible to have two sets of kit side by side
on a trolley, connecting up to the same monitor on the top shelf of the trolley.
This was therefore evidence of bias on the part of clinicians carrying out
technical trials.
There were also concerns that there was difficulty in
operating 2 or 3 manufacturers' kit, because this means that staff have to be
trained to operate 2 or 3 sets of kit and thus they could be more likely to
make mistakes with dire consequences.
If the Trust really is concerned that its staff were more likely to make
mistakes when operating 2 or 3 pieces of kit than just one, it could
legitimately decide that it will only ever have one piece of kit that it is to be
operated. However, what the Trust cannot decide is that because staff are
already trained to use the kit of the incumbent supplier, they will never
procure from any other supplier than the incumbent.
Equally, if it really is the case that a treatment room is too small to
accommodate more than one piece of kit at the same time and there is no
room to store kits when not in use then it would be a legitimate reason for
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never purchasing from more than one supplier. Again though, the trust is not
at liberty to decide that this supplier must always be the incumbent.
4.
Award Criteria
The Trust chose to state the award criteria it would apply in relation to at
least one of its tender procedures in the OJEC notice of that procedure.
However, it did not then go on to apply these award criteria as the actual
criteria by which it assessed the bids it received.
A Trust must stick rigidly to whatever it says in the OJEC notice it will use as
criteria for assessing its bids. Moreover, if it states that the award criteria are
e.g. in descending order of importance, it must then create an award matrix
that honours that order of importance so that the highest weightings are
attached to the criteria featured at the top of the list and so on.
The results of equipment trials must also be fed into the award matrix. It
therefore makes sense to devise the criteria by which equipment will be
assessed during the equipment trials early in the day alongside the overall
award matrix, so that criteria such as "quality" and "technical merit" are
appropriately weighted to reflect the importance of the equipment trials and
also so that any other aspects of the products that are assessed by the
equipment trials are reflected in the list of award criteria published to
tenderers.
5.
Clinical Trials
Several other issues came up specifically in relation to clinical trials. These
are as follows.
5.1
Evaluation Methodology
The aggrieved supplier noted in its complaint that there was inconsistency in
clinical evaluation methodology applied by the various consultants.
The
Trust's audit report also reported that it seemed that clinical evaluations
carried out on this supplier’s equipment were conducted using the incumbent
supplier’s equipment as the baseline for scoring. Therefore, any equipment
tested could only be graded as the same as or worse than the incumbent
therefore no equipment could be graded as better than the incumbent’s.
However, the audit report also said that a consultant had said that the
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aggrieved supplier’s products were "at least equal" to the current supplier’s.
However, he did not score any scopes as high as 10. Therefore, he cannot
have been using the incumbent supplier as the baseline for the scoring.
Therefore, the different consultants were using different evaluation
methodologies. It also appeared that the endoscopy trials carried out in April
2001 on another supplier’s equipment were carried out using no scoring
method at all.
The lesson to be learned here is that trials of equipment must be carried out
in such circumstances as to allow an unbiased comparison of like with like.
Rather than simply comparing the bidders' equipment with the equipment of
the incumbent supplier, they should set up a matrix of objective criteria,
reflecting what their requirements really are.
5.2
Trial Conditions
There were various complaints about the way that the clinicians carried out
the trials of endoscopy equipment. Testing appears to have occurred in
different months, one supplier’s equipment being tested in February 2001,
another supplier’s equipment being tested in April 2001 and the incumbent
supplier’s equipment not being tested at all: there seems to have been some
resistance by clinicians to test the full range of equipment, due to a
preference for the products already in use.
Consultants need to made aware of their duties under the public
procurement rules to carry out tests of new suppliers' equipment against
objective criteria whether they want to or not. They must also be aware that
they have a duty to apply those objective criteria fairly. Whilst it is true that
there is always an element of subjectivity in any scoring process, there
should always be an auditable process of objective criteria being applied
fairly in order that this could be held up in the face of any challenge, as it is
very hard to challenge a process that appears to have involved an evenhanded application of objective criteria. For example, it is very hard to prove
that a clinician has given a high score to an aspect of quality, eg. picture
quality on the monitor, due to the clinician knowing and trusting the picture
quality of the equipment they are used to. It goes without saying that it is not
a good idea to admit in de-briefing meetings to suppliers that are
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unsuccessful that surgeons have a clinical preference for the products that
they are used to.
It is also important that all consultants involved test the whole range of
equipment on offer and that the task of carrying out the clinical trial is not
divided up between different consultants so that eg. one consultant carries
out trials on one supplier’s equipment while another consultant carries out
trials on another supplier’s equipment, whilst a third carries out trials on a
different supplier’s equipment. This would allow the results to be biased.
Moreover conditions must essentially be as tightly controlled as with a
scientific experiment. Therefore it would also be wrong for example to carry
out seven tests on one supplier’s equipment and only three tests on
another’s equipment. However many tests and in whatever manner they are
carried out in relation to one supplier should also be applied across the
board in relation to the other suppliers.
Pinsent Curtis Biddle
18 April 2002
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Procurement guide
Flexible video endoscopy equipment
Medical and surgical
NHS Purchasing and Supply Agency
Document revision control
For further information please click here for contact details: Kerry Bailey
Introduction
Section A
Section B
Market overview
Market
Current procurement practice
Products and services
Profile of suppliers
Products and services
Websites
2
OJEC advice
(see separate document)
3
Product evaluation form
(see separate document)
4
Specification / operational
requirement
5
Summary spreadsheet
(see separate document)
6
Feedback questionnaire
EU legislation
Introduction
Procedure
CPV codes
Section C
Appendicies
1
Supplier profiles
Procurement Process
Introduction
Project plan
Specification/operational requirement
Purchase specification
OJEC advertisement
Product trials and evaluations
Offer documents
Pre offer meetings
Issuing and the return of tender
documents
Summary of offers
Award recommendations
Award and rejection letters
Debriefing unsuccessful suppliers
OJEC award notice
Feedback
Workbook
Full tender documents 1-5
(see separate document)
Award criteria
(see separate document)
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Introduction
The NHS Purchasing and Supply Agency has produced this guide to enable NHS trusts
undertake an effective procurement exercise for flexible video endoscopy equipment.
The guide falls into two primary sections. Firstly, we provide a market overview, giving
details of market conditions, products, suppliers, and useful contacts and links. Secondly, it
provides step-by-step guidance through the procurement process with links to the relevant
section of the NHS PASA website for more detailed advice and guidance if needed. This
section provides template documents for the commercial purchase specification and pricing
options.
The guide is an evolving document and will be updated in the light of new experience and
knowledge gained from contacts between NHS PASA, trusts and the marketplace.
You are advised to contact Kerry Bailey, by email to kerry.bailey@doh.gsi.gov.uk or by
telephone on 01924 328861 to access the latest information and guidance for this product
area. If required, Kerry will visit your trust to provide direct advice on the procurement of
flexible video endoscopy equipment and will provide ongoing telephone support during your
procurement process.
To ensure that the whole NHS can benefit from the experience of individual trusts, NHS
PASA invites you to provide feedback to Kerry after the completion of your procurement
process. This feedback will be used to provide anonymous benchmarking data to other
trusts and to support development of the procurement guide.
