NHS Supply Chain Framework Agreement for the Maintenance Repair and Calibration of Medical Equipment

Transcription

1 NHS Supply Chain Framework Agreement for the Maintenance Repair and Calibration of Medical Equipment

2 Working together What s in it for you? Our nationally available agreement is awarded for two years with the option to extend to a maximum of six years. It is awarded to 101 service providers covering a large range of medical equipment categories from Patient Assessment and Monitoring through to Radiotherapy and Imaging. We have worked closely with the NHS supporting 560 NHS sites, managing annual spend of 200m for contracts that cover equipment with a value in excess of 2bn. We know that purchasing a maintenance contract can be a complex process so we like to keep things simple. To ensure that we can effectively support you throughout the procurement process, we have created a guide to help us work better together. Please click here to view this information. Who are we and what do we do? For over 15 years we have worked with the NHS to support the procurement of maintenance contracts for medical equipment. We value the NHS and love what we do and by working with us you can benefit from the following: Our Experience A team made up of CIPS qualified procurement and commercial professionals who are committed to providing you with great service to make your lives that little bit easier. A dedicated point of contact who will work closely with you to ensure that contracts are renewed on time, equipment being taken out of use is updated on our system and that the requirements of your trust are met. Savings We are committed to delivering cash releasing savings back to the NHS and each year validated savings of 7.5m are achieved by our customers. We make sure that ALL savings and discounts are passed on to your trust. We understand that every penny counts there is no cost or membership fee to the NHS for purchasing via this Framework Agreement. We recognise that this is your trusts money so we like to have regular conversations with you to understand how we can help you achieve your savings and cost improvement targets. Each year some service providers offer financial incentives to encourage you to renew your contracts on time and we will let you know how you can take advantage of this opportunity to save. 2

3 How can we support to make your lives easier? 91% of our customers say... that they are happy to work with us by having planned and regular calls with their dedicated point of contact who helps to agree requirements alongside supporting you to renew your contracts on time. We understand... that sometimes you need to approach things differently. Through our framework agreement you have the option to create bespoke contracts that reflect your individual Trust requirements. We constantly review... the way that we send data to you. Our simple quotation format can be provided in Excel to make it easier to manipulate at budget or department level. We know... that budget holders need clear and concise information. We can capture your Trusts asset details and display this on your quotations to make pricing more relevant to them. We raise our invoices... to match your purchase orders to make the process easier for your finance teams when making payments. All of our invoices show a total for reclaimable VAT. We are happy to work with you... to review your maintenance portfolio. This can include supplier evaluation days supported by consolidated responses to our tender which saves you time in evaluating supplier capability. We can work with you to... aggregate at trust level, geographically or collaboratively with other trusts to identify savings opportunities. 3

4 Why should you have confidence in our framework? Our tender documents... have been developed in conjunction with industry bodies, including NHS England, IPEM, clinical and procurement specialists and clinical end users. These include standard, (and agreed), terms and conditions based on those followed by the NHS. Our tender specification and terms and conditions... have been reviewed by AXREM who provided practical feedback with regard to industry requirements. Our bespoke Framework Agreement specification... has been closely aligned to MHRA Management Medical Devices 2015 document and the COCIR Good Maintenance Practice Guide. Our awarded suppliers are compliant... with BS EN 62353:2014 or IEC Waste Electrical and Electronic Equipment (WEEE) Regulations 2013, hold ISO 9001:2008, (ISO where applicable) or alternative Quality Standard Certificates. They are also required to comply with all relevant Health and Safety Legislation. We have developed core specifications... to make it easier to compare supplier offers on a like for like basis. In the event that you... have a dispute with a service provider, we are able to support to achieve a quicker solution. Timescales What can you expect from us? We aim to provide a quotation to you in a minimum of five working days and will notify you should this change. We work at least two months in advance of a contract expiry date to understand what you want to do and to make sure that continuity of cover is achieved. Once you send us your Purchase Orders we will place an order with the service provider within five to seven working days of receipt. Why should you keep your medical equipment covered? Continuity of cover is extremely important and avoiding unplanned expense due to breakdowns is even more crucial. We like to work closely with you to avoid breaks in cover and avoid additional costs. 4

5 Why should you work with us to renew your contracts on time? We know that at the end of each maintenance contract there is a patient. We care that the impact of breakdowns and lost clinical time can have serious implications on them. We understand that it is important to avoid unplanned down time due to delays in service response where contracts have lapsed. Down time can be planned to minimise impact on patients and maximise use of clinical time. Planned Preventative Maintenance (PPM) visits can be carried out at regular intervals and at an agreed time. Continuity of cover is guaranteed and emergency call out charges are avoided. Costly PCI (Pre Contract Inspection) in the event of lapsed contracts are NOT required. Planning maintenance renewals gives you time to make the right decision in terms of cover level and length of contract term (Multi-Year Contracts offer higher savings than annual contracts). Evaluating maintenance requirements and your install base may stimulate equipment replacement planning. We can help you to maximise any on time renewals incentives made available by service providers. We guarantee that you can claim any savings made for the full contract term (as opposed to the proportion of the late renewed contract). We can work with you to align your contract term to your equipment replacement programme. This allows you to take advantage of Multi-Year Discounts that offer improved savings opportunities which can contribute to cost improvement plan targets. What do we see nationally? 80% 30% 60% of maintenance contracts are renewed late/allowed to lapse before renewing. 65% 1m of customers always take out a fully comprehensive package with their current provider and do not consider alternative cover levels or providers. of contracts are renewed more than 90 days after the current contract expiry date. per year of on time renewals incentives are missed due to contracts not being renewed on time this could equate to 40 band 5 nurses or 32 band 5 EBME s. of customers take out an annual contract and do not consider a multi-year contract where average additional savings are 4.8%. 5

6 We listen to your feedback Our 2015 Customer Survey has told us that... We issue 93% of quotes to customers at least two months in advance of contract expiry. 91% of customers tell us that they find it useful for us to contact them in advance of a contract expiry date to discuss renewals options. 97% of customers are aware that NHS Supply Chain can work with them to identify savings opportunities. Our score for ease of doing business with you is... 8/