A hard problem to resolve after the fact.
Start early, check the technical specification and tender response / contract include manuals as a deliverable and specify maintenance manual as well as user manual. Passwords to be included with maintenance manuals.
Always include a requirement for Spares and technical support for minimum of 10 years.
For computer controlled devices include a requirement for all upgrades or platform changes for 10 years to be included.
Make sure the receiving department is not the end user but the Biomedical / Hospital Engineering Department with final control over sign off.
As a final stick, no manuals when asked for, blacklist from future tenders.