If you have difficulties or comments, please contact Ian Parker, by email
ian.parker@doh.gsi.gov.uk, or by telephone on 01924 328826, or Kerry Bailey, contact
details as above.
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Section A - Market overview
Market
The current UK market value is estimated at £30 million for endoscopy equipment, in
addition to this, endoscopy consumables / instruments are estimated at £15 million and
endoscopy maintenance £5 million.
It is difficult to clearly show market share for capital equipment. Purchases are not made on
a regular basis and for the trust to change their supplier usually means a large capital
investment. Therefore, well established suppliers, which have been situated in trusts for a
number of years, appear to have a greater dominance in the marketplace. This situation is
hard to avoid as it is more likely that trusts will purchase ad hoc than undertaken a large
capital investment programme.
Profile of suppliers
There are three suppliers who can provide a full flexible video endoscopy system. Video
monitors and printers can be sourced from suppliers of generic electrical equipment, but for
the purpose of this document information will be given on the main three. A summary of
each company is available at appendix 1. By loading the appendix onto your computer by
disk the internet links will be activated. Simply click on the e-mail or the web site address
and you will be taken to the correlating software (access to web sites will be dependant on
whether you have access to the Internet).
Products and services
Technical detail and use
A flexible endoscope is used by clinicians for internal examination of a patient. This
minimally invasive procedure is used for both diagnosis and therapy. Endoscopes can
produce images either through video or fibre technology. The manufacturers have moved
towards developing video systems as these give image storage facilities and diagnosis is
aided due to advanced picture technology.
The images obtained by a video endoscope are transmitted to a monitor through a video
processor, these images can then be viewed by a number of people in the room. One
suppliers endoscope will not connect with another suppliers processor. This is not a great
obstacle as two systems can run simultaneously.
System requirements
The basic equipment requirement to undertake an endoscopic procedure would be
endoscopes, a videoprocessor and a lightsource. The variety of different endoscopes within
the trusts inventory would be dependant on the volume and type of procedures undertaken.
The British Society of Gastroenterology (BSG) have published a working party report titled
“Provision of endoscopy related services in District General Hospitals”. This contains useful
information on endoscopy services including sterilisation and the required equipment levels
to carry out procedures.
Light transmission
Fibre optics are used to transmit light to the end of the endoscope. The endoscope is
connected to a light source, light then travels through a fibre optic bundle which consists of
thousands of glass rods (approx 40,000) which have been stretched in a process which
enables the rods diameter to reduce giving the fibres flexibility. To ensure no light is lost the
bundle needs ‘total internal reflection’, it is therefore coated with a sheath of glass which has
a different refractive index than the glass rods.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Image transmission – Fiberoptic
A fiber bundle where the fibers are stacked precisely throughout the cable can transmit an
image as the individual fiber.
Image transmission - Video
A video endoscope will use a charge coupling device (CCD chip) to transmit images, each
endoscope has two light transmission and one image transmission bundle. A CCD chip is
made up of light sensitive cells called pixels. These are a photosensitive material which
turns light into electrical energy. The amount of electrical energy generated is dependant on
the amount of light which is falling on the pixel. The clarity and resolution of an image is
dependant on a number of factors, including the number of pixels a chip has, the processing
and display of the image.
A video CCD chip can be manufactured as monochrome or colour. In a monochrome CCD
just one pixel can give a full colour image as the three primary colours (red, blue & green)
are passed through the chip it collects a full picture. The three colours are kept separate
and transmitted independently until they appear on the video monitor. A colour CCD is a
monochrome chip with a filter and has three chips to identify each primary colour. Each
pixel picks up a single primary colour, it takes 4 pixels to reproduce a full colour picture.
These are then collated by the videoprocessor and transmitted to a monitor.
In the UK there have been no independent tests of these two types of CCD to determine
which gives the clearer image. Each supplier will profess that their technology is superior.
Mechanical construction
At the head of a video endoscope is the control body. On this are the controls to move the
endoscope tip, they are similar to dials and overlay each other, one for left and right the
other up and down. Also on the head is the button for the application of air and water, these
are used for removal of debris from the view of the endoscope. Also on the control body is
the suction button for suction of air and debris and the channel is used for the insertion of
instruments. These buttons can be moved for autoclaving.
The internal composition of a flexible endoscope is made up of the following elements:
two light guide fibre bundles
four control wires
a CCD chip
air, water and suction channels
inner metal helix ribbon for flexibility
knitted braded weave
therma plastic coating for protection of inner mechanics
Imaging System
A video endoscope is only operational with the use of equipment such as a video processor
and a lightsource. These can be bought as two separate units or they can be integrated into
one, this will depend on the supplier and system purchased.
Ancillary Equipment
Other equipment may include suction and diathermy units, video recorders, printers,
monitors and mobile workstations. Leakage testers are also needed when cleaning the
scope prior to disinfection.
Endoscopy consumables / instruments
The market for endoscopy consumables is very different to that for equipment. There are
numerous suppliers available for both re-useable and disposable products. Details of these
can be obtained from NHS Purchasing and Supply Agency along with draft tender
documents.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Maintenance
The importance of maintenance and traceability of medical equipment is becoming more
apparent. Each supplier is able to offer a choice of maintenance contracts to cover each
item of equipment they tender for.
All suppliers offer an inclusive maintenance contract, (or extended warranty), when
purchasing gastrointestinal endoscopes, this offer covers up to the first 3 years of the
equipments life
Third party maintenance companies
There are third party maintenance companies available to service this equipment. Further
details of this option can be obtained through NHS Purchasing and Supply Agency.
Although it must be stressed that information supplied is not of a definitive or approved
nature.
Sterilisation
Flexible endoscopes can not be autoclaved, therefore a cold sterilant must be used in the
endoscope reprocessing machine. Not all reprocessing equipment and solutions are
compatible with the composition of endoscopes, each manufacturers ‘scopes are different
and they will have their own list of compatible products. Include details of the trusts
sterilisation process in the tender documents and request a statement confirming approval of
this process by the supplier.
Another important issue to remember with sterilisation is the time taken to reprocess the
endoscope before it is ready to be used on the next patient. A quick sterilisation turnaround
time will ensure the scope is ready for the next patient and delays are not incurred.
A combination of an effective and efficient sterilisation process, and the appropriate
inventory of endoscopes, will enable the unit to perform the list, reducing the pressure on
endoscopy nurses to reprocess instruments in the shortest possible time. Such pressures
could result in scopes being used before being fully decontaminated.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Web pages
British Society of Gastroenterlogy
http://www.bsg.org.uk/index.html
Department of health web site
http://www.doh.gov.uk/
Medical Devices Agency
http://www.medical-devices.gov.uk
Medical search engine
http://www.medisearch.co.uk/
National Institute of Clinical Excellence
http://www.nice.org.uk/
NHS Purchasing & Supply Agency
http://www.pasa.doh.gov.uk/
OJEC web site
op.eu.int/ojs/html/index2.htm
http://ted.eur-
Keymed web site
http://www.keymed.co.uk
Olympus web site
http://www.olympus.co.uk/endoscopy/
Pentax web site for product information
http://www.pentax.co.uk
Endoscopy UK web site
http://www.fujinonendoscopy.co.uk
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Section B – EU legislation
Introduction
Any procurement utilising public sector funding for goods or services above a threshold
financial value must be carried out in accordance with EU procurement legislation.
