Ultrasound Maintenance Partnership across York & Scarborough Teaching Hospitals

Introduction:

York & Scarborough Teaching Hospitals NHS Foundation Trust is seeking to engage with suppliers to explore partnership models capable of supporting comprehensive maintenance provision for the Trust’s distributed ultrasound fleet. The Trust aims to collaborate with a single strategic partner who can help develop a resilient, high‑quality, and cost‑effective service model that supports clinical availability and operational efficiency.

YTHFM, the Trust’s wholly owned subsidiary, will be responsible for the delivery oversight of the partnership. The subsidiary is responsible for medical device maintenance, and their Medical Engineering Department (MED) wishes to meet with suppliers capable of working collaboratively. MED would like to deliver a comprehensive, standardised, and resilient maintenance provision across York & Scarborough Teaching Hospitals in maintaining the existing and ever-growing fleet of ultrasounds.

This notice aims to invite interested suppliers who feel able to meet the objectives of engagement below and to participate in open, exploratory conversations to understand what solutions, partnership models, and innovations could support our ambitions.

Background:

The department is responsible for approximately one hundred ultrasound systems, plus associated probes, located across multiple clinical areas outside the main Ultrasound Department across many sites. The current maintenance provision is by third party contractor with multiple vendors and contract expiry dates. The department wishes to understand supplier approaches that could collectively deliver a fully comprehensive level of maintenance and support across all ultrasound systems and associated probes without detriment to the quality of the service. This may include elements such as service planning, technical support, specialist‑level maintenance, documentation, shared tools, escalation pathways, on‑site response, knowledge transfer, and accredited staff training. We are intentionally not prescribing how these components should be delivered and are open to innovative, flexible, and collaborative models.

Our current fleet includes equipment from (but not limited to):

• Philips
• GE
• BK Medical
• Bard
• Logiq
• Mindray
• Echosens
• Sonosite
• Hitachi

The aim is to develop a single-partner maintenance model that can support fleet standardisation, improved resilience, reduced downtime, and improved cost efficiency during an indicative duration of five years with an optional extension of up to two years, subject to performance against defined outcomes subject to the desired outcomes being delivered. Consideration for stepped entry points following expiration of the existing contracts would need to be considered and accounted for.

Objectives of the Engagement:

The Trust’s ambition is to establish a partnership that:

1. Standardises Maintenance Provision

A. Establishes a consistent, high-quality approach delivering fully comprehensive maintenance by partnership agreement.

B. Reduces variability in service quality between manufacturers and suppliers.

2. Reduces Cost and Administrative Burden

A. Moves toward a single contract or partnership agreement covering all devices.

B. Streamlines contract administration, invoicing, and escalation routes.

3. Develops Internal Engineering Capability

A. Provides accredited training enabling our engineers to undertake:

i. First-line PPM

ii. Basic diagnostic assessments

iii. Simple maintenance tasks

B. Ensures training results in formal certification, not informal competency only.

C. Recertification as necessary or additional training as the service requires.

4. Enables Shared Tools and Knowledge

A. Supplies documentation, service procedures, access to tools, test equipment, and jigs necessary for in house engineers to perform agreed work.

B. Encourages open sharing of best practice and continuous improvement.

C. Availability of service codes to enable access to software updates or similar as required.

5. Maintains or Improves Quality While Reducing Spend

A. The department seeks a model that safeguards clinical quality, patient safety, and service resilience without increasing financial pressure.

Market Engagement Format:

Supplier Engagement Sessions will be heldover two days in April 2026 as follows:

• Wednesday 22nd April
• Thursday 23rd April

Sessions will take place on site at Scarborough Hospital at the following times on both days and the six sessions are on a first come, first served basis:

• 9:00 am
• 11:00 am
• 2:00 pm

Session format:

• 60-to-90-minute meetings.
• No formal presentations.
• Open conversations focused on:
• Feasibility
• Partnership structures
• Delivery models
• Shared training and tooling
• Ideas to meet our stated objectives.

These conversations should be structured around the following themes:

• Emerging trends and technologies in ultrasound maintenance
• Innovative approaches to PPM, fault resolution, and fleet resilience
• Partnership models that enable flexibility, sustainability, and improved response times
• Procurement strategy that aligns with Trust priorities and patient needs
• Efficiency and forward-thinking approaches that reduce downtime and improve service.

Notes will be taken against these themes to inform the procurement strategy.

Participation:

Suppliers with capability in multi-manufacturer ultrasound maintenance, fleet management, or collaborative engineering partnerships are invited to express interest. Suppliers must be able to deliver manufacturer‑approved or industry‑recognised accredited training suitable for medical engineering staff.

Following engagement, the Trust may decide to proceed to a formal procurement process but may select a maximum of three suppliers to undertake a site visit to understand in greater detail what the potential future of ultrasound maintenance provision looks like. Participation in engagement sessions or site visits will not confer any advantage or preferential treatment in any subsequent procurement procedure, nor will they constitute a commitment by the Trust to commence procurement or award any contract.

How to Register Interest:

Suppliers wishing to participate should contact:

James Howes

[email protected]

Please include:

• Company name
• Contact details
• Overview of relevant capability (maximum one short paragraph) including how you will provide accredited maintenance training specialising in Ultrasound.
• Available times for attendance on Wednesday 22nd April and Thursday 23rd April as slots will be awarded on a first come, first served basis.

Suppliers may be excluded from attending an engagement session where their registered interest does not demonstrate relevant capability in ultrasound maintenance, does not evidence accredited training provision for YTHFM engineers, fails to address the stated requirement, or provides insufficient information that prevents YTHFM from determining relevant assurance. Participation is subject to transparent and proportionate criteria and does not imply any advantage in the future procurement.

Additional Information

The Trust intends to use outputs from this engagement to:

• Shape the scope of services.
• Inform commercial and partnership options.
• Understand available delivery models.
• Refine internal engineering development pathways.

Any future procurement will be advertised through the appropriate channels, depending on the

procurement route.