Document Title: Annual Report 2018-19 Document No: PD-REP ...

Document No: PD-REP-002 Revision:1.01 Date Issued: 04/06/19

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Uncontrolled if printed: Status of document should be checked, prior to use. Valid only for date printed. Last printed 18-Jun-19

Document Title: Annual Report 2018-19

Document No: PD-REP-002

Department: Procurement

Approval: Procurement Scrutiny Group

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Table of Contents

Introduction ......................................................................................................................... 3

1 Summary of Regulated Procurements 2018/19 ........................................................... 3

2 Procurements not complying with NHS Ayrshire & Arran Procurement Strategy ......... 7

3 Community Benefits .................................................................................................... 7

3.1 AA1271 Development of Garden Pathways: Ayrshire Central hospital .................................. 8

3.2 AA1330 Principle Contractor for boiler house reconfiguration at University Hospital Ayr ...... 8

3.3 AA 1336 Upgrade of building, energy management systems, University Hospital

Crosshouse ..................................................................................................................................... 8

3.4 AA1307 Purchase of wood pellet fuel for biomass boilers...................................................... 8

4 Supported Businesses ................................................................................................ 8

5 Proposed Regulated Procurements 2019/20 and 2020/21 .......................................... 8

6 Reference Documents / Appendices ......................................................................... 11

7 Glossary of Terms ..................................................................................................... 13

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Introduction

In compliance with the Procurement Reform (Scotland) Act 2014 (The Act) NHS Ayrshire & Arran (NHSA&A) publishes a list of regulated procurements planned for the next two years and this report details the award of business made from this list of procurements with detail of compliance with key duties stipulated within The Act.

A regulated procurement is any procurement for goods or services with an estimated value for the life of the contract of £50,000 or more and any such procurement for works with an estimated value for the life of the contract of £2,000,000 or more.

The professional management of procurement activity is an important factor contributing towards the efficient operation of NHS Ayrshire & Arran (NHSA&A) and the attainment of corporate objectives as identified within the Corporate Plan 13-16. It is vital to staff and patients that quality projects, supplies and services are delivered on time to NHSA&A within optimum commercial arrangements.

NHSA&A has a total non-pay spend of £102M of which approximately £58 M p.a. is expenditure with 3rd Party providers and as such can be influenced by procurement activity.

The Procurement Strategy positions procurement activity visibly within the organisation establishing Board level commitment to and involvement in the management of the Health Board’s procurement deliverables. It additionally sets out clear, measurable objectives and priorities for improvement which is closely monitored. Progress against strategic objectives is reported annually to NHSA&A, CMT by the Director of Finance who chairs monthly meetings of the Procurement Scrutiny Group. The strategy addresses key procurement issues over a 3 year time frame and is subject to annual review.

The strategy is pursued through the line management accountability structures with clear targets and timescales being established in relation to improvement in procurement activity undertaken at strategic and operational levels. These targets are reflected within the individual performance plans of appropriate Senior Managers.

Procurement Managers and Senior Managers with Designated Purchasing Authority (DPOs) have responsibility for procurement services and cover NHS A&A Corporate, Acute and Partnerships Divisions. Therefore the compliance and outcomes set-out in the Strategy document apply to all parts of the organisation and all procurement activity undertaken by NHSA&A.

The report owner is

Andrew Elliot NHS Ayrshire and Arran Head of Procurement, Ayrshire Central Hospital, Irvine KA12 8SS Tel 01294 323585 Mob 07795 044566

1 Summary of Regulated Procurements 2018/19

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The following is a list of regulated procurements completed during the period April 2018 to March 2019.

Tender No.

Description

Complied with

Procurement Strategy

Community Benefit

AA1373 Provision of an Integrated Design Team In Relation To Alterations and Refurbishment of Ward

Yes No

AA1372 Integrated design team, integration of community health teams within one base at Three Towns Resource Centre Stevenston

Yes No

AA1371 West Kilbride Medical Practice Yes No

AA1370 Kilmaurs Medical Practice Yes No

AA1369 Replacement of reverse osmosis pipe work Central Decontamination Unit, ACH

Yes No

AA1368 Replacement of Ailsa generator Yes No

AA1367 Manikins for Resuscitation simulation training Yes No

AA1366 Provision of medical services in HMP Kilmarnock Yes No

AA1363 Pneumatic Tube System - UHA & UHC Yes No

AA1362 Uninterrupted power supply Yes No

AA1365 Leica Embedder Yes No

AA1364 Asbestos removal, Ward 4B, UHC, Crosshouse Yes No

AA1361 Cardiology information system Yes No

AA1360 Consultancy from The Consultation Institute Yes No

AA1359 CO2 incubator for microbiological investigations Yes No

AA1358 SHREWD Yes No

AA1357 MR compatible physiological monitor Yes No

AA1356 High Performance Liquid Chromatography - repair/upgrade Yes No

AA1355 Appointment of Investment Advisor Endowment Funds Yes No

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AA1354 Brain Injury support Yes No

AA1353 Extension of contract - BBV / MSM Services Yes No

AA1352 Authorising Engineer Service - Lifts - passenger Service and Goods

Yes No

AA1351 Demolition of Kirklandside Hospital Yes No

AA1350 Principal Contractor for the replacement of steam boilers at Ayrshire Central Hospital.

