ORMED X®

- for Buyers

ORMED X E-TENDERING

Automate and streamline the tendering process

ORMED X E-Tendering creates a centralized electronic environment that fully streamlines the tendering process:

1. Create survey
2. Retrieve usages
3. Send RFQ
4. Award contract
5. Update Item Master Files

Search Screen

Everything happens online, where intuitive fields, drop-down menus, and one-step actions help you complete each tendering process quickly and easily. Convenient summary screens let you monitor at-a-glance the status of unlimited numbers of tenders, bids, and awards.

The time you save on each tender – and, cumulatively, on all your tendering processes – generates significant financial savings to help you better manage expenses and increase process efficiency and staff productivity without information overload.

E-Tendering Questionaire

ORMED X E-Tendering is an important component in Ormed’s fully automated and integrated supply chain solution that reduces human intervention and errors from requisition to payment. It enables you to survey demand levels across multiple departments or multiple healthcare facilities and create tenders for products and services, invite merchants to respond, analyze responses side by side, and then make the award to the winning bidder… even issue the contract and/or PO, or, in some cases, multiple POs.

Using ORMED X E-Tendering you will:

•      Consolidate demand across a hospital, region, or buying group

•      Easily create tender documents online

•      Analyze and award contracts online

•      Automate acknowledgments

•      Simplify item sourcing

•      Send all Purchase Orders electronically

•      Manage contract compliance

•      Report off-contract and rogue purchasing

•      Receive by exception

•      4-way matching of invoice, PO, ASN, and receiving

•      Pay all merchants electronically

•      Capture and report all expense accounting 

•      Reconcile single payment to all merchants

•      Update MM and AP in real-time

•      Update GL monthly

Our goal in designing ORMED X E-Tendering is to further reduce costs across the entire supply chain… for buyers and merchants. A bolt-on solution that works with ORMED MIS software or other systems, ORMED X E-Tendering partners with ORMED X Easy Pay, our automated reconciliation and payment system, to increase supply chain efficiency and reduce costs at the bottom line on an ongoing basis.

E-Tendering Item Details

Manage expenses

The savings start even before the tendering process begins, with the ability to easily survey a group of healthcare facilities that need the same supplies, equipment, and services. By taking higher volume demand to the marketplace for tender, you have more leverage on price (first, because you’re buying more volume and second, because the merchant’s costs are reduced by responding to one tender instead of many). 

Consolidate demand to reduce costs

ORMED X E-Tendering enables you to:

•      Quickly create surveys online for items and services

•      Easily develop new surveys as required

•      Create surveys from existing contracts or tenders

•      Review and approve surveys before sending to buying group members

•      Automatically send e-mail alerts for surveys that require member attention

•      Define terms/conditions and effective/expiry dates

•      Invite new and existing clients to join survey group

•      Maintain an active item/service file with contract expiry dates

•      Equip members to download their survey usage requests in MS Excel

•      Enable members to submit usages online or upload with MS Excel

•      Message members with dates and times for clinical reviews

•      Approve and edit consolidated usage

•      Prepare tender documents with consolidated item or service usages from survey responses

Electronic tender documents  

ORMED X E-Tendering enables buyers to:

•      Convert consolidated demand into tender documents

•      Manage tender expiry date and time

•      Manage user access

•      Define products and services for each tender

•      Create multiple sections and subsections within tender

•      Tender to PO or contract

•      Create open or closed tenders

•      Identify potential merchants worldwide

•      Attach unlimited supporting documents to tender

•      Control all merchant responses within user-defined parameters

•      Send and receive unlimited item or service detail attachments/comments

•      Issue tender and post link with description to public bulletin boards

•      Amend tenders and send template alerts to all merchants

•      Allow merchant questions

ORMED X E-Tendering enables merchants to:

•      Assign tender document sections to responsible users

•      Respond on-line from anywhere (all they require is a valid e-mail address and Internet access)

•      Use template answers

•      Track tender completeness

•      Complete and return tender up to the last minute

Expand your marketplace

ORMED X E-Tendering opens up a world of possibilities.  Since you have online access to any merchant worldwide with a valid e-mail address and Internet access, you can increase your choice of merchants. You can join more than 350 Ormed client hospitals and healthcare systems as well as hundreds of merchants already transacting business through the secure ORMED X B2B Internet portal.

