Medical Device Tendering: Technical Criteria to Evaluate to Reduce the Risk of Selecting the Wrong Product

In medical device tendering, a product that meets all specifications on paper may still be unsuitable for a hospital’s actual needs. A device may comply with configuration requirements but be incompatible with existing infrastructure, lack necessary accessories, be difficult to integrate with data systems, depend on proprietary consumables, or have no suitable maintenance plan after the warranty period.

Technical evaluation should therefore not be limited to comparing each line of a catalog and marking it as “compliant” or “non-compliant.” The technical evaluation committee should assess the entire solution, from intended use, capacity, accuracy, and installation requirements to training, spare parts, and support throughout the equipment lifecycle.

A well-designed set of criteria should be clear enough to distinguish between solutions without being unnecessarily tailored to a specific model unless there is a valid clinical or technical justification. The ultimate goal of the medical device tendering process is to select equipment that can operate reliably, meet clinical requirements, and remain effective under the facility’s actual operating conditions.

Why Can Equipment That “Meets the Specifications” Still Be an Unsuitable Choice?

In many bidding documents, technical requirements are presented as a list of specifications. Bidders provide catalogs or supporting documents for each requirement, and the evaluation team compares the information before reaching a conclusion.

This approach is necessary, but it is not sufficient.

A device may meet all listed specifications but still create implementation problems because:

- Actual capacity does not match patient volume or laboratory sample volume.
- An important feature is optional and not included in the quoted price.
- Included accessories are insufficient for full operation.
- Software requires recurring license fees that have not been clarified.
- The device cannot connect to existing systems.
- Electrical, water, medical gas, or installation room infrastructure is inadequate.
- Consumables are difficult to source or depend on a single supplier.
- Spare part lead times are too long.
- Facility staff do not yet have sufficient operating capability.
- The supplier does not have adequate technical personnel in the region.
- Post-warranty costs are higher than expected.
- The configuration appears suitable on paper, but the actual workflow is too complex.

Conversely, a device with more features does not necessarily provide greater value. If the hospital does not use those features, the additional investment may not generate corresponding benefits.

This is why technical criteria should be developed from the actual use case, not from the feature list of an existing product.

The Legal Framework Should Be Defined Before Technical Criteria Are Developed

As of August 2026, contractor selection activities are governed by Consolidated Document No. 74/VBHN-VPQH on the Law on Bidding, dated March 25, 2026, and Decree No. 214/2025/NĐ-CP detailing a number of provisions and measures for implementing the Law on Bidding with respect to contractor selection. Organizations should review the regulations, standard forms, and delegation of authority in effect at the time the contractor selection process is conducted.

Circular No. 79/2025/TT-BTC provides guidance on the provision and publication of bidding information and standard forms on the National E-Procurement System. Circular No. 80/2025/TT-BTC provides detailed forms for requests for proposals, evaluation reports, appraisal reports, and related documents.

For medical devices specifically, facilities should also review:

- Medical device management and market authorization requirements.
- Market authorization status.
- Device classification.
- Market authorization holder information.
- Manufacturing facility.
- Warranty service provider.
- Storage, transportation, and use requirements.
- National centralized procurement or price negotiation lists where applicable.

Consolidated Document No. 08/VBHN-BYT dated March 6, 2026, currently consolidates regulations on medical device management. In addition, Circular No. 01/2026/TT-BYT establishes the national centralized procurement list for certain medical devices and laboratory supplies and took effect on March 1, 2026.

Not every procurement package follows the same procedure. Procurement units should clarify the funding source, selection method, applicable lists, approval authority, and required documentation before developing detailed criteria.

First Criterion: The Equipment Must Address the Actual Clinical Need

The most important question is not “How many features does the equipment have?” but:

Can the equipment perform the clinical processes the hospital actually needs?

To answer this, the user department should clearly describe:

- Patient population or sample type.
- Type of clinical procedure.
- Expected number of cases.
- Operating hours per day.
- Peak capacity requirements.
- Required outputs.
- Conditions of use.
- Desired level of automation.
- Ability to work with other equipment.
- Limitations of the current system.

For example, for a laboratory system, the requirement should not simply state “high throughput.” It should clarify:

- Minimum required throughput.
- Whether throughput includes sample loading time.
- Turnaround time for priority tests.
- Ability to process emergency samples.
- Number of sample positions.
- Continuous loading capability.
- Automatic dilution or rerun capability.
- Level of technician intervention required.

For diagnostic imaging equipment, needs may include:

- Types of procedures to be performed.
- Patient groups.
- Required probes or accessories.
- Required image quality.
- Storage capability.
- PACS connectivity.
- Expected case volume.
- Room requirements.