Yes No

AA1349 Alternations to Haematology UHC Yes No

AA1348 Cooling Equipment Yes No

AA1347 Replacement of Existing Uninterruptible Power Supply (UPS) at Theatres, University Hospital Crosshouse

Yes No

AA1346 Proposed Alterations To Form Police Accommodation At Brooksby Medical & Resource Centre, Largs

Yes No

AA1345 Asbestos Demolition Surveys for Kirklandside Hospital Yes No

AA1344 Alteration and Upgrade of Ward 4B, University Hospital Crosshouse

Yes No

AA1343 Alteration and Upgrade of Ward1D/Clinic K, University Hospital Crosshouse

Yes No

AA1342 Sale of Standalane, Stewarton Yes No

AA1341 Hair Removal Service Yes No

AA1340 Asbestos demolition surveys - Kirklandside Yes No

AA1339 Purchase of 10 Care Home beds - 26 weeks Yes No

AA1338 Mechanical Contractor for replacement of internal water storage tanks at UHA and UHC

Yes No

AA1337 Electrical Contractor for UPS installation at UHA Yes No

AA1336 Upgrade of building, energy management systems, UHC Yes Yes

AA1335 Cardiac output monitor Yes No

AA1334 Proposed Alterations and Refurbishment of the A&E Facility at Arran War Memorial Hospital

Yes No

AA1333 Alterations and Refurbishment of Stevenson and Saltcoats Health Centres

Yes No

AA1331 Demolition of bed store ACH Yes No

AA1330 Principle Contractor for boiler house reconfiguration at University Hospital Ayr

Yes Yes

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AA1329 Winter gritting and snow clearance - community sites Yes No

AA1328 Improvement works to entrance/drop off area at UHA Yes No

AA1327 Purchase of AK98 Dialysis Machine and 2 water treatment units

Yes No

AA1326 Paging System upgrade Yes No

AA1325 Provision of Estates Pre Planned Maintenance (PPM) Software

Yes No

AA1324 Integrated Design Team, alternations refurbishment - A&E/XRay - Arran

Yes No

AA1323 Integrated Design Team - alterations and refurb ward 4B, UHC

Yes No

AA1322 Principal Demolition Contractor for the Demolition of the Water Filtration Plant, UHC

Yes No

AA1321 Provision of CCTV System for UHC Yes No

AA1320 Magseed Yes No

AA1319 Consulting Engineers - Estates Emergency Manuals Yes No

AA1318 M&E Design Team for replacement of internal water storage tanks UHC/UHA

Yes No

AA1317 Provision of Feminine Hygiene Services Yes No

AA1316 Consulting Engineers - Estates Emergency Manuals Yes No

AA1315 Consultation Institute Yes No

AA1314 Provision of Integrated M&E led design team for the construction for installation of steam boilers and associated boiler house.

Yes Yes

AA1313 Fire Risk Assessments Yes No

AA1312 Integrated Design Team for the alterations & Refurbishment of Ward 1D UHC

Yes No

AA1310 Civil engineering works for demolition of bed store, ACH Yes No

AA1309 Renewal of service contract: Automatic Doors Yes No

AA1308 Reverse Osmosis Plant Maintenance, ward 2F UHC / Renal Unit UHA

Yes No

AA1307 Purchase of wood pellet fuel for biomass boilers Yes Yes

AA1306 Maintenance and repair of Standby Generators - renewal of 3 year contract

Yes No

AA1305 Provision of Primary Medical Services at Three towns medical practice

Yes No

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AA1304 Healthcare and Forensic Medical Services for People in Custody

Yes No

AA1303 Asbestos Licensed Removal Works, Brunston House Yes No

AA1302 Water Treatment Services Yes No

AA1301 Ascribe A&E System Yes No

AA1300 Uninterrupted Power Supply / Insulated Power Supply Yes No

AA1299 Pilot CM2000 Call scheduling system Yes No

AA1298 Emergency lighting to common areas at UHC Yes No

AA1297 Endoscopy RO Plant Maintenance UHC / UHA Yes No

AA1296 Risk & Safety Management Web System Yes No

AA1295 Renewal of service contract - pneumatic tube system, UHA Yes No

AA1294 Proposed Police Accommodation at Brooksby MRC Yes No

AA1292 Diamante Database Yes No

AA1291 Analysis & reconciliation services: water Yes No

AA1290 Signpost Training for practice and out of hours reception staff in General Practice

Yes No

AA1289 Proposed alterations and extension of oral maxillofacial treatment room and telephonist's room UHC

Yes No

AA1288 Supply, installation and commissioning of a biomass CHP plant at UHC

Yes

Detail of regulated procurements called off from collaborative national contracts (frameworks) is contained in Appendix 1.

