Case
Hospital logistics system planning and tender support for Malmö Hospital
Support in planning and tender preparation for a hospital logistics system, including AGV coordination, technical specification, supplier dialogue, evaluation, and system planning across a complex multi-brand setup.
Project overview
Malmö Hospital required support in the negotiation phase of an EU tender for a hospital logistics system. The project included preparation of tender material, technical specification work, supplier coordination, and evaluation of offers.
A key part of the assignment was defining the AGV control system in an environment where two or more AGV brands needed to operate across the same hospital logistics setup. This required a structured approach to interfaces, system logic, transport flows, and future operational reliability.
The project combined tender structure, technical planning, and logistics coordination in a complex healthcare environment where documentation and operational reality needed to support each other.
Client: Malmö Hospital
Focus: Hospital logistics system
Scope: EU tender with negotiation
Role: AGV and logistics specialist
The challenge
The project involved more than writing tender material. It required translating operational needs into a structured and compliant tender process while also reducing unnecessary complexity for suppliers.
The hospital needed a hospital logistics system that could support efficient internal transport while handling the technical and operational challenges of a multi-brand AGV environment. This increased the importance of clear specifications, robust interface thinking, and well-defined evaluation criteria.
The tender also had to follow the formal requirements of an EU tender with negotiation, which placed additional demands on documentation, structure, and supplier communication.
Role and contribution
Søren Clausen supported the project as AGV and logistics specialist, working closely with the lead project manager throughout the tender and specification process.
His role included both technical and commercial input, with a strong focus on making the tender material clearer, more relevant, and easier for suppliers to respond to without compromising quality or compliance.
The work combined operational understanding, tender structure, supplier dialogue, and technical system thinking in support of a complex hospital logistics system.
Scope of work
The assignment included:
Preparation of technical and commercial EU tender material in line with the rules for EU tender with negotiation
Support related to FAT and SAT testing of the installation
Input to the technical specification of the AGV logistics solution
Dialogue with AGV suppliers during the process
Optimisation of transport logic based on time requirements and operational use cases
Technical clarification of conveyor systems and trolley interfaces to reduce future interface issues
Input to service agreement content for the tender
Evaluation of supplier offers based on defined requirements and tender rules
Input to AGV control tower architecture based on VDA 5050 principles
How the project was approached
The work focused on making the tender process more precise, more relevant, and easier to handle for both the client and the suppliers.
This meant reducing unnecessary material, sharpening technical descriptions, and improving the structure of the tender documentation. At the same time, the solution logic had to reflect real transport needs and future operational coordination across multiple AGV systems within the wider hospital logistics system.
The project also required close supplier dialogue and technical clarification to reduce interface risks early in the process. This helped create a stronger foundation for both evaluation and later implementation.
01
Clarifying logistics needs
02
Structuring the tender material
03
Supporting supplier dialogue and evaluation
04
Reducing interface risk for implementation
Technical focus areas
A central part of the project was ensuring that the technical framework supported long-term operational reliability within a complex hospital logistics system.
AGV control system coordination across multiple brands
interface risks between AGVs, conveyors, and trolley systems
transport flow optimisation based on real operational needs
tender specification clarity
evaluation logic and supplier alignment
This kind of work requires more than tender experience alone. It requires practical logistics understanding, technical judgement, and the ability to connect documentation with operational reality.
Results
The tender process for the hospital logistics system was improved through a more focused and efficient structure. Key outcomes included:
40% reduction
in first-round offer volume
Faster tender process
through leaner material and structure
Better supplier response time
supported by clearer feedback loops
Stronger system foundation
for multi-brand AGV coordination
Need support with hospital logistics systems, tender work, or complex technical projects?
If your business needs structured support across technical planning, tender preparation, logistics optimisation, or project coordination, Søren Clausen can contribute with practical experience and reliable execution.