The more clearly the use case is defined, the easier it becomes for the evaluation committee to distinguish genuinely necessary specifications from supplementary features.

Product Identification and Documentation Criteria

Before evaluating functionality, the offered product should be clearly identifiable and consistent across all documents.

Information to compare includes:

- Device name.
- Commercial name.
- Model.
- Manufacturer.
- Manufacturing facility.
- Country of manufacture.
- Product owner.
- Market authorization holder.
- Device classification.
- Intended use.
- Warranty service provider.
- Accessory list.
- Software version where relevant.

The device name in the bid, catalog, market authorization documentation, and technical materials should refer to the same product.

Compare Models, Not Just Product Names

A single market authorization record may cover multiple models. Models within the same product line may differ in:

- Capacity.
- Number of channels.
- Number of modules.
- Probe types.
- Software configuration.
- Measurement range.
- Connectivity.
- Standard accessories.

Finding the product name in the documentation is therefore not enough. The model offered in the tender must fall within the relevant documentation and correspond to the proposed configuration.

Distinguish the Main Device, Accessories, and Consumables

The evaluation team should clearly identify which items are:

- Main equipment.
- Standard accessories.
- Optional accessories.
- Initial supplies.
- Consumables.
- Peripheral equipment.
- Software.
- Software licenses.
- Implementation services.
- Maintenance services.

If these categories are not clearly separated, two bidders may offer the same model while providing solutions of significantly different practical value.

Functional Evaluation: Do Not Ask Only “Yes or No”

A common way to assess functionality is to determine whether the product has a required feature. However, the same function may be implemented in different ways and create very different operating experiences.

For each important function, consider:

- Is the function included in the standard configuration or purchased separately?
- Does it require additional hardware?
- Is there a usage limit?
- Does it require an annual license?
- Can it operate independently or does it depend on a network?
- Does it require dedicated consumables?
- Can it be used simultaneously with other functions?
- How many steps does the operator need to perform?
- Can data be stored and exported?
- Is the function restricted by user account?

For example, two systems may both support data export, but:

- One exports automatically using an integration standard.
- One allows only manual export.
- One requires an additional module.
- One exports only in a proprietary format.
- One does not allow raw data export.

If the bidding document simply states “supports data export,” these important differences will not be captured.

Evaluate Performance Under Real Operating Conditions

Performance specifications should be assessed in the context in which the equipment will actually be used.

Possible criteria include:

- Throughput.
- Processing time.
- Measurement range.
- Resolution.
- Accuracy.
- Repeatability.
- Detection capability.
- Maximum load.
- Start-up time.
- Mode-switching time.
- Storage capacity.
- Battery life.
- Power consumption.
- Noise level.
- Size and weight.

Not every equipment category requires all of these parameters. The committee should select only those that materially affect the intended use.

Clarify the Conditions Under Which Performance Values Are Achieved

Published throughput may have been measured under optimal conditions and may not include:

- Sample preparation time.
- Cleaning time.
- Calibration time.
- Consumable replacement time.
- Start-up time.
- Operator handling time.
- Data transmission time.

Similarly, battery life may vary depending on:

- Screen brightness.
- Number of active modules.
- Wireless connectivity.
- Battery age.
- Environmental conditions.

Where a specification is critical to the decision, the bidding documents should require bidders to explain the test conditions or basis for the published value.

Set Reasonable Minimum Requirements

Minimum requirements should be derived from actual needs and should not be set unnecessarily high simply to obtain a “better machine.”

Requirements exceeding actual needs may:

- Increase price.
- Reduce the number of eligible solutions.
- Add features that will not be used.
- Increase maintenance costs.
- Require more complex infrastructure.
- Increase training time.

Conversely, requirements that are too low may result in inadequate capacity or performance.

Compatibility with Hospital Infrastructure

Medical equipment does not operate independently of its surrounding environment. The technical committee should evaluate compatibility with:

- Room area.
- Transportation routes.
- Floor load capacity.
- Power supply.
- Grounding.
- UPS.
- Air conditioning.
- Ventilation.
- Water supply.
- Drainage.
- Medical gases.
- Internal network.
- Storage systems.
- Infection control conditions.
- Fire prevention and safety systems.

