1405 john swords investnet winning-tenders-may-2015- 16 9 ratio

Health Business Services

Winning Tenders with the HSE

‘One Voice’ concept extends beyond sourcing to include logistics, business support and programme management.

Improved Patient CareQuality & Cost Benefits

Customers – Public and Voluntary Health Agencies

Suppliers

Staff Development & Training

Supplier Relationship Management

Customer Service Ethos / CRM

Business Support & Enabling Technology

Portfolio & Category Management

(Sourcing & Contracting)

Logistics & Inventory Management

(Supply Service Ops)

Intentional Informed IntegratedStrategy

Introduction

HBS organisation structure

HBS Structure

Director General

Deputy Director HBS

National Director of HBS

Procurement Finance CRM Estates ERPS HR

Health Customers

HBS Structure

VisionTo be a customer focused provider of leading practice business Services.

Providing a service to you (but we need your involvement and help).

One Voice for Health

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MOU / SLA between Health Business Service and OGP will set out the respective roles, responsibilities and service level targets

HBS Procurement commitments to deliver sourcing services to non-healthcare agencies for categories managed by HBS Procurement

OGP commitments to deliver sourcing and business support services to healthcare agencies for categories managed by OGP and other sectors for non-health specific areas

SLA between HBS Procurement and Healthcare Agency customers setting respective roles, responsibilities and service level targets committed.

SLA / MOU – 10/02/15

Ways of Working

6

Health Procurement Structure

HBS Procurement

Health Customers

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Procurement Structure

Health Procurement Structure

SourcingHealthcare Agency

Agency Management/Governanc

e

ProcurementCoordinator

Business / Clinical

Specialists

ProcurementTeam

Healthcare Agencies

Agency Management/Governanc

e


ProcurementTeam

Business / Clinical

Specialists

Healthcare AgenciesAgency

Management / Governance


ProcurementTeam

Business / Clinical

Specialists

Organisation / Operational

Category Councils

Acute Services & Medical Devices

Community Funded Schemes

Disability

Medical Professional Services

Medical Devices Equipment

eHealth

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Sourcing MSP – Medical Surgical & Pharma

MDE – Medical Devices & Equipment

MPS – Medical Professional Services

NHC – Non-Health Categories - (Health specific / strategic requirements that fall within the expenditure categories that are generally targeted to be led by the OGP / Other Sectors)

Sourcing / Contracts

Sourcing


As a general principle, the guidance sets out positive measures that buyers will take to promote SME involvement in public sector procurement.

Market Analysis - to understand the range of goods and services on offer, market developments and innovation, what commercial models are available, the competitive landscape, and the specific capabilities of SMEs etc.

Sub-dividing Contracts into Lots - Lots may be also decided on a geographic basis, a work package basis, an internal organisation structure basis, etc.

Consortium Bids - SMEs are encouraged to consider using consortia where they are not of sufficient scale to tender in their own right.

“Open” Tendering - Use of open tendering for contracts below €134,000 (exclusive of VAT) in the case of advertised contracts for general goods and services.

Positive measures to promote SME involvement


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NDC & Regional Hubs1. Consolidation of fragmented stores

infrastructure into a National Distribution Centre (NDC) distributing to 9 Hubs

2. Realignment of procurement staff to procurement function

3. Implement new technology to support new supply chain processes

4. Increase level of management of stock at point of use (POU) (Clinical back to frontline)

5. Implementation of appropriate supply channels (Direct & Indirect)

Logistics

Logistics & Inventory Management1. Continue effective management of service delivery

– 1,000 physical deliveries per day– 2,500 direct deliveries per day– 400,000 square feet of storage– 274 POU locations (€50m)– 90,000 sku’s (3,000)– Health Procurement NDC gives local suppliers / SME access to

national distribution.– New Technology (Voice technology – national procurement award

winner; NDC SAP)

Logistics

OGP Led Categories

• Professional Services• Facilities Management and

Maintenance• Utilities• ICT and Office Equipment• Marketing, Print and Stationery• Travel and HR Services• Fleet and Plant• Managed Services

• Professional Services• Facilities Management and

Maintenance• Utilities• ICT and Office Equipment• Marketing, Print and Stationery• Travel and HR Services• Fleet and Plant• Managed Services

Health Led Categories

– Medical Professional Services

– Medical and Diagnostic Equipment and Supplies

– Medical, Surgical and Pharmaceutical Supplies

– Medical Professional Services

– Medical and Diagnostic Equipment and Supplies

– Medical, Surgical and Pharmaceutical Supplies

Hea

lth C

usto

mer

Local Government• Minor Building Works and Civils• Plant HireDefence•Defence and SecurityEducation• Veterinary and Agriculture• Laboratory Equipment

Local Government• Minor Building Works and Civils• Plant HireDefence•Defence and SecurityEducation• Veterinary and Agriculture• Laboratory Equipment

Other Sector Led Categories

Categories Structure

Health Business Services will sign overarching contracts on behalf of all health agencies.

Local sourcing teams:- Spot Buying Below Threshold Sourcing Purchase to Pay Processing Contract Management Information Provision to HBS Procurement to support Sourcing / Performance

Management

For unplanned sourcing projects, a Procurement Service Request (PSR) will be submitted by the Procurement Coordinator to HBS Sourcing & Contracting. Will be incorporated in national / local plans as appropriate.

ImplementationWays of Working

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Tendering

Register on www.etenders.gov.ie. It is free to register your business and all HBS Procurement contract for goods and services over €25,000 and all contracts for works over €50,000 are advertised there. A guide to registering with eTenders is available here: http://etenders.gov.ie/supplierguidance

Find out about contracts.

If your business is targeting a specific sector contact the appropriate Assistant Head of Portfolio & Category Management (P&CM), alternatively contact the Programme Management Office (PMO) for further information.

[email protected]

Contact the right people.

Tips for Public Sector Tendering

Tendering

As a European business you can tender for the award of contracts in other European Member States - visit the EU Contracts and Tenders database (http://europa.eu/business/public-contracts/index_en.htm) on the EU website or Tenders Electronic Daily (http://ted.europa.eu/TED/misc/chooseLanguage.do) and eSourcing NI (https://e-sourcingni.bravosolution.co.uk/web/login.shtml) for further details.

Widen your search.

Tendering is not an onerous and complex task. Many tender applications can be very straight-forward and painless – some can be as simple as providing a quote.

Don't be put off by the paperwork.


Tendering

When providing a tender response, ensure that you demonstrate and describe how you can fulfil the contract in your tender application. Contracts are awarded using the MEAT criteria – Most Economically Advantageous Tender, which aims to strike an appropriate balance between price and quality.

Don’t be shy.

If there is a deadline – stick to it and provide all the mandatory material for your tender. Late tenders will not be accepted by the contracting authority – this is to protect the integrity of the process.

Follow the rules and read carefully.


Tendering

A supplier is entitled to ask questions relating to the general tendering process at any time (email: [email protected]). During a tendering process you are also entitled to have any queries addressed, though a form of your question and the response has to be provided to all other parties in the process.

Seek advice.

Ensure all requested information is attached and that the Pricing Schedule is complete. Provide sufficient information under each Criterion. Remember, the weighting of a Criterion is indicative of how important it is.

Checklist.


Thank YouFor Queries: [email protected]