Inventory Management Systems (IMS) Framework Agreement...

Inventory Management Systems (IMS) Framework Agreement

Guidance notes

© 2016 NHS South of England Procurement Services Page 2 of 36

ISSUE LOG

Version Brief Summary of Changes Author Date Datified

1.0 Standard AJC 01/05/2012

2.0A Amendments to dates and typos NR 13/05/2014

3.0 Updates to confirm Smart Use ceased trading and explanation of framework award process

SW 06/01/2015

3.1 Altered tables diagrams SB AJC 11/01/2016

3.2 Correction / Typo SB 28/11/2016

© 2016 NHS South of England Procurement Services P a g e | 3

Contents

Section 1 - Introduction ............................................................................................................. 4 Purpose of this document ..................................................................................................................... 4 1.

Background to the IMS framework agreement .................................................................................... 5 2.

Eligible Users ......................................................................................................................................... 5 3.

Section 2 – Background to the Procurement .............................................................................. 6 Framework Scope ................................................................................................................................. 6 4.

Supplier Listings .................................................................................................................................... 6 5.

Pricing ................................................................................................................................................... 7 6.

Benefits of Using the Framework Agreement ...................................................................................... 7 7.

Utilisation of the Framework ................................................................................................................ 7 8.

How to use the IMS Framework ........................................................................................................... 9 9.

Section 3 – Accessing the Framework Agreement ..................................................................... 12 Evaluation Criteria............................................................................................................................... 13 10.

Additional Support .............................................................................................................................. 13 11.

Due Diligence / Disclaimer .................................................................................................................. 14 12.

Contact details ........................................................................................................................ 15

Appendix 1: Approved Framework Supplier Summary.............................................................. 16

Appendix 2: Order Form .......................................................................................................... 27

© 2016 NHS South of England Procurement Services P a g e | 4

Section 1 - Introduction

Purpose of this document 1.

NHS South of England Procurement Service (SoEPS) has developed this guidance to assist 1.1customers through each stage of their procurement journey, using this IMS framework agreement.

This document outlines the background and overview of the framework agreement and lists the 1.2different services available.

This document then explains the steps involved in the procurement processes as follows: 1.3

Competitive call-off

Mini competition.

This guide to the framework agreement contains commercially confidential information that 1.4must be used only for the purpose of official business and may only be shared with eligible parties. Although access to this agreement is free of charge, it is dependent on prior authorisation from NHS South of England Procurement Services.

This guide is designed to help users of the framework: 1.5

Identify participating suppliers;

Access and make the most of the benefits and savings available; and

Know who to contact for help and clarification

This document is for guidance only. It is not a contractual document. It does not form part of 1.6the framework agreement or any resulting call off contracts, and it is not to be construed as being part of these documents.

NHS South of England Procurement Services ( SoEPS ) are a Collaborative Procurement 1.7Organisation based on the South Coast of England, providing both Strategic Procurement and Operational Purchasing support to a number of acute and commissioning public healthcare organisations across London and the South Coast of England.

As part of the overarching NHS ‘Raising our game’ strategy, attention has been focused on how 1.8the NHS manages its stock levels. A key tool identified in rationalising working stock levels and reducing wastage is the installation of an inventory management system ( IMS ).

Drawing on its experience in facilitating the implementation of an IMS into its host Trust 1.9(Portsmouth Hospitals NHS Trust, PHT), SoEPS recognise the complexities and risks inherent in a project of this nature, and therefore have created this Frame work to assist Public Sector organisations, particularly within the NHS , to effectively source and implement an IMS within their Supply Chain and achieve savings and efficiencies whilst optimising stock holdings .


Background to the IMS framework agreement 2.

As part of the overarching NHS ‘Raising our game’ strategy, attention has been focused on how 2.1the NHS manages its stock levels. A key tool identified in rationalising working stock levels and reducing wastage is the installation of an inventory management system (IMS).

SoEPS conducted a formal restricted procurement process in line with OJEU guidance and 2.2directives to identify and evaluate suitable suppliers capable of installing and maintaining an inventory management system (IMS).

Drawing on its experience in facilitating the implementation of an IMS into its host Trust 2.3(Portsmouth Hospitals NHS Trust, PHT), SoEPS recognise the complexities and risks inherent in a project of this nature, and therefore have created this framework to assist Public Sector organisations, particularly within the NHS, to effectively source and implement an IMS within their Supply Chain and achieve savings and efficiencies whilst optimising stock holdings. Potential Suppliers were assessed on the strength of their proposed solution in areas including: Quality, Implementation, system performance etc. whilst being subject to a comprehensive due diligence process to assess financial stability and capacity.

Eligible Users 3.

