Industry Briefing

Trauma Implants

HPVITS2016-046

Tuesday 17 May 2016

Safety

Level 34

Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes2

You

are

here

Male

toilet

Female

toilet

Fire

exits

For any alarm,

follow HPV

instructions –

assembly is in

the lift area

Agenda

1. HPV Overview

2. Invitation to Supply (ITS)

3. Tender Response Worksheet (TRW)

4. HPV Procurement Portal

5. Next Steps

6. Questions

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Register – sign in

Handouts:

• Industry Briefing presentation slides

• Draft of Part 5 − Statement of Requirements

Available from the HPV website: www.hpv.org.au

• HPVITS2016-046 Trauma Implants

• Register on the HPV website as a supplier and add this category as

a Favourite to receive updates

• Current contract:

• HPVC2012-046 Trauma Implants

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Presentation Information

About HPV

• An independent statutory authority

• Established in 2001, funded by the Department of Health

• Receives legislative support (through Competition and Consumer

Act exemptions) to establish whole of health contracts

Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes5

HPV Objectives

• Facilitate access by public hospitals and health services to goods,

services and equipment on best-value terms

• Achieve best value supply chain outcome for VIC health services

• 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

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Victorian health supplier ‘musts’

Support GS1 data standards

Goods approved by TGA

Recallnet compliant by June 2015

Understand two-way nature of Supplier Relationship

Management

Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes

• Goods – TGA approved

• National Product Catalogue Compliance

• Recallnet Compliance

Victorian health suppliers minimum standards

Project Team

• Executive Reference Group & Product Reference Group

Representative from VIC public hospitals and health services

Determine scope, strategy, specification, weightings and outcomes

• Colin Hui - HPV Head of Medical & Pharmaceutical Program

Provide guidance and support to the project team throughout the

sourcing process

• Jennifer Lam– HPV Senior Category Manager

Authorised person for the ITS

• Janice Ong– HPV Category Officer

Develop analysis tools and assist with evaluation

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Responsibilities

Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes9

Action Responsibility

Determine scope, high-level strategy, risks HPV/ERG

Develop specification and evaluation criteria HPV/PRG

Develop, release and receive Invitation to Supply HPV

Evaluate ITS and recommend award HPV/PRG

Endorse and approve award recommendationERG/Procurement Committee

(PC)

Execute contracts HPV

Receive services Health Services

Make payments Health Services

Monitor contract performance HPV, Contract Management

Group and Contractors

Analyse sales reports HPV Data Administrator

INVITATION TO SUPPLY (ITS)

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Tentative Timelines

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Item Date

Industry briefing session 17 May 2016

ITS release date 08 June 2016

Last time and date for enquiries 10:00 AEST, 06 July 2016

ITS closing time and date 14:00 AEST, 13 July 2016

Evaluation completed by early September 2016

Date respondents will be advised of the outcome

mid October 2016

Agreement commencement date08 December 2016

ITS Key Features

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• Contract Term: 2 years + 2 year options (2+2)

• 9 categories

• Restricted Panel Award at sub-category level (where appropriate)

• Contract compliance: 90 / 10

• Formation of a Contract Management Group

Pricing

• Single and Best price offer per item for all Participating Health

Services

• No volume commitment pricing

• Free Into Store (FIS) – no additional freight charges

• Inclusive of consignment service

• Fixed price for the principal term of contract (2 years)

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Proposed Categories

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Category

Number

Category Name

1 General Plates and Screws

2 Specialised Plates and Screws

3 Implantable Pins and Wires

4 Cabling Components and Sets

5 Cannulated Screws

6 Sliding / Compression Hip Plates and Screws

7 Intramedullary Nails

8 External Fixation Components and Sets

9 Bone Substitutes

Product References

Reference sites are required for:

• products that are not currently on contract HPVC2012-046 Trauma Implants

• minimum three clinical referees per product / product range (orthopaedic/trauma surgeon)

• HPV reserves the right to request and contact reference sites for currently awarded products

with no sales for the previous 12 months

Referees must be:

• Clinical end users (category specific requirements – refer to Part 5)

• Private or public hospitals within Australia

• Provide referee details in the Tender Response Worksheet

• Where products tendered are not ‘known and accepted’ but represent value for money, HPV

may conditionally award the product

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TENDER RESPONSE WORKSHEET(TRW)

