With you every step of the way.... A simple guide of how to take out a maintenance contract

www.supplychain.nhs.uk/capital/maintenance How does it work?

We have put together a simple diagram to show how easy it is to get a quotation from us. Each quotation will also be supported by a cover level or service level agreement document that summarises the specifics relating to that contract. How long will it take? We ask you what you are wanting to consider We have summarised the timescales that we try to work to. At really busy times of the year (March to May) and depending upon supplier timescales, it may take us a little longer to get back to you, but we will do our best to let you know if we are We ask the supplier to provide going to take longer than we would like. pricing based on what you have asked us for and we apply Request Type Standard KPI’s applicable framework discounts to this pricing Simple quotation 5 to 7 working days

Large/complex/ Agreed on case by We send you a quotation multi option case basis and cover level or service level Large scale multi- Agreed on case by agreement documents and vendor case basis you decide which option you want to take Revised quotations 5 to 7 working days

Processing your PO 5 to 7 working days You raise a Purchase Order and send it to us to How to contact us [email protected] Please send all queries and your PO’s to our central mailbox - maintenance @supplychain.nhs.uk. Your dedicated point of contact will then respond We raise an order to the supplier to you.

and let you know that we have If you need to speak to us, please call processed your PO. We will 0113 385 4831 and we will be happy to take query your PO if it does not your call. match our quotation If you need to fax something to us, please use our Star Fax number 0870 6079787.

Our invoice address is NHS Supply Chain, Cash We send you an invoice and ask Receipts Department, West Way Cotes Park you to pay us within 30 days please Industrial Estate, Alfreton, Derbyshire, DE55 4QJ.

2 Working together

Ex Warranty or working with us for the first time If this is the first time that you are placing equipment on contract we really need you to confirm:

• Contract start and end dates • The manufacturer and model code of the equipment • The equipment type e.g. endoscope/X-Ray • The cover level/service package that you want • Anything that you want to be included or excluded when we ask for pricing e.g. special components • Where the equipment is located.

If you think it would make it easier to renew next time around please also tell us:

• If you have an asset number • The age of the equipment.

Once we have this, we can obtain pricing for you.

How do I place an order? We know that time is of the essence, so to make sure that contracts do not lapse and you do not miss out on any financial incentives, please ensure that the PO that you send to us has:

• Our quotation reference (CQ number) • Your Trust name and any site details • The name of the supplier you want to provide the service • The equipment details including serial numbers • The contract start and end date • The cover level/service package that you want • The price that we have quoted after discounts have been applied - no need to add VAT • Your contact details just in case we need to clear any queries up with you.

Note: if it’s easier, reference our quotation (CQ) number on your PO to us and we will contact you to check that you are happy that we process. We will still need you to put a value on the PO please.

For Multi-year Contracts can you please additionally state: • The length of the term that you are placing an order for e.g. Five years. • The value of the contract as per our quote which can be the price per year or the total contract value excluding VAT. • And if you want to pay annually upfront or for the full value of the contract upfront.

3 Working together

Renewing a contract Where your existing contract is due for renewal, we will:

• Work with you to validate your assets and requirement at least two months prior to the renewal date • Determine your cover level, contract period and supplier • Work with you and the supplier to determine your needs • Provide data in a clear and usable format.

Point of sale maintenance (P.O.S.) If you have a POS quote from a supplier, please send us a copy and we can check if we can obtain further discounts for you.

Decommissioning or cancelled contracts We know that sometimes you will want to take equipment out of use or cancel a contract. So that we can keep our records up to date please let us know:

• The serial number of the equipment • The date that you are planning to take out of use/cancel the contract • If you have it, the PO number that you raised the order on • We will then ask the supplier to confirm if a credit is due, and pass this to you once we have a credit note from them. We also check if there are any penalties due if you have decided to cancel a contract early.

And finallly.. • It’s important to understand if there is anything that is excluded from the contract e.g. consumables - so please ask us if you need to know this. • To avoid lapsed contracts, please let us know if anything changes once we have sent you a quotation. • We are constantly looking to improve our service - so please let us know how we can do this.

4 What Discounts are available?

Each supplier has submitted a series of discounts that are applied to the price they provide to us. This is shown as the Net to Customer Price on our quotation.

