Medical Physics Support Services

Prior Market Engagement (PME)

Great Western Hospitals NHS Foundation Trust ("the Trust") is seeking feedback from interested suppliers in relation to the future procurement of a Medical Physics Support Services Contract.

This Prior Market Engagement exercise is intended to:

• Test market capacity and capability.
• Obtain supplier feedback on the proposed scope and service model.
• Understand innovative approaches and best practice within the market.
• Inform the development of the final specification, contract structure, performance measures and procurement strategy.
• Assess supplier interest in a future tender opportunity.

The Trust is not committing to any procurement process at this stage. Information obtained through this PME may be used to inform any future procurement activity

Background

Great Western Hospitals NHS Foundation Trust provides acute hospital services at the Great Western Hospital in Swindon and community healthcare services across Wiltshire.

The Trust delivers a broad range of diagnostic imaging and clinical services requiring ongoing medical physics support, quality assurance, radiation protection, and specialist scientific advice. Services are delivered across multiple sites including:

• Great Western Hospital, Swindon
• Savernake Hospital, Marlborough
• Fairford Hospital
• West Swindon Community Diagnostic Centre

The Trust wishes to engage with providers capable of delivering comprehensive Medical Physics Support Services covering ionising and non-ionising radiation modalities.

Proposed Requirement

The Trust is considering procuring a contract for the provision of Medical Physics Support Services including, but not limited to:

Radiation Protection Services

Provision of:

• Radiation Protection Adviser (RPA) services in accordance with the Ionising Radiations Regulations 2017 (IRR17).
• Medical Physics Expert (MPE) services in accordance with the Ionising Radiation (Medical Exposure) Regulations 2017 (IR(ME)R).
• Radioactive Waste Adviser (RWA) services.
• Laser Protection Adviser (LPA) services.
• Magnetic Resonance (MR) Safety Expert services.

The successful provider would be expected to provide advice to Trust managers, clinical teams, Radiation Protection Supervisors (RPS), Responsible Persons and relevant committees as required.

Quality Assurance and Performance Testing

The Trust is seeking a provider capable of undertaking:

X-ray and CT

• Acceptance testing of new equipment.
• Routine performance testing.
• Post-repair and post-upgrade testing.
• Patient dosimetry support.
• Optimisation advice.
• Diagnostic Reference Level (DRL) support.
• Radiation protection advice.

Nuclear Medicine

• SPECT-CT quality assurance.
• Source and patient dose audits.
• Calibration of dose calibrators and radiation monitors.
• Radioactive waste management advice.
• Incident support and investigations.
• Environment Agency liaison.

MRI

• MR safety expert support.
• Acceptance testing of new systems.
• Quality assurance testing.
• Procurement and specification advice.

Ultrasound

• Acceptance testing of new systems.
• Repeat testing throughout equipment lifecycle.
• Support in accordance with national guidance.

Laser and Optical Radiation

• Annual laser safety audits.
• Optical radiation risk assessments.
• Laser quality assurance testing.
• UV equipment audits and safety assessments.

Governance and Advisory Support

The provider would be expected to:

• Support compliance with IRR17, IR(ME)R and associated legislation.
• Assist with departmental audits and governance reviews.
• Support internal quality control programmes.
• Advise on statutory and mandatory training requirements.
• Attend Trust meetings and committees.
• Provide timely responses to ad hoc queries by telephone, email and on-site attendance when required.
• Support equipment procurement and replacement planning.
• Advise on radiation protection design specifications for new builds, refurbishments and equipment installations.

Equipment Portfolio

The current equipment portfolio includes:

X-ray, Fluoroscopy and CT

• Fixed digital general radiography rooms
• Fluoroscopy systems
• Interventional fluoroscopy/cardiac catheter laboratories
• Mobile image intensifiers
• Mobile digital radiography units
• Orthopaedic mini C-arm
• DEXA scanner
• CT scanners
• Dental radiography
• Cone Beam CT

MRI

• Siemens Magnetom Sola 1.5T
• Siemens Magnetom Aera 1.5T
• Siemens Magnetom Sola 1.5T (Community Diagnostic Centre)

Nuclear Medicine

• Siemens SPECT ProSpecta including CT
• Dose calibrators
• Radiation monitoring equipment

Ultrasound

• Approximately 14 ultrasound systems across acute, maternity, vascular and community services.

Laser Systems

Multiple laser systems supporting:

• Urology
• Ophthalmology
• Oral Surgery
• Vascular Services

Ultraviolet Equipment

• UV hand and foot therapy units
• Associated calibration and testing equipment

The equipment portfolio may change during the term of any future contract.

Key Service Expectations

The Trust is considering service requirements including:

Area Indicative Requirement

General enquiries Response within 2 working days

Critical enquiries Response within 2 hours during core hours

Routine site attendance Within 1 week

Urgent site attendance Within 2 working days

Test reports Within 4 weeks of testing

Radiation incident reports Within 1 working week

Suppliers are invited to comment on the achievability of these response times and propose alternative service levels where appropriate

Meetings and Governance

The provider may be required to attend:

• Trust Radiation Protection Committee
• Imaging Radiation Protection Operational Meetings
• Regional professional meetings
• Quarterly contract review meetings
• Annual service review meetings

Supplier Feedback Requested

The Trust welcomes feedback from potential providers on the following:

Service Delivery

1. Can your organisation provide the full scope of services outlined?
2. Are there any elements that would typically be subcontracted?
3. How would you structure service delivery and governance arrangements?
4. What staffing model would you propose?

Capacity and Capability

1. Describe your experience delivering Medical Physics services to NHS organisations of comparable size and complexity.
2. Please provide details of relevant accreditations and professional registrations.
3. How would resilience and business continuity be maintained?

Innovation

1. What innovative approaches, digital solutions or service improvements could be offered?
2. Are there alternative service models that the Trust should consider?

Commercial Considerations

1. What contract duration would be most suitable?
2. What pricing mechanisms are commonly used for similar services?
3. Are there any barriers that may limit market participation?

Specification

1. Are there any elements of the draft specification that require clarification, amendment or additional detail?
2. Are there any key performance indicators or service standards that should be added, amended or removed?

Potential Contract Scope

The Trust is currently considering a contract covering:

• Radiation Protection Adviser Services
• Medical Physics Expert Services
• Radioactive Waste Adviser Services
• Laser Protection Adviser Services
• MR Safety Expert Services
• Quality Assurance and Acceptance Testing
• Radiation Safety Audits
• Advisory and Governance Support

Wiltshire Breast Screening Service MPE Services are currently excluded from this proposed requirement and are managed under separate arrangements.

Engagement Process

Interested suppliers are invited to submit:

• A summary of their organisation.
• Feedback on the proposed specification.
• Suggestions for service delivery models.
• Any innovative approaches or market insights.
• Indicative commercial and contractual considerations.

Responses received through this PME may be used to refine the final service specification and procurement strategy.

Participation in this PME will not influence the outcome of any future procurement process and will not confer any advantage to participating suppliers

Authority

Great Western Hospitals NHS Foundation Trust

Main Service Locations

• Great Western Hospital, Swindon
• Savernake Hospital, Marlborough
• Fairford Hospital
• West Swindon Community Diagnostic Centre

Estimated Procurement Timetable

The Trust may undertake a formal procurement exercise following completion and review of this market engagement activity. Further information will be published via Find a Tender Service (FTS) and Contracts Finder, where applicable.

Interested suppliers are invited to provide written feedback against the questions above by the deadline stated within this PME notice.