This framework can be utilised by any public sector organisation in the UK. SoEPS envisages that 3.1any publicly-funded body in the UK can use the IMS framework; however, it is particularly tailored to Healthcare Organisations and may not be suitable in some instances.

Private sector bodies can only use the IMS framework if they are buying on behalf of a publicly-3.2funded body when acting as that customer’s agent. In such instances, the agency agreement must be in place prior to the private sector body commencing the procurement.

Please feel free to contact our customer service desk for further clarity. Please email [email protected], state your organisation name and explain your query.

mailto:[email protected]


Section 2 – Background to the Procurement

Framework Scope 4.

A Contract notice (ref: 2013/S 138-247360), accompanied by an Invitation to Tender was 4.1published in the Official Journal of the European Union (OJEU) on 12th March 2013 seeking applications from suppliers interested in tendering for the provision of an Inventory Management system. The procurement was managed in accordance with the Restricted Procedure as detailed in the Public Contracts Regulations 2006 (as amended). The Restricted Procedure was selected in order to be able to shortlist the number of suppliers available on the framework. The closing date for tender submissions was 10am on 8th September 2013.

Potential Suppliers were assessed on the strength of their proposed solution in areas including: 4.2Quality, Implementation, system performance etc. whilst being subject to a comprehensive due diligence process to assess financial stability and capacity. A copy of the published OJEU notice, contract specification and terms & conditions of contract are attached to this document.

The tender process was conducted and all six tenderers were invited to join the Framework on 4.3the 21st October 2013. The Framework is let for a period of four years (up to 31st December 2017), although users of the framework will retain the ability to extend their own agreements for a further two years after the initial contract period.

Supplier Listings 5.

NHS South of England Procurement Service have let this framework agreement subsequent to 5.1a procurement using the restricted procedure as directed by the Public Contracts Regulations 2006 (as amended), in which NHS South of England Procurement Services placed a notice to establish a multiple supplier framework. Suppliers were invited to complete a pre- qualification questionnaire to evaluate financial stability and technical capability. Suppliers that met the requirement were invited to tender. All six suppliers were invited to join the IMS Framework as a result of the above mentioned exercise. The Inventory Management Solution is diverse in terms of operating systems, technical interfaces and the six suppliers invited onto the Framework, each have capability to offer varying systems. The suppliers are:

Avantec Healthcare Ltd

Genesis Automation Ltd

GHX UK Ltd

Health Logistics Ltd

Ingenica Solutions Ltd

Smart Use Solutions Ltd – has now ceased trading

Appendix 1 to this document provides a summary, listing all suppliers on the framework, their 5.2specialisms and relevant technical information to allow customers to make an informed decision as to the suitability of the supplier base in relation to their needs. Whilst the tender evaluation resulted in a ranked order, scores were awarded against a generic requirement. NHS South of England Procurement Services recommends that organisations carry out a further competition to procure services under this agreement.

The awarding authority should define its requirements, including current and estimated future 5.3volumes, and invite tenders from all suppliers based upon those requirements. Evaluation of the responses should be broadly in line with that of the original procurement process.


Pricing 6.

On acceptance, prices must be stated in the Offer Schedule (Document H) and must remain 6.1open for acceptance for a period of Four years (4) from the closing date of the tender. Prices must be submitted in accordance with the relevant information stated in the Supplementary Conditions of Contract, Requirements Specification and Offer Schedule (Documents C, G & I).

Prices for the services must remain fixed for the duration of the contract unless a downward 6.2movement in prices occurs. Thereafter prices will be subject to annual review and any price increases proposed will not exceed the government inflation target, currently 2%.

Any price increase requested by the Contractor will need to be supported by a detailed 6.3explanation and evidence of increased costs, which should be submitted at least two months prior to the anniversary of the contract. The Customer reserves the right to reject any such request and re-tender the contract. Only one request to increase prices will be considered in a 12- month period and revised prices will only be applied following mutual agreement.The Contractor shall at the request of the Customer, furnish such books, accounts, documents or records, and such other information as the customer may reasonably require to verify the charges incurred by the Contractor.

Benefits of Using the Framework Agreement 7.

The benefits of using the framework agreement include: 7.1

Reduced Timescales – You do not need to run a full OJEU procurement if procuring

via this framework agreement as this has already been undertaken by SoEPS. You will simply need to identify your requirements, present these to the market and award a contract.

Ease of Use – The framework is simple to use, with expert procurement advice available

from SoEPS.

Potential Aggregation of Spend - The framework provides awarding authorities

with a legally compliant access to the market, with the benefits of significantly reduced procurement timescales and access to cost-effective and quality approved suppliers.

