Regional Solar Program Briefing
HPVEOI2018-146.001
Thursday 22 March 2018 – 2pm
David Clarke – Senior Category Manager
Dr Jefferson Hopewell – Sustainable Procurement Officer
• Introducing Health Purchasing Victoria
• HPV Invitation to Supply evaluation process
• Category Briefing
• Category objectives
• Proposed categories in scope
• Other information (e.g. Recallnet and VPCS Compliance)
• Proposed Timeline
• Tips for responding
• Next Steps
• Staying in touch with HPV
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Supplier Briefing
Register - sign in
On HPV website:
• Industry Briefing presentation slides
• Expression of Interest information
Register on the HPV Website as a supplier and add this category as a Favourite to receive updates
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Presentation Information
At Health Purchasing Victoria (HPV) we help public health care services deliver high quality
patient care by ensuring they have a reliable and agile supply chain.
We do this by:
Partnering with them to organise collective contracts for the things they buy.
Providing advice and education on how to get their supply chain working at its best.
Ensuring Victorian Government health purchasing policies are complied with.
Who is Health Purchasing Victoria?At Health Purchasing Victoria (HPV) we help public health care services
deliver high quality patient care by ensuring they have a reliable and agile
supply chain.
We do this by:
• Partnering with them to organise collective contracts for the things they buy.
• Providing advice and education on how to get their supply chain working at its best.
• Ensuring Victorian Government health purchasing policies are complied with.
Who is Health Purchasing Victoria?
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
HPV Objectives
• Facilitate access by public hospitals and health services to goods, services and equipment on best-value terms
• Combines the collective purchasing power of more than 80 legal entities to establish whole-of-health contracts
• Foster supply chain and process improvement, through developing relationships with suppliers and health services
• Ensure probity is maintained in purchasing, sourcing and contracting activities
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Services
Reference Group (RG)
HPV Organisation
• Independent statutory authority
• Established in 2001, funded by the
Dept. of Health
• Receives legislative support to
establish whole of health contracts
• Processes based on the VGPB
Strategic Sourcing Principles
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Procurement Team
Sustainability
Sustainable Procurement
Officer
Medical & Pharmaceuticals
Clinical Product Advice
Medical Consumables
Prostheses
Pharmaceuticals & Pathology
Indirect Products & Services (IPS)
Services
Utilities
Consumables
Projects
Capital Equipment
Medical Imaging
Devices
Operations
Services
Sourcing Analysts
Administration
Internal Sourcing
Access and Participation
HPV Sourcing team structure
What is the Victorian Industry Participation Policy (VIPP)?
Through its Victorian Industry Participation Policy (VIPP), the Victorian
Government is committed to improving opportunities for local suppliers to
create more new jobs and grow the economy.
The VIPP ensures that small and medium size enterprises (SMEs) are given a
full and fair opportunity to compete for government contracts, such as
hospitals, schools and road projects, while still achieving value for money.
HPV has set VIPP Plans a requirement for the next stage ITS
• Access the VIPP Management Centre (VMC) via this link
• Give yourself time in the tender process to develop your VIPP Plan.
• The Industry Capability Network (ICN) can assist tenderers in documenting
their VIPP Action Plan
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Victorian Industry Participation Policy
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
The Victorian State Government (the State) is committed to ethical, sustainable and socially
responsible procurement. In ensuring that our suppliers maintain the same values as the
Government, the State has established a Supplier Code of Conduct (the Code).
The Code outlines the minimum ethical standards in behaviour that suppliers will aspire to
meet when conducting business with, or on behalf of, the State in the areas of:
A. integrity, ethics and conduct
B. conflict of interest, gifts, benefits and hospitality
C. corporate governance
D. labour and human rights
E. health and safety
F. environmental management
For more information download the supplier fact sheet and frequently asked questions.
• It is a mandatory requirement that you understand and acknowledge commitment to the
code, and ensuring it is understood by related parties, contractors and sub-contractors.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Supplier Code of Conduct
• Achieve Best Value for Money
• Transparent and efficient bidding process that will stand up to scrutiny
• Timely installation of Solar PV modules, associated equipment and
reporting & monitoring systems that meet DHHS requirements
• Ensure systems meet all regulator and distributor requirements.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Objectives
ITS Features
Stage 1 – Pre-qualification of Supplier Panel
• Potential suppliers are invited to respond to this Expression of Interest
to participate in the Supplier Panel based on meeting minimum
requirements which includes acceptance of our T&C's, insurances, and
CEC Accreditation for Solar Design, and Installation.
• For this stage, there is no specific product, range or service tendered,
nor requirement for pricing. This stage simply addresses the supplier
qualification process to receive upcoming tenders.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Features
Stage 2 – Release of multiple, regionally clustered
RFTs to the pre-qualified Supplier Panel• Tender: HPV manages the tender process and supplier communication
• Evaluation: Conducted by working parties against pre-determined evaluation
criteria to determine best overall value.
