Product Procurement – Frequently asked questions - HQIP

Promoting quality for better health servicesProduct Procurement – Frequently asked questionsNovember 2009Q: Will there be other opportunities to bid for funds to support local clinical audit productdevelopment?A: Yes, there will be opportunities arising from time to time when gaps for new or updatedproducts are identified.Q: What if no supplier meets the criteria for one or more of the products being procured?A: If a supplier does not meet the criteria in full but is close, there may be room fornegotiation. If there are no bids at all, the products will be reviewed.Q: Are you inviting commercial organisations to bid?A: Yes. Commercial, NHS and not-for-profit organisations will all have their bids consideredfairly and equally.Q: Is HQIP looking for one supplier to bid for all 12 products?A: HQIP is looking for different suppliers for each product although suppliers bidding formultiple products will be considered.Q: Would HQIP consider multiple suppliers bidding for a single product?A: Multiple suppliers working in collaboration would be considered as an option, but thefinal output would need to be one product.Q: Would HQIP consider a joint bid from an NHS organisation and a commercial company?A: HQIP will consider all bids and welcomes collaborative working.Q: Are there set levels of funding for each product or should suppliers suggest their own?A: Each bidder should determine their own funding application. HQIP is inviting bidders togive an indication of the potential cost or value of the work in terms of staff time,intellectual property and other resources.Q: Can HQIP indicate the funding available for each product?A: HQIP is unable to indicate the levels of funding available for each product as these maydiffer from product to product. It is also dependent on whether a commercial or NHSorganisation is bidding. It is part of the bidding process for the bidder to cost the productand suggest a level of funding.Q: If a product is pre-existing within an organisation and only needs minor adjustments, thecost to the organisation would surely be minimal?A: In this scenario the bid would need to consider intellectual property costs and the valueof the product to the organisation.Q: If a potential supplier with no experience of bidding submits a bid with unrealistic costsbut a good overall package, would HQIP liaise with them to improve the quality of the bid?A: Yes, if the content was good, HQIP would contact the potential supplier in order toachieve the right balance. Queries can be raised up to ten days before the bidding closes.

Q: If a supplier uses or borrows other resources, how will these be acknowledged?A: It is the bidder’s responsibility to ensure that they own the intellectual property rights toany software or text they are using.Q: Should potential suppliers fill in the application form only or submit a written proposal aswell?A: Potential suppliers who wish to submit a bid must complete the forms available on thewebsite by midday on 9 th December 2009. They may also submit supporting material if theywish but this is not a requirement.Q: Should bidders submit one form per product?A: Yes. Due to coding issues potential suppliers who wish to bid for more than one productmust submit one form for each.Q: When will contracts for successful bidders be awarded?A: Contracts will be awarded by the end of December 2009.Q: How does HQIP know that products which are awarded contracts will be up to therequired standard?A: The bids are an opportunity for a potential supplier to ‘sell’ their product and the decisionto award contracts will be based on this information. As formal contracts will be awarded,suppliers will be obliged to deliver the product to the agreed standard.Q: Given the tight deadlines, what controls are in place for monitoring progress?A: The HQIP Local Quality Improvement Team will manage the process and each supplier willhave a manager who will be in contact on a regular basis to ensure timescales are beingadhered to. Managers will also be available to provide support where necessary.Q: How will HQIP manage version control and any updates or development of products oncethey have been commissioned and completed?A: HQIP will own the intellectual property rights (IPR) so if products need refreshing HQIPwould commission discreet pieces of work to achieve this, either through the originalsuppliers or with a new one.Q: If HQIP owns the IPR, what acknowledgment will be provided for successful bidders?A: All authors will be acknowledged.Q: How does foreground IPR differ from background IPR?A: For questions related to IPR, please see the full terms and conditions.Q: Once the suite of tools has been developed, how will HQIP roll-out the tools?A: The main delivery source for the tools will be the HQIP website and Trusts and otherorganisations will be expected to ‘pull-down’ rather than ‘roll-out’ the tools.Q: How will HQIP monitor the uptake of these tools?A: HQIP will be able to monitor downloads to ascertain the number of users who haveshown an interest in and are using the products.Q: Will HQIP release funds at the start of the product development?A: It will be up to the suppliers to propose a schedule of invoicing and payment.Q: Should all electronic products be based on Microsoft software?A: No, but due to Microsoft’s agreement with the NHS, HQIP would strongly encourage this.