Using this framework agreement can save potential customers’ time and resource costs by 7.2negating the need for a full procurement exercise; by using the either the Direct Award (if the Trust’s own Standing Financial Instructions allow) or Competitive Call off (Mini Competition) procedures described later in this document. Interested parties can select the appropriate supplier without the need for a full OJEU advertisement

Utilisation of the Framework 8.

For further information on the framework or if an organisation wishes to use this framework to 8.1fulfil their requirements then in the first instance please contact SoEPS Team by emailing [email protected] with details of your organisation, your name, your role, your email address and telephone number or by calling 01489 779162. The customer will then be issued with the most relevant and up-to-date contact details for the supplier(s) for them to be able to make contact. A copy of the OJEU notice can be made available upon request.



Please note a purchase order number must be provided to SoEPS for compliance against using 8.2the Framework.

SoEPS envisages that any publicly-funded body in the UK can use the IMS framework; however 8.3it is particularly tailored to Healthcare Organisations.

Private sector bodies can only use the IMS framework if they are buying on behalf of a 8.4publicly-funded body when acting as that customer’s agent. In such instances, the agency agreement must be in place prior to the private sector body commencing the procurement.

NHS South of England Procurement Services will provide users of the framework with: 8.5

A unique framework access code, which must be quoted in all correspondence with framework suppliers;

A complete set of the original invitation to tender documents;

Details of the scores awarded to the bidders;

Full contact details for each supplier;

An order form for accessing the framework;

Access to the framework manager for advice, etc.

SoEPS envisages that any publicly-funded body in the UK can use the IMS framework; however 8.6it is particularly tailored to Healthcare Organisations.

Private sector bodies can only use the IMS framework if they are buying on behalf of a publicly-8.7funded body when acting as that customer’s agent. In such instances, the agency agreement must be in place prior to the private sector body commencing the procurement.

NHS South of England Procurement Services will provide users of the framework with: 8.8

A unique framework access code, which must be quoted in all correspondence with framework suppliers;

A complete set of the original invitation to tender documents;

Details of the scores awarded to the bidders;

Full contact details for each supplier;

An order form for accessing the framework;

Access to the framework manager for advice, etc.

Two options are available for the organisation interested in using the Framework: 8.9

Direct Call off Award - In accordance with the Public Contracts Regulations 2006 customers may conclude a call off contract in accordance with the terms of the framework without reopening competition in cases where the requirements of the customer directly match those of the Framework.

This can only be awarded to the highest scoring supplier (Avantec) (N.B. SoEPS can provide this information; including the Award Criteria upon request.) Users of the Framework may conclude a direct call off contract in accordance with the terms of the framework without reopening competition in cases where the requirements of the


customer directly match those of the Framework and the Trust’s own Standing Financial Instructions allow for a direct award with no further competition to be allowed. If this route is chosen, this can only be awarded to the highest scoring Supplier as identified by the Contract Award Notice (N.B. SoEPS can provide this information; including the Award criteria upon request.). At the time of award, SmartUse were ranked the highest scoring supplier on the framework, however SmartUse ceased trading in the summer of 2014, and therefore Avantec are now ranked the highest scoring supplier on this framework. However given the bespoke needs of potential users of the framework in terms of network infrastructure, locality etc. it is strongly advised by SoEPS that potential customers conduct a mini competition exercise as described below to ascertain the best Supplier for their requirements.

Mini Competition; In situations whereby the requirements of the customer vary from the express requirements of the framework i.e. specific network requirements or a specialised approach to medicine management for example, the Customer is entitled to conduct a mini competition amongst Framework Suppliers to identify the supplier most suited to their requirements.

Under this mechanism the Customer must invite every Supplier listed on the framework to return a proposal based on the Customers requirement, the Customer may then evaluate the returned proposals based on their pre-defined evaluation criteria and award the call-off contract.

A Mini-Competition is typically conducted as follows:

Invite (in writing, ideally via an electronic tender portal) all suppliers within the IMS Framework Agreement to submit proposals. The invitation should:

Specify a fixed time limit for submission of proposals. Such time limit shall be of sufficient duration to allow proposals to be submitted, taking into account factors such as the complexity of the required Inventory Management Solution, the requirement and the time needed to compile and submit a proposal.

Specify the customer’s precise sub-criteria and weightings, these will be unique to the customers requirements however SoEPS recommend that in line with Procurement best practice the following top level criteria and weighting is adopted:

How to use the IMS Framework 9.

Upon deciding to use the IMS Framework, users of the framework should email the dedicated 9.1South of England Procurement Services mailbox at:

[email protected] stating a brief outline of their requirements, preferred route of engagement (i.e. Mini-Competition) and expected timescales available for implementation.