Framework Discount - Multi Year Discount - Point of Sale Discount - is applied to every price that is applied after we apply the is applied after the Framework we send to you Framework Discount and usually Discount to prices for contracts increases in size the longer the that you purchase at the contract term is. Point of Sale

Special Discounts - On Time Renewals Suppliers have the option to Discounts - offer additional discounts on Some suppliers offer a financial a case by case basis and we incentive to you to encourage early agree with them how these or on time renewal of contracts will be applied (we will make you aware if these are available for any of the contracts that we manage for you).

What type of Cover is available? We know that it can be tricky to understand which suppliers cover levels are comparable to each other. To try to make comparing apples to apples a bit easier we have a minimum core specification for each cover level that suppliers have to meet. The cover levels are:

• Fully Comprehensive • Planned Preventative Maintenance • Parts and Labour • Labour Only • Collaborative (First Line) • Special Component Cover.

If you would like to see a copy of our tender specification please let us know and we will be happy to send a copy to you.

5 The Maintenance Framework Awarded Suppliers by Lot

General Theatre, Orthopaedics and Beds, Furniture and Pressure Area Care Decontamination Physical Therapy Arjo UK Ltd. Medisafe UK Limited Karl Storz Endoscopy (UK) Ltd Avensys UK Ltd MMM Medical Equipment UK Ltd Key Health Solutions BCAS Biomedical Services Ltd Numac Validation Services Keymed (Medical & Industrial Equipment) Ltd Caretech UK Ltd Peacocks (Surgical and Medical Equipment) Ltd Maquet Limited Direct Healthcare Services Limited Steris Limited Medecon Healthcare UK Ltd Drive Devilbiss Healthcare TBS GB Telematic & Biomedical Services Ltd Medical Imaging Systems Ltd Essential Healthcare Solutions (UK) Ltd Veolia Water Technologies Medtronic Limited Fresenius Medical Care (UK) Limited Wassenburg Limited Mindray UK Ltd Harvest Healthcare Ltd. Whitewater Mount International United Services Ltd ( MIUS) Hill-Rom Limited Dental Equipment Neuro-technics Ltd Inspiration Healthcare Limited AG Dental (Equipment) Ltd. Peacocks (Surgical and Medical Equipment) Ltd Karomed Limited Avensys UK Ltd Steris IMS Key Health Solutions BCAS Biomedical Services Ltd TBS GB Telematic & Biomedical Services Ltd Keymed (Medical & Industrial Equipment) Ltd Caretech UK Ltd Imaging and Radiotherapy Equipment Linet UK Eschmann Holdings Ltd Althea UK and Ireland Limited Medaco Ltd Medecon Healthcare UK Ltd Ashby Gorman Baker Medecon Healthcare UK Ltd Steris IMS Avensys UK Ltd Medical Imaging Systems Ltd Sutcliffe and Sons SW ltd BCAS Biomedical Services Ltd Medstrom Ltd TBS GB Telematic & Biomedical Services Ltd Carestream Health UK Ltd NRS Healthcare Endoscopy Canon Medical Systems Ltd Ross Auto Engineering Limited Aquilant Endoscopy (formerly Imotech Medical) Daax Sidhil Ltd Althea UK and Ireland Limited Elekta Limited Sumed International (UK) Ltd Arthrex Ltd Fujifilm UK LTD TBS GB Telematic & Biomedical Services Ltd Avensys UK Ltd GE Medical Systems Ltd Decontamination BCAS Biomedical Services Ltd Hitachi Medical Systems UK Ltd AG Dental (Equipment) Ltd. ClearView Endoscopy Ltd Hologic Ltd Arjo UK Ltd. Hitachi Medical Systems UK Ltd Hulbert Dental ICT Audere Medical Services Ltd Imagex Medical Ltd Imagex Medical Ltd Avensys UK Ltd Karl Storz Endoscopy (UK) Ltd Med Imaging Limited AVM Services Key Health Solutions Medecon Healthcare UK Ltd BCAS Biomedical Services Ltd Keymed (Medical & Industrial Equipment) Ltd Medical Imaging Systems Ltd Belimed Limited Medecon Healthcare UK Ltd Mindray UK Ltd BES Decon (A division of BES Rehab Ltd) Microscopix Limited Mount International United Services Ltd (MIUS) Canon Medical Systems Ltd Mount International United Services Ltd Oncology Systems Cantel (UK) Limited Numac Validation Services Philips Healthcare DDC Dolphin Limited Pentax UK Ltd Siemens Healthcare Limited Eschmann Holdings Ltd Steris IMS TBS GB Telematic & Biomedical Services Ltd ESTS (GB) Ltd TBS GB Telematic & Biomedical Services Ltd Verathon Medical (UK) Ltd General Theatre, Orthopaedics and Fresenius Medical Care (UK) Limited Veritek Global Ltd Physical Therapy Getinge UK Limited Arthrex Ltd Wolverson X-Ray Ltd Key Health Solutions Avensys UK Ltd Xograph Healthcare Ltd Keymed (Medical & Industrial Equipment) Ltd BCAS Biomedical Services Ltd LTE Scientific Ltd Deva Medical Electronics Ltd Medecon Healthcare UK Ltd Drager Medical UK Limited Medical Devices Scotland ltd Eschmann Holdings Ltd

