Background

In 2016, a major NHS Teaching Hospital identified the need to replace three ageing MRI scanners. The current scanners were over 10 years old, resulting in increasing maintenance costs, frequent downtime, and longer waiting times for patients.

The Trust allocated a £4.5 million capital budget for the procurement and installation of two high-performance MRI scanners and associated infrastructure upgrades.

Objectives

• Procure new MRI scanners with improved imaging quality and energy efficiency.
• Ensure compliance with NHS procurement regulations and Public Contracts Regulations 2015.
• Maximise value for money through competitive procurement.
• Minimise service disruption during installation and commissioning.

Procurement Strategy

1. Needs Assessment & Business Case

• Conducted a clinical needs review with radiology and neurology departments.
• Developed a full business case (FBC) with cost-benefit analysis and risk assessment.
• Submitted to NHS England for capital approval under the Imaging Equipment Replacement Programme.

2. Route to Market

• Utilised theNHS Supply Chain Capital Equipment Framework to speed up procurement while ensuring compliance.
• Issued a mini-competition to pre-approved suppliers focusing on:
• Total life cycle cost (TCO)
• Maintenance and service contracts
• Energy usage
• Warranty and uptime guarantees

Evaluation & Award

• Scored bids using a weighted system: 50% quality, 40% cost, 10% sustainability.
• Selected a vendor offering the best balance of advanced functionality, service guarantees, and energy efficiency.
• Contract awarded under NHS Terms & Conditions.

Implementation

• Project team created to coordinate delivery, site prep, and clinical training.
• Old scanners decommissioned in phases to avoid full service downtime.
• Trust negotiated weekend installation and testing schedule to minimise patient impact.

Results

• Project completed 2 weeks ahead of schedule.
• Delivered £300k in savings against original estimates through competitive bidding and lifecycle cost optimisation.
• Reduced scan times by 30%, increasing patient throughput.
• Energy usage cut by 18% per scanner.
• Uptime improved to 99.5%, significantly reducing patient reschedules.

Challenges

• Coordination with other equipment suppliers for the room refurbishment
• Coordination with estates team on HVAC and shielding upgrades.
• Staff training on new equipment and workflow integration.

Lessons Learned

• Early stakeholder engagement (clinical, estates, IT) ensures smoother delivery.
• Framework procurement routes save time and reduce legal risk.
• Whole-life cost evaluation gives better long-term value than upfront cost focus alone.