For further information please contact: Susan Brooks NHS South of England Procurement Service Tel: 01489 779738 Email: [email protected]



Table 1 - Mini Competition - Suggested Criteria

Suggested Prime Criteria (% Weighting)

Sub Criteria (To be tailored to suit requirements)

Quality (30%)

Adherence to technical specification

System capacity to meet required catalogues etc.

Proposed account management structure

Implementation (20%)

Proposed implementation plan

Compatibility within IT infrastructure etc.

Proposed Training programme

System Management (20%)

Supplied MI

Reporting functionality

Cost (30%)

Price

Consultancy / Development charges

Escrow charges

Evaluate the proposals received and notify all invited suppliers of the outcome; and place the 9.2resulting order with the supplier who has submitted the most economically advantageous tender.

This mechanism is a preferable route of engagement as Customers are likely to have highly 9.3specific requirements and vision for their Inventory Management System that is unlikely to be captured in the generic assessment and evaluation for entry onto the framework conducted by SoEPS.


Section 3 – Accessing the Framework Agreement


Evaluation Criteria 10.

These criteria weightings are set by the framework agreement. Procurement regulations require 10.1that you adhere to weighting levels within these tolerances. If you set weightings outside of these levels, you are at risk of a challenge to your procurement.

Table 2 - Main framework Criteria

Evaluation Criteria

Criteria Weighting Percentage

Technical Requirements

40%

Support Services

25%

Added Value & Innovation

5%

Whole Life Costs

30%

Additional Support 11.

As creators and guardians of the Framework, SoEPS will provide the initial Customer 11.1engagement and be on hand to support potential users of the framework during the sourcing and subsequent ordering procedure, this includes providing advice and guidance on building a specification (if required) and supplying the relevant documentation. Furthermore SoEPS will support the relationship moving forwards including mediating any dispute resolution / contractual queries etc. in relation to the framework (but excluding any local agreements).

NHS South of England have awarded Ingenica the Inventory Management solutions within 11.2Theatres for both Portsmouth Hospital NHS Trust and the Isle of Wight NHS Trust. Avantec have been awarded the Inventory Management Solution for the Pharmacy Department at the Isle of Wight NHS Trust. Site visits can be arranged to view any of these installation sites.

Upon selection of a suitable supplier via one of the two mechanisms described above users of 11.3the framework may then enter into a formal call off order for the required services. At this stage an order form (as documented within Appendix 2) will need to be completed and signed off by both parties; Although access to this framework is free of charge, SoEPS will generate and supply a unique order number as they need to monitor the use of this framework. The completed order form along with the Framework Agreement will constitute the terms and conditions of the ordered services.


Due Diligence / Disclaimer 12.

It is the buyer’s responsibility to undertake their own due diligence in relation to the systems 12.1they procure. SoEPS will not be held liable for the quality or performance of any of the systems procured under this Framework Agreement.

SoEPS do not guarantee that the information provided in this document or on the framework 12.2Agreement are complete, accurate and always current. This applies also to all information supplied by third parties and suppliers named and listed on the Framework, either directly or indirectly. NHS South of England Procurement Services (SoEPS) are not responsible for the contents of supplier’s information.

SoEPS reserve the right to change or add to the information provided on this document without 12.3prior notice. Any changes on the framework contract, with each of the suppliers awarded, will be subject to the Framework agreement variation procedure.

In making this information available, SoEPS do not establish the basis for any offer about 12.4information, consulting or similar contractual relationships. SoEPS are excluded from all liability for the content of supplier’s information on the Framework or for the accuracy of the content of this document.

SoEPS do not assume any liability whatsoever for actual, direct or indirect losses or for losses 12.5incurred due to, but not restricted to, the unavailability of use, data losses or lost profits in connection with the use of this Framework or in formation accessible via the South of England Procurement Services website.


Contact details

Further information on this framework agreement can be found by contacting the SoEPS team

Or

You can contact the team directly by emailing: Email [email protected] and a member of the team will answer your query.

South of England Procurement Services Unit 18, Solent Industrial Estate Hedge End Southampton SO30 2FY Telephone: 01489 779600



Appendix 1: Approved Framework Supplier Summary

1. Smart Use Solutions Lt d

– this supplier is no longer trading, therefore the second supplier Avantec , by default are now the top ranked supplier on this framework. However given the bespoke needs of potential users of the framework in terms of network infrastructure, locality etc. it is strongly advised by SoEPS that potential customers conduct a mini competition exercise as described below to ascertain the best Supplier for their requirements


2. Ingenica Solutions Lt d ( Atticus™ Inventor y Management Solution)

Mr A Bradshaw, Ingenica Solutions Ltd., Nateby Technology Park, Cartmell Lane, Nateby, Lancashire, PR3 0LU

