With around 80% of picture archiving and communication systems (PACS) and radiology information system (RIS) contracts due to expire over the next three years, NHS Trusts need to act now to ensure they select the best option.

1. The OJEU PACS Procurement Process
A recent example
November 2011

2. Example Timeline
Week 1 Week 8 week 16 week 36 week 40 week 41+
OBC FBC Implemetation
Negotiations / Contract
OJEU/PQQ Competitive Dialogue complete

3. OJEU Routes
• Open Procedure; under which all those interested may respond to the advertisement in
the OJEU by tendering for the contract
• Restricted Procedure; under which a selection is made of those who respond to the
advertisement and only they are invited to submit a tender for the contract. This allows
purchasers to avoid having to deal with an overwhelmingly large number of tenders
• Competitive Dialogue Procedure; following an OJEU Contract Notice and a selection
process, the authority then enters into dialogue with potential bidders to develop one
or more suitable solutions for its requirements and on which chosen bidders will be
invited to tender
• Negotiated Procedure, under which a purchaser may select one or more potential
bidders with whom to negotiate the terms of the contract. An advertisement in the OJEU
is usually required but, in certain circumstances, described in the Regulations, the
contract does not have to be advertised in the OJEU. An example is when, for technical
or artistic reasons or because of the protection of exclusive rights, the contract can only
be carried out by a particular bidder.

4. Restricted Route
• Traditional route – useful when requirements are very
clear
– Build specification (OBS)
– Issues OJEU notice
– Issue PQQ
– Longlist
– Issue OBS
– Evaluate responses
– Enter contract negotiations
– BAFO and preferred bidder

5. Competitive Dialogue Route
・ New route – useful when requirements are not fully
known
・ Issues OJEU notice
・ Issue PQQ
・ Longlist
・ Issue IPCD
・ Evaluate responses
・ Shortlist
・ Issue IPDD
・ Enter contract negotiations
・ BAFO and preferred bidder

6. What you will need
• Procurement support
• Sufficient resources
• Suggested teams:
– Project Board
– Evaluation Team
• Commercial Team
• Site Visit Team
• Clinical Team
• Technical team

7. Competitive Dialogue Phases - OJEU
• OJEU Notice
– Try and keep options open on:
• Who to include as organisations
• What you are looking for
• If you will break it in to lots / multiple suppliers
– You can ask some questions at this stage to rule
out suppliers (legal and financial)

8. Competitive Dialogue Phases – PQQ
• Pre‐Qualification Questionnaire
– Set out your timetable
– Set out clearly that you will reject or disqualify at
this stage
– State costs are at supplier risk
– Consider FOI / COI / warranty
– Selection matrix and how you will score the
responses

9. Example PQQ Scoring Matrix
PQQ Section (and Information Weighting (%)
sub-questions)
Section A Background Information
Questions 1-7 Organisation details Information only
(not scored)
Section B Financial and economic information
Question 1 Banker’s details Pass/Fail
Question 2 Accounts information Pass/Fail
Question 3 Financial Turnover (minimum annual turnover of £xxm) Pass/Fail
Question 4 Insurance Details (Please note that Candidates are required to demonstrate, for each type of insurance (i.e. employers’ Pass/Fail
liability, public liability and professional indemnity insurances), a minimum cover of £xx million
Question 5 Litigation/legal proceedings Pass/Fail
Section C Technical information
Question 1 Experience in delivering relevant services 35
Question 2.1 Experience of integration and neutral archive 22
Question 3 References Pass/Fail
Question 4.1 Support resources & location 10
Question 4.1 Staff resources 13
Question 4.2 Out of hours support model 10
Question 4.3 State the products that you are seeking to provide and state which ones will be through a sub contractor Information only
(not scored)
Question 4.4 Confirm your commitment to performance standards linked to a performance/payment regime. Pass/Fail
Question 4.5 Provide in outline the significant product developments you have released over the last 2 years and what you are 10
planning for the next 2 years
Question 5.1 Deductions for damages Pass/Fail
Question 5.2 Contract/employment termination Pass/Fail
Question 5.3 Failed contract renewal Pass/Fail
Question 5.4 Legal proceedings pending Pass/Fail
Question 6.1, 6.2 Unlawful discrimination finding Pass/Fail
Section D Statement relating to Good Standing Pass/Fail
Section E Checklist Information only
(not scored)
Total weighting 100

