HOSPITAL TENDERS
Handling hospital tenders and entering into contracts with healthcare facilities
If a product is procured through a tender process, we can handle the entire process – from analysing the requirements and drafting the contract through to preparing the tender, managing the process after submission and concluding the contract – or we can handle only selected stages.
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common challenges
When should you use this service?
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SCOPE OF THE SERVICE
From monitoring proceedings to concluding a contract with an institution
01 Monitoring and identification of proceedings
- We monitor proceedings relating to a specific product or product range.
- We identify the relevant parts of the order and line items.
- We track deadlines, changes to technical specifications, and announcements and notifications from procurement platforms.
- We highlight tenders requiring further analysis and a decision on whether to participate.
02 Terms of Reference, requirements and conditions of the future contract
- We analyse the tender documentation, the description of the subject matter of the contract, the product range and pricing forms, the conditions for participation, the product requirements, and the required documents and evidence.
- We review the draft contract, including delivery terms, penalties, security measures and the contractor’s obligations.
- We prepare questions and requests for the contracting authority and monitor responses and changes to the documentation.
03 Terms and conditions, documentation and preparation of a quotation
- We prepare the tender quotation based on the approved terms and conditions and the available data on current and historical tender prices.
- We prepare the forms and the product range and pricing section.
- We compile the product and contractor documentation and highlight any missing or out-of-date materials.
- We prepare the tender for submission. Whether we sign and submit it electronically depends on our role in the tender process and the authority we hold.
04 Support following the submission of a bid
- We monitor summonses and correspondence following the opening of tenders.
- We prepare clarifications, supplementary information and evidence relating to both the parties and the subject matter.
- We handle supplementary tenders and analyse their outcome.
- We determine the scope of activities relating to appeal proceedings on a case-by-case basis.
05 Conclusion and handover of the contract
- We check the final wording of the contract before signing.
- We compile the required documents and powers of attorney.
- We coordinate the formalities relating to performance bonds.
- Once the contract has been concluded, we provide the implementation teams with the terms of the contract, including prices, delivery dates, penalties and the contractor’s other obligations.
HOW DO WE WORK?
What we agree on before we start providing the service
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From the manufacturer’s perspective
- Products or portfolio covered by the collaboration.
- Current product documentation held by the partner.
- Rules for approving commercial terms and conditions, and decision-makers.
- Required powers of attorney or other authorisations.
Reporting
Status of proceedings and tenders
We determine the scope and format of reporting for proceedings covered by the cooperation. Reporting may include:
- monitored procedures, parts of the contract and deadlines
- changes to the Technical Specifications and decisions to be taken by the manufacturer
- notices, clarifications and supplementary information
- results and the status of the formalities relating to the conclusion of the contract
FACILITIES
What is the basis for our tender process support?
01 Specialised teams
Our specialist team handles monitoring, the analysis of documentation, the preparation of tenders, post-submission procedures and the formal processing of contracts with hospitals. We combine practical experience of tender procedures with expertise in interpreting tender specifications and contract terms.
02 Data and platforms to support the preparation of tenders
We use data on current and historical prices and the outcomes of tender procedures, and we operate on the procurement platforms used by contracting authorities. We prepare tenders in accordance with the requirements of the specific tender procedure and system
03 Experience in the implementation of hospital contracts
Experience and knowledge of how hospital contracts are subsequently implemented enable us to assess their terms and conditions from the perspective of supplies, security arrangements, penalties and other obligations on the part of the contractor.
WE MONITOR THE PROCESS AT EVERY STAGE
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01
Completeness of documentation and deadlines
WHAT NEEDS TO BE AGREED
A clear definition of who approves the terms and conditions, signs and submits the tender, and concludes the contract.
WHAT DO WE DO?
We define the roles of the parties, the decision-making process and the required authorisations.
Division of responsibilities
We sign or submit a tender when this is required by our role and the relevant authorisation.
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02
Compliance with the requirements of the proceedings
What needs to be agreed?
The product, documentation and tender must comply with the requirements of the specific tender procedure and any current amendments thereto.
What do we do?
We review the tender documentation, the required documents and supporting evidence, and take into account the contracting authority’s responses and amendments.
Division of responsibilities
The final assessment of a tender’s compliance and the decision on which tender to select rest with the contracting authority.
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Enforceability of the terms of the contract
What should be done?
Delivery dates, security, penalties and other obligations of the contractor should be assessed before submitting a tender.
What do we do?
We analyse the draft contract and highlight any provisions that require clarification or a decision. We actively request amendments or further clarification of the General Terms and Conditions from the Client.
Division of responsibilities
The scope of responsibility for subsequent sales, stock, deliveries and settlements is determined by the cooperation model and the relevant services.
Discover our other services
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Market analysis and product potential
If a more comprehensive assessment of the product’s situation is required before we begin working on a proposal, we can analyse purchasing practices, prices, the competition and other factors relevant to further decisions.
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Pharmaceutical warehousing, stockholding and distribution
The delivery terms set out in the contract may require the preparation of stock, warehousing and a review of the product distribution model.
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The sale of medicines and cooperation with healthcare facilities
Once the contract has been concluded, order processing begins and the terms of the contract are implemented on an ongoing basis.
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About the company
Urtica – pharmaceutical wholesaler and distributor of medicines
Urtica is a pharmaceutical wholesaler with over 35 years’ experience on the Polish market, specialising in serving the in-patient healthcare sector. As a distributor of medicines, we work with manufacturers and professional customers throughout Poland.
Our activities include the distribution of medicines, warehousing, stock management and pharmaceutical logistics, as well as processes relating to procedures, contract fulfilment, complaints, settlements and reporting.
We work with manufacturers of generic, originator and innovative medicines, as well as with hospitals, pharmacies, other healthcare providers and pharmaceutical wholesalers.
Contact
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