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Tender Response Worksheet (TRW)

• Details of information required is listed in Part 5 – Statement of

Requirements under each category

• HPV and health services require this information in this format to

assist in product evaluation

• Full instructions provided in the Worksheet

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Questions

Level 34

Casselden Place

2 Lonsdale Street

Melbourne 3000

T: 03 9947 3703

F: 03 9947 3701

j.ong@hpv.org.au

j.lam@hpv.org.au

www.hpv.org.au

HPV Procurement Portal demonstration to follow

HPV PROCUREMENT PORTAL

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Tender submissions must comply with the following:

• Tenders must be completed electronically and uploaded online via the

HPV Procurement Portal

• Submission in any other form will not be accepted.

• Late tenders will not be accepted

ITS Submission

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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 | Working with Victoria’s health sector to achieve best-value supply chain outcomes21

HPV Procurement Portal

https://www.hpv.org.au

HPV website ‘Single Sign On’

• Single Sign On effective 11 May 2016

• Allow you to login via www.hpv.org.au and have your credentials

automatically recognised for other systems you may access such as the

Procurement Portal (e-sourcing)

• You will only need to login via the HPV website

• We have been migrating users across these platforms

What do I need to do?

• You will be registered with an account

• Expect an email from webadmin@hpv.org.au with a link to update your new

password for registration if you haven’t registered on the HPV Website

before

Questions?

• For further information or questions, please contact the Single Sign On

Project Manager, Esthee Erasmus, at e.erasmus@hpv.org.au

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Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes23

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

click Register

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To create your account click

on the ‘Supplier’ link

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Type in your organisation

specific email

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Fill in the registration form

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Type in a password

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You are now sign in to the HPV

Website

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You can now access the HPV

Procurement Portal from the

Quicklinks menu on the home page

when you are signed in

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When you click on the HPV

Procurement Portal link, you will be

redirected to your Dashboard.

Health Purchasing Victoria | Working with Victoria’s health sector to achieve best-value supply chain outcomes32

Update your organisation details if

your organisation has not been

registered on the HPV

Procurement Portal before.

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To update your details, click on the

Title hyperlink

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Click Edit and complete the

simple registration form with

your organisation details,

making sure all mandatory

fields are populated

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Next you will have to set up

your organisation’s

categories.

Click on My Categories

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Click on Add Category

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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.

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When you enter the system you will

land on a dashboard.

Click on the ‘RFQ’ line within the

‘RFx’ Open to All Suppliers’ Portlet

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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

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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.

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To populate the

content of your tender

response, click on

‘Create Response’

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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.

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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.

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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.

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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

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If you require technical assistance

in using the portal, please contact

the BravoSolution helpdesk –

details on the front page

Once you have registered, if you

forget your password, click on the

‘Forgot your password?’ link to reset it

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.

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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.

• Use the secure messaging to communicate with the HPV and seek

clarifications

• Call the BravoSolution helpdesk for technical guidance

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Evaluation and Approval

Approval process

• PRG sign off award recommendation

• Recommendation submitted to Procurement Committee for approval

• Respondents are advised of the outcome (successful or unsuccessful)

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• Check for compliant submissions

• HPV and PRG undertake evaluation of responses

Stage 1: Business

• Reference Groups conduct clinical evaluation and References contacted (if required)

Stage 2: Product • HPV and PRG

complete financial evaluation and develop sourcing recommendation

Stage 3: Financial

Next Steps

• Draft specification questions to be sent to the Senior Category

Manager (j.lam@hpv.org.au) in writing by 2pm AEST, 23 May 2016

• ITS available for download on 08 June 2016 via HPV Procurement

Portal

• HPV Procurement Portal can be accessed through HPV website.

Clarifications must be sought through HPV Procurement Portal to

authorised contact by 10am AEST, Wednesday 06 July 2016

• HPV reserves the right to not respond to queries raised after this time

• ITS closes 2pm AEST, Wednesday 13 July 2016

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Questions

Level 34

Casselden Place

2 Lonsdale Street

Melbourne 3000

T: 03 9947 3703

F: 03 9947 3701

j.ong@hpv.org.au

j.lam@hpv.org.au

www.hpv.org.au