Defence Online

Rapid Onboarding of SMEs Revolutionises Medical Inventory

June 25, 2026

Challenge

• The Defence Medical Services (DMS) team urgently needed to digitise and automate inventory management, to overcome inefficiencies and operational risks.
• Manual processes led to misplaced or excess medical items, reducing accuracy and increasing wastage.
• Inventory details were recorded on paper and transcribed into spreadsheets, introducing delays and errors.
• The overall process was time-consuming, burdened by duplication and administrative overhead. This slowed down progress and limited the team’s ability to respond quickly and operate with agility.
• By leveraging edge computing, the solution will enable real-time tracking, faster reordering, reduced wastage and accurate stock transfers.

Approach

• Used NVfI to tap into a growing network of innovative SMEs, ensuring access to niche expertise and fresh ideas.
• Early Engagement and Collaboration: Suppliers were engaged early through demonstrations and presentations, fostering strong relationships and alignment with project goals.
• Streamlined Procurement: A flexible process with fewer notice requirements and compliance under Public Contracts Regulations 2015 (PCR 2015) made onboarding faster and simpler.
• Dedicated Support: Constellia, acting as the neutral vendor, provided ongoing support throughout, helping maintain pace and compliance.

Outcomes

• NVfI opened doors to niche expertise and cutting-edge solutions that traditional routes might have missed.
• Efficient Process:
  • Compared to other routes, NVfI delivered faster onboarding and reduced complexity.
  • The entire procurement journey took four months – extended slightly by internal delays – but speed was never the primary goal.
• Delivering Strategic Defence Review (SDR) and Defence Industrial Strategy (DIS):
  • Contract awarded to Kiniot Ltd, a UK SME based in Northern Ireland. This is an example of how the government is backing British businesses and increasing MOD spending with SMEs.

KEY WINS: 

• 95% SME engagement in industry day
• Scalable for future phases and broader deployment

“Despite the nature of the project, the complexities of digital procurement and being the first tender run through NVfI, Commercial X quickly grasped the requirements and worked at pace to deliver a contract that provides good value to the MOD.” Surg Cdr James Saffin FRCA – Consultant Anaesthetist – jHubMed

For more information contact: nvfi-support@constellia.com | www.constellia.com/nvfi | 0330 320 8020

Post written by: Vicky Maggiani

Vicky has worked in media for over 25 years and has a wealth of experience in editing and creating copy for a variety of sectors.