By Vvon Engineering Team | Published | Updated
Write measurable equipment requirements, verify applicable regulatory evidence, compare lifecycle scope and follow current Bangladesh procurement rules.
Nuclear medicine RFQ checklist (TXT)
A competitive equipment specification should explain the clinical requirement and the evidence used to assess each offer. A single responsive bid merits review under the applicable rules but does not automatically make a procurement failed or unlawful. Avoid copying unnecessary product-specific details without a documented reason.
Public procurement must follow the applicable Public Procurement Act and amendments, the PPR 2025 framework, current e-GP requirements and the approved funding agreement, including any transition provisions. PPR 2008 is not the current blanket default. The procuring entity should confirm the rules and standard documents applicable to its tender.
Use measurable performance and acceptance criteria where suitable, alongside clinical functions, compatibility, safety and service requirements. Not every legitimate requirement has a published numerical test standard; explain the evidence and evaluation method proportionately.
NEMA NU 1 and IEC 61675-2 provide relevant measurement frameworks for applicable gamma-camera and SPECT systems. State the edition and configuration, and agree which factory tests and site-acceptance measurements are appropriate. Full factory performance testing cannot always be reproduced identically on a clinical site or applied unchanged to every novel detector geometry.
Give ranges and tolerances rather than points. A useful field of view stated to the millimetre is a model number in disguise. The same figure stated as a minimum is a requirement several manufacturers can meet.
| Written as | Why only one bidder can answer | Write it as |
|---|---|---|
| Detector must be CZT arranged as twelve heads in a ring | That is a product description, not a requirement | State the required system sensitivity, and the total body SPECT acquisition time at a stated administered activity, and let each design answer in its own way |
| Crystal thickness exactly 9.5 mm, useful field of view 540 mm by 400 mm | Construction and dimensions to the millimetre are a fingerprint | Energy resolution not worse than the stated figure at 140 keV, sensitivity not less than the stated figure, field of view not less than the stated minimum in each axis, all measured per NEMA NU 1 |
| Reconstruction using the named proprietary algorithm | A trade name cannot be met by a competitor at any price | Iterative reconstruction with attenuation, scatter and resolution recovery, with the correction method documented and the parameters accessible to the physicist |
| Bidder must already have supplied this exact model to a Bangladeshi government hospital | Excludes on history rather than capability, and locks in the incumbent | Require documented service capability: an engineer trained on the offered model, a stated attendance time, a local spares list, contactable references anywhere |
| Delivery within an unusually short period | Only a bidder holding stock can comply, and normally only one does | Set a delivery period that reflects genuine manufacturing and shipping lead times, with liquidated damages for late delivery |
The last row is the one procurement teams rarely recognise as a restriction. A delivery period shorter than the honest manufacturing lead time is a sole-source clause dressed as urgency.
Where permitted, conduct documented pre-tender market consultation using the procuring entity's procedures and equal treatment of participants. Seek feedback on feasibility without disclosing protected information or giving an unfair advantage. Three suppliers and a two-week exercise are not universal legal requirements or proof of adequate competition.
Request regulatory evidence appropriate to the device, jurisdiction and tender: manufacturer identification, applicable declaration and certificate scope, authorised intended use, and Bangladesh import and radiation requirements. EU MDR documentation may include legally valid legacy-device transition evidence; not every declaration requires a notified-body number. FDA clearance, approval, registration and listing are different concepts. ISO 13485 concerns the quality system and is not device approval. Verify coverage of the offered model and variants rather than rejecting a legitimate naming difference character by character. Use the authorisation form and document requirements specified by the applicable tender.
The evaluated cost method, with the formula and evaluation period, has to be declared in the tender document before bids are opened. You cannot decide at evaluation that maintenance should have counted. Decide first, publish it, and require every bidder to price the same table.
| Cost element | What to require in the price schedule | Why it gets left out |
|---|---|---|
| Supply, delivery, installation, commissioning | Lump sum to site, with the scope boundary stated item by item | Site works quietly assumed to be the hospital's problem |
| Warranty | Duration in years, parts and labour, on site, exclusions listed explicitly | The exclusions are where the margin hides |
| Maintenance contract after warranty | Firm annual price for each year of the evaluation period, quoted now | Otherwise quoted later at whatever the department can be made to pay |
| Major replaceable items | Quoted prices, warranty coverage and assumptions for tubes, detector components and batteries | Failure timing is uncertain; use service evidence and scenario estimates rather than a universal interval |
| Software licences and upgrades | What is included, what recurs, the cost of a version upgrade | Converted to a subscription in year two |
| QA sources, phantoms and consumables | Flood source replacement, dose calibrator sources, phantom set | Not considered until the first QC test cannot run |
| Site works and utilities | Shielding, air conditioning, UPS rating, earthing, floor strengthening | Discovered after award, funded from a budget that does not exist |
| Uptime guarantee | Percentage, measurement method, and penalty | Absent, so downtime costs the bidder nothing |
Compare offers using the evaluation method and period stated before bidding. A low acquisition price does not invariably lead to a high lifetime cost, and a higher price does not prove better support. Require comparable, documented assumptions and scope.
Specify training by role and required competence, access to appropriate documentation, authorised maintenance tasks, support targets and critical-parts arrangements. Factory and on-site training can be complementary. Negotiate payment and acceptance milestones within the approved procurement and contract terms. Manufacturer service documents and calibration access may be restricted; define what is required without implying that any buyer is authorised to perform every service task.
Check administrative and technical completeness against the actual tender documents. Their requirements differ by procurement method and value; a generic list does not replace the tender data sheet.
The compliance sheet is where good bids die. A sheet reading COMPLIED in every row, with no reference to any supporting page, is evidence of nothing and can properly be treated as non-responsive. Reference the catalogue page and clause for every claim. Where you deviate, declare it and justify it: a declared deviation can be evaluated on its merits, whereas an undeclared one the committee discovers destroys the credibility of every other row.
Verify that documents cover the offered model and configuration, that performance methods are applicable, and that scope, support, pricing and warranty milestones are consistent. Test interoperability and manufacturer-approved power recovery within acceptance. A stopped scan does not automatically require reinjection, and warranty commencement follows the contract rather than a universal handover rule.
Finally, allow realistic time for letter of credit opening, shipping, customs clearance and any duty exemption documentation. A schedule that assumes none of these takes time produces either a failed contract or a bidder who has priced the risk into the headline number, and you pay for it either way.
Vvon can discuss product documentation, performance requirements and proposed equipment scope for a procurement enquiry. The procuring entity retains responsibility for compliant specifications, consultation, evaluation and contract terms. Contact +8801805987890 or info@vvon.com.bd with the technical brief.
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