Regional Solar Program Briefing

Transcription

1 Regional Solar Program Briefing HPVEOI Thursday 22 March pm David Clarke Senior Category Manager Dr Jefferson Hopewell Sustainable Procurement Officer

2 Supplier Briefing 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

3 Presentation Information 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

4 Who is Health Purchasing Victoria? 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 At Health Purchasing Victoria (HPV) we help public health care services deliver high quality patient supply care chain. by ensuring they have a reliable and agile supply chain. We We do this do by: this by: Partnering Partnering with them with to them organise to organise collective collective contracts for contracts the things for they the buy. things they buy. Providing Providing advice advice and education and education how to on get how their to supply get their chain supply working chain at its working best. at its best. Ensuring Ensuring Victorian Victorian Government Government health purchasing health purchasing policies are policies complied are with. complied with.

5 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

6 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 Services Reference Group (RG)

7 HPV Sourcing team structure Procurement Team Sustainability Medical & Pharmaceuticals Indirect Products & Services (IPS) Capital Equipment Operations Services Sustainable Procurement Officer Clinical Product Advice Services Medical Imaging Sourcing Analysts Medical Consumables Utilities Devices Administration Prostheses Consumables Internal Sourcing Pharmaceuticals & Pathology Projects Access and Participation

8 Victorian Industry Participation Policy 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

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10 Supplier Code of Conduct 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.

11 ITS Objectives 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.

12 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.

13 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.

14 ITS Features Stage 2 Continued During tender release, a regional industry briefing will be held for each cluster to be followed by site visits.

15 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

16 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.

17 Timelines Item Date Industry Briefing Session 22 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 Execute HPV Agreement Pricing Proposals valid until 4 to 6 weeks from each tender close 6 to 8 weeks from each tender close 120 days post tender close

18 Stage 2 - RFQ Submission 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

19 RFQ Structure 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

20 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

21 Evaluation & Approval Stage 1: EOI Stage 2: Tender Stage 3: Financial Stage 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 recommendation Recommend ation to HS Group to endorse. Report to HPV Procurement Committee CEO / HPV Board notes

22 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

23 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

24 Victorian Public Health Services

25 Current Project List

26 Barwon Southwest Around 14 projects Ranging in size from 30kW p to 337 kw p Projects total approximately 2MW

27 Grampians Around 13 projects Ranging in size from 15kW p to 180 kw p Projects total approximately 1MW

28 Hume Around 10 projects Ranging in size from 80kW p to 170 kw p Projects total approximately 1.1MW

29 Loddon Mallee Around 12 projects Ranging in size from 20kW p to 300 kw p Projects total approximately 1.4MW

30 HPV PROCUREMENT PORTAL

31 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

32 HPV website Single Sign On Single Sign On was effective 11 May 2016 Allow suppliers to login via 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 from noreplyhpv@hpv.org.au 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

33 Go to and click Register

34 To create your account click on the Supplier link Type in your organisation specific

35 Fill in the registration form

36

37 Type in a password

38 You are now signed in to the HPV Website

39 You can now access the HPV Procurement Portal from the Quicklinks menu on your dashboard when you are signed in.

40 When you click on the HPV Procurement Portal link, you will be redirected to your Dashboard. You can edit your personal profile

41 If you are the Super User you will receive all system alerts. You can change or add addresses using ; to separate

42 Update your organisation details if your organisation has not been registered on the HPV Procurement Portal before.

43 To update your details, click on the Title hyperlink

44 Click Edit and complete the simple registration form with your organisation details, making sure all mandatory fields are populated

45 Next you will have to set up your organisation s categories. Click on My Categories

46 Click on Add Category

47 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 when HPV engages in a relevant activity.

48 When you enter the system you will land on a dashboard. Click on the RFQ line within the RFx Open to All Suppliers Portlet

49 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

50 This current EOI - rfi_55

51 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.

52 To populate the content of your tender response, click on Create Response

53 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.

54 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. The response will be made up of various question types: - Yes / No - Text - Numeric - Options List - Multiple Choice - Date - Attachment

55 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.

56 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

57 Technical support enquiries can be directed to the Bravo helpdesk

58 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.

59 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)

60 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.

61 Questions Level 34 Casselden Place 2 Lonsdale Street Melbourne 3000 T: F: