Regional Solar Program Briefing - hpv.org.au · Regional Solar Program Briefing HPVEOI2018-146.001 Thursday 22 March 2018 –2pm David Clarke –Senior Category Manager Dr Jefferson

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


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?


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 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


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


Victorian Industry Participation Policy

http://www.icn.org.au/content/victoria/vipp


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.


Supplier Code of Conduct

http://www.procurement.vic.gov.au/files/708d6770-4341-43da-827f-a7b300b9fa19/Supplier-Code-of-Conduct.pdf

http://www.procurement.vic.gov.au/files/14202ebb-2214-415f-8793-a78900b9a377/Fact-sheet-Supplier-Code-of-Conduct-SUPPLIER.docx

http://www.procurement.vic.gov.au/files/e7adc728-7341-4459-8e36-a78900b9e87a/FAQs-Supplier-Code-of-Conduct-SUPPLIER.docx

• 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.


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.


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.


ITS FeaturesStage 2 – Continued

• During tender release, a regional industry briefing will be held for each

cluster to be followed by site visits.


Tender requirements (Stage 2)


• 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.


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


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


• 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


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


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


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


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


Victorian Public Health Services

http://www.health.vic.gov.au/maps/mapflash/vicpage.htm


http://www.health.vic.gov.au/maps/mapflash/vicpage.htm

– Current Project List


Barwon Southwest

Around 14 projects

Ranging in size from 30kWp to 337 kWp

Projects total approximately 2MW


Grampians

Around 13 projects


Projects total approximately 1MW


Hume

Around 10 projects


Projects total approximately 1.1MW


Loddon Mallee

Around 12 projects


Projects total approximately 1.4MW


HPV PROCUREMENT PORTAL


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?


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


http://www.hpv.org.au/

mailto:[email protected]


Go to https://www.hpv.org.au and

click Register

https://www.hpv.org.au/


To create your account

click on the ‘Supplier’ link

Type in your organisation

specific email


Fill in the

registration form



Type in a password


You are now signed in to the

HPV Website


You can now access the HPV

Procurement Portal from the

Quicklinks menu on your

dashboard when you are signed in.


When you click on the HPV

Procurement Portal link, you will be

redirected to your Dashboard.

You can edit your personal profile


If you are the Super User

you will receive all system

alerts. You can change or

add email addresses

using ; to separate


Update your organisation details if

your organisation has not been

registered on the HPV

Procurement Portal before.


To update your details, click on the

Title hyperlink


Click Edit and complete the

simple registration form with

your organisation details,

making sure all mandatory

fields are populated


Next you will have to set up

your organisation’s

categories.

Click on My Categories


Click on Add Category


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.


When you enter the system you will

land on a dashboard.

Click on the ‘RFQ’ line within the ‘RFx

Open to All Suppliers’ Portlet


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



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.


To populate the

content of your tender

response, click on

‘Create Response’


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.


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.


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.


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


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.


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


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.


Questions

Level 34

Casselden Place

2 Lonsdale Street

Melbourne 3000

T: 03 9947 3700

F: 03 9947 3701

www.hpv.org.au

Documents

Regional Solar Program Briefing - hpv.org.au · Regional Solar Program Briefing HPVEOI2018-146.001 Thursday 22 March 2018 –2pm David Clarke –Senior Category Manager Dr Jefferson