Purchasing Policy in the Healthcare Facility PDF

Purchasing Policy in the healthcare Facility 1. PURPOSE Purchasing policy in the health facility 1.1. The purpose of this Administrative Policy and Procedure (APP) is to provide the procedures to follow for ensuring appropriate and cost-effective selection and purchase of new capital m...

Purchasing Policy in the healthcare Facility 1. PURPOSE Purchasing policy in the health facility 1.1. The purpose of this Administrative Policy and Procedure (APP) is to provide the procedures to follow for ensuring appropriate and cost-effective selection and purchase of new capital medical equipment (or upgrades) 1. DEFINITIONS/ABBREVIATIONS 2.1. Capital Medical Equipment: All powered/non-powered medical equipment intended for use in the diagnosis, treatment, monitoring, and rehabilitation of patients. 2.1.1.Includes medical equipment used both directly and indirectly in the provision of care (e.g., equipment used in clinical laboratories and pharmaceutical services) instruments, disposables and accessories needed in the functioning of existing medical equipment. 2.1. Emergency Care Research Institute (ECRI): A non-profit organization that provides healthcare information, research, publishing, education, and consultation services (SELECTplus is the ECRI comprehensive medical equipment advisory service). 2.2. National Unified Procurement Company (NUPCO): NUPCO is the largest company of its kind in the Middle East responsible for the centralizing procurement, warehousing, distribution, and re-exporting of pharmaceuticals, medical equipment, and supplies for the benefit of all public hospitals and healthcare facilities. 2.3. Medical Equipment Upgrade: Denotes all possible technical hardware and/or software enhancements that might add to or improve medical equipment performance and clinical applications for the purpose of diagnosis, treatment, monitoring, and rehabilitation. 2.4. Tender: The formal, structured invitation process (Request for tenders (RFT)) from the Logistic Services Administration to suppliers/vendors to bid on supplying/providing KFSH-D with the needed medical equipment. 2. POLICY Purchasing policy in the health facility 3.1. The provisions of this APP apply to medical equipment for use in KFSH-D healthcare facilities purchased through the tendering process. 3.2. Member of the Capital Equipment Acquisition and Renovation Committee (CEARC) from the Financial and Administrative Affairs Administration will provide information to the CEARC on the budget allocated for medical equipment for that fiscal year and provide the CEARC with periodic updates on the balance. 3.3. The CEARC will be involved in all aspects of the medical equipment procurement process related to the medical equipment needs of KFSH-D and will meet as needed to evaluate/review/approve requests for new medical equipment and/or upgrades.  3.4. The equipment procurement process will be in line with KFSH-D Strategic Plans, Vision, and Mission. 3. PROCEDURES Purchasing policy in the health facility 1.1. When submitting a request to purchase or upgrade medical equipment to the Capital Equipment Acquisition and Renovation Committee (CEARC), the requester/requesting department/area will ensure that they also provide justification for why the equipment/upgrade is needed (document justification on the form: Justification of Medical Equipment Acquisition (Form No. 411/016)). 4.1. The CEARC will meet as needed, for the evaluation and approval of justification of any new and/or upgrade of medical equipment (through the Clinical Engineering Administration (CEA) and make the decision as to whether or not the item is to be considered a capital purchase. 4.2. If request is approved, the CEARC will assign the CEA with the responsibility for drafting specifications for the new and/or upgraded medical equipment. 4.3. Specifications provided by the CEA and approved by the CEARC will be forwarded to the requester for review. Specification will include, but not limited to, among the technical and clinical specifications to be approved, the SFDA certificates which includes the Medical Device Establishment (MDELS) and Medical Device Marketing Authorization (MDMA) certificates. 4.4. After requester has approved the specifications, the Logistic Services Administration will source and obtain quotations from NUPCO and Gulf Health Council (GHC) for the specified request. Requests from departments with quotations attached will not be accepted. 4.5. The Logistic Services Administration will verify the availability of the requested item from NUPCO and GHC. If NUPCO and GHC will not be able to process the request within the required time frame, the Hospital will process the request thru Tender/Direct purchase for any new medical equipment or medical equipment upgrade. 4.6. Request to purchase new medical equipment or upgrades is as follows: 4.7. The CEA (as assigned by the CEARC) will provide the following in order to complete the purchase requests: 4.8.1.Conduct an on-site technical evaluation of the requested equipment with the end-users, and/or when applicable, arrange demonstrations of the equipment or obtain feedback from end user healthcare providers. 4.8.1.Upon arranging for equipment demonstrations, CEA must ensure that equipment’s used as demo will not be utilized for advertisement and other related activities other than the specified requested demonstration purpose/s.  4.8.2.Provide written technical comparisons between evaluated equipment based on written specifications and ECRI Institute recommendations. Selection of equipment must be finalized before beginning site evaluation, education to end users on the use, etc. 4.8.3.Keep records of the CEA review/assessment of the requested medical equipment/upgrade. During pre- assessment, the CEA will further advise the CEARC on need for the requested medical equipment based on inventory available in the CEA medical equipment management program database. 4.8. As needed and as required for specific tenders, the Chief Executive Officer CEO (through Committee Formation Order (CFO)) will form technical and/or financial evaluation committees. Members of these committees will review and evaluate tenders or quotations and, in coordination with end-users, will complete a report providing final technical and clinical recommendations. 4.9. After completing the procedures above in Procedure No. 5.1, the CEA will submit their evaluation/report of the selected item(s) (and in addition, and if applicable, the evaluation committee will submit their recommendations (Procedure No. 5.2)), to the chair of the CEARC (as information required by the CEARC before the purchase order is issued). 4.10. After granting purchase order to the vendor, the Logistic Services Administration will draft technical terms and conditions for after-sales vendor support to be included with the purchase order or signed contract document.