[email protected]

Ingenica utilises the expertise, experience and proven track records of its team in delivering significant benefits to the NHS, by bringing together focused IT solutions in the areas of Procurement, Supply Chain and Inventory Management, providing accurate and meaningful data to enable real change in the challenging Healthcare environment. The Ingenica team have proven backgrounds in Commerce, Finance, Procurement, Supply Chain Management, Information Technology, Software development and Project Management. All have significant experience in both the public and private sectors and have previously pioneered the delivery of Microsoft based solutions into the NHS. As a Microsoft partner, Ingenica is closely engaged with the Microsoft Dynamics (business solutions) product group and Healthcare sector teams. The Ingenica Inventory Management solution, Atticus™ is a Healthcare vertical product developed within the Microsoft Business Solutions Dynamics platform. It is based on the most recent release of MBS Dynamics NAV 2013, an Enterprise Resource Planning (ERP) solution used by more than 300,000 customers in 42 countries worldwide. The Atticus™ application is an extensive development that adds to the base product and is fully web enabled, allowing its deployment via an internet “cloud platform” which delivers significant benefits in implementation and scaling over products based on previous versions of the software. Atticus™ functionality ranges from a fairly simple ‘top up’ replenishment option to a fully traceable inventory optimisation and automated replenishment solution and provides the tools to allow the NHS to effectively manage inventory (cost), without compromising service delivery or adding to staff workload. Atticus™ enables the customer to select only the functionality they need today and add further developments as improvements are made in their Supply Chain management capability. This approach brings sustainable, cost effective, continuous improvement, benefits and savings. The solution itself is also modular. The Inventory Management module is available in Atticus™ Starter, Base, Advanced and Premium functions and any additional modules would be agreed for implementation with the client during the projects initial scoping. Atticus™ looks to maximise the benefit of using the ERP platform for all areas involved in the Supply Chain within a Trust, and can be extended to supporting the developing “Regional Trust Procurement Economy” where more collaborative procurement and supply chain management (information) is desirable. The financial modules of the ERP platform ensures that the solution can be set up to support data collection for “Service Line Reporting” and “Patient Level Costing”, a key requirement in today’s NHS. The solution is available as either an externally hosted application accessible through an Internet “Cloud Installation” within the NHS N3 environment, or a Client/Server installation within the customer



organisations own network, being managed by their own IT Team. The standard Microsoft ERP platform is also functionality rich (much more so than other solutions in the market) with a clear and continuing development roadmap from Microsoft. Combined with the flexibility to choose from a range of data capture devices, this ensures the client benefits from this significant investment in product development and a solution that remains at the forefront of software and data capture innovation without being tied to a particular method of data capture or product handling device. Implementing these solutions in a challenging Healthcare environment requires a concomitant change management project that may be significant. Ingenica brings significant experience of working within the NHS to deliver successful and transformational solutions and understands that software implementation is only a small part of the larger project. Different customers may have different requirements within the change process, ranging from requiring a limited level of support to being fully supported. Ingenica are able to offer and advise the degree of support you may need. Ingenica has recognised the benefits of utilising effective and appropriate ERP solutions in the Healthcare environment. In particular, Ingenica has extensive experience of proven, well developed solutions that have delivered efficiencies and cost savings in both healthcare and their commercial equivalent, bringing significant improvements to back office efficiencies and front office applications. Ingenica believe that focussing on Inventory Management as a core competency and having accurate data are both essential to deliver improvement in Supply Chain Management.


3. GHX UK Ltd

Ms L Andrews, GHX UK Ltd. Unit 326, Cambridge Science Park, Cambridge, CB4 0WG

[email protected]

As a healthcare technology and consultancy company, GHX helps hospitals and the suppliers they work with increase efficiency, lower costs and, ultimately, provide better patient care. With the largest footprint in the healthcare supply chain, we deliver technology and strategic healthcare consulting services. GHX helps automate and eliminate manual supply chain processes. As a result, data accuracy is improved and transactions move faster. Providing better visibility into the supply chain, real cash savings can be realised and resources can be strategically reallocated. All driven by the efficiency improvements our solutions deliver. With more than 5,000 healthcare providers and 900 suppliers globally GHX is the way you do business in healthcare. As trading partners, GHX forms the largest community in healthcare working together to streamline the purchasing and delivery of medical-surgical products. That community collectively has cut more than $3 billion from the cost of healthcare since 2010 and is on track to cut another $2 billion by the end of 2014. Mission GHX enables better patient care and billions in savings for the healthcare community by maximising automation, efficiency and accuracy of business processes. Vision GHX: It's the way you do business in healthcare Core Values

Quality - we deliver the high-quality products and service our customers and business partners can rely on.

