The Cost and Consumption Record is a central element of the Cost and Consumption Register of EKAPY and aims to monitor the rate of consumption of products and materials by the bodies of article 7 of Law 4865/2021.
It records quantitative and value consumption data on a defined calendar basis, allowing the systematic recording of consumption by carrier, product category and time period. This Archive is used for stock control, the formulation of efficiency indicators and the documentation of future procurement needs.
The Consumption Standards Archive aims at the recording and statistical processing of consumption indicators of products and materials by the bodies of article 7 of the Law. 4865/2021.
This file captures consumption patterns based on quantitative and temporal data resulting from the analysis of historical data of the Network Consumption Record. These standards are compared with internationally accepted indicators, allowing for the assessment of resource efficiency and the identification of discrepancies or overconsumption.
The Archive supports the procurement planning process, offering a scientifically documented basis for forecasting future needs and assessing stock adequacy.
In addition, it contributes to the development and implementation of consumption and cost optimization policies, while enhancing transparency and control at all stages of the health supply chain. The regular review and updating of the standards ensures the continuous adaptation of the system to the real operational and operational needs of the health institutions.
Technical Specification Evaluation File
The Technical Specification Evaluation Archive operates as the official database for the technical specifications of products and services submitted by the bodies of article 7 of Law. 4865/2021.
Archive of Uniform National Technical Specifications
The Archive of Unified National Technical Specifications is the institutionalized reference point for the final and unified technical specifications of products and services to be included in central procurement procedures by EKAPY. This Archive is compiled after the collection, evaluation and consolidation of individual technical requirements and aims to establish a single framework for each category of procured item or service.
The Unified National Technical Specifications result from the evaluation of the technical specifications by specialized committees per type of supply. The committees are made up of doctors and users of the materials. The technical specifications are drawn up by doctors of the National Health System, the Armed Forces and private doctors, with the assistance of medical associations and medical companies per type of supply.
The purpose of the Archive is to collect, organize and make available the approved specifications so that they can be used as a model in procurement procedures. Each entry includes a detailed description of the required technical characteristics, the category of the product or service based on the single coding and the evaluation decision of the E.K.A.P.Y., ensuring the standardization and comparability of the offers. The data is constantly updated, while the Archive is used both for the preparation of tender documents and for the support of transparency and quality control of the items supplied. Additionally, it enhances the procurement centralization process, facilitating collaboration among stakeholders and alignment with the Ministry of Health’s strategic priorities.
The Annual Planning File is a key tool of the Central Procurement Registry of EKAPY and collects the procurement needs declared by the bodies of article 7 of Law 4865/2021 on an annual basis. This is a structured mapping of the requested items and services, submitted in the context of the annual programming cycle, in accordance with the procedure provided for by the relevant legislation. Each entry includes information such as type of product or service, quantities, time horizon coverage and justification of need. The Archive supports the strategy of centralization of procurement, as it allows the grouping of requests, the cross-checking with historical consumption data and the prioritization of actions of E.K.A.P.Y.
The Procurement Planning Submission File by Health Region (YPE) is a functional component of the Central Procurement Registry of EKAPY and is integrated into the Integrated Information System of ESIDIS.
Through this Archive, every Ministry of Education. It undertakes the responsibility to collect, control, evaluate and finalize the procurement needs of its supervised entities, ensuring the accuracy and completeness of the declared requests. The declarations of needs are registered on the electronic platform, in an environment with protected access, and form the input to the Annual Planning Archive.
This process ensures that planned procurements are aligned with actual needs, that duplication is avoided, and that transparency and efficiency are enhanced. At the same time, it allows the homogenization of requests based on the Unified National Technical Specifications, enhancing the preparation for the central tender procedures. This Registry is a critical link in the process of strategic planning and optimization of resources for the health procurement system.
The file contains the Unified Coding as well as the full details of the products and services for the bodies of article 7 of Law 4865/21, for use in public procurement.
The main categories of products and services concern:
The uniform codification contains in detail the categories of goods and services with their description and analysis in “tree-like form”.
Especially for Medicines, the analysis of the categories will be defined by the EOF, while for the other categories EKAPY is appointed as the management manager.
The Supplier Registry includes all registered suppliers who transact with the public health network and the bodies referred to in article 7 of the Law. 4865/2021.
The File records full identification, categorization and contact details of each supplier, as well as the categories of products or services it offers. Registration in it is mandatory to carry out any transaction or participation in a tender process.
The Archive supports transparency and control of the procurement system, providing the ability to search, filter and edit the details of each supplier. In addition, it records the status of each record as active or inactive and allows approval or update requests to be sent by the suppliers themselves.
The Acceptable Price Range Archive maintains the accepted prices for products or services in the field of medical devices and services for the bodies of article 7 of Law 4865/21, for use in public procurement. The prices included in the file are considered valid and are used to evaluate and compare bids in tenders or contracts.
This record typically aids in the regularity of processes and ensuring transparency, ensuring that prices do not exceed specified thresholds or market data. The Acceptable Price Range Archive essentially replaces the Price Observatory, in which the lowest prices achieved by any tender process are posted within the limits of what is defined in the following paragraphs and which bind all types of tender process as well as the direct award process.