Procurements below the EU threshold will be subject to the trust’s Standing Orders and
Standing Financial Instructions. For the practical application of the EU procurement
legislation see Section C below. For up to date information on legislation and threshold
values visit the NHS PASA website http://home.pasa.doh.gov.uk/purchasing/shared/oppm/ .
Procedure
NHS PASA advises the use of the open procedure as opposed to the restricted or
negotiated procedures. This is because currently there are a small number of suppliers all
with acceptable equipment and the financial and administrative structures to meet the
qualification criteria.
Use of the accelerated restricted procedure cannot be justified if the reason for its use is due
to internal failings within the purchasers organisation e.g. inadequate equipment replace
programmes.
Breaking up a purchase to avoid the OJEC regulations is illegal.
Trusts should be aware that suppliers in this product area have already shown a willingness
to challenge Trusts on their compliance with the regulations. These currently cover
compliance with OJEC time scales, specifications, use of the accelerated restricted
procedure tender evaluations and awards. At least one Trust currently faces the possibility of
legal action from 2 suppliers in the European Court of Justice in respect of an advertised
purchase of endoscopy equipment.
CPV codes
EU directives are supported by a common coding system (CPV codes) to describe supplies
and services. Their use is mandatory in completion of all OJEC notices. The relevant codes
for endoscopy equipment are:




endoscopy, endosurgery devices
5
endoscopes
6
repair and maintenance services of medical and surgical equipment
5
repair and maintenance services of medial equipment
2
33168000331681005042000050421000-
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Section C – Procurement process
OJEC advertisement
The time allowed for the return of the tender is 52 days from the date the advertisement is
sent to OJEC. However tenders should be sent out 6 days after a company requests the
documents and applications should close 6 days before the return date.
Therefore it is important to have the tender documentation available shortly after sending the
OJEC advertisement.
A draft OJEC notice can be found at appendix 2. If tendering for additional products it is
important not to state in the OJEC ad that they must be compatible with the existing
equipment. In the endoscopy market compatibility is not a valid reason to bypass European
legislation.
Equipment trials and evaluation
Given the value of equipment the Trust is looking to purchase it is imperative that trials take
place. Once purchased, the equipment will be in use for at least the next 5 years, it is
therefore essential that products are assessed fairly.
Suppliers will be able to offer a package which will be able to replace existing products or
one which will run in conjunction to your existing equipment, therefore compatibility is not an
issue.
Prior to setting up trials it is important to know who the clinical decision makers will be. A
reasonable time allowance for trials would be one to two weeks for each supplier, during this
time the key decision makers should have the opportunity to use each manufacturers
products.
Evaluation sheets
It is recommended that the evaluation sheet at appendix 3 be completed. This will offer
feedback to each supplier and record the clinical view of each item of equipment. Some
suppliers may have their own evaluation sheet, although there is nothing wrong in using
these, the use of the NHS PASA sheet will give an impartial record of the evaluation, and an
equal assessment of each supplier based on the same criteria.
Information completed on the sheet can be used when considering and preparing the
business award at the end of the process.
This sheet has been assessed by the British Society of Gastroenterology and as such
covers aspects which are important to clinical staff. Evaluation sheets should be shared with
the relevant supplier in order for them to address any queries the trust may have. The preoffer meeting is the ideal opportunity to do this.
Visits to reference sites
If the trust prefers, clinical staff may be able to visit a suppliers reference site to view the
equipment. Suppliers will be able to list the nearest hospitals which currently use the
equipment which the trust requires. Trust’s may also find it beneficial to visit suppliers
premises.
Specification / operational requirement
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
The specification / operational requirement at Document No 5 contains the information
needed by suppliers to offer a package which meets the trusts needs. The Document has
been developed with each of the suppliers, and their input has been invaluable. A number of
trusts were also consulted on the content to ensure both view points of the process were
covered. This document can be found at appendix 4.
The Document does not cover the technical capabilities of products as these specifications
contain many variables across the supplier base. The trust will have an idea of the basic
requirement needed by the endoscopy unit. This could have been established from a
number of situations i.e. current equipment failure, the allocation of capital funding, increase
in patient throughput. This requirement should be listed under ‘essential equipment’ in the
specification / operational requirement along with the quantities needed.
There is a price differential on endoscopes between suppliers, therefore the quantity of
endoscopes you are able to purchase from one supplier for the same budget may vary.
Although these differences exist it is important to look at the life cost of these products and
services not just the basic price per instrument.
In addition to the trusts basic requirement there may be equipment which is desirable if the
funds are available. This can be listed in the Document as additional products or you could
ask the supplier to provide details of equipment which they feel would enhance the
productivity of the unit and existing / requested equipment base. By including this possible
requirement in the tender the trust has the option to purchase whilst still covering annual
equipment expenditure under EU legislation.
Existing equipment
If the equipment currently in use at the trust is nearing the end of it functional life you may
consider trading this in for new. Suppliers will need certain information about this
equipment, the form in “Offer schedule – Sale of existing equipment” should be completed
with this information.
Suppliers should be allowed to view and assess the equipment prior to returning their tender
submission. The sale of this equipment, to a supplier, will be subject to NHS terms and
conditions of contract for the sale of goods.
Alternative purchase options
The specification / operational requirement for insertion in the tender documents has been
developed to incorporate various purchasing options. Predominately it is for the outright
purchase of endoscopy equipment using capital money. There are variations on this and
suppliers can offer different supply packages to benefit and meet the flexibility of the trusts
needs. Some of these are briefly detailed below although there may also be others which
can be developed solely for your trust.
It is important to realise these deals prior to starting the tender so that the trust is fully aware
of its options in the provision of this equipment. The NHS Purchasing and Supply Agency is
keen to develop alternative purchasing options to maximise the funding available within the
NHS.
Some of these deals are:



Outright purchase - with inclusive maintenance for a set period
Outright purchase - with just equipment warranties. Post warranty service contracts
agreed and paid within relevant year.
Lease – with inclusive maintenance throughout period
Lease – with just equipment warranties. Post warranty service contracts agreed and
paid within relevant year.
Cost per procedure
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full

Rolling replacement programme
Offer documents
It is recommended that the procurement of endoscopy equipment is in accordance with NHS
PASA Operational Purchasing Procedures manual, procedure 9-02D. This is for
establishing one-off purchases with the trust undertaking purchase on its own behalf. This
documentation can be found on the NHS PASA website
http://home.pasa.doh.gov.uk/purchasing/shared/oppm/9-02d1.doc
Document No 1 - Invitation to offer
Insert: offer reference number, OJEC notice reference (if applicable), final date and time for
receipt of offers.
Document No 2 - Terms of offer
Para. Samples.
Delete paragraph, although you may wish to include the following instead.
