1. PROCUREMENT MANAGEMENT
George I. Johnston, MS, PE, CCE

2. FOUR STAGES OF PROCUREMENT
Planning
Evaluation
Tenders development
Acceptance

3. PLANNING CONSIDERATIONS
Is there appropriate technology to support identified need?
Will that technology improve health care delivery in a way beneficial to both the patient and the hospital?
Is it appropriate to the hospital environment and its human resources?
Is it affordable?

4. EVALUATION
Whenever possible (or practical) seek samples for “clinical trials”
Seek experience references from other users
Evaluate quality/support available from potential manufacturer and/or vendor
Prepare life cycle cost analysis

5. TENDERS PREPARATION
Besides the basic model number and performance specifications any tender should include:
Requirement to comply with all legal codes and standards (you may even want to expand that to include institutional requirements)
Where appropriate: training for operators and maintainers

6. TENDERS PREP CONTINUED
Documentation: COMPLETE operator and SERVICE manuals. Latter complete with all schematics, service tests, software information and parts lists
Parts, upgrades and service support for a minimum of five years
Essential replacement parts/boards
Warranties: negotiate the best you can get
REMEMBER: “If you don’t ask you don’t get!”

7. ACCEPTANCE PROCESS For all new equipment:
Should be shipped to the biomed department as the initial receiver
Biomed to first verify order is complete; all accessories, supplies, extra parts and manuals are present and comply with original purchase request
Biomed then performs acceptance test to assure performance and safety comply with manufacture’s specifications and any required or requested codes and standards
ONLY AFTER satisfactory acceptance test does biomed authorizes payment of invoice, inventory it into its management system and place it into service

8. DONATED EQUIPMENT
Consideration and acceptance of donated equipment should as closely as possible follow the format just listed:
Is it appropriate?
Will it significantly improve patient care?
Can we afford it?
Can we maintain it?
Is it complete?
DON’T BE AFRAID TO REFUSE IT!

9. PROCUREMENT MANAGEMENT
Questions? Comments?