• Pricing structure
• Scope includes the following elements:
Design
Obtaining pre-approval for the Design
Supply and Installation
Commissioning
Maintenance
Performance guarantees and warranties
HPV will execute overarching Agreements with selected Supplier(s) under
which purchasing will occur.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS FeaturesStage 2 – Continued
• During tender release, a regional industry briefing will be held for each
cluster to be followed by site visits.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Tender requirements (Stage 2)
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
• Tenders are invited for the design, engineering, supply, installation,
and commissioning of each of the solar PV systems
• The solar panels, inverters and associated components are to be
designed, supplied and installed to a fully functional and compliant
grid-connect system
• Equipment tendered should be as consistent as possible across all
sites, notwithstanding however that some sites may benefit from
use of different components to provide the optimum solution.
• The work consists of supplying all labour, supervision, materials and
equipment necessary in connection with the installation of systems,
complete and tested, ready for service
Agreement / Contract
• Health Purchasing Victoria will enter into a head agreement with
preferred suppliers
• A purchase order agreement will be entered into between the health
services and preferred suppliers.
TIMEFRAME FOR EXECUTION
• The preferred suppliers will be appointed subject to agreement to terms
and conditions of contract. Health Purchasing Victoria will assist health
services should there be any terms and conditions that require review.
• In the event of multiple ‘Lots’ being allocated to a supplier, HPV will
assist in negotiating the scheduling of works and overall delivery
timeframes.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Item Date
Industry Briefing Session22 March 2018
Stage 1 - EOI close date 10:00 AEST, 29 March 2018
Assessment – Panel Qualification 6 April 2018
Stage 2 – Planned release of first cluster 16 April 2018
Release of subsequent clusters Through to mid May 2018
Assessment and HPV approval 4 to 6 weeks from each tender close
Execute HPV Agreement 6 to 8 weeks from each tender close
Pricing Proposals valid until 120 days post tender close
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Timelines
Tender submissions shall comply with the following:
• Tenders shall be completed electronically and uploaded online via the
HPV Procurement Portal
• Late tenders may only be accepted under the late tenders clause
of the ITS conditions
Submit early – you can overwrite your information up to the time of closing
DO NOT disclose your prices over the phone with anyone who is (or claims
to be) a Health Service or HPV representative during the tender process
Stage 2 - RFQ Submission
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
• Part 1 – Invitation and Information
• Part 2 – Interpretation
• Part 3 – General Conditions
• Part 4 – Special conditions
• Part 5 – Statement of Requirements
• Part 6 – Tender Response Worksheet
• Part 7 – Draft Agreement and Supply Schedule
• Part 8 – Returnable and Non Returnable Appendices
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
RFQ Structure
Tender Response Worksheet (TRW)• Used to submit pricing and technical details
Instructions for completion
• Complete all requested information
• Do not add rows within the body of the table. You may add
columns if submitting alternative offers
• Provide responses in the requested format
• Supporting documentation such as independent laboratory tests
can be uploaded at points along the tender response
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Evaluation & Approval
Stage 1:
EOI
Stage 2:
Tender
Stage 3:
FinancialStage 4:
Approval
• Check for
complying
submissions
• HPV
Category
Manager to
evaluate
responses
against
Qualification
Criteria
• HPV
releases
tender
• Working
Party
evaluates
response
• HPV and
Working
Party
identifies any
risks
• HPV and
Working
Party
complete
financial
evaluation
and develop
sourcing
recommen-
dation
• Recommend
ation to HS
Group to
endorse.
• Report to
HPV
Procurement
Committee
• CEO / HPV
Board notes
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Evaluation & Approval
Stage 1:
EOI
Stage 2:
Tender
Stage 3:
Evaluation
Stage 4:
Execution
• Check for
complying
submissions
• HPV
Category
Manager to
evaluate
responses
against
criteria
Qualification
Criteria
• HPV
releases
tender to
Panel
Suppliers.
• Suppliers
respond with
offers
• HPV and
Working
Party
undertake
Value for
Money
Assessment
• HPV will
seek to
execute
Agreement
• Purchasing
by health
services
against
Agreement
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Participating Health Services
• Note that the tenders will include the list of participating health services.
• HPV is still in discussion with some health services in relation to system
sizes
• The Supplier panel that HPV will establish through this first EOI process
will be in place to the period ending 30 June 2020 meaning all panel
members will be invited to participate in this current round of tenders and
subsequent rounds up to that time
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Victorian Public Health Services
http://www.health.vic.gov.au/maps/mapflash/vicpage.htm
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
– Current Project List
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Barwon Southwest
Around 14 projects
Ranging in size from 30kWp to 337 kWp
Projects total approximately 2MW
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Grampians
Around 13 projects
Ranging in size from 15kWp to 180 kWp
Projects total approximately 1MW
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Hume
Around 10 projects
Ranging in size from 80kWp to 170 kWp
Projects total approximately 1.1MW
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Loddon Mallee
Around 12 projects
Ranging in size from 20kWp to 300 kWp
Projects total approximately 1.4MW
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
HPV PROCUREMENT PORTAL
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
The Process of Responding to the online ITS
• Registration on the HPV Procurement Portal
• How to access RFQ’s
• Buyer attachments
• Format of the RFQ
• Different envelopes
• Types of questions
• How to send a message
• How to respond & submit
• Help available
• Tips for responding
• Any questions?