Evaluation of equipment
2.1
For the purpose of evaluating equipment your company should be
registered on the Master Indemnity Agreement (MIA) list. If this is not
the case please contact Andrea Dexter, NHS Purchasing and Supply
Agency, Reading Tel: 0118 980 8841 for the appropriate paperwork
to be forwarded to you.
2.2
If you would prefer to use your own indemnity agreement please
ensure this is agreed by the trust prior to any equipment evaluations.
2.3
If your equipment has not been evaluated and you would like to
discuss the opportunity please contact:
(Name) *********
(Title) *********
(Telephone number) *********
(Fax number) *********
Alternatively, if the Trust prefers or does not have their own, standard indemnity forms can
be found on the NHS PASA web site, http://home.pasa.doh.gov.uk/purchasing/shared/mia/.
These can be issued with the tender documents or made available on request. To check if a
supplier has already completed a Master Indemnity Agreement, please refer to the list on the
NHS PASA website using the link above.
Para. Offer documentation and submission
Delete
Include
EDI trading – not applicable
a completed copy of the Pre-Purchase Questionnaire (PPQ) (if the trust
requires)
this form can be downloaded from the NHS PASA website
http://home.pasa.doh.gov.uk/purchasing/shared/standardforms/
Para. Rebates / commissions to be received by ….
Delete paragraph – not applicable
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Para. TUPE and specification
Delete paragraph – not applicable
Document No 3 – NHS terms and conditions of contract
Conditions of contract applicable to this purchase are:
Purchase of goods
Supply and installation of equipment
Maintenance of goods
Sale of goods – this is applicable if the trust is selling equipment back to the supplier
Document No 4 - Supplementary conditions of contract
Supplementary conditions are not needed.
Pre-offer meetings
It is recommended that you invite suppliers for discussions and to take this opportunity to
convey a clear message of the trusts’ requirements and key objectives.
The suppliers may have questions which have arisen from the trials of equipment. It is
recommended to have the completed evaluation sheets available in the meetings so as to
address any concerns raised by the clinical staff. All members of the decision making unit
should ideally attend pre-offer meetings. If they are unable to attend, the evaluation sheet
should be used to represent any of their issues.
For an agenda and the recommended meeting protocol visit the NHS PASA website
http://home.pasa.doh.gov.uk/purchasing/shared/oppm/9-01.doc . In addition to the points
mentioned in this link you may also like to include:
a)
b)
c)
d)
e)
f)
Understanding of the offer process / timescales
Proposed purchase date / month
Proposed operational date / month
Possible removal of existing equipment, to include trade in discount
Training and maintenance available
Reliability of service support e.g. turnaround times, provision of loan scopes.
Issuing and the return of tender documents
Tender documents should be issued and returned in accordance with EU legislation (if
applicable) and the trusts Standing Orders and Standing Financial Instructions. The return
date when using the restricted procedure should be set a minimum of 40 days from the
despatch of invitations to offer.
Summary of offers
A suggestion of an offer summary spreadsheet has been included at appendix 5.
Equipment
The equipment figures that you will include in your summary are taken directly from
Document No 6 in the tender and cover the essential items requested.
All suppliers offer different lengths and levels of warranty with the purchase of their
endoscopes. It is therefore important to be aware of this when comparing prices. Whole life
costs should be calculated for each scope (6-7 yrs). It is also important for the purchaser to
consider any conditions or exclusions relating to the service contract.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Maintenance
A summary will also need to be made of the projected maintenance costs. A recommended
life span to cost against is 6 years. Although your own trust may have its own procedures
for this dependant on the management of the asset register.
Group the same contract types together i.e. all comprehensive in same spreadsheet.
Suppliers may hold maintenance prices firm for a number of years, for subsequent years
estimate prices using the management formula given in the tender documents. If the
company has not offered a formula you can use RPI at approximately four percent, this will
cover a worst case scenario.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Semi-disposable components
This schedule covers semi disposable items used with endoscopy equipment to ensure they
operate correctly. The products and prices submitted in this schedule should be inserted
into the spreadsheet for each company. Such items will include caps, valves, bulbs and
cleaning brushes. These should be costed annually based on the procedure volumes stated
in the specification. Projected life costs should be calculated over 6 years for each suppliers
products.
Adjudication meeting
The decision making team identified at the beginning of the process should attend the
adjudication meeting. The trust may have weighted certain award criteria on its importance.
The service support element may be imperative to the trust or you may be looking to
maximise the budget allocation by opting for the most cost beneficial offer. The summary
analysis will clearly identify the package cost per supplier, the evaluation sheets will have
recorded the clinical opinion of the suppliers equipment and through weighting of the
awarding criteria a decision can be made.
Particular attention should be paid to: a)
b)
c)
d)
e)
f)
g)
h)
i)
comparison of costs
opportunity costs – remaining funds
6/7 year projected costs – to include maintenance and consumables
training required on new products – time / costs to be incurred
the evaluation sheets / clinical opinion from the equipment trial
references / clinical history
reliability of supplier
is this the latest technology?
Likelihood of new innovations from supplier
Award and rejection letters
The successful supplier can be issued with an award letter and a purchase order for the
equipment. An example of an award letter is with the OPPM procedure 9-02d.
Allow approximately 7 days before issuing rejection letters to unsuccessful suppliers, this
gives time for the successful supplier to except the award or contact you with any queries.
There is also an example of a rejection letter with the OPPM procedure 9-02d.
Debriefing unsuccessful suppliers
Unsuccessful suppliers may request a reason why they were not awarded business. The
evaluation and analysis of offers should be made clear to the supplier so they are aware of
how the decision to award was made. The meeting should be constructive and the supplier
should be offered ways in which they will be able to improve their submission for future
business.
OJEC award notice
The OJEC award notice must be placed no later than 48 days after the award of contract to
the successful supplier. A contract award notice can be found on the NHS PASA web site.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Feedback
The importance of requesting feedback is to establish ongoing communication between
yourselves, the user, and the NHS Purchasing and Supply Agency. Without this
communication the package will not progress to encapsulate a trusts requirements.
An essential element of using the purchasing guide is the requirement to complete the
enclosed questionnaire. Your views and suggestions will be considered, along with the
supplier offers you receive. This will be used in the development of a purchasing strategy to
be used by the NHS Purchasing and Supply Agency.
Feedback questionnaire
The requirement of the guide is to complete the “Feedback questionnaire” at appendix 6. It
requests your views on the guides ease of use, the relevance of questions asked, and
details of the offers received from each supplier.