Award and manage contracts

ORMED X E-Tendering eliminates the majority of the manual labor associated with analyzing bids, selecting winners, and managing contracts. With ORMED X E-Tendering, you will:

•      Receive e-mail alerts when tenders are ready for awarding

•      Review, analyze and score merchant responses side by side, item by item, or service question by service question

•      Award the contract by score or merchant performance – or override the system recommendation completely

•      Send template e-mail alerts to merchants with contract status (Win or Lose)

•      Update member contract pricing on effective date

•      Update all orders flowing through the exchange to contract price between effective date and expiry date

•      Manage contract compliance with e-mail alerts when off-contract purchases take place

•      Quickly and easily generate compliance reports by member and contract

•      Import contracts from other sources

•      Create new tenders with existing contracts

•      Export contracts to other exchanges

•      Receive e-mail and message alerts when contracts are nearing expiry

 Award Questionaire

The flexibility, sophistication, and ease-of-use of ORMED X E-Tendering means almost all items can be sourced, put to tender, awarded, and managed online. Merchant responses are automatically received, organized, and analyzed based on your defined criteria. This criteria forms the basis for a weighted scoring system that directs the software to do almost all of the analysis work for you.

Items can be tendered direct to POs or contracts. You will never have to enter the same data twice because when you award the tender, the system automatically generates the PO or contract and shares this with the merchant.  Additionally, the potential for error is reduced throughout the tendering process, eliminating the costs of troubleshooting and fixing problems.

 Award Items

How does ORMED X E-Tendering work? 

In brief, ORMED X E-Tendering is template-driven, with a set of easy-to-use tools that let you easily and quickly create and reuse customizable templates. Assign different templates to different commodities. Assign specific buyers to specific commodities.  Make information that rarely or never changes part of the template so it doesn’t have to be re-entered each time. Have open tenders or closed tenders, depending on whether you want all merchants to
respond or you want to restrict bidding to select merchants.

It’s easy to add, view, and edit lists of items, commodities, and merchants of choice, so creating and editing a tender document that includes all of your specifications couldn’t be easier. You can place links to your tender documents on public forums and/or send merchants an e-mail notice of a tender document to review, decide whether to respond to, and then create and send their response online.

On the Tender Documents Search screen, you can view and drill-down through a list of all tender documents and see their status at a glance.

You can monitor merchant responses as they come in, and, once the bidding process has expired, you can see the highest and lowest price per unit (not per package), so its easy to compare bids. You can then drill-down through each item to see all of the competitive bids at a glance, viewing any merchant attachments. 

Normally, the software will automatically present you with the lowest bid. However, with our unique scoring process, you can opt to over-ride this automatic assignment based on your weighted preferences. 

Make the purchase

Once you’ve made your decision, click once to automatically create and send a single PO to the merchant with the highest score, or simultaneously send multiple POs (in the case of a partially awarded tender where each merchant scored the highest on specific items). 

You can integrate or copy the PO into your existing system, or, if you’re using ORMED MIS Supply Chain Management software, seamless integration means this happens automatically.

What's the potential?

What's next? 

The process does not have to stop here. ORMED X, in connection with Scotiabank Visa, can pay all your merchants upon satisfactory receipt of goods by you (and three-way matching between the PO, invoice, and receiving) through the ORMED X Easy Pay program.

ORMED X Easy Pay eliminates reconciliation and consolidates all expenses into a single payment.

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ORMED X is at the heart of the ORMED X Easy Pay system

Experience the dynamic power of a supply chain seamlessly integrated from source to settlement:

Ormed Materials Management

Ormed Accounts Payable

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