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
HPV Procurement Portal
https://www.hpv.org.au
HPV website ‘Single Sign On’
• Single Sign On was effective 11 May 2016
• Allow suppliers to login via www.hpv.org.au and have their credentials
automatically recognised for other systems they may access such as the
HPV Procurement Portal (e-sourcing)
• You will only need to login via the HPV website
What do you need to do?
• Check your registration works (or register if you haven’t already done so)
• Expect an email from [email protected] with a link to update your
new password for registration if you haven’t registered on the HPV Website
before
• Contact HPV for assistance if you are experiencing any difficulties
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Go to https://www.hpv.org.au and
click Register
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
To create your account
click on the ‘Supplier’ link
Type in your organisation
specific email
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Fill in the
registration form
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Type in a password
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
You are now signed in to the
HPV Website
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
You can now access the HPV
Procurement Portal from the
Quicklinks menu on your
dashboard when you are signed in.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
When you click on the HPV
Procurement Portal link, you will be
redirected to your Dashboard.
You can edit your personal profile
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
If you are the Super User
you will receive all system
alerts. You can change or
add email addresses
using ; to separate
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Update your organisation details if
your organisation has not been
registered on the HPV
Procurement Portal before.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
To update your details, click on the
Title hyperlink
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Click Edit and complete the
simple registration form with
your organisation details,
making sure all mandatory
fields are populated
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Next you will have to set up
your organisation’s
categories.
Click on My Categories
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Click on Add Category
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Select the categories you
provide from the list. Use
the search facility if required
Search results are highlighted
in yellow. Select the relevant
boxes and click Confirm
Current Selection.
You will now receive an email
when HPV engages in a
relevant activity.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
When you enter the system you will
land on a dashboard.
Click on the ‘RFQ’ line within the ‘RFx
Open to All Suppliers’ Portlet
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
To find the tender that
you wish to express
interest in, select ‘RFQs
Open to All Suppliers’
Select the tender you would like
to express interest in from the list
This current EOI - rfi_55
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Review the overview
information and take note of
the deadline date and time.
Click on ‘Express Interest’.
This is the only way to
access the event.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
To populate the
content of your tender
response, click on
‘Create Response’
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Will advise you that you
haven’t submitted yet.
You can submit as many times as
you like. The latest submission will
overwrite previous submissions.
Click on ‘Edit Response’
The tender questions are divided into
three sections. A summary of remaining
mandatory questions is summarised at
section level.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
The response will be
made up of various
question types:
- Yes / No
- Text
- Numeric
- Options List
- Multiple Choice
- Date
- Attachment
Make sure you save regularly.
If you are inactive on the site
for more than 15 minutes you
will need to sign in again and
any unsaved data will be lost.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Questions for HPV?
If you need to send a
clarification question to
HPV use the secure
messaging function
When you reply to a message in
the ‘Received Messages’
section, the message will
automatically be moved to the
‘Sent Messages’ folder.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
You’ll be unable to submit a response
if there are any mandatory fields
outstanding
Ignore the Total Price field if the
response is an attached spreadsheet
VERY IMPORTANT!
When you have finished populating
your tender response, make sure that
click on ‘Submit Response’ to publish
your response to HPV
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Technical support enquiries
can be directed to the Bravo
helpdesk
Tips for Responding
• Make sure that you read and digest all documentation thoroughly and make note of
key actions and deadlines
• Utilise the appropriate people within your organisation
• Answer every question, including bullet points
• Do not assume your company is known or well known by the evaluators − instead;
provide all requested information
• Do not use acronyms or abbreviations
• Do not cross-refer to other questions or answers in your responses
• Remember to save regularly
• Unanswered mandatory questions will prevent your response from uploading.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Tips for Responding
• If you have a slow internet connection and the size of the response is in
excess of 10mb, your session could time out while trying to upload the
response
• Try to submit your response on the day before closing, this will give you time to
address any issues that might be stopping your submission from uploading,
e.g. Unanswered mandatory questions or file sizes larger than 10mb. Don’t
leave it till the last minute to submit your response – leave plenty of time.
• Resubmit as many times as you like, only the latest version will be visible to
HPV. Note: Multiples users can work on the submission. However, when
submitting, only one user should be logged on to ensure the latest data
is submitted and to avoid a concurrency error.
• Use the secure messaging to communicate with the HPV and seek
clarifications
• Call the BravoSolution helpdesk for technical guidance, tel (02) 8072 0644
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Next Steps
• Any questions to be sent via the Procurement Portal in writing by 10am
26 March 2018
• EOI available for download on via HPV Procurement Portal
• HPV reserves the right to not respond to queries raised after this time
• ITS closes 10am AEST, Thursday 29 March 2018
• Note that separate instructions will be available for the next stage,
being the cluster sourcing events.
Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Questions
Level 34
Casselden Place
2 Lonsdale Street
Melbourne 3000
T: 03 9947 3700
F: 03 9947 3701
www.hpv.org.au
Top Related