The future strategy
The information submitted will be used to further determine the approach and level of
involvement the NHS Purchasing and Supply Agency takes in this market. This may lead to
a national contract for equipment and/or maintenance, further involvement in bespoke
contracts or increased use of the purchasing guide.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Company profile
Pentax UK Limited
Mailing address
Telephone number
Fax number
Company e-mail address
Web site
Equipment brand
MIA number
Expiry date
Country of manufacturer
Quality assurance
Pentax House
Heron Drive
Langley
Slough SL3 8PN
01753 792792
01753 792723 Medical Division Direct
01753 792794
01753 798179 Medical Division Direct
info@medical.pentax.co.uk
http://www.pentax-endoscopy.com/
http://www.pentax.co.uk
Pentax
Not listed
Not applicable
Japan
ISO 9000
Company structure and contacts
Director & General Manager –
Medical Division
Product & Administration Manager –
Medical Division
Field Sales Manager – Medical Division
Technical Service Manager – Medical
Division
Secretary – Medical Division
Tender Administrator – Medical Division
Service Administrator – Medical Division
Brian Taylor
Andy Thomas
Garrie Tillett
Nigel Spring
Christine Regragui
Paul O’Connor
Emma Davis
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
KeyMed (Medical & Industrial Equipment) Limited
Mailing address
Telephone number
Fax number
Company e-mail address
Web site
Equipment brand
MIA number
Expiry date
Country of manufacturer
Quality assurance
Keymed House
Stock Road
Southend-on-Sea
Essex SS2 5QH
01702 616333
01702 465677
keymed@keymed.co.uk
Olympus
MIA007
31 July 2001
Japan
BS EN ISO 9001
BS EN 46001
CE certificate as manufacturers of suction pumps
Company structure and contacts
Managing Director
Corporate Director
Divisional Manager – Medical
Contracts Manager
Michael Woodford
Paul Hillman
Nick Williams
Mrs Kate Robb
Keymed’s medical business is made up of five divisions
Theatre products
Urological, gynaecological, surgical and related products
Division Head
Peter Hawkins
National Sales Manager
Richard Reynolds
Gastroenterology and respiratory
Video and fibre endoscopes for gastroenterology and chest medicine. Also cleaning and
disinfection equipment
Division Head
Nick Copeland
National Sales Manager
Connie Nall
Endotherapy
Flexible endoscope accessories
Division Head
Nick Copeland
National Sales Manager
Piers Metcalfe
Surgical & ultrasound
Diagnostic ultrasound systems
Division Head
Peter Hawkins
National sales manager ultrasound
Gareth Walsh
Specialist products
ENT endoscopy, fibre optic intubation and endoscopic ultrasound
Division Head
Peter Hawkins
National Sales Manager
Jeremy Taylor
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Endoscopy UK Limited
Mailing address
Telephone number
Fax number
Company e-mail address
Equipment brand
MIA number
Expiry date
Country of manufacturer
Quality assurance
Unit 1 Ward Industrial Estate
Mead Lane
Lydney
Gloucestershire GL15 5AA
01594 844770
01594 844863
endoscopy.uk@virgin.net
Fujinon
Not listed
Not applicable
Japan
BS EN ISO 9002
EN ISO 9001
EN 46001
CE certificate for Fujinon endoscopes, ultrasound
systems and accessories
CE certificate for Medwork endoscopy accessories
Endoscopy UK Limited is happy to receive Trust staff at
its premises to carry out quality checks. To arrange
such visits, interested parties should contact Keith Davis
on 01594 844770.
Company structure and contacts
Managing Director
Ray Puttock ray.puttock@virgin.net
Group General Manager
Matt Puttock eukmatt@btinternet.com
Divisional Technical Director
Colin Sutton colin.sutton.euk@virgin.net
Project Manager
(Endoscopic consumables)
Finance and Administration Manager
Luke Puttock eukluke@btinternet.com
UK Product Specialist
Russell Palmer DCR (D)
Service Manager
Mike Woodward
Keith Davis keithmd@virgin.net
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Draft OJEC Notice
1
Name, address, telephone and fax numbers of the contracting authority
[Full Name and address of Trust]
2(a)
Award Procedure Chosen
Open.
(b)
Form of contract for which offers are invited
[Framework agreement] or [Purchase contract] or [Lease]
3(a)
Place of Delivery
[Delivery Location (s)]
(b)
Nature and Quantity of Goods to be supplied: CPA reference number
[Insert product description as generally as possible and refer to widest CPA
number covering the product].
endoscopy, endosurgery devices
5
endoscopes
33168000-
repair and maintenance services of medical and surgical equipment
50420000-
repair and maintenance services of medial equipment
50421000-
33168100-
6
5
2
(c)
Indication of whether the supplier can tender for some and/or all of the goods
required
Tenders for part of the overall requirement will be acceptable.
(d)
Derogation from the use of European Specifications
Not applicable
4
Time limit on delivery, if any
[Delivery Deadline, include here or ] To be stated in tender documents.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
5(a)
Name and address from which the contract documents and additional
documents may be requested
Contact: [insert name and address]
(b)
Final date for making such requests
[To be inserted must be not less than 6 days before the closing date]
(c)
Where applicable, the amount and terms of payment of any sum payable for
such documents
Not applicable
6(a)
Final date for receipt of tenders
[To be inserted-not less than 52 days from date of dispatch of advert ]
(b)
Address to which they must be sent
[Return address for tenders]
(c)
Language(s) in which they must be drawn up
English.
7(a)
Person authorised to be present at the opening of tenders
Authorised personnel.
(b)
Date, time and place of opening
[To be inserted]
8
Where applicable, any deposits and guarantees required
Parent company or other guarantees may be required in certain circumstances. See
the invitation to offer for further details.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
9
The main terms concerning financing and payment and/or references to the
relevant provisions
See the invitation to offer.
10
Where applicable, the legal form to be taken by a grouping of suppliers
winning the contract
[Not applicable] or [Joint and several liability] or [We will wish to contract with a single
legal entity].
11
The information and formalities necessary for an appraisal of the minimum
standards of economic and financial standing and technical capacity required
of the supplier
(i)
A statement from the candidate that none of the grounds in Article 20(1) of
Directive 93/36/EEC is applicable or if any are applicable, a full explanation of
the circumstances. Confirmatory evidence may subsequently be required.
(ii)
Annual report and accounts of the candidate (where publication required by
law) in its three [or substitute other appropriate period] financial years
most recently ended.
(iii)
The turnover of the candidate in respect of goods of the type required under
this contract in its three financial years most recently ended.
(iv)
A description of the candidate's technical facilities, research facilities and
measures for ensuring quality.
(v)
[Any other information required to assess whether candidate meets
minimum standards provided, in the case of technical capacity, that it
falls within Regulation 16 of the Supplies Regulations]
12
Period during which the tenderer is bound to keep open his tender
[To be inserted]
13
Criteria for the award of the contract
Most economically advantageous tender in terms of price, delivery, whole life costs,
quality and after sales service.
37
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
14
Where applicable, prohibition on variants
Variants will be permitted. Details will be provided in the invitation to offer.
15
Other information
[ Include here details of compatibility with , light sources, washers etc]
16
Date of publication of the prior information notice in the OJ or reference to its
non publication
[To be inserted]
17
Date of despatch of this Notice
[To be inserted]
38
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document revision control
File ref: /publications/procguides/medsurg/endoscopy/pg_endoscopy.doc
Version
1.10-01.1
Author/editor
Kerry Bailey
2.04-2003.1
Kerry Bailey
Notes
First release (draft); appx 2-6
appear to be missing; also need
confirmation that workbook is
tender word doc
New version, completely
revised
Date published
3 October 2001
8 April 2003
39
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
40
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 1
Date
To
Dear Sirs
Invitation to offer for the supply of flexible endoscopes and ancillary equipment
Offer reference: *********
Official Journal of the European Communities reference:
/S
/
/EN
Offers are invited, subject to the terms of this letter and also to the Terms of offer (Document
No 2), for the supply, in accordance with the NHS terms and conditions of contract
(Document No 3) and Supplementary conditions of contract (Document No 4), of the
goods/services detailed in the Specification/operational requirement (Document No 5).
