National Contracts for Storage & Distribution of PPE

Description

The HSE wishes to establish new national contracts for the storage and distribution of Personal Protective Equipment (PPE) to healthcare institutions nationwide. It is intended to award contracts for this service in 3 lots; • Lot 1 Distribution Hub & Nationwide Transport Service • Lot 2 Warehousing Service • Lot 3 Pick and Pack These contracts must deliver an efficient and secure service, reliable access to data, confidence for healthcare institutions, value for money for the HSE and economic viability for the Service Provider. Lot 1: Distribution Hub & Nationwide Transport Service The following is a high- level overview of the service requirements under Lot 1. The service requirements for Lot 1 are set out in the draft Contract Agreement. Lot 1 – Distribution Hub & Nationwide Transport Service • Provide a Distribution Hub with a minimum capacity of 10,000 pallet spaces • Access to a next day nationwide delivery network • Operate a Monday to Friday picking and nationwide delivery service • Drawdown & collection of Products from Warehouse Operator(s) (Lot 2) • Collection of Packs from the Pick and Pack Operator (Lot 3) • Best practice inventory management • Maintain stock records including cycle counting and stock takes • Review Drawdowns against approved PPE Product Register • Segregate, quarantine and report receipt of unapproved Products • Receipt, validation, preparation and picking of Stock Requisitions • Labeling and packaging of Stock Requisitions • Management of delivery schedules to HSE Customers • Dispatch of Stock Requisitions • Transportation, delivery and tracking of Stock Requisitions nationwide • Recording of proof of delivery at HSE Customer premises • Maintain records of Stock Requisitions delivered • Provision of proof of deliveries on request • Management of quarantined stock and product recalls • Provide a collection and return service on request • Provision of an emergency service on a 24/7 basis • Provide a query and complaints management service • Provide weekly/monthly invoicing with supporting documentation • Compile a suite of management reports as required • Develop and operate an IT Solution as appropriate to support the business • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service • Placement and storage of packs in shippable containers Lot 2: Warehousing Service The following is a high- level overview of the service requirements under Lot 2. The service requirements for Lot 2 are set out in the draft Contract Agreement. Lot 2 – Warehousing service • Maximum of two (2) Service Providers each with a minimum capacity of 10,000 pallet spaces • Alternatively one Service Provider offering two separate facilities each with a minimum capacity of 10,000 pallet spaces • No geographical boundary to the location of the warehouses • Ability to scale up by 50% on request • Manage the intake of Products from Suppliers to the warehouse • Review Products delivered against approved PPE Product Register • Segregate, quarantine and report delivery of unapproved Products • Maintain records of Products delivered • Management of proofs of delivery • Best practice inventory management • Maintain stock records including cycle counting and stock takes • Picking and validation of draw down requests from the Lot 1 Operator • Preparation of draw down requests for collection and loading onto the Lot 1 Operators collection vehicle • Provide monthly invoicing with supporting documentation • Compile a suite of management reports as required • Develop and operate IT Solution(s) as appropriate to support the business • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service Lot 3: Pick & Pack The following is a high- level overview of the service requirements under Lot 3. The service requirements for Lot 3 are set out in the draft Contract Agreement. Lot 3 - Pick and Pack • Provide a pick and pack operation for the assembly of approx. 120,000 packs per week across 3 pack types; • Operate a 5 day week (Mon – Fri) service; • Ability to scale up production output on request; • Plan and maintain a minimum of 6 weeks stock of the Pack Components required for each pack; • Request replenishment of Pack Components from the HSE to meet production requirements; • Pack Components will be delivered to the Pick & Pack Operator by the Lot 1 Operator; • Work with the HSE to plan and maintain a minimum of 6 weeks stock of Pack Accessories (e.g. cartons, labels, etc) required for the Pick & Pack operation; • Pack Accessories will be delivered direct to the Pick & Pack Operator by the suppliers selected by the HSE; • Manage the intake of Pack Components from the HSE and Pack Accessories from Suppliers into the Location; • Management of proof of deliveries for Pack Components and Pack Accessories; • Review Pack Components and Pack Accessories in stock against the production schedule provided by HSE ; • Maintain records of Pack Components and Pack Accessories delivered to the Location; • Preparation and assembly of Packs in accordance with production schedule; • Maintain records of Packs assembled and dispatched weekly; • Placement and storage of Packs in shippable containers; • Preparation of weekly orders for collection by the Lot 1 Operator; • No stock of finished Packs will be held by the Pick & Pack Operator; • Loading of vehicle during collection of orders; • Best practice management of stock; • Maintain stock records including cycle counting and stock takes; • Provide weekly invoicing with supporting documentation; • Compile a suite of management reports as required including weekly stock balance and stock management reports; • Develop and operate business processes (including IT solutions where relevant) as appropriate to support the business; • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service Further details on the Service Requirements are set out in the Draft Contract Agreement Lot 3 Pick & Pack operation. Lot 1: Distribution Hub & Nationwide Transport Service The following is a high- level overview of the service requirements under Lot 1. The service requirements for Lot 1 are set out in the draft Contract Agreement. Lot 1 – Distribution Hub & Nationwide Transport Service • Provide a Distribution Hub with a minimum capacity of 10,000 pallet spaces • Access to a next day nationwide delivery network • Operate a Monday to Friday picking and nationwide delivery service • Drawdown & collection of Products from Warehouse Operator(s) (Lot 2) • Collection of Packs from the Pick and Pack Operator (Lot 3) • Best practice inventory management • Maintain stock records including cycle counting and stock takes • Review Drawdowns against approved PPE Product Register • Segregate, quarantine and report receipt of unapproved Products • Receipt, validation, preparation and picking of Stock Requisitions • Labeling and packaging of Stock Requisitions • Management of delivery schedules to HSE Customers • Dispatch of Stock Requisitions • Transportation, delivery and tracking of Stock Requisitions nationwide • Recording of proof of delivery at HSE Customer premises • Maintain records of Stock Requisitions delivered • Provision of proof of deliveries on request • Management of quarantined stock and product recalls • Provide a collection and return service on request • Provision of an emergency service on a 24/7 basis • Provide a query and complaints management service • Provide weekly/monthly invoicing with supporting documentation • Compile a suite of management reports as required • Develop and operate an IT Solution as appropriate to support the business • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service • Placement and storage of packs in shippable containers Lot 2: Warehousing Service The following is a high- level overview of the service requirements under Lot 2. The service requirements for Lot 2 are set out in the draft Contract Agreement. Lot 2 – Warehousing service • Maximum of two (2) Service Providers each with a minimum capacity of 10,000 pallet spaces • Alternatively one Service Provider offering two separate facilities each with a minimum capacity of 10,000 pallet spaces • No geographical boundary to the location of the warehouses • Ability to scale up by 50% on request • Manage the intake of Products from Suppliers to the warehouse • Review Products delivered against approved PPE Product Register • Segregate, quarantine and report delivery of unapproved Products • Maintain records of Products delivered • Management of proofs of delivery • Best practice inventory management • Maintain stock records including cycle counting and stock takes • Picking and validation of draw down requests from the Lot 1 Operator • Preparation of draw down requests for collection and loading onto the Lot 1 Operators collection vehicle • Provide monthly invoicing with supporting documentation • Compile a suite of management reports as required • Develop and operate IT Solution(s) as appropriate to support the business • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service Lot 3: Pick & Pack The following is a high- level overview of the service requirements under Lot 3. The service requirements for Lot 3 are set out in the draft Contract Agreement. Lot 3 - Pick and Pack • Provide a pick and pack operation for the assembly of approx. 120,000 packs per week across 3 pack types; • Operate a 5 day week (Mon – Fri) service; • Ability to scale up production output on request; • Plan and maintain a minimum of 6 weeks stock of the Pack Components required for each pack; • Request replenishment of Pack Components from the HSE to meet production requirements; • Pack Components will be delivered to the Pick & Pack Operator by the Lot 1 Operator; • Work with the HSE to plan and maintain a minimum of 6 weeks stock of Pack Accessories (e.g. cartons, labels, etc) required for the Pick & Pack operation; • Pack Accessories will be delivered direct to the Pick & Pack Operator by the suppliers selected by the HSE; • Manage the intake of Pack Components from the HSE and Pack Accessories from Suppliers into the Location; • Management of proof of deliveries for Pack Components and Pack Accessories; • Review Pack Components and Pack Accessories in stock against the production schedule provided by HSE ; • Maintain records of Pack Components and Pack Accessories delivered to the Location; • Preparation and assembly of Packs in accordance with production schedule; • Maintain records of Packs assembled and dispatched weekly; • Placement and storage of Packs in shippable containers; • Preparation of weekly orders for collection by the Lot 1 Operator; • No stock of finished Packs will be held by the Pick & Pack Operator; • Loading of vehicle during collection of orders; • Best practice management of stock; • Maintain stock records including cycle counting and stock takes; • Provide weekly invoicing with supporting documentation; • Compile a suite of management reports as required including weekly stock balance and stock management reports; • Develop and operate business processes (including IT solutions where relevant) as appropriate to support the business; • Ensure appropriate level of resourcing to maintain the service requirement • Provide a management structure to implement and operate the service Further details on the Service Requirements are set out in the Draft Contract Agreement Lot 3 Pick & Pack operation.