SUPPLIER BRIEFING CATERING SUPPLIES HPVITS2019-041 17 th October 2019 10:30am Rhian Graco, Category Manager James Lee, Senior Category Manager Lorena Aguilera, Category Officer
Agenda 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 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
Health Purchasing Victoria 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 3 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 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
Supplier Code of Conduct 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. Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
INVITATION TO SUPPLY (ITS) Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare 7
ITS Objectives 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 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
ITS Objectives • 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 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) Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
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 17 October 2019 Industry Briefing Session 6 November 2019 ITS Release Date 9 December 2019 15:00:00 AEDT Last date for ITS questions 11 December 2019 15:00:00 AEDT ITS Closing Date and Time 7 Feb 2020 Evaluation completed by March 2020 Respondents advised of outcome 1 June 2020 Agreement Commencement Date 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 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
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, only one user should be logged on to ensure the latest data is submitted and to avoid a concurrency error. 17 Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare
QUESTIONS? Raise your hand, and state your name and organisation If you have any further questions, please contact suppliers@hpv.zendesk.com
HPV PROCUREMENT PORTAL Health Purchasing Victoria | Advancing safe, affordable and sustainable healthcare 19
Procurement Portal 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 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
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