Integrity - we do what's right for our company, our customers and our employees, above all else.

Innovation - our innovative solutions help healthcare companies improve business performance.

Collaboration - as an industry solution, we work with all types of healthcare companies to improve results, together.

Customer Focus - we strive to delight our customers, and bring voice of the customer to both product development and business planning.

GHX PowerGate Inventory Management is an enterprise class inventory solution for today’s demanding healthcare environments.



Built from the ground up, clients can manage inventory across the whole organisation from low value consumables to high value implantable devices. GHX PowerGate provides visibility and control of stock movement from wards, off-site clinics or day surgeries, to main stores and complex environments such as theatres. By capturing stock usage and movement down to patient level, organisations can make informed decisions based on actual demand to free cash-flow, reduce stock on hand and reduce waste. Furthermore, by providing full track and trace, GHX PowerGate will give you complete confidence that patient safety is at the forefront of your organisation. GHX PowerGate is currently deployed in some of the biggest trusts in the UK, saving them £100,000’s through a reduction in inventory levels and by increasing the efficiency of the whole inventory management process, trusts have been able to redeploy staff to focus on patient outcomes. GHX PowerGate provides the full inventory management cycle, from purchasing, stock management, receipting, support for mobile technology, GS1 standards and barcodes, in-depth business intelligence reporting and integration into leading finance, theatre systems and Radio Frequency Identification Devices (RFID).


4. Genesis Automation Ltd

Mr N O’Hanlon, Genesis Automation Ltd., Saxon Business Park, Hanbury Road, Stoke Prior, Bromsgrove, Worcestershire, B60 4AD

[email protected]

Genesis is a new, real-time inventory and cost management system for the Healthcare sector. It has been designed using lean manufacturing techniques that have been applied to the Hospital sector. It is a real time SaaS system (Software as a Service). Live data is shared with all stakeholders. Real time reports are available internally and externally to suppliers. Business intelligence reports are also available for both PC and hand held devices - IOS and Android. Complex data is presented in an easy to read format, designed for Hospital management and Supplier sales people who are responsible for consignment inventory. It manages all inventory and costs associated with inventory in a Hospital. Genesis Mobile manages all materials management functions. Materials management, Inventory suppliers, receive live information via Genesis mobile on the Hospital WiFi network, for each point of consumption location and can replenish automatically. Genesis also manages high value Implants both owned and consigned; it shares real time information on inventory expiration dates and lot numbers. Alerts can also be sent warning internally and suppliers. Lot numbers and expiration dates are captured for each patient, surgeon, procedure type and Theatre. Once an implant has been used, the Supplier is notified, and can automatically replenish and invoice the customer. Expensive inventory can be stored securely via Genesis cabinets and also with the Genesis Access Control system that can control whole rooms and storage areas. API's (Application Programming Interface) are designed for interfaces for popular ERP systems including SAP, Oracle, JD Edwards and Sage as well as Electronic Catalogues, including Science Warehouse and GHX. Surgeon’s preferences and patient level costing are also available, as is the Genesis Asset Management system that has the ability to physically track the location of Assets throughout the Hospital using RFID. Product recalls are automated for internal items in stock items, used for each patient and for suppliers, who can recall items world-wide in real time. Genesis has been working in partnership with Plymouth Hospitals NHS trust, DePuy Synthesis, Stryker and GS1 to tailor the system specifically for inventory and cost management for the hospital. Genesis is used by Plymouth Hospitals NHS Trust, NYU University Hospital, Emory Hospital Atlanta, and Pfizer.



5. Avantec Healthcare Ltd

Mr S Bateson, Avantec Healthcare Ltd. 25 Marlborough Road, Lancing Business Park, Lancing, West Sussex, BN15 8TG

[email protected]

Avantec is focused purely on the design, distribution and installation of Omnicell systems in the UK to deliver solutions to the healthcare sector in the automation of supplies and medicine management. These systems are currently operating in 60 NHS Trusts and enabling them to:

Reduce stock levels Cut waste and reduce spend on both Supplies and Medicines Achieve secure and accountable transactions ensuring a high integrity of data Automate reordering to streamline processes Interface with pharmacy systems, EPMA, hospital PAS, procurement and finance systems Optimise savings with a management dashboard information system Patient and Procedure costing Healthcare solutions from a versatile product range

