Title: Product Selection Based on Criteria and Standards Pat Solkshinitz, R'N' Product Facilitator Product
1Product Selection Based on Criteria and
StandardsPat Solkshinitz, R.N.Product
FacilitatorProduct StandardizationCalgary
Health RegionCalgary, Alberta, Canada
2Calgary Health Region
- Calgary has 4 acute care hospitals
- Foothills Medical Centre
- Alberta Childrens Hospital
- Rockyview General Hospital
- Peter Lougheed
- Care in the Community
- Healthy Communities
- Regional Warehouse for Inventory Products
- Regional Surgical Specialties Assembly Centre
3Regionalization of Health Care Systems in Calgary
- Standardization of Practices has led to
standardization of products and medical
equipment. (see handout 1 Definition and
Process for Product Standardization and
Evaluation) - Standardization of products/equipment has
resulted in decreased costs and improved quality
of patient care.
4Standardization of Medical Products and
Equipment Recommendations prior to
Tender/Purchase
- Identify current products being used (numbers
used, types, brands, specifications)
- Identify Practice (Current and Changing)
- Research Technology
- Utilize Clinical Specialists in Product Review
- Research Government Guidelines
- Utilize ECRI Product Reports/Testing Data
- Benchmark with other Institutions or Regions
5Identify Current Products
- Initial Information Gathering
- how many products are used annually
- who uses the product
- how many products have similar characteristics/spe
cifications - how many variations/sizes of the product are used
- what is the cost of each product
- obtain samples of all current products
6Identify Current Practice
- Current Practice
- identify steps in practice where the product is
utilized - identify the group of staff/patients that are
dedicated to this practice
- Change in Practice
- identify where steps could be streamlined
- incorporate emerging technology that will improve
patient outcomes
7Research Product Information
- Research technology using
- clinical staff members
- clinical publications
- Government Regulations/Standards/Guidelines
- ECRI Testing and Reports
- Benchmark
- with other health facilities/regions
8Therapeutic Products Program
- Health Canadas Therapeutic Products Program is
the national authority which regulates drugs,
medical devices and other therapeutic products
used in Canada. - Medical Device Problem Reporting
- Medical Devices Bureau
9Medical Devices Bureau Regulations
- This is a branch of the TPP which monitors and
evaluates the safety, effectiveness and quality
of diagnostic and therapeutic medical devices in
Canada. - Web Site www.hc-sc.gc.ca/hpb-dgps/therapeut/htm
leng/schedule.html1101 (New Medical Devices
Regulations - May 27, 1998) - Medical Device Licence Classifications (see
handout 2 Medical Device Classifications) - Class I
- Class II
- Class III
- Class IV
10Selection of Criteria
- Criteria for Tendering Purposes
- current product information/specifications
- size, shape, function, material, packaging
- (See handout 3 Product Specifications Profile)
- staff members agreed upon new specifications
- may use new/emerging technology specifications
- may use current product specifications chosen as
standardized product by staff members
- Note any changes to practice with new product
criteria - Note any change in usage related to new product
criteria and/or practice
11Steps in Product Selection
- Identify Problem or Need (see handout 4 Needs
Assessment Worksheet) - Establish Product Specifications
- Tender Process
- Decision to Evaluate pre or post tender
- Review Evaluation results
- Award Product
- Implement Product
- Re-assess product in 6-12 months
post-implementation
12Mandatory versus Non-Mandatory Weighted Criteria
- Establish what the product must do
- if the product does not contain this property -
you cannot use it) - Establish what you would like the product to do
that is not mandatory - these are specifications that are nice to have
- Weigh the non-mandatory criteria according to its
importance (scale of 1-10) - Include all mandatory and non-mandatory criteria
in the RFP document (see handout 5 and 6
Mandatory and Non-Mandatory Criteria Sample)
13Mandatory Criteria
- Do not make the mandatory criteria so rigid that
there is only once choice of product that could
ever meet your needs - costs can be affected if choice is removed
- supply of product could be limited and sporadic
- potentially you could have no bid responses from
vendors (re-tendering time and costs would be
involved)
- Ensure that criteria is simple and fully defined
14Non-Mandatory Criteria
- Weigh the specific function so that it best meets
your needs and offers you more than one choice of
product - Use a simple scale of 1-10 to keep the results
workable
- Ensure that not all criteria is weighted 10 -
this will allow for easier identification of
best product once results are tabulated
15Tendering Process
- Outline specific products, usage, specifications
- Prepare Request for Proposal (RFP) Document based
on hospital purchasing standards (see handout 7
Calgary Health Region RFP )
- Ensure timelines are appropriate
- Responding Vendors have enough time to organize
an appropriate bid - Your Purchasing Department has enough time to
organize all of the bids and samples received - Time is allowed for staff members to review bids
