john swords

1. Health Business Services
Winning Tenders with the HSE

2. ‘One Voice’ concept extends beyond sourcing to include
logistics, business support and programme management.
Improved Patient Care
Quality & 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
Integrated
Strategy
Introduction

3. HBS organisation structure
HBS Structure
Director
General
Deputy Director
HBS
National Director
of HBS
Procurement Finance CRM Estates ERPS HR

4. Health Customers
HBS Structure

5. 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
5

6. 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

7. Health Procurement Structure
HBS Procurement
Health Customers
7

8. Procurement Structure
Health Procurement Structure

9. Sourcing Healthcare Agency
Agency
Management/Governanc
e
Procurement
Coordinator
Business /
Clinical
Specialists
Procurement
Team
Healthcare Agencies
Agency
Management/Governanc
e
Procurement
Coordinator
Procurement
Team
Business /
Clinical
Specialists
Healthcare Agencies
Agency
Management /
Governance
Procurement
Coordinator
Procurement
Team
Business /
Clinical
Specialists
Organisation / Operational
Category Councils
Acute Services & Medical Devices
Community Funded Schemes
Disability
Medical Professional Services
Medical Devices Equipment
eHealth
9

10. 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

11. Sourcing
Sourcing / Contracts

12. 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
Sourcing / Contracts

13. 13
NDC & Regional Hubs
1. 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

14. Logistics & Inventory Management
1. 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

15. 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
HealthCustomer
Local Government
• Minor Building Works and Civils
• Plant Hire
Defence
•Defence and Security
Education
• Veterinary and Agriculture
• Laboratory Equipment
Local Government
• Minor Building Works and Civils
• Plant Hire
Defence
•Defence and Security
Education
• Veterinary and Agriculture
• Laboratory Equipment
Other Sector Led Categories
Categories Structure

16. 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.
Implementation
Ways of Working
16

17. 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.
Procurement.Info@HSE.ie
Contact the right people.
Tips for Public Sector Tendering

18. 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.
Tips for Public Sector Tendering

19. 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.
Tips for Public Sector Tendering

20. Tendering
A supplier is entitled to ask questions relating to the general tendering process
at any time (email: Procurement.Info@hse.ie). 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.
Tips for Public Sector Tendering

21. Thank You
For Queries:
Procurement.Info@hse.ie