Omnicell Inc. is a $600M Nasdaq listed Company whose sole business is Supply and Pharmacy automation systems for hospitals. Avantec have over 700 systems operating in the UK, covering 60 NHS Trusts, with Guy’s and St Thomas’ being the largest automation system in Europe. Our organisation provides project management, installation, technical training, interface development, 24/7 service and support across the UK. Choosing Omnicell will give the Trust a complete costing infrastructure for Supplies and Pharmacy products, a secure system of automated stock control and complete visible data about your usage and stocks. This allows the Trust to operate a lean and efficient business model, reducing clinical risk and enabling nurses and doctors to be more productive, improving patient care by giving them more time to spend at the patient bedside. Omnicell will provide an essential practical tool, which will become the information backbone of your operation, used by front-line clinicians and top-level managers alike. Omnicell Supply System Features

Our comprehensive Inventory Management System interfaces with the your hospital’s existing systems to provide accurate records of patient costs, stock levels, stock movements, product expiry dates, as well as inactive stock, consignment stock reporting and an intelligent dashboard that analyses supplier performance versus user demand to set the optimum stock level. Omnicell is specifically designed to meet hospital needs, providing a totally adaptable and configurable system to deliver the best solution:.

Cabinets for supplies These provide secure access control via BioID fingerprint control and touchscreen data entry, as well as 2D barcode tracking of items that will track all issues and receipts to the patient. Their live network connection to the OmniCentre



Server ensures the continual update of patient data, user transactions, messages and inventory.

Mobile Patient Costing, Inventory and Case Picking This product range has several software modules (rePlenish, patCost, inVentory, CasePick) allowing the same PDA to manage supplies at the point of use.

PC OmShop OmShop can work side by side with Omnicell Cabinets, or as a stand-alone system and is fully integrated with the Omnicell inventory management system.

OmniPress Wireless remote button Being a small wireless device these buttons can be fitted to existing stock locations to record individual product transactions in real time – Take, Return and Reorder instructions; automatically communicating such transactions to the IMS.

OmniReport – Management Dashboard One simple reporting platform that the user can share and analyse costs, review inventory trends, supplier performance and optimise target stock levels and re-order levels in order to reduce stock levels and minimise costs.

Omnicell Medicine System features Omnicell’s medicine cabinets offer a complete system for the automated management and dispensing of medications. Its modular design provides the flexibility to meet medication storage and distribution needs of individual patient care areas. Additional cabinets can be added and seamlessly integrated if capacity needs to increase. These cabinets provide secure fingerprint access control, touchscreen data entry, whilst interfacing with your existing systems (i.e. Patient Admin system, Pharmacy stock system, Electronic Prescribing system). Medicine features include an electronic CD register, medicine alerts, medicine barcode checking (high risk medication), an integrated medication printer, single bin locations for patients own medicines, access control to any existing fridge. The system can also request bespoke data input by the user when accessing a specific medicine, thereby tracking and reporting its precise usage circumstances. Should there be a need for single-dose dispensing there’s a module that stores medications in a separate, secure location within the cabinet and dispenses each dose individually, so nurses only have access to the specific quantities requested.


Medicine cabinets These cabinets come in a range of desktop, mobile half cells, trolleys, to multi cell cabinets (three cell in photo) with transparent, tinted or metal doors. The medicine drawers can be configured with some 16 drawer types/sizes to deliver the required capacity and medicine control.

Mobile medicine trolley Currently in the UK, patient bedside medication lockers are used for the storage of bulk-issued patient specific medications as well as the patient’s own medications. The Avantec medicine trolley is a strong, secure, key-less medication trolley which encapsulates the size and convenience of the bedside medication locker while still providing the capability to safely, efficiently and easily manage these medicines through the normal nursing medication administration workflow.

© 2016 NHS South of England Procurement Services

Page 28 of 36

6. Healthlogistics’ Inventory Management Service

Mr N Roots, Healthlogistics Ltd. 68 Akeman Street, Tring, Hertfordshire, HP23 6AF [email protected]

