Nutrition Supplier Meeting 2015 UNICEF Supply Division Copenhagen

Transcription

1 Nutrition Supplier Meeting 2015 UNICEF Supply Division Copenhagen Anthropometric Equipment/Mechanical Scales Annika Schwenk MSc.Pharm UNICEF SD Medicines and Nutrition Centre 30 th June 2015

2 Nutrition Supplier Meeting 2015 UNICEF Supply Division Copenhagen The Tender Process Needs Analysis & End-user Feedback Technical Specifications Future Developments

3 Background Scales are widely used in UNICEF supported programmes to determine weight of New born children Children enrolled in Community-based Management of Acute Malnutrition (CMAM) programmes Pregnant women General population & Data collection with all of the above

4 Background UNICEF Supply Division (SD) procures and delivers about 70,000 mechanical scales annually to programmes and partnering organisations in more than 45 country offices. 8 Long Term Agreements (LTAs) with 6 suppliers covering 4 items have been in place LTAs expired in May 2015.

5 The Tender Process: Co-operation between Contracting and Technical Colleagues Material owner is responsible for: Updating product specifications Sourcing suppliers Maintaining UNICEF s material master and the web-based supply catalogue.

6 Do the product specifications reflect the needs of the end-user? Received complaints from Country and Regional offices Communication with Programme Division NY We identified, that a proper end-user feedback is needed, because comments and complaints received had never been quantified or analysed.

7 What we needed to find out Do scales currently supplied by SD function well? Do specifications and/or functionalities need to be changed? Would an electronic scale for weighing new-born and infants be needed?

8 Needs Analysis & End-user Feedback 1 Developed Questionnaire based on current specifications, reflecting issues of concerns and complaints received Shared Q with 42 UNICEF country offices, implementing partners, end-users and Programme Division NY 77 Questions covering 5 scales

9 Needs Analysis & End-user Feedback replies - 28 different countries. UNICEF colleagues and implementing partners (NGO s, Ministries of Health as, other UN organizations) 15 replies from staff working in hospitals, community care health facilities, public and primary health care centers. Over 90% of all participants work as nutritionists.

10 Findings overall Customers are satisfied with most of the functionalities: Measuring range, graduation, However, changes requested are: Hooks for the spring scales must be fixed, beam scale must have adjustable feet, tools needed for assembling of device must be provided, Poor workmanship seems to be the main reason for complaints

11 No correct reading - stopped functioning after short time - does not work properly - parts are loose Hock does not hold well hocks get lost Spring jams Findings spring type scales Tara/reset to zero is mal functioning - knob gets stuck - does not set to zero - difficult to use for fine adjustment - Calibration is not working We used them on a national level survey and during the course of data collection (15-30 days per state) we needed to replace approximately a third of these scales in use due to above mentioned problems.

12 Findings beam type scales Sliding measure is hard to move Beam sometimes does rust, as well as the basin especially in maternity Most of these scales do not function Scales delivered had some missing parts hence did not serve the purpose intended in the departments

13 Settings, in which the scales are used The scales are used for the surveys and ongoing nutrition programme (SC, OTP and SFP), therefore the quality is very important for long usage Scales are not always used as intended: 25 kg spring scale is used for new-born babies.

14 Conclusion of the Questionnaire We need reliable and well functioning scales Introducing more rigorous technical requirements Updating current specifications Conducting thorough sample evaluation

15 Technical Requirements Scales are Medical Devices Manufacturer ISO certification ISO 13485:2003 & ISO 9001:2008 Product CE certification Packaging and Labelling in line with IMDRF International Medical Device Regulators Forum UNICEF Technical Requirements for Medical Devices

16 Specifications 1 Technical specifications were updated, considering feedback and complaints A technical evaluation data sheet, to be completed by the bidder, was developed.

17 Specifications 2 Specify! Indicate! Confirm inclusion! Attach! List!

18 Specifications 3 Leaflets, pictogram Warranty After Sales Services Photos for the Catalogue

19 Sample In time In original (final) packaging With accompanying documentation

20 Follow me through our warehouse to

21 Sample Evaluation

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30 Timeline End 2014: January 2015: February/March 2015: March 2015: April 2015: June 2015: Identification of need leads to the decision to use the above described process Development of Questionnaire Bid issued Bid closed Collecting data and updating specifications Technical evaluation finished

31 What delayed the evaluation process? Suppliers may not have noted that specifications are updated and altered. Offer not complete (No carry bag, no cover) Technical data sheet not properly filled out ISO and/or CE certification missing Identification of manufacturing site very complicated Attachments like leaflets, instruction for use, pictogram labels missing Samples not provided in time or not at all, without informing SD

32 Follow up after award Labeling on device itself and on packaging to be in line with UNICEF and international requirements (IMDRF) Discussing the requested set packing Developing pictogram instruction and user leaflets

33 Future Developments No Styrofoam as filling material inside the cartons Pictogram Instructions Electronic hanging scale? YES