The Trust does not bind itself to accept the lowest or any Offer and reserves the right
to accept an Offer either in whole or in part, each item being for this purpose treated
as offered separately. The Trust reserves the right to award contracts for the supply
of the product described above and arising out of this procurement process, to more
than one supplier.
Offers must be written in English and must be submitted in a plain sealed envelope which
does not identify the name of the company, bearing the address label enclosed herewith, to
arrive at that address no later than [time] on [date].
This invitation comprises the following documents:
Document No 1
Document No 2
Document No 3
Document No 4
Document No 5
Document No 6
Document No 7
This covering letter
Terms of offer
Terms and conditions of contract (available on request)
Supplementary conditions of contract
Specification/operational requirement
Offer schedules – Equipment
Offer schedules - Maintenance
Offer schedule - Questionnaire
Form of offer
Should any documents be missing or you require this information on disk, please contact the
undersigned immediately.
Yours faithfully
(Name) ***********
(Designation) **************
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 2
Terms of offer
Information
1.1
Information supplied to Offerors as part of the procedure is supplied in good faith.
However, Offerors must satisfy themselves as to the accuracy of such information
and no responsibility is accepted for any loss or damage of whatever kind or
howsoever caused, arising from the use by Offerors of such information, unless such
information has been supplied fraudulently by the Trust.
1.2
All information supplied in connection with this Invitation shall be regarded as
confidential and by submitting an offer the Offeror agrees to be bound by the
obligation to preserve the confidentiality of all such information. Information will only
be used by the trust and NHS Purchasing and Supply Agency.
1.3
This invitation and its accompanying documents shall remain the property of
*********** NHS Trust and must be returned on demand.
Evaluation of equipment
2.1
For the purpose of evaluating equipment your company should be registered on the
Master Indemnity Agreement (MIA) list. If this is not the case please contact Andrea
Dexter, NHS Purchasing and Supply Agency, Reading Tel: 0118 980 8841 for the
appropriate paperwork to be forwarded to you.
2.2
If you would prefer to use your own indemnity agreement please ensure this is
agreed by the trust prior to any equipment evaluations.
2.3
In view of the value of this equipment and the importance of quality in the award
criteria, the trust deems it necessary to conduct evaluations of manufacturers
equipment. It is anticipated that evaluations will last a week. To arrange for your
equipment to be evaluated please contact:
(Name) *********
(Title) *********
(Telephone number) *********
(Fax number) *********
Prices
3.1
Prices must be stated in the Offer schedule (Document No 6) and must remain open
for acceptance until 90 days from the closing date for receipt of offers.
3.2
Prices must be submitted in the format specified in Document No 5.
Offer documentation and submission
4.1
Offers may be submitted for all products/services or for selected items.
4.2
Products/services offered should be strictly in accordance with the
Specification/operational requirement (Document No 5). Alternative
products/services may be offered but all differences between such items and the
Specification/operational requirement must be indicated in detail in the Offer
schedule (Document No 6)
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
4.3
Offers must comprise:
4.3.1
the Offer schedules (Document No 6);
4.3.2
the Form of offer (Document No 7);
4.3.3
a statement of prompt settlement discounts, if available;
4.3.4
completed PPQ forms;
4.3.5
confirmation that any information previously supplied to the Trust in
connection with the offer is still accurate and is incorporated by reference into
the Offeror’s offer.
4.4
The Form of offer must be signed by an authorised signatory. In the case of a
partnership by a partner for and on behalf of the firm, and in the case of a limited
company by an officer duly authorised, the designation of the officer being stated.
4.5
The Form of offer and accompanying documents must be fully completed. Any offer
which:
4.5.1
contains gaps, omissions or obvious errors; or
4.5.2
contains amendments which have not been initialled by the authorised
signatory; or
4.5.3
is received after the closing time
may be rejected. Therefore if you have any queries please contact the following for:
4.6
commercial enquiries
(Name) *********
(Title) *********
(Telephone number) *********
(Fax number) *********
technical enquires
(Name) *********
(Title) *********
(Telephone number) *********
(Fax number) *********
Offers must be written in English and must be submitted in a plain sealed envelope
which does not identify the name of the company, bearing the address label enclosed
herewith, to arrive at that address no later than [time] on [date].
Contract award criteria
5.1
The contract will be awarded on the basis of the most economically advantageous
offer judged on price, quality, after sales service, delivery and whole life costs.
These factors are not listed in any particular order of importance.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 3
NHS terms and conditions of contract
(Available on request)
For the purchase of goods
For the maintenance of equipment
For the supply and installation of equipment
For the sale of goods* if applicable
44
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 4
Supplementary conditions of contract
There are no supplementary conditions of contract applicable to this tender.
45
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 5
Specification/operational requirement
NHS contract for the supply of flexible endoscopy equipment
Offer reference: ********
Introduction
1.1
You are invited to offer for the supply, installation and maintenance of equipment to
meet the trusts specification. In terms of maintenance, information is required
concerning the cost of repairs in the years subsequent to any warranty period, up to
a maximum of six years.
1.2
The requirement is to equip *********** room(s) within ********* NHS Trust.
1.3
In addition to the offer made for the outright purchase of the equipment requirement,
the Offeror is invited to provide a statement outlining any innovative pricing
schedules for the acquirement of the equipment package, including alternative
purchasing options.
Trust profile and strategy
2.1
Add details of the Trusts development or strategy that may have a bearing upon the
contract such as the development of the trust into a clinical centre of excellence,
merging with another trust , expanding/changing the nature of it’s service, etc.
Procedural information and current situation
3.1
The estimated annual number of endoscopy procedures performed by the trust
is listed below, this also details the potential estimated growth of procedures:
Example:
Gastroscopy
Procedures per
annum
2,000
Potential estimated growth
over a 3 year period
20%
It is felt that the above information will assist in the structure of the package offered by
your company, and any additional equipment suggested for its operational benefit.
3.2
The endoscopes currently situated in the trust are sterilised using (state disinfectant)
in (state machine model/manufacturer) washer disinfectors. The Offeror will provide
a statement confirming their compatibility with the trusts sterilisation methods.
Should these methods be incompatible with the Offerors equipment, please provide a
detailed statement, to include any additional cost, which will provide the trust with a
viable solution.
Equipment requirement
5.1
It is the responsibility of offerors to establish via the contact point for technical
queries appropriate levels of compatitable equipment required for an effective service to be
delivered by the trust. Offerors should detail any products which are needed to ensure
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
compatibility. These products should be added to the equipment list. A list of the hospitals
existing equipment is available at appendix 1.
5.3
If you wish to expand on the equipment specification or offer products which will
enhance the units endoscopy service these should be included in the “Additional
equipment” section of the table.
5.4
A document should also be enclosed which details the technical specification of each
product.
5.5
Any deviations from the specification must be stated on the applicable offer schedule.