and move to evaluation if required - Time to allow for ease of transition from old to
new product
16Product Selection Weighting
- Inform vendors in the RFP that product will be
selected based on varying of the following - Clinical Acceptability
- Latex-free Product
- Price and Price Protection
- Value Added Content
- Overall Best Value
- Acceptance of Standard Terms and Conditions
- Percentage used to award product varies - Price
is usually 30-50 of equation - clinical can be
50-70 depending on the clinical needs
17Organizing Bids
- Review bids on all levels (i.e. grouping certain
products or analyze each single item) - Analyze current costs versus potential costs
related to grouping and single
- Organize products for review by staff members on
a low cost to high cost basis - Organize and ensure samples of all products are
available for staff members to review - Ensure that all requested product specification
material has been received by the bidding company
(i.e. data relating to product performance, third
party research material)
18Review of Product Bids
- Use Staff Member group established to assist
with this process - include high use areas, specialty use areas
- Ensure no conflict of interest issues with group
members (see handout 8 Statement of Full
Disclosure) - Ensure samples of products are available for
review and discussion - hands on review of products is required to make
informed decision - have current product samples available to compare
19Review of Product Bids (continued)
- Systematically review all clinical requirements
and how well those are met by the vendors (do not
include pricing during this phase - best
product to be chosen based on meeting clinical
needs first) - Total up non-mandatory scores
- Establish which product best meets clinical needs
based on criteria - Apply weighting to this product from RFP
document
- Evaluate product selection if required
20Evaluation Process
- Select Appropriate Products for Evaluation (based
on need, tender) (see handout 9 and 10
Evaluation Process Model and Product and
Equipment Review Questions) - Write reasonable, obtainable product criteria
- Target appropriate areas in which to try a new
product (include them in the criteria development)
- Write Evaluation Criteria that thoroughly
encompasses the important points of the product
and its function - Write Evaluation Forms that are easy to utilize
and analyze (see handout 11 Central Venous
Catheter Kit Criteria)
21Forming Evaluation Criteria
- Obtain information from staff members as to the
most important factor/function of the desired
product - Organize the product evaluation criteria from
start to finish (turning the machine on to
turning the machine off - and include everything
in between) (see handout 12 and 13 Neonatal
Cardiac Monitor Evaluation and Vital Signs
Monitor)
- Ensure that specific considerations related to
its use are evaluated (i.e. the acceptable weight
of the product if it has to be carried)
22Evaluation Criteria Weighting
- Add weighting factors to those items that are not
considered mandatory but are more important than
others - Weigh the specific criteria/function in relation
to its importance (scale of 1-10 with 10 being
the most important)
- Allow for comments to be made in addition to
answering specific questions - Keep questions as simple and low in number as
possible to maintain ease of use/completion
23Analyzing Evaluation Results
- Tabulate all answers and number of responses (see
handout 14 Summary Central Venous Catheter
Kit) - Comments need to be reviewed and added to final
analysis as they will many times verify the
numbers results (see handout 15 Summary
Epidural Tray)
- Apply weighting factor to those questions that
have been pre-selected (see handout 16 Summary
Cardiac Electrodes)
24Analyzing Evaluation Results (continued)
- Organize summary for presentation to staff
members involved in the process (keep it simple) - Allow staff members to review and make a
recommendation/decision based on the results
- Document summary and outcome for review with
bidding companies
25Award of Product
- Product awarded based on tender results or
evaluation process (see handout 17 Product
Award Sheet) - Notify companies and allow for ample lead time to
stock product - Education requirement related to product
implementation must be addressed before product
is implemented
- Changes to policy/practice must be in place
- Important to use up old product before
implementing the new (as time will allow)
26Award of Product (continued)
- Communicate decision of product award to all
users of current products involved - Ensure all necessary parts have been awarded
for use with the product (i.e. disposable
associated with equipment)
- Prepare cost analysis related to product award
for period of contract term - Ensure that alternate products have also been
chosen by this group (i.e. acceptable substitute
products if required for backorder situations,
manufacturing problems, etc.)
27Follow-Up Post Implementation/Award
- Assemble updated usage and cost information data
on products 6 to 12 months post-award - Communicate with departments using new
product/equipment as to satisfaction level
- Clinical Engineering review of awarded equipment
(repairs, etc.) - Review findings with Vendor - make any changes as
necessary (i.e. number of supplied
products/equipment needs to increase)