Optimising Procurement Costs for Vital Vaccine Supply & Delivery from EU to Africa for US Client
Access to vital medication forms a key part of any clinical trial. The timely and efficient delivery of such medication is essential to ensure the progression of the study and the ongoing development of life-saving treatments. Ensuring that medications reach their destination safely, securely, and cost-effectively is a key priority for any clinical trial and is not without its challenges, particularly when time is of the essence.
In this case study we highlight how Oximio successfully navigated these challenges, ensuring the sourcing and delivery of a critical vaccine comparator for a US-based client who needed to get swift delivery to a trial in South Africa.
Project Request
Our sponsors request required the sourcing and delivery of a large, single batch, of 1,300 comparator vaccine vials from Europe to South Africa. The goal was to optimise costs while streamlining the supply chain, ensuring that the product was delivered in full quantity, correctly labelled, and within the necessary temperature-controlled environment. The supply chain’s complexity was heightened by the requirement to manage multiple international borders, maintain cold chain integrity, and adhere to strict documentation protocols.
Key Challenges
Several challenges were encountered during the project, each requiring careful planning and execution:
Large Quantity in a Single Batch: Sourcing 1,300 vials of the vaccine comparator from a single batch within the European Union posed a significant challenge. Ensuring that the entire batch met the quality standards and was available for immediate dispatch was crucial.
International Coordination: The project required meticulous coordination between a US client, European suppliers, a labelling depot in Georgia, and logistics operators in South Africa and Ghana. Each party played a critical role in the successful execution of the supply chain.
Cold Chain Compliance: Maintaining a consistent temperature of 2-8°C throughout the entire journey was essential to preserve the integrity of the vaccine comparator.
Complex Documentation: The project demanded the precise management of paperwork across four entities – the supplier, Georgian labelling depot, logistics operator, and the end client. Essential documentation included the Contract of Affreightment (CoA), which is not always readily available, and cold chain compliance documentation for both Georgia and South Africa.
Time Sensitivity: The study was already in progress, requiring the medication to be delivered within a limited timeline to avoid delays in the clinical trial.
Cost Optimisation: The client required a cost-effective solution that did not compromise on quality or timelines. The decision to source from the EU rather than the US played a pivotal role in reducing overall costs.
Supply Chain Execution
To address these challenges, a multi-step supply chain strategy was developed and executed:
Sourcing and Collection: Our EU vendor, based in Lithuania, sourced the vaccine comparator from a partner in Romania. The product was collected and prepared for export.
Export and Cold Chain Management: The stock was exported from Europe, ensuring that the product was maintained within the required temperature range during transport to our facility in Georgia. The delivery was made under Delivered at Place (DAP) Incoterms 2010, ensuring that the seller took responsibility for delivering the goods to a specified location in Georgia.
Labelling and Documentation: Once the product arrived in Georgia, Oximio was responsible for importing the product, verifying the supply, and arranging for the necessary labelling. The product was then prepared for export under Free Carrier (FCA) Incoterms 2010, meaning that the buyer assumed responsibility once the goods were handed over to the carrier.
Logistics to Ghana: From here the labelled stock was collected by courier from our Georgian depot with goods transportation manged to the end client’s facility in Ghana where they were responsible for the final importation.
Outcome
The project was completed successfully, with the product delivered on time and at half the cost of sourcing from the US. Despite the complexities involved, including maintaining the cold chain across multiple borders and coordinating documentation between four different entities, the client received the full quantity of vaccine comparator needed to proceed with the study. This efficient and cost-effective solution not only met their requirements but also demonstrated our ability to manage complex global supply chains with precision.
Clinical Trial Supply Chain Solutions from Oximio
The project showcases the intricate coordination and strategic sourcing required to meet the demanding timelines and rigorous standards of clinical trials. By leveraging a strategic sourcing approach, maintaining rigorous cold chain standards, and ensuring meticulous coordination across multiple stakeholders we were delighted to deliver a successful outcome for our delighted client.
To find out how our supply chain solutions, can support your clinical research, please contact us.