Healthlogistics offers a fully Integrated Inventory Management Service comprising a web-based catalogue and contract management system combined with full tracking and inventory management to drive an effective and comprehensive stock take and product replenishment function for Trusts. Healthlogistics.co.uk Ltd specialises in the provision of integrated, standards-based eProcurement services. Our service portfolio utilises product information management software from hybris GmbH for catalogue and contract management, combined with eOrdering and eInvoicing services and advanced business intelligence software, to create highly cost-effective eProcurement tailored to the specific needs of the NHS and its supplier community. Underpinning all our services is a maintained validated common catalogue database of over 2.4 million product items from over 800 healthcare suppliers. For this Inventory Management framework solution, Healthlogistics have partnered with two leading suppliers of tracking and inventory management systems, hTrak Europe Limited and Assistive Partner Limited, in order to provide a fully comprehensive solution to the cataloguing and materials management process, ensuring that all data in any part of the system is always referenced back to our standard common catalogue database that we maintain. As the lead contractor we are able to provide a “one stop shop” catalogue based solution which is entirely web based, and is common to all Trusts, yet is also entirely modular and configurable to the specific requirements and internal systems of any participating Trust. This approach allows us to implement rapidly by starting with existing information, carrying out a baseline stock take to clarify the current stock profile and therefore the required catalogue item list. This also immediately identifies items which are past expiry date and any items which can be substituted. The hTrak stock take system scans the manufacturers’ barcodes to build the stock profile by location area. This allows the stock to be identified, as well as capturing batch numbers, lot numbers and expiry dates. hTrak has over 1m healthcare barcodes that have been built up by working in partnership with the manufacturers themselves since 2004. If any inventory stock items do not have OEM barcodes, the Assistive Partners’ UNIQUS® inventory management system allocates an internal barcode to that item. We can then fully reconcile this information to our Healthlogistics catalogue database including specific contract pricing available to the Trust. From then on we provide a fully updated service that allows simultaneous update of data into the local purchasing system and the inventory management system so that any catalogue changes are synchronised and any contractual pricing is available to be passed from the catalogue system to UNIQUS®. The system enables full visibility in real time of all stock holding and movements by value and volume at location, departmental and organisational level. This is achieved by a combination of the hTrak/Assistive Partner functionality for managing stockholding and movements with the Healthlogistics capability to



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value inventory at the correct level of cost. This will all be captured within a reporting environment that can analyse and summarise information by supplier, category, department and organisation. Our eControl business intelligence system then brings all reporting elements of the service into one environment. It has full functionality for search on any fields of information stored against the stock, including stock levels by location and outstanding orders by status. The hTrak system will feed into UNIQUS® for stock reports and will also provide procedure level costing reports which can be viewed on screen, exported to Excel or exported as XML. The system will track specific financial reporting codes and support ABC analysis plus transactional level stock movements by product lot and serial number (using UNIQUS® which features the ability to manage all of this including BoM where appropriate). By combining the data from hTrak with UNIQUS® the full transactional life cycle of the stock can be traced through the hospital and into the patient. The combined solution is therefore fully capable of patient level costing by procedure and consultant or BOM by procedure and consultant. All of this is brought together within the eControl reporting framework. This can lead on to a full MRP solution where required. Our web based solutions interface with all major procurement and financial packages, including Oracle (SBS, NEP, others), ABS, Agresso, Integra, Sprinter, Aptos, all in customisable formats to meet the exact requirements of each specific implementation. This enables us to provide seamless import into each system and continuity throughout the whole purchase to payment end to end process. Our preferred data interface is XML web services though other options will be accommodated.


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Appendix 2: Order Form To be completed and returned to NHS South of England Procurement Service once the preferred supplier has been identified Framework Agreement dated [ 2016] From

Customer

Service Address

Invoice Address

Contact Ref:

Ref:

………………………..

Phone:

………………………..

e-mail:

………………………..

Order Number

To be quoted on all correspondence relating to this Order:

Order Date

To

Provider:

[● insert Provider's name]

For the attention of:

…………………………………………………………………………

E-mail

…………………………………………………………………………

Telephone number

…………………………………………………………………………

Address

…………………………………………………………………………

…………………………………………………………………………

1 Services Requirements

Services and Deliverables Required:

Commencement Date and Term:


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Price Payable by Customer:

[split as in Schedule 3 into Implementation, Support, Licence and Escrow]

Completion Date for Implementation Services:

Mini-competition order - additional requirements1

Supplemental Requirements in addition to Call-Off Terms and Conditions:

Variations to Call-Off Terms and Conditions

Performance of the services and deliverables

Key Personnel of the Provider to be involved in the Services

Deliverables and Acceptance Criteria

Performance Standards

Location(s) at which the Services are to be provided:

1

Applicable if mini-competition is permitted under Clause 7


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Quality Standards

Contract Monitoring Arrangements

Confidential information

The following information shall be deemed Commercially Sensitive Information or Confidential Information:

Duration that the information shall be deemed Commercially Sensitive Information or Confidential

Information

By signing and returning this Order Form the Provider agrees to enter a legally binding contract with the Customer to provide to the Customer the Services specified in this Order Form (together with, where completed and applicable, the mini-competition order (additional requirements) set out in section 2 of this Order Form) incorporating the rights and obligations in the Call-Off Terms and Conditions set out in the Framework Agreement entered into by the Provider and the Authority on [●Insert date 00/00/2016]

For and on behalf of the Provider:

Name and Title …………………………………………………………………

Signature …………………………………………………………………

Date …………………………………………………………………

For and on behalf of the Customer:

Name and Title …………………………………………………………………

Signature …………………………………………………………………

Date …………………………………………………………………

Date post:	13-Aug-2019
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