2 Procurements not complying with NHS Ayrshire & Arran Procurement Strategy

The procurements are overseen by Procurement managers or DPOs and there is scrutiny of each proposed procurement before it is approved for going to competition.

All of the regulated procurements awarded over the period April 2018 to March 2019 complied with the NHS A&A procurement strategy requirements.

The strategy has since been reviewed and amended in April 2019 and will be published on the NHS A&A public web site.

3 Community Benefits

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The summary table indicated procurements that were awarded with contractual requirements imposed on the successful bidder to provide community benefits as part of the delivery of the requirement.

In addition to this some key procurements awarded 2017/18 were fully implemented in 2018/19 and information on these is included in this section.

3.1 AA1271 Development of Garden Pathways: Ayrshire Central hospital

This project enhances the access to the boards green spaces and opportunities to increase exercise for patients, staff and visitors. Local community groups are involved with the maintenance and use of the greenspace developed.

3.2 AA1330 Principle Contractor for boiler house reconfiguration at University Hospital Ayr

To increase the boards renewable energy consumption and progress the transition away from using fossil fuels.

The plant was installed during the summer of 2018, and has been operating to great effect. The efficiency of the design has ensured that the maximum heat produced by the plant has been seamlessly integrated into the hospitals large heating system, and not conflicting against the fossil fuel based boilers already in situ. The gas heating is now acting as a resilience backup to the new biomass boiler plant cost.

3.3 AA 1336 Upgrade of building, energy management systems, University Hospital Crosshouse

The project will provide a tender document to upgrade the existing hospital plant controls using a ground up approach. This will make savings in energy and utility costs, by reducing energy use through increased control over existing plant equipment, increase the board’s renewable energy consumption and progress the transition away from using fossil fuels, and more efficient energy consumption.

3.4 AA1307 Purchase of wood pellet fuel for biomass boilers

New supplier established for biomass fuel pellets at UHC, UHA and Arran War Memorial Hospital. To increase the boards renewable energy consumption and progress the transition away from using fossil fuels

4 Supported Businesses

NHS Ayrshire and Arran are committed to facilitating the involvement of supported businesses in competition and the award of business through our procurement processes.

During 2018/19 work has been undertaken to provide business for the furniture workshop at Ailsa hospital.

The Head of Procurement visited Scotland’s Bravest Manufacturing Co at Erskine Hospital; the board are working with this supported business on opportunities to purchase print services and to explore the remanufacture of patient walking aids.

5 Proposed Regulated Procurements 2019/20 and 2020/21

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The following is a list of regulated procurements likely to be undertaken during the next two financial years. Definitive start dates and go live dates are dependent on allocated capital and final approval to proceed.

This will be published on the NHS Ayrshire and Arran public Website.

http://www.nhsaaa.net/services-a-to-z/procurement/

Title Annual Budget or Budget Allocation

Start Date

Go Live date

Fire compartmentation surveys including remedials £ 100,000 tbc tbc

Stainless steel pipe work replacement programme £ 200,000 tbc tbc

Replace air conditioning main server room £ 40,000 tbc tbc

Upgrade nurse call system £ 75,000 tbc tbc

Biomass boiler flue alterations £ 60,000 tbc tbc

Domestic hot and cold pipe work £ 100,000 tbc tbc

Fire detection systems £ 25,000 tbc tbc

Main theatres upgrade (partial) £ 60,000 tbc tbc

Main theatres upgrade (partial) £ 60,000 tbc tbc

Urquhart ward fire compartmentation £ 175,000 tbc tbc

Air handling unit hydro pool £ 50,000 tbc tbc

Filtration plant hydro pool £ 25,000 tbc tbc

Replace hot water calorifiers with plate heat exchangers £ 100,000 tbc tbc

Upgrade electrical switch infrastructure £ 60,000 tbc tbc

Accessible walkways within roof spaces £ 30,000 tbc tbc

National forensic adolescent service for Scotland £ 5,500,000 tbc tbc

Water infrastructure phase 4 £ 400,000 tbc tbc

Demolitions including associated works tbc tbc tbc

ENT operating microscopes, main theatre £ 210,000 tbc tbc

Gynaecology laparoscopic stack system-in theatre 10 £ 90,000 tbc tbc

Demolitions including associated works £ 200,000 tbc tbc

Cardiology refurbishment ward 1D/clinic K £1,950,000 tbc tbc

http://www.nhsaaa.net/services-a-to-z/procurement/

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Discharge lounge £ 200,000 tbc tbc

