Every project we run follows the same documented procurement workflow. Knowing the process upfront helps buyers plan timelines, budget contingencies, and know exactly where each line item is at any moment.
Capabilities
Clinical, technical, regulatory, and commercial requirements captured in a single brief.
Make / buy / refurbish, single vs multi-origin, OEM vs distributor channel.
Apples-to-apples quotation matrix scored against acceptance criteria.
Order placement, regulatory pre-clearance, Incoterms agreement.
Production tracking, pre-shipment inspection, Factory Acceptance Test.
International freight, customs, installation, training, and warranty hand-off.
Chapter 01
International medical procurement is not a single step — it is a sequence of seven defined stages, each with named accountability, agreed milestones, and clear deliverables. Most cost and time overruns happen because one of these stages is rushed or skipped. Our workflow makes them explicit.
Chapter 02
Procurement starts with capturing the full requirement: clinical specifications (what the equipment must do), technical specifications (what it must comply with), regulatory specifications (which markets it must be cleared for), commercial requirements (budget envelope, currency, payment terms), and delivery requirements (location, lead time, Incoterms preference).
We document this in a Procurement Brief that is signed off by the buyer before sourcing starts. The brief becomes the single reference point for every subsequent decision.
Chapter 03
Sourcing strategy answers four questions per category: make or buy or refurbish; single-origin or multi-origin; direct OEM or authorised distributor; competitive tender or sole-source. The answer depends on the product, the timeline, the volume, the regulatory pathway, and the buyer's risk appetite.
We document the sourcing strategy in the same brief so the buyer can see why we are taking a given approach.
Chapter 04
Where the sourcing strategy supports competitive procurement, we issue an RFQ to a shortlisted set of qualified suppliers. Responses are returned in a standardised quotation matrix that makes apples-to-apples comparison straightforward. We score responses against the acceptance criteria documented in the brief.
The buyer sees the full quotation matrix and the scoring — no shortlisting happens in a black box.
Chapter 05
Once the supplier is selected we close the contract and start regulatory pre-clearance: Certificate of Free Sale, Declaration of Conformity, destination-market registration evidence, HS code confirmation, applicable attestations. This work runs in parallel with manufacturing, so documentation is ready when the cargo is ready.
Chapter 06
Production is tracked against the agreed ex-works date. For capital equipment we coordinate Factory Acceptance Testing at the manufacturer — performance verified against acceptance criteria, with the buyer or our QA team witnessing. Pre-shipment inspection confirms the equipment that ships is the equipment that was contracted.
Chapter 07
Freight is booked against the agreed Incoterms — typically sea or air, against DAP or DDP. Origin customs is handled at the UK / EU port. Destination customs is handled through our partner broker network. We track every shipment in real time and report status against the agreed milestone plan.
Chapter 08
For capital equipment, installation is coordinated with the OEM or their in-country partner. Operator training is delivered to the buyer's clinical and biomedical engineering teams. Warranty registration is completed. Service contracts (if part of the order) are activated. The project closes with a documented hand-off — not just a delivered asset.
Buyer questions
Our pillar resource covering every service we offer worldwide.
End-to-end medical equipment supply for hospitals and clinics.
International distribution for CE / FDA-cleared medical devices.
Supply-chain design, logistics, and ongoing replenishment.
Multi-region sourcing across UK, EU, MENA, Asia, Africa.
Our ISO 13485-aligned QMS, inspections, and traceability.
How we qualify and audit every manufacturer in our network.
CE, FDA, MHRA, UKCA — how we keep shipments compliant.
Procurement guides, sourcing playbooks, regulatory updates.
Speak to the procurement team — response within one business day.
UK-registered (Company No. 16575073). Worldwide sourcing, verified suppliers, full compliance documentation. Tell us what you need and our team will respond within one business day.