6 The Maintenance Framework Awarded Suppliers by Lot

Laboratory, Pathology and Analysis Equipment Ophthalmology Patient Bathing, Handling and Transport

Althea UK and Ireland Limited Steris IMS Medaco Ltd Avensys UK Ltd TBS GB Telematic & Biomedical Services Ltd Medecon Healthcare UK Ltd BCAS Biomedical Services Ltd Topcon GB Ltd Medstrom Ltd Becton, Dickinson U.K. Limited Veritek Global Ltd NRS Healthcare Deva Medical Electronics Ltd Patient Assessment, Monitoring and Life-Support Ross Auto Engineering Limited DJB Labcare Ltd Acoustic Metrology Ltd Sidhil Ltd Don Whitley Scientific Limited Althea UK and Ireland Limited Sumed International (UK) Ltd Keymed (Medical & Industrial Equipment) Ltd Anaesthetic Technical Services Ltd TBS GB Telematic & Biomedical Services Ltd Medecon Healthcare UK Ltd Aquilant Ltd Renal and Urodynamics Southern Microscopes Avensys UK Ltd Avensys UK Ltd Starlab UK Ltd BCAS Biomedical Services Ltd BCAS Biomedical Services Ltd Sysmex UK Ltd Deva Medical Electronics Ltd Fresenius Medical Care (UK) Limited TBS GB Telematic & Biomedical Services Ltd Drager Medical UK Limited Medecon Healthcare UK Ltd Young Calibration ltd Fisher & Paykel Healthcare TBS GB Telematic & Biomedical Services Ltd Lasers GE Medical Systems Ltd Temperature Control Alcon Eye Care UK Ltd Guymark UK Limited Avensys UK Ltd Avensys UK Ltd Inspiration Healthcare Limited BCAS Biomedical Services Ltd BCAS Biomedical Services Ltd Karl Storz Endoscopy (UK) Ltd Deva Medical Electronics Ltd Haag-Streit UK Ltd Key Health Solutions DJB Labcare Ltd Instinctive Ltd Keymed (Medical & Industrial Equipment) Ltd Eschmann Holdings Ltd Keymed (Medical & Industrial Equipment) Ltd Maquet Limited Inspiration Healthcare Limited Litechnica Ltd Medecon Healthcare UK Ltd Medecon Healthcare UK Ltd TBS GB Telematic & Biomedical Services Ltd Medical Imaging Systems Ltd Neuro-technics Ltd Microscopes Medtronic Limited TBS GB Telematic & Biomedical Services Ltd Alcon Eye Care UK Ltd Mindray UK Ltd Young Calibration ltd Tier 1 Imaging and Radiotherapy Equipment Avensys UK Ltd Mount International United Services Ltd and Treatment Systems BCAS Biomedical Services Ltd Neuro-technics Ltd Althea UK and Ireland Limited Haag-Streit UK Ltd Philips Healthcare Ashby Gorman Baker Key Health Solutions Physio-Control UK Sales Limited Avensys UK Ltd Keymed (Medical & Industrial Equipment) Ltd Siemens Healthcare Limited BCAS Biomedical Services Ltd Medecon Healthcare UK Ltd Spacelabs Healthcare Ltd Carestream Health UK Ltd Philips Healthcare TBS GB Telematic & Biomedical Services Ltd Canon Medical Systems Ltd Southern Microscopes Veritek Global Ltd Elekta Limited TBS GB Telematic & Biomedical Services Ltd Young Calibration ltd GE Medical Systems Ltd Ophthalmology Patient Bathing, Handling and Transport Hitachi Medical Systems UK Ltd Alcon Eye Care UK Ltd Arjo UK Ltd. Imagex Medical Ltd Althea UK and Ireland Limited Avensys UK Ltd Karl Storz Endoscopy (UK) Ltd AMO United Kingdom Ltd BCAS Biomedical Services Ltd Med Imaging Limited Avensys UK Ltd Caretech UK Ltd Medecon Healthcare UK Ltd BCAS Biomedical Services Ltd Drive Devilbiss Healthcare Medical Imaging Systems Ltd Haag-Streit UK Ltd Essential Healthcare Solutions (UK) Ltd Mount International United Services Ltd (MIUS) Heidelberg Engineering Ltd. Harvest Healthcare Ltd. Philips Healthcare Instinctive Ltd Hill-Rom Limited Siemens Healthcare Limited Medecon Healthcare UK Ltd Key Health Solutions TBS GB Telematic & Biomedical Services Ltd Southern Microscopes Keymed (Medical & Industrial Equipment) Ltd Xograph Healthcare Ltd

