SUPPLIER BRIEFING DEFIBRILLATORS AND ASSOCIATED CONSUMABLES HPVITS2019-070 Thursday 11 th October Natalie Sweeney Category Manager – Equipment
Agenda • HPV Overview • Project Team • Invitation to Supply Timeline o Categories in scope o ITS Features o Pricing Model o TRW o Distributors o References o • HPV Procurement Portal • Next Steps • FAQ/Questions 2 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Presentation Information Available on HPV website – Contracts and Documents > Tenders (ITS) > Defibrillators and associated consumables : • Industry Briefing presentation slides • HPV Procurement Portal slides • Part 5 − Statement of Requirements (specification) • FAQ Register on HPV website: • Add category “Defibrillators and associated consumables” as a Favourite to receive updates 3 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Purchasing Victoria • An independent statutory authority, established in 2001, funded by the Department of Health & Human Services • Facilitate large scale tenders on behalf of the VIC public health services • Foster supply chain and process improvement • Ensure probity is maintained in purchasing, sourcing and contracting activities • Monitor contract compliance and performance 4 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Project Team Product Reference Group •Representatives from VIC public hospitals Mark Lennen – Head of Sourcing Equipment •Provide guidance and support to the sourcing program Nat Sweeney – Category Manager •Authorised person for this ITS Ian Sheo – Category Officer •Support for this ITS Gordon Szegi – HPV Biomedical Advisor & Judy Esson – Clinical Advisor •Provides guidance and support on medical products requirement and clinical/regulatory matters. 5 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Project Team (Cont’d) James Jayalath – HPV Sourcing Analyst •Develop analysis tools, provides financial analysis and assists with evaluation Sandra Ireland – Head of Sourcing Operations •Overseeing the HPV Procurement Portal 6 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Responsibilities 7 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
INVITATION TO SUPPLY (ITS) Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare 8
Tentative Timeline Key Activities Date Thursday 11 th October 2018 Industry Briefing Session Wednesday 24 th October 2018 ITS Release Date Wednesday 14 th November 2018 Last date for ITS questions 21 st November 2018 14:00AEDT ITS Closing Date and Time Evaluation November - March 2019 Respondents advised of outcome March 2019 01 May 2019 Agreement Commencement Date 9 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Scope Categories within scope • Cat 1: Advanced Life Support (ALS) • Cat 2: Basic Life Support (BLS) • Cat 3: Public Access Defibrillators (PAD) • Cat 4: Data Management • Cat 5: Consumables & Semi Consumables • Cat 6: Options • Cat 7: Spare Parts (Full Listing) 10 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Features Pre-qualification of suppliers • Suppliers must meet minimum organizational requirements and technical specifications (SOR) • Must offer value for money (VFM) Offers deemed non-competitive may not be awarded o • Conditional award No footprint in Vic public health o Extensive clinical trial required by health service o Demand from health service o Validation by health service of trial, evaluation team o 11 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Features Contract Term: Evergreen contract • Rollover at year 5 subject to contract performance • Periodic Reviews T&C’s o Specification requirements o Pricing o Potential removal of suppliers / products o • Flexibility New suppliers / technology o • Aligns with health service contracts • Focus on SRM and improved service delivery Strategic supplier relationships o 12 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Pricing Model •Contracted price for ongoing purchases (fixed for 2.5 years) Equipment o Consumables o Spare parts (full list) o •Alternative Offers (supplier discretion) Volume based discount o Preferred supplier arrangements o • Special Conditions Group Buy process o 13 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Summary Current New 3 year principal period Evergreen- ongoing Closed Panel Open Panel Full Award Full/ Conditional Award Pricing Pricing Fixed for consumables & spare Fixed contract pricing for o o parts consumables equipment & spare Equipment ceiling price parts o Group Buy Volume Discount o o Group Buy o Alternative Offers o 14 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Tender Response Worksheet (TRW) • TRW contains detailed information on the products • Used for product evaluation and to submit pricing • Used to create the future pricing schedule • Used to add Referee information for new products Instructions for completion • Complete all requested information • Find the subcategory for your product • Do not add columns • Provide responses in the requested format 15 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Data Integrity in TRW - Clarifications • Poor quality information will be returned for correction: UNSPSC (at least to class level xx xx xx 00) o UOM descriptor must be reflective of GS1 Packaging Type descriptor (e.g. ‘carton’ not o ‘sleeve’) ARTG must have a number or be listed as EXEMPT o Country of Manufacture must be populated and reflective of GS1 code lists (e.g. 1: Australia, o not Aust – e.g. 2: United States, not USA or America) Ordering part numbers must be complete - no duplications o Products listed in only one subcategory o • This is not an opportunity to review your price – ensure it is correct (and the Net Content is correct) at time of submission • Incomplete data at tender time may result in items being placed on conditional award 16 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Distributors Respondents nominating Distributors must: • provide HPV with a copy of the nomination letter • provide details for all products available through the Distributor • inform Distributors of the ITS outcome prior to contract commencement • update Distributors with accepted contract amendments throughout the contract term Successful respondents are directly accountable for: • product availability • sales reports • correct invoice pricing The contract is with you, not your Distributor 17 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Product References * NB this is not organizational references Reference sites are required for: • products not on current HPV contract / products on current HPV contract with nil usage in past 12 months Referees must: • be clinical or product end users • be from public hospitals within Victoria (or as otherwise accepted by the PRG) • be included in the referee details section of the Tender Response Worksheet. • have no conflict of interest • be informed and agreed to provide reference to HPV 18 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Submission Tender submissions must 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 o 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 19 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
HPV PROCUREMENT PORTAL Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare 20
Procurement Portal- Responding to the online ITS See HPV Website for slide deck on: •Registration on the HPV Procurement Portal •How to access RFQ’s •Buyer attachments •Format of the RFQ Different envelopes o HPV Procurement Portal Types of questions o •How to send a message https://www.hpv.org.au •How to respond & submit •Help available •Tips for responding 21 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
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