Outsourced Tender Management of Medical Equipment

The client undertakes approximately 200 medical equipment procurements each year without a streamlined approach and using common terms and conditions. Caliba was engaged to create a panel of medical equipment suppliers using an open market approach. The panel enables hospital business units to engage the market through secondary procurement processes. This increases the efficiency and contractual consistency of these procurements.

We engaged with the following stakeholders:

  • Directors of Procurement & Medical Equipment, clinical stakeholders across the client’s hospital business units for endorsement of the ‘go-to-market’ approach, specifications and supplier evaluation process
  • State Government’s Procurement Board, Industry Advocate and Crown Solicitor’s Office for legal advice, and necessary governance approvals


  • Development of formal procurement documentation with the client’s key medical equipment stakeholders and obtaining necessary internal governance approvals to conduct an open-market tender
  • Leading the tender initiative and being the point of contact for all queries to establish a medical equipment panel of suppliers
  • Co-development of standard medical equipment panel contract with Crown Solicitor’s Office and key stakeholders
  • Establishment of an executive steering committee and evaluation panel with key stakeholders from the client’s medical equipment division and relevant medical equipment stakeholders across the client’s business units
  • Consolidation of over 100 tender responses using Caliba’s process automation tools to reduce time and increase efficiency during evaluation process
  • Development briefing materials and presenting at an open market briefing supplier session prior to the call period
  • Co-design of comprehensive ‘Buyers Guide’ and ‘Contract Management Plan’ and co-ordination of formal approval from the client’s procurement board


The following outcome was delivered:

  • Establishment of a panel arrangement with over 100 medical equipment suppliers
  • Master agreement with standardised terms and conditions for all medical equipment suppliers
  • State Procurement Board approval of comprehensive ‘Buyers Guide’ to facilitate ease of use of the panel arrangement across Government

The capability was demonstrated by:

  • End-to-end tender management involving detailed knowledge of the client’s procurement processes and policies
  • Strong and consistent engagement with key stakeholders throughout the strategic sourcing process
  • Analytical services to consolidate over 100 supplier responses to accelerate the evaluation process

Caliba Group are commercial specialists, with vast experience in cost reduction, functional reviews, market assessments and outsourced tender management. We are well positioned to assist any size company looking to identify opportunity for improvements within their organisation.