Responsibilities should be clearly allocated:

Item	Hospital Prepares	Bidder Provides	Coordination Required
Installation site	According to approved design	Installation requirement documentation	Pre-implementation site survey
Power supply	Power outlet and infrastructure	Power cable and converters according to configuration	Confirm power capacity and grounding
Data network	Network infrastructure and access policies	Interfaces and connection ports	Integration testing
Water or gas	Utility connections and input quality	Connectors or accessories	Confirm specifications
Air conditioning	Room conditions	Temperature and humidity requirements	Monitor during operation
Safety shielding	According to the approved technical design	Equipment technical information	Assess before installation

Good technical criteria should not only specify input requirements but also define responsibilities to reduce the risk of disputes after contract signing.

Connectivity and Data Governance

For digital equipment, connectivity can directly affect operational workflows.

Depending on the system, hospitals may need to assess:

- Ability to connect with HIS, LIS, RIS, PACS, or EMR.
- Supported communication standards.
- Data sending and receiving mechanisms.
- Patient information synchronization.
- Local data storage capability.
- Storage capacity.
- Data export formats.
- Historical data retrieval.
- User access control.
- Audit logs.
- Backup and recovery.
- Software updates.
- Remote support access.
- Security mechanisms.

General statements such as “can integrate with hospital systems” should not be accepted without clarifying:

- Is integration included in the quoted price?
- Who is responsible for interface development?
- Who bears additional costs?
- How long will implementation take?
- What are the acceptance criteria for integration?
- Does it depend on a third party?

Connectivity should be verified through technical documentation, implementation plans, and testing results where appropriate rather than relying solely on commercial commitments.

Consumables and Supply Models

Some devices may have a competitive purchase price while long-term operating costs depend heavily on consumables.

The evaluation should determine:

- Whether the device uses open or proprietary consumables.
- How many consumables are required per operating cycle.
- Shelf life.
- Storage conditions.
- Packaging format.
- Waste after opening.
- Order lead time.
- Whether alternative suppliers are available.
- Whether minimum purchase quantities apply.
- Whether the equipment is locked to consumable codes.
- How long consumable prices are maintained.
- How supply will be handled if the manufacturer discontinues the product.

For laboratory equipment, the evaluation should also consider:

- Reagents.
- Calibrators.
- Quality control materials.
- Cleaning solutions.
- Cuvettes or reaction consumables.
- Actual number of tests per reagent kit.
- Stability after opening.
- Number of tests consumed for calibration and quality control.

Evaluating the equipment without evaluating its consumable ecosystem may result in a low initial purchase price but high operating costs or unreliable supply.

Warranty Conditions Should Be Quantifiable

A criterion stating only “24-month warranty” does not fully describe service quality.

The committee should clarify:

- Warranty start date.
- Warranty scope.
- Spare parts included.
- Whether wear parts are included.
- Number of preventive maintenance visits.
- Response time.
- Time to arrive on-site.
- Repair time.
- Circumstances for component replacement.
- Circumstances for providing replacement equipment.
- Scope of software support.
- Travel costs.
- Contact point for service requests.

Two bidders may both offer a two-year warranty but provide significantly different service capabilities if:

- One has local engineers.
- One must send engineers from another region.
- One maintains spare parts inventory in Vietnam.
- One must import every replacement component.
- One has backup equipment.
- One provides only remote support.

The criteria should therefore evaluate not only the warranty period but also the bidder’s ability to fulfill its commitments.

Post-Warranty Maintenance and Spare Part Availability

Medical devices are typically used for longer than the warranty period. Bidders should present a plan for maintaining equipment during subsequent years.

Areas to evaluate include:

- Expected product support period.
- Spare part sources.
- Spare part lead times.
- List of wear parts.
- Reference maintenance costs.
- Availability of service contracts.
- Recommended maintenance frequency.
- Fault diagnostic tools.
- Software update capability.
- Support when the manufacturer discontinues the product.
- Transfer of technical documentation.
- Ability to train hospital technical staff.

A commitment to “provide spare parts long term” should be defined by a specific period, scope, and support mechanism.

Training Should Not Be Limited to a Single Handover Session

Training should be tailored to different personnel groups.

User Training

Typical content includes:

- Basic operating principles.
- Pre-operation preparation.
- Operating procedures.
- Pre-use checks.
- Alarm recognition.
- Cleaning and storage.
- Basic troubleshooting.
- Incident reporting.
- Shutdown and end-of-process procedures.

Technical Training

Content may include:

- Functional checks.
- Basic maintenance.
- Error code interpretation.
- Accessory checks.
- Configuration backup.
- Software management.
- Support escalation procedures.
- Intervention limitations.
- Service documentation that may be provided.

Training Acceptance Criteria

The documentation should specify:

- Number of sessions.
- Duration.
- Number of participants.
- Target audience.
- Venue.
- Training materials.
- Trainer.
- Method for confirming completion.
- Additional training for new personnel.
- Retraining after upgrades.