7 Who can I place an order with?

The list below is a summary of suppliers who have been awarded to the Framework Agreement. We do have a more extensive summary of which suppliers can provide cover for what type of equipment (please email [email protected] if you would like a copy of this).

Acoustic Metrology Ltd Fisher & Paykel Healthcare MMM Medical Equipment UK Ltd AG Dental (Equipment) Ltd Fresenius Medical Care (UK) Ltd Mount International United Alcon Eye Care Uk Ltd FUJIFILM UK Ltd Services Ltd AMO UK Ltd GE Healthcare Neuro-technics Ltd Anaesthetic Technical Services Ltd Getinge UK Ltd NRS Healthcare Aquilant Endoscopy Guymark UK Ltd NUMAC Validation Services Aquilant Ltd Haag-Streit Oncology Systems Ltd Arjo Med AB Harvest Healthcare Ltd Peacocks (Surgical and Medical Equipment) Ltd Arthrex Ltd Heidelberg Engineering Ltd Pentax UK Ltd Ashby Gorman Baker Ltd Hill-Rom (UK) Ltd Philips Healthcare Asteral Limited Hitachi Medical Systems UK Ltd Physio-Control UK Sales Ltd Audere Medical Services Ltd Hologic UK Ltd Steris IMS Avensys UK Ltd Hulbert Dental ICT Ross Auto Engineering Ltd AVM Services Imagex Medical Ltd Sidhil Ltd BCAS Biomedical Services Ltd Inspiration Healthcare Ltd Siemens Healthcare Becton, Dickinson U.K. Ltd Instinctive Ltd Southern Microscopes Maidstone Belimed Limited Karl Storz Endoscopy (UK) Ltd Spacelabs Healthcare BES Rehab Ltd Karomed Ltd Starlab UK Ltd Cantel (UK) ltd Key Health Solutions Steris Ltd Carestream Health UK Ltd KeyMed (Medical & Industrial Sumed International (UK) Ltd Caretech Ltd Equipment) Ltd Sutcliffe and Sons (SW) Ltd Clearview Endoscopy Ltd Linet UK Ltd Sysmex UK Ltd DAAX Ltd Litechnica Ltd LTE Scientific Ltd TBS GB Telematic & Biomedical DDC Dolphin Ltd Services Ltd Maquet Ltd Deva Medical Electronics Ltd Topcon GB Ltd Med Imaging Healthcare Limited Direct Healthcare Services Ltd Toshiba Medical Systems Ltd Medaco Ltd DJB Labcare Ltd Veolia Water Technologies Medecon Healthcare UK Ltd Don Whitley Scientific Ltd Verathon Medical (UK) Ltd Medical Devices Scotland Ltd Draeger Medical UK Ltd Veritek Global LTd Medical Imaging Systems Drive Devilbiss Healthcare Wassenburg Ltd Medisafe International Elekta Limited Whitewater Medstrom Ltd Eschmann Holdings Ltd Wolverson X-Ray Ltd Medtronic Limited Essential Healthcare Solutions Xograph Healthcare Ltd (UK) Ltd Microscopix Ltd Young Calibration Ltd ESTS (GB) Ltd Mindray Ltd AHR-221

8 www.supplychain.nhs.uk/capital/maintenance