Tendering, System Choice and Procurement

As well as the financial and technical considerations you need to make as part of choosing a system, you also need to make sure you are complying with the European legislation that all public sector tendors over a certain monetary threshold are legally required to comply with. Here are a few tips that will help you along the journey on choosing and procuring the right system.

The team you need

Clinical Execs, Tech Team, Informatics Team, Procurement

What to do

  • Develop a robust evaluation strategy

    You may choose to do this by convening an evaluation panel and scoring criteria in advance. This will help you to compare different product functionalities and determine which are essential and which are optional for your organisation. 

  • Create a pre-qualifying questionnaire

    This can be shared with your collegues so you can get a clearer picture of what functionality is important to different members of the team. The answers should be used to assist with your procurement evaluation

  • Customise your system.

    Understand the level of customisation the system allows, and how much time and effort both the supplier and the hospital are able to spend on tailoring the system

  • Understand Contract requirements

    Figure out the existing contracts with preferred/mandated information technology suppliers (e.g. according to regional contracts)

  • Achieving Interoperability with systems

    Consider what are the requirements for integration with existing systems (for example pharmacy stock control systems)

  • Get end-users to test the system

    Involve local end-users in the system choice to ensure the inclusion of perspectives from different professional groups and provide a feeling of co-ownership

What to read


Still, thinking of the best way to evaluate the various systems on offer?

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