5.6
* You are invited to submit an offer for the purchase / or removal of the trusts existing
equipment which is detailed in the Offer schedule – Sale of existing equipment.
Purchase offers will be in accordance with NHS terms and conditions of contract for
the sale of goods. Offerors should make necessary arrangements to satisfy
themselves as to the condition of the equipment. Arrangements for decommissioning
and removal of equipment should be stated on a separate sheet in your offer.
Disposable / Semi-disposable components
6.1
Utilising the appropriate schedule suppliers are required to detail disposable / semidisposable components such as buttons, caps, valves, bulbs, cleaning brushes, etc.
needed for the continuous effective use of this equipment.
6.2
A suggested / recommended life in procedures for each item is required in
order for the trust to forecast potential usage and life costs.
Maintenance and service element
7.1
Costs for maintenance are required for all items of equipment tendered.
7.2
Offer schedules are split into two categories recognising the differences between the
maintenance of endoscopes and electro-medical equipment.
7.3
The Offeror should list within the tables the differing types of maintenance contract
available and cost per annum per item of equipment, excluding VAT.
7.4
Equipment purchase costs should include a three year fully comprehensive
maintenance contract/ warranty. Maintenance contract pricing is required from the
fourth to the sixth year.
7.5
Should a national contract for maintenance be established with the successful
supplier, and the negotiated prices provide financial benefit to the trust, they will
supersede any offer made in this tender.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Document No 6
Offer schedule - Equipment
NHS contract for the supply of flexible endoscopy equipment
Offer reference: *********
Item no. Description
Qty
Part/model
No
Package price for items
Unit
price
Total price
(exc. VAT)
£
Additional compatitble
equipment
Package price for additional items
Prices firm for
Settlement discount of
£
days from _____________________
% for payment made within
days
State the anticipated working life of the equipment offered.
Is the equipment you have tendered for your latest technology?
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Offer schedule - Deviations from requested specification
Offer reference: *********
Item no.
Details of deviation
49
Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Offer schedule – Disposable / Semi-disposable components
Offer reference: *********
Product description and purpose
Product code
Anticipated
procedure
life
Price each £
(exc. VAT)
Endoscopes
Electro-medical equipment
Other
Offer schedule – Sale of existing equipment
NHS contract for the supply of flexible endoscopy equipment
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Offer reference: *********
*Include if offers are to be invited to replace existing endoscopy equipment
You are invited to submit an offer for the purchase of the existing endoscopy equipment at
********** NHS Trust in accordance with NHS Conditions of contract for the sale of goods.
Offerors should make necessary arrangements to inspect this equipment. Please provide an
additional statement which details all arrangements for decommissioning and removal of
equipment.
Existing endoscopy equipment
Description & quantity
Offer price (exc. VAT )
Part no.
Serial no.
Year of
manufacturer
Service
records
YES/NO
£
Undertaking
The attention of purchasers is directed to the requirements of Section 6 of the Health and
Safety at Work Act 1974 and the duties it imposes in relation to the sale of goods for use at
work. Any Purchaser is accordingly required to sign the undertaking below.
The Purchaser undertakes that where goods purchased as a result of this tender may be
used again to their original purpose after appropriate steps have been taken with regard to
safety, the Purchaser undertakes to have the goods properly checked before use, to have
them regularly surveyed and maintained and to take such other steps as are necessary to
ensure, so far as is reasonably practicable, that they will be safe and without risks to health
when properly used.
Signed: _____________________________________________ Date:
For and on behalf of:
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Offer schedule – Maintenance of flexible endoscopes
NHS contract for the supply of flexible endoscopy equipment
Offer reference: ********
Package summary
Item
no.
Description
& part no.
Contract
type
Months
warranty
Year 1
Year
2
Gastroscope
Standard
12
Warrant 300
ETC34
Comp
Year
3
Year
4
Year
5
Year
6
Year
7
300
600
800
1,000
1,200
500y
800
1,000
1,200
1,400
Endoscopes
Example:
1
500
Warranty
NB
The manufacturers warranty will take effect from the date of installation and commissioned
acceptance.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
1.1
Please state whether any exclusions apply to the manufacturers warranty:
1.2
Up to which year are your prices fixed?
1.3
Please detail the price management formula which your company uses to set
maintenance costs
1.4
What measures can the hospital take to minimise the potential cost? and
what measures will the supplier provide in monitoring contract usage which could
lead to increased costs?
1.5
For prices which are not held firm, please provide details of how price increases will
be determined / managed.
Contract details
2.1
Please state location of repair facility for endoscopes.
2.2
The repairs listed on the following page are those which can be carried out on
a flexible endoscope. Please add to the list any repairs not covered.
Please answer yes or no to whether each repair would be covered under the
maintenance contract(s) detailed on the previous page. If a repair is not covered
please give an indication of the potential cost in the additional comments column.
Please answer yes or no as to whether a loan scope is provided for each repair.
Indicate the target delivery time for providing a loan scope and your performance rate
against this target
Indicate the turnaround time from the collection, repair and then return of the scope
to the hospital, and your performance rate against this target.
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Type of maintenance contract
Repair
Loan scope
provided
Yes/No
Target
delivery
time
Target
Current
Current
turnaround
performance
performance
time of
rate
rate
repair
Additional comments
Blockage removal
Replacement of bending section
rubber
Angulation adjustment
Raiser wire adjustment
Moisture/condensation removal from
optical system
Video switch head rebuild or
replacement
No.1 switch cover replacement
ETO value overhaul
Elevator wire operating rod
replacement
Lightguide cover glass replacement
C-cover replacement
All of the above where major fluid
ingress has occurred
Raiser wire replacement
Biopsy channel replacement
Aspiration channel replacement
Air/water channel replacement
Raiser sus-pipe replacement
Major fluid invation correction
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Endoscopy Equipment Evaluation and Procurement Draft 5 Full
Raiser operating cam replacement
Coherent fibre bundle
Insertation tube
Accidental damage
Video chip replacement
Complete rebuild where required
Misuse/abuse
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
2.3
Do any further exclusions apply to the maintenance contract(s) offered?
2.4
Is the cost of carriage to and from the customers site included in the maintenance
contract?
2.5
Is routine preventative maintenance included in the warranty and maintenance
contracts available?
2.6
What is your recommended frequency for routine preventive maintenance of
endoscopes?
Response times
3.1
What is your response time to the following scenarios?
Telephone response within
hours of receiving notification from the
hospital
Scope collected within
hours of receiving notification from the hospital
Loan scope at trust within
hours of identifying fault
3.2
What compensation is offered in the event that this target time is not achieved?
Loan scopes
4.1
What ratio of loan instruments do you have in relation to instruments in use? (Please
also provide ratios for each individual instrument on tender)
4.2
Is the cost for delivery of loan instruments covered by the supplier?
4.3
Is the cost of repairs to loan instruments covered by the supplier?
Additional discounts for maintenance
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
5.1
The above maintenance costs are per endoscope.
If the trust were to take out a number of maintenance contracts please detail the
number required to qualify for a quantity discount and the discount which will be
applied.