10. Outcome of PQQ
• The aim is to reduce the number of candidates to a
manageable number
– you can suggest how many in the OJEU notice
• The PQQ needs to be built around what you are
trying to achieve and are able to manage
• Debrief

11. Competitive Dialogue Phases - IPCD
• Invitation to Participate in Competitive Dialogue
– Background to the project
– Rules on completion, pricing (recommend you do not
use costs for shortlisting) and procedure
– Evaluation criteria
– Timetable
– Offer site visit to see the Trust
– High level requirements
– Example of the contract
– Formal response date

12. Competitive Dialogue Phases – IPCD - requirements
• Keep it high level
• What are the key areas that you need
addressed
• Provide the detail that will help the suppliers:
– Key systems and functional needs
– Activity
– Equipment
– Technical
– Approach to implementation

13. Competitive Dialogue Phases – IPCD - dialogue
• Enter into dialogue with the suppliers
• Discuss
– Initial responses / questions
– Consider demonstration days
– Reference site visits
– Presentations
• The Trust is seeking to understand what the supplier can
offer and how it can solve the needs as much as the
supplier is seeking to understand the Trust needs
This is a dialogue!

14. Competitive Dialogue Phases – IPCD - evaluation
• Issue the scoring criteria
– You can include:
• Site visits
• Demonstrations
• Dialogue responses
• Contract comments
• Presentations
– Use a team based approach to scoring and
be consistent

15. Outcome of IPCD
• The aim is to reduce the number of candidates to a
manageable number
– suggest how many in the OJEU notice, e.g. 3
• The IPCD needs to be built around what you are
trying to achieve and are able to manage
• Debrief suppliers
• (some may withdraw on their own if they realise that
they cannot deliver what you need)

16. Competitive Dialogue Phases – IPDD
• Invitation to Participate in Detailed Dialogue
– Key here is to build out the specification
– As your needs become clearer and you can see
what is available on the market
– It is an iterative process
– But be consistent
– Keep a record of actions and who is delivering
them by when

17. Competitive Dialogue Phases – IPDD - Dialogue
• Key here is to build out the specification
• As your needs become clearer and you can see
what is available on the market
• It is an iterative process
• But be consistent
• Keep a record of actions and who is delivering
them by when
• Start to firm up the costs

18. Competitive Dialogue Phases – IPDD - evaluation
• Issue the scoring criteria
– You can include:
• Site visits
• Demonstrations ‐ scripted
• Dialogue responses
• Contract comments
• Presentations
– Use a team based approach to scoring and
be consistent

19. Outcome of IPDD
• Are the remaining suppliers capable of meeting your
detailed needs and contract terms?
• Confidence to issue BAFO

20. Competitive Dialogue Phases – BAFO
• Best and Final Offer
• Formal Document
• Needs to be issued and received under Trust
SFIs for OJEU tenders
• Issue contract schedules –
– One will be the specification
– One will be the best and final offer price

21. BAFO – Scoring
• Issue the scoring criteria and be consistent with
IPCD
– You can include:
• Site visits
• Demonstrations ‐ scripted
• Dialogue responses
• Contract comments
• Presentations
– Use a team based approach to scoring and be
consistent
– Then look at price and see which supplier offers the
best score per £
– Ensure that you are comparing apples to apples

22. Preferred Bidder
• Once decision made and approved by Trust
• Enter Alcatel period, e.g.10 days
• Complete final tidy up of contract
• Sign contract
• Debrief all unsuccessful bidders
• The hard work then begins – implementation….

23. Example Timeline
Stage Days / Weeks
OJEU 30 days
PQQ 3 weeks
IPCD 10 weeks
IPDD 12 weeks
BAFO 2 weeks
Total 32 weeks – (~8 months)

24. Tony Corkett
Tony Corkett
Health Business Unit Director
Amor Group
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