If the document only states “complete technology transfer training,” the facility may find it difficult to determine whether the bidder has fulfilled its obligation.

How Should Origin and Implementation Experience Be Evaluated?

Country of origin should not be used as a substitute for technical quality assessment. A product should be evaluated based on:

- Ability to meet requirements.
- Intended use.
- Performance.
- Reliability.
- Compatibility.
- Technical services.
- Lifecycle cost.

The implementation experience of the bidder or product may help assess delivery capability, but it should not be used as the sole evidence that the equipment is suitable for the purchasing facility.

When requesting reference information, the focus may include:

- Types of facilities where the system has been implemented.
- Similar configurations.
- Operating duration.
- Service capabilities.
- Feedback on spare parts.
- Installation scale.
- Integration capability.

Reference requirements should not be excessively specific where they are not directly related to the implementation risks of the procurement package.

Demonstrations and Trials Should Have Predefined Evaluation Criteria

For complex equipment, demonstrations may help verify functions that are difficult to assess from documentation alone.

However, demonstrations are useful only when:

- The functions to be demonstrated are defined in advance.
- All bidders are assessed using the same criteria.
- Test conditions are comparable.
- Evaluators have appropriate expertise.
- Results are documented.
- No arbitrary criteria are added during the demonstration.
- Personal impressions do not replace predefined criteria.

A demonstration evaluation form may include:

Evaluation Area	How to Check
System start-up	Time and operating steps
Workflow	Number of steps and ease of use
Main functions	Perform according to a predefined scenario
Alarms	Simulate an appropriate situation
Data storage	Check the ability to save, search, and export
Connectivity	Test communication where infrastructure allows
Cleaning	Observe accessibility of surfaces
Consumable replacement	Assess procedure and time
Error response	Review error code information and guidance

A demonstration does not replace technical documentation. It is only an additional verification method.

How to Build an Evaluation Method That Reduces Subjectivity

Each criterion should contain four elements:

1. Requirement: What must the product meet?
2. Evidence: What documents must the bidder provide?
3. Verification method: How will the evaluation team assess it?
4. Result: What conditions constitute compliance?

For example:

Component	Illustrative Content
Requirement	The device can connect to the hospital’s PACS
Evidence	Technical documentation and integration plan
Verification method	Document review, clarification, and testing where required
Result	Data can be transmitted, stored, and retrieved according to acceptance criteria

A criterion that simply states “supports PACS” without specifying the evidence or assessment method can easily lead to different interpretations between bidders and evaluators.

Technical Criteria Review Checklist Before Issuing the Bidding Documents

Needs and Scope of Use

- Intended use has been described specifically.
- Required capacity is based on actual data.
- Mandatory requirements have been distinguished from preferred features.
- Features with no planned use have not been made mandatory.
- The procurement scope includes all necessary equipment, accessories, and services.

Product Identification

- Device name, model, manufacturer, and manufacturing facility are clearly required.
- Criteria for verifying the market authorization number are included.
- The actual model must fall within the product documentation.
- Standard and optional accessories are clearly separated.
- Software versions are identified where they affect functionality.

Performance and Operation

- Each specification has a clear rationale linked to the actual need.
- Conditions under which published performance values are achieved have been clarified.
- Criteria can be assessed using documentation or appropriate methods.
- Vague descriptions such as “modern,” “advanced,” or “optimal” are avoided.
- User workflow has been considered.

Infrastructure and Data

- Electricity, water, medical gas, temperature, and space requirements are described.
- Responsibility for infrastructure modifications is defined.
- Integration requirements are specific.
- Connectivity costs have been clarified.
- Criteria for access control, backup, and data export are included.

Services and Lifecycle

- Warranty commitments are measurable.
- Response and repair times are defined.
- Periodic maintenance requirements are specified.
- Post-warranty spare part supply arrangements are addressed.
- Long-term consumable and service costs are considered.
- Training includes defined participants, duration, and outcomes.
- Acceptance documentation includes both technical and operational records.

Competition and Evaluability

- Requirements are not written around a specific catalog without justification.
- Criteria do not conflict with one another.
- Units of measurement are standardized.
- Requirements are not unnecessarily higher than actual needs.
- The evaluation team can assess submissions consistently based on the documentation.
- Treatment of equivalent documentation has been anticipated.
- Items requiring demonstrations or clarification are identified in advance.

Frequently Asked Questions About Technical Bid Evaluation

Should Equipment Be Required to Meet Every Listed Specification?

Mandatory requirements should be clearly defined and linked to actual use needs. For features that provide only additional value, facilities may consider an appropriate evaluation method rather than making every feature a disqualifying condition.