5.2
Please quote additional discounts offered in respect of maintenance contract as
follows:
5.3
5.2.1
Payment made annually in advance (post warranty): ______________ %
discount
5.2.2
A single order placed post warranty to cover a total maintenance term of 7
years, paid annually in advance:
% discount
5.2.3
A single order placed post warranty to cover a total maintenance term of 7
years, paid in full in advance:
% discount
Please quote any further discounts offered in respect of maintenance:
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Non-contract maintenance
Non-contract maintenance costs should be stated for endoscopes in the occurrence that the
trust decides to receive maintenance ad hoc.
6.1
Hourly rate
£
/hour
6.2
Is carriage chargeable? YES/NO
If YES, please state cost £
6.3
The repairs detailed below have been identified as covering 80% of all repairs
undertaken on endoscopes, please detail the costs attributed to the repair of these
faults.
??
6.4
Is a loan scope facility available for non contract items? (please give details)
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Offer schedule – Maintenance of electro-medical equipment
NHS contract for the supply of flexible endoscopy equipment
Offer reference: ********
Package summary
1.1
The Offeror should list within the table the differing types of maintenance contract
available and cost per annum per machine, excluding VAT.
1.2
All prices will be fixed for a minimum of three years. Subsequent pricing is required
up to the equipments sixth year.
1.3
Should a national contract for maintenance be established with the successful
supplier, and the negotiated prices provide financial benefit to the trust, they will
supersede any offer made in this tender.
Item
no.
Description &
part no.
Contract
type
Months
warranty
Year 1
Year
2
Year
3
Year
4
Year
5
Year
6
Year
7
Electro medical
equipment
1
NB
The manufacturers warranty will take effect from the date of installation and
commissioned acceptance.
1.4
Please state whether any exclusions apply to the manufacturers warranty:
1.5
Up to which year will your prices be fixed?
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Contract details
2.1
Do any further exclusions apply to the maintenance contract(s) offered?
2.2
For each maintenance contract offered please indicate either YES or NO (and
include cost, where applicable), to the following:
Number of preventative service visits per annum
Duration of preventative service visits in hours
Are all emergency call outs included
Is out of hours working included
If NO, state price, if any, for:
Saturday working (per hour)
Sunday working (per hour)
evening working (per hour)
bank holiday working (per hour)
Are all spare parts included
If NO, please list any parts that are not included in the maintenance contract.
Product description and purpose
2.3
Part No.
Price
(exc. VAT)
Lead time
If not already offered, for a contract involving first line in-house maintenance, please
state:
Cost of training (if any)
Location of training course
Duration of course
Number of people
Cost for equipment manuals
Response times
3.1
What is your target repair time for electro medical equipment?
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
3.2
What is your performance rate against this target?
3.3
What is your response time to the following scenarios?
Telephone technical response within
hours of receiving notification from
the hospital
Engineer on site within
hours of receiving notification from the hospital
Breakdown rectified or loan equipment supplied within
hours of receiving
notification from the hospital
3.4
Please state the latest time on any working day to guarantee same day response to a
breakdown call:
hours
3.5
What compensation is offered in the event that this target response time is not
achieved?
Spare parts
4.1
Whether a maintenance contract is held or not, please confirm that spare parts will
be available to:
The Trust
Any agent nominated by the above
YES/NO
YES/NO
Please state if any conditions apply
4.2
State location of spares:
4.3
State availability of spares:
4.4
State lead time in respect of supply of spares:
4.5
Is it recommended that the Trust should hold spare parts?
If YES, please give details:
YES/NO
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Additional discounts for maintenance
6.1
The above maintenance costs are per item of electro-medical equipment.
If the trust were to take out a number of maintenance contracts please detail the
number required to qualify for a quantity discount and the discount which will be
applied.
6.2
Please quote additional discounts offered in respect of maintenance contract as
follows:
6.3
6.2.1
Payment made annually in advance (post warranty): ______________ %
discount
6.2.2
A single order placed post warranty to cover a total maintenance term of 7
years, paid annually in advance:
% discount
6.2.3
A single order placed post warranty to cover a total maintenance term of 7
years, paid in full in advance:
% discount
Please quote any further discounts offered in respect of maintenance:
Non-contract maintenance
7.1
Non-contract maintenance costs should be stated:
Hourly rate
£
/hour
normal work hours 0830-1730 (Monday to Friday)
Please state if normal working hours differ from above
Is travelling time charged for? YES/NO (delete as applicable)
If YES, please state cost per hour
£
/hour
Minimum call-out charge (if applicable)
£
List potential faults?????
Hourly rate outside normal working hours
hour
£
per
Please specify hours of availability
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Offer schedule - Questionnaire
NHS contract for the supply of flexible endoscopy equipment
Offer reference: ********
General
1.1
State name and nationality of parent company
1.2
Please state the number of systems in use similar to those offered on this tender:
In the UK
World-wide
Maintenance
3.1
State location of your nearest engineer(s) for the equipment offered to this hospital:
3.2
How many engineers are available to service this hospital
3.3
How many other hospitals do they service
3.4
State the total number of engineers which you employ in respect of the equipment
tendered:
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Training
4.1
User training should be included in your offer. Please give details of the training or
familiarisation to be given within the trust, in respect of the equipment tendered.
4.2
Is this training available free of charge throughout the equipments life at the trust ,
this should included any training needed for new staff YES/NO
If NO, please give further details including potential costs.
4.3
Please state details of any other external user training or support facilities which are
available to the Trust.
Delivery
5.1
State time taken from notification of order to delivery
5.2
State time taken from delivery to full installation
5.3
State time taken from installation to commissioning
5.4
State method of delivery
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Gastrointestinal Endoscopy Equipment Evaluation DRAFT No 5
Document No 7
Form of offer
NHS contract for the supply of flexible endoscopy equip
Offer reference: *********
...................................................................................................................... (the Offeror)
of ......................................................................................................................................
...........................................................................................................................................
...........................................................................................................................................
AGREES
1.
that this Offer and any contract arising from it shall be subject to the Terms of offer,
NHS conditions of contract and supplementary conditions of contract and all other
terms (if any) issued with the invitation to offer; and
2.
to supply goods/services in respect of which its offer is accepted (if any) to the exact
quality, sort and price specified in the Offer schedule in such quantities to such extent
and at such times and locations as ordered
3.
that this offer is made in good faith and that the Offeror has not fixed or adjusted the
amount of the offer by or in accordance with any agreement or arrangement with any
other person. The Offeror certifies that it has not, and undertakes that it will not:
3.1
communicate to any person other than the person inviting these offers the
amount or approximate amount of the offer, except where the disclosure, in
confidence, of the approximate amount of the offer was necessary to obtain
quotations required for the preparation of the offer, for insurance purposes or
for a contract guarantee bond;
3.2
enter into any arrangement or agreement with any other person that he or the
other person(s) shall refrain from making an offer or as to the amount of any
offer to be submitted;
Dated this
.................................. day of ..............................…................. 20................
Name (print): ......................................................................................….….......................
Signature:
......................................................................................................................
Title:
......................................................................................................................
The Form of offer must be signed by an authorised signatory. In the case of a partnership
by a partner for and on behalf of the firm, and in the case of a limited company by an officer
duly authorised, the designation of the officer being stated.
66