SUPPLIER BRIEFING CATERING SUPPLIES HPVITS2019-041 17 th October - - PowerPoint PPT Presentation

SUPPLIER BRIEFING

CATERING SUPPLIES HPVITS2019-041

17th October 2019 10:30am Rhian Graco, Category Manager James Lee, Senior Category Manager Lorena Aguilera, Category Officer

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

HPV Overview Invitation to Supply objectives and scope Healthy Eating Guidelines Presented by Nutrition Australia and Healthy Eating Advisory Service (HEAS) Social and Sustainable Procurement ITS Proposed Timeline Questions

Agenda

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

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Health Purchasing Victoria (HPV) works in partnership with public hospitals and health services to facilitate large scale tenders and manage common-use contracts on behalf of the State

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

Health Purchasing Victoria

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

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

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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

The Victorian State Government 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 outlines minimum ethical standards in behaviour that suppliers will aspire to meet when conducting business with, or on behalf of, the State:

• 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

It is a mandatory requirement that you understand and acknowledge commitment to the code, and ensure it is understood by related parties, contractors and sub-contractors if awarded.

Supplier Code of Conduct

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INVITATION TO SUPPLY (ITS)

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Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Achieve Best Value for Money on a core basket of goods which meets the unique requirements of Victorian Public Health Services

• Food Safety and compliance with Nutritional Standards
• Accurate Product and Allergen Information to support allergen

management

• International Dysphagia Diet Standardisation Initiative (IDDSI)

framework

• Arthritis Australia packaging accessibility
• Supply chain integrity and supply continuity
• Product Innovation

ITS Objectives

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

• Develop and maintain strategic relationships with suppliers to

ensure ongoing value delivery

• Encourage competitive pricing by minimising supplier risk
• Leverage state volumes to maximise commercial outcomes
• Transparent and efficient bidding process

ITS Objectives

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Scope*

In scope

• The supply of products used for the preparation and provision of

food and beverages at Health Services (the Catering Supplies) Out of scope

• Pre-prepared meals produced by public health service central

food production units (CPUs) or enteral feed goods

• Desktop Delivery of Catering Supplies
• Fresh Bread, Meat & Poultry, and Fresh Fruit & Vegetables for

Regional Health Services

• Large Equipment for meal preparation and transport

Term

• 5 year principle term, with 1 x 2 year option period

*Scope is in draft. Confirmed scope will be included in ITS

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Scope

Product Pricing Product price to be standardised across the state:

• Metropolitan Health Services: Product price is free into store

delivery

• Regional Health Services: A Freight Price applies for Regional

Health services over and above the free into store Product Price for metropolitan Health Services Price Reviews 1. Automated quarterly price reviews will flow with the market movements; and 2. Exception price variation requests in extraordinary circumstances (i.e force majeure)

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Scope

Award Structure of 2 suppliers per category

• Incentivise strategic partnerships; and
• Ongoing value delivery

Key Performance Indicators Service credits will be tied to supplier KPIs, enabling health services to recover cost of operational impact due to failure to supply or supply shortage Prescriptive Basket of Goods with Indicative Volumes Informed by health service subject matter experts

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Distributors and Manufacturers

Successful respondents are directly accountable for the contract deliverables:

• Logistics / product delivery
• Product quality
• Product availability
• Sales reports
• Correct invoice pricing

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Tentative Timeline

Key Activities Date

Industry Briefing Session

17 October 2019

ITS Release Date

6 November 2019

Last date for ITS questions

9 December 2019 15:00:00 AEDT

ITS Closing Date and Time

11 December 2019 15:00:00 AEDT

Evaluation completed by

7 Feb 2020

Respondents advised of outcome

March 2020

Agreement Commencement Date

1 June 2020

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Tender Response Worksheet (TRW)

• Tender Response Worksheet contains detailed information on the

products

• Used for product evaluation in this tender and to submit pricing
• Used to create the future pricing schedule for participating health

services (PHS) Instructions for completion

• Complete all requested information
• Find the subcategory for your product
• Do not add columns
• Provide responses in the requested format

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Data Integrity in TRW

Poor quality information will be returned for correction:

• Unit of Measure (UOM) must be presented as an EACH

E.g: If a can of beans is available for purchase by 1 x can and 1 x box of 24 cans, then you would price at per can

• Country of Manufacture must be populated and reflective of GS1 code

lists (e.g. 1: Australia, not Aust, not Victoria, not Brunswick – e.g. 2: United States, not USA or America or Iowa)

• Ordering part numbers must be complete
• Any delay in the evaluation process due to poor quality data may result in

HPV deeming your response non-complying and set it aside from further evaluation

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Tips for Responding

• Do not assume your company is known or well known by the evaluators

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
• Submit early – you can overwrite your information up to the time of
• closing. Late tenders may only be accepted under the late tenders

clause of the ITS conditions

• Multiples users can work on the submission. However, when submitting,
• nly one user should be logged on to ensure the latest data is submitted

and to avoid a concurrency error.

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QUESTIONS?

Raise your hand, and state your name and organisation If you have any further questions, please contact suppliers@hpv.zendesk.com

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

HPV PROCUREMENT PORTAL

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Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Documents are available, to be completed and submitted via the RFI section of the HPV Procurement Portal accessible from the HPV website www.hpv.org.au Register on the HPV website to access the HPV Procurement Portal, hosted by BravoSolution. The HPV Procurement Portal supports one Superuser who is responsible for managing subusers, including visibility to the EOI documentation

Procurement Portal

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

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

To create your account 1. Select the “I am a Supplier” option 2. Enter your business specific email address 3. Click “Next”

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Your registration is now complete An automatic email will be sent to the designated email address with a link to reset account password

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

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

You will be directed to your Dashboard where you can access any open RFQ or 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

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

From your Dashboard click on the ‘RFQ’ line within the ‘RFx Open to All Suppliers’

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Select the tender you would like to express interest in

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

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

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

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

If you need to send a clarification question to HPV use the secure messaging function

Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare

Once complete ensure you click ‘Submit Response’ - You will be unable to submit a response if there are any mandatory fields outstanding