Choosing C-arm suppliers in the UAE: tender specs and due diligence

Manufacturer or distributor: who are you buying from

A C-arm machine reaches a UAE hospital through a manufacturer, an authorised distributor or a trader. An authorised distributor holds a written agreement with the manufacturer covering supply, registration, warranty and service. Ask for the authorisation letter, confirm its scope and validity, and check that it covers the exact models in the tender.

A trader without manufacturer authorisation may not be able to obtain spares, software or warranty support. The difference only becomes visible when something fails, so check before the order.

It is also useful to ask for a list of installed units of the same model in the region and for user contacts. A genuine distributor will not object to you speaking to colleagues who already use the equipment.

Writing the tender specification

Write the specification around clinical needs rather than one brand's brochure. State the procedures, detector type and size, generator power, cooling, free space inside the arc, imaging modes (low dose, pulsed, DSA if needed), DICOM and dose reporting, plus accessories such as table, trolley, footswitch and drapes. Our guide to C-arm specifications explains how to define each parameter, and the mobile C-arm buying guide covers the wider process.

Avoid requirements that only one manufacturer can meet unless they are clinically necessary, and ask bidders to state compliance clause by clause, with datasheet references.

Be explicit about the scope of supply too: how many cables, covers, protective accessories and consumables are included, and which options are priced separately. These details often cause disputes after delivery.

Registration, licensing and documents

Medical devices must be registered with the relevant authority (federally MOHAP), and facilities and professionals are licensed by authorities such as DHA in Dubai and DOH in Abu Dhabi. X-ray equipment is also subject to federal radiation regulation. Ask each supplier what registration status the device has, who is the registration holder and what documents they provide for your licence application. See radiation regulations in the UAE. Confirm current requirements with the authorities.

Request the manufacturer's declaration, certificates of conformity, the datasheet, the user and service manuals, and the list of included options.

Delivery, installation and training

Compare what is included: transport, customs handling, unpacking, installation, acceptance testing, application training for radiographers and surgeons, and handover documents. Ask about site requirements such as power, door widths and shielding, and who is responsible for each. See our installation and delivery pages for what a typical scope includes.

Keep schedules realistic and avoid promises you cannot verify; ask suppliers to put delivery and installation commitments in the contract.

• Authorisation letter from the manufacturer
• Registration status and documents for licensing
• Installation and acceptance test scope
• Training for operators and super-users
• Warranty terms and service coverage

Service, spares and mobile C-arm services

Ask where the service engineers are based, how fast they respond, which spares are stocked locally, and what remote support is offered. Compare warranty periods and what they cover, particularly the tube and flat panel. Some hospitals also use mobile C-arm services (a supplier visits with a unit) for peaks or trials, which can be a useful stop-gap but is not a replacement for ownership.

Beckfinity is an authorised distributor for Perlove and Villa C-arms, including the Arcovis DRF. Contact us to receive a quotation and to arrange a demonstration against your tender specification.

Compare bids on total cost of ownership over several years, not on the first line of the quotation: warranty, scheduled maintenance, tube replacement and downtime. A low offer without local service often proves expensive.