Pharmacy Contract Management System

NWSSP is seeking to engage the market to understand the technical solutions, delivery options and ideas that will inform a business case to determine the most appropriate method to replace the current Contract Management System (CMS, which is used to create, tender, analyse and maintain contracts for the Pharmacy Sourcing Team. The system will be used in conjunction with a number of other systems in order to provide a complete contract tendering and management package.

The current CMS system offers a thorough series of functions that are able to record, hold and produce most documents and information to effectively tender and manage contracts. Currently the primary system that CMS is supported by is Bravo (e-Tender Wales). Bravo is an online tendering tool which uses a tender spreadsheet composed by the CMS. Once the tender closes this sheet is then downloaded from all submitted tenders and uploaded on mass to the CMS for analysis.

Documents can be exported from the CMS in several formats. Currently the most used formats are PDF and Excel. PDF is used when exporting contract schedules and the composite, and excel used for the tender spreadsheets and exporting data loads for mass analysis. When data is exported in many cases once completed it will be re-uploaded. This is the case with many of the processes such as tender spreadsheets, analysis and usage requirements.

The current CMS system utilizes Access 2007 and SQL 2005. The IT environment is flexible and depending on the solution NWSSP would be willing to discuss on premises, cloud or supplier based hosting.

The new CMS will be able to fulfil the following list of requirements:

1.) Master Tables – these hold data on the following:

• Products
• Suppliers
• Terms
• Contracts

2.) Create a workspace for each pharmacy contract in order to carry out the management of the end to end procurement process from gathering tender requirements, analysing tender bids, awarding contracts and ongoing contract management activity as detailed below.

3.) Tender - ie functions to setup tender requirements and analyse received bids:

• Receive requirement inputs for the generation of a tender ie typically from health boards operational needs
• Output tender spreadsheets as Excel ie ready to publish to the market via Bravo (e-tender Wales)
• Receive completed tender sheets as inputs which will form part of the Analysis function

4.) Analysis:

• Build an analysis of tender from the incoming completed tender sheets
• Compare the values per product from supplier bids and take into account the pack size tendered
• Export the analysis into Excel / PDF

5.) Award of tender to winning supplier(s):

• Award products to supplier as part of the contract
• Generate a debrief document per supplier (excel)
• Create a contract schedule outlining all awards / costs

6.) Contract management – in order to carry out the ongoing tasks involved with the contract at the post-award stage such as:

• Add / Remove awards
• Modify price
• Generate updated contract schedules for any amended contract details

A new CMS must match the functionality of the current system and deliver the following additional functionality. NWSSP would look to continue development of the application to these areas:

• Improved contract analysis module – to deliver more in depth insights and automation to analyse tender responses
• Contract debrief module – to offer a more streamlined and efficient process to provide tender response debriefs to suppliers as part of the post-tender feedback process
• Improved analytics – in order to provide greater insights into contract management, such as spend analytics as part of the post award contract management process

The application must be designed to be flexible to enable continued development.

NWSSP would investigate the potential for the system to be used by further procurement sourcing teams, within Procurement Services. These teams would include but not limited to the Medical/Clinical and Non-Medical teams. Additional information: This contract will cover the following organisations:

NHS Wales Shared Service Partnership