Chemotherapy including aseptic £ 665,000 tbc tbc

CDU equipment upgrade £ 200,000 tbc tbc

Sexual assault forensic centre £ 301,000 tbc tbc

RESUSCITAIRE for laboratories, wards and maternity theatre

£ 84,000 tbc tbc

Upper GI endoscopes for endoscopy unit £ 67,000 tbc tbc

Operating table and transfer trolley for theatres tbc tbc tbc

Tissue identifcation system for pathology department, laboratories

tbc tbc tbc

YAG / SLT laser system for Eye OPD tbc tbc tbc

Surgical tourniquets for theatres tbc tbc tbc

Cell Saver for Theatres tbc tbc tbc

Insufflator for general surgery tbc tbc tbc

Embedding system to embed patient samples in parafin wax, laboratories

tbc tbc tbc

Transcutaneous monitoring system for paediatric ward tbc tbc tbc

Photodynamic treatment system for dermatology department tbc tbc tbc

Centrifuge system for laboratories tbc tbc tbc

Pelvic floor rehabilitation system for women's health physiotherapy

tbc tbc tbc

Endoscopy stacking system for endoscopy suite £ 60,000 tbc tbc

Ultrasound scanner £ 60,000 tbc tbc

Colonoscope for endoscopy suite £ 48,000 tbc tbc

Endoscope for endoscopy suite £ 43,200 tbc tbc

Endoscope for endoscopy suite £ 43,000 tbc tbc

Gastroscope for endoscopy suite £ 43,000 tbc tbc

Narrow band imaging and slim intubation scope for endoscopy suite

£ 43,000 tbc tbc

Coverslipper and transfer sytem for pathology, histology laboratories

£ 40,000 tbc tbc

Video laryngoscope for emergency department £ 30,000 tbc tbc

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Wide channel scope for endoscopy suite £ 38,400 tbc tbc

Duodenoscope for endoscopy suite £ 32,000 tbc tbc

Ultrasound scanners £ 1,180,000 tbc tbc

Static x-ray fluoroscopy £ 500,000 tbc tbc

Gamma camera £ 475,000 tbc tbc

Static x-ray system for room 6 £ 200,000 tbc tbc

Siemens mammo room £ 200,000 tbc tbc

C-Arm X-ray system £ 160,000 tbc tbc

Static x-ray system £ 75,000 tbc tbc

Infusion devices £ 1,100,000 tbc tbc

Telemetry systems CCU £ 300,000 tbc tbc

Anaesthetic machines £ 300,000 tbc tbc

Diathermy £ 100,000 tbc tbc

Endoscopes £ 500,000 tbc tbc

Slit lamps £ 100,000 tbc tbc

In addition to this, information on planned participation in collaborative National contracts (Frameworks) is attached in Appendix 2.

6 Reference Documents / Appendices

Procurement Reform (Scotland) Act 2014 Procurement Strategy Procurement Operating Procedures

Appendix 1 – Regulated Procurements April 2018 to March 2019 Called off from Frameworks.

Appendix 1.xlsx

Appendix 2 – Planned regulated Procurements April 2019 to March 2021Local Tenders and National Frameworks

http://www.legislation.gov.uk/asp/2014/12/contents

http://www.nhsaaa.net/media/3201/procurementstrategy13-18.pdf

http://www.nhsaaa.net/media/3201/procurementstrategy13-18.pdf

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Appendix 2.xlsx

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7 Glossary of Terms

CMT Corporate Management Team

UHA University Hospital Ayr

UHC University Hospital Crosshouse

AMU Ayrshire Maternity Unit

ACH Ayrshire Central Hospital

Framework Agreement In the context of this document a contract establishing a supplier or suppliers with agreed terms and conditions for the supply of goods services or works established for one or more health board who will call off as required.

Ranked Framework A ranked framework establishes several suppliers on agreed terms and conditions with rates however the 1st ranked supplier will be the supplier who gets the work if they are able to carry it out. If they cannot then it will be offered to the 2nd ranked, then 3rd etc.

Term Contract An arrangement put in place for a fixed period of time. These are sometimes referred to as 'period contracts'.

CHP Plant Combined heat and power plant

M&E Mechanical and Electrical

COSHH Control of Substances Hazardous to Health

BEMS Building Energy Management System

NSS NHS NSS is the common name for the common Services Agency for the Scottish Health Service Including providing a procurement and program management service for NHSScotland. Offering expertise and guidance

HDU High Dependency Unit

ICU Intensive Care Unit

DSU Day Surgery Unit

SLT Speech and Language Therapy

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