Implementation requirements for contracts and clauses

General

Before signing the contract, key personnel must be appointed at suppliers, hospital trusts, Sykehusinnkjøp HF, regional health authorities and supply centres.

These key contacts will follow up on logistics terms and conditions and electronic coordination agreements. The contacts shall participate as needed in meetings summoned by the customer.

The region may have appointed key contacts for implementation. Such contacts shall, if relevant, coordinate activities with the supplier’s implementation contact.

Delivery and implementation from contract start date  

The supplier must be ready to deliver all items under contract from the contract start date and throughout the contract period.

The customer and supplier shall reach an agreement on how to implement the different contracts, as well as a time schedule for said implementation. It must be established whether the flow of goods shall go through the regional supply centres or directly to the hospital trusts.

Contract implementation will generally encompass the following:

• Delivery of product catalog and testing and verification of electronic coordination in accordance with the region’s electronic coordination agreements.
• Agreement concerning delivery of initial purchases of volumes under new contract.

See Figure 1 below, which illustrates examples of main activities in the implementation of the health region’s purchasing and logistical system.  

Implementation at regional supply centres  

The contacts of the regions may, as needed, summon the supplier to an initial meeting or agree other forms of dialogue to plan implementation activities.

The health regions may adopt different implementation plans. Examples of implementation plans are available on this website.

The supplier shall be ready to deliver no later than four weeks before the contract start date. For goods to be delivered to a control station, the supplier must be ready to deliver no later than nine weeks before said start date.

The region’s contacts and the supplier shall work together to develop a joint implementation plan with activities and deadlines that are binding on both parties in accordance with the contract’s implementation obligations.

Such a plan will normally include:

• agreed date for delivery of product catalog.
• submission of information forms for goods under contract and control stations.
• delivery of goods and packaging to control station.
• set date for the initial purchase to build stockpile before contract start date
  The estimated annual contract volume shall form the basis for the percentage of the first purchase.

The basis for the plan is based on the following:

• implementation activities shall take into consideration public holidays and common holiday leave periods, including summer holiday leave, Easter and week 52.
• controlled clearance and phasing-in of new items with the aim of ensuring continuity between existing items and new items and prevent waste.
• Prices for control station purchases and first purchases are based on future contracts.
• In case of unforeseen changes or non-conformities in the delivery, the supplier must notify the region’s contact, who will then assess how this will affect the schedule and start date.
• If delays in delivery cause delays in activation of the goods for the contract start date, the supplier may be asked to provide information about alternative goods using the back order/replacement order form.

[Figure 2] illustrates main activities in a regional supply centre. The figure shows the customer’s activities in light blue and the supplier’s activities in dark blue. Dotted activities indicate joint activities that apply to both parties.

Throughout the contract period, the supplier may receive estimated demand forecasts.