If a Catalog Does Not Show a Feature, Can Other Documents Be Used as Evidence?

This depends on the requirements of the bidding documents and applicable regulations. The documentation should specify in advance which types of supporting evidence are acceptable to avoid inconsistent assessment among bidders.

Should Every Device Be Demonstrated?

Not necessarily. Demonstrations are appropriate when there is a need to verify workflow, functionality, or connectivity that cannot be adequately assessed from documents. Demonstration content should have clear criteria and be applied consistently.

Does the Lowest Price Mean the Lowest Cost?

No. The bid price may not fully reflect consumables, licensing, maintenance, spare parts, infrastructure, and equipment downtime. Facilities should evaluate costs according to the scope and methodology specified in the bidding documents.

Can a Specific Brand or Country of Origin Be Required?

Criteria should be based on actual needs and comply with current bidding legislation. Organizations should not specify a particular brand, model, or origin without an appropriate legal and technical basis.

What Should Be Done When Two Devices Both Meet the Specifications but Differ Significantly in Service Quality?

The bidding documents should include criteria covering warranty, response time, spare parts, training, and post-warranty services. If these factors are not defined from the beginning, the evaluation team may have difficulty using them to distinguish between solutions.

This article is provided for informational purposes only and does not replace legal advice or professional decisions by the competent authority. Healthcare facilities should review the bidding, public asset, budget, and medical device management regulations in effect at the time of implementation.

Explore Medical Devices and Hospital Operations Solutions at PHARMEDI & HEALTHCARE VIETNAM 2026

In medical device tendering, catalogs and specification sheets are important references for product evaluation, but they do not fully reflect how a solution will perform under actual hospital conditions. Two devices that both meet the same technical requirement may still differ significantly in included configuration, workflow, data connectivity, consumables, infrastructure requirements, and after-sales technical services.

Alongside reviewing documentation and developing evaluation criteria, directly exploring technologies available in the market can help hospitals better understand which requirements are genuinely essential, which are supplementary features, and which factors should be clarified before they are incorporated into procurement documentation.

At PHARMEDI & HEALTHCARE VIETNAM 2026, the Product Showcase Area brings together products, technologies, and solutions from domestic and international companies across categories including medical devices and supplies, diagnostic technologies, laboratory solutions, digital health, and smart healthcare. It also provides visitors with opportunities to explore new solutions, compare technologies, and identify options aligned with their organization’s investment and upgrade plans.

For technical evaluation committees, medical supplies and equipment departments, and procurement units, visiting PHARMEDI VIETNAM 2026 provides an opportunity to observe products directly and clarify factors that may not be fully captured in a specification sheet:

- What equipment, modules, software, and accessories are included in the standard configuration?
- Are important features included, or do they require additional licenses or hardware?
- Under what operating conditions are capacity and performance specifications established?
- How can the device connect with HIS, LIS, RIS, PACS, or other hospital systems currently in use?
- Does the equipment use open consumables or depend on proprietary supplies from the manufacturer?
- What electrical, water, medical gas, network, and installation space conditions are required?
- Are operating, cleaning, consumable replacement, and alarm-handling procedures suitable for actual staffing conditions?
- How are warranty policies, response times, and spare part supply arrangements structured?
- How long will technical support and spare parts remain available after the warranty period?
- Which functions can be verified through demonstrations, technical documentation, or testing before acceptance?

Observation and discussion at the exhibition do not replace the tendering process or an approved evaluation methodology. Their value lies in helping procurement teams better understand how solutions operate in practice, providing additional reference information when defining needs, developing technical criteria, and preparing future investment plans.

In addition to the exhibition area, PHARMEDI VIETNAM 2026 also offers programs for buyers and professional networking activities, creating additional opportunities for hospitals, medical centers, and healthcare facilities to engage directly with companies offering solutions relevant to their investment needs.

In this way, attending PHARMEDI & HEALTHCARE VIETNAM 2026 can help organizations move beyond simply “reading specifications” toward a better understanding of how a device is implemented, operated, and maintained in practice — an important perspective for reducing the risk of selecting a product that appears suitable on paper but does not fit the hospital’s actual operating conditions.

Dates: September 22–24, 2026

Venue: Saigon Exhibition and Convention Center (SECC), Ho Chi Minh City

Exhibitor Registration:https://pharmed.vn/exhibitor/application-formVisitor Registration:https://ers-vn.informa-info.com/pha2026?cid=FB

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ContactBooth Booking:[email protected] (Thanh Thuý)

Media Support:[email protected] (Anita Pham)

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