Procurement
Procurement Overview
The function of procurement is to achieve effective and efficient management of Dental Health Services Victoria (DHSV) procurement activities and contracted services. The fundamental objective is to ensure DHSV’s procurement activities achieve value for money, follow best practice procedures and adhere to probity guidelines. This includes mitigating operational, financial and legal risks that may be associated with procurement. This is achieved through providing the business with advice, guidance and support to ensure procurement and contract management activities are conducted in accordance with DHSV’s principles-based Procurement Framework (Framework). The Framework establishes processes, authorities, accountabilities and relationships to manage an efficient and effective procurement function that is compliant with the requirements of HealthShare Victoria’s Health Purchasing Policies and State government policies related to procurement.
HealthShare Victoria’s Health Purchasing Policies
DHSV is a mandated public health service under the Health Services Act 1988 that must comply with the HealthShare Victoria (HSV) policies and purchase products or services from collective agreements where a like product is available.
Health Purchasing Polices
- Purchasing Policy 1 - Procurement Governance
- Purchasing Policy 2 – Strategic Analysis
- Purchasing Policy 3 – Market Approach
- Purchasing Policy 4 – Contract Management and Asset Disposal
- Purchasing Policy 5 – Collective Purchasing and Supply Chain
For more information on HSV Health Purchasing Policies see link: https://healthsharevic.org.au/compliance/purchasing-policies/
Collective Agreements
It is mandatory for DHSV to purchase goods or services from HSV collective agreements where a “like” product or service is available. The collective agreements cover a broad range of products or services and are continuously added to.
Details of each collective agreement is found at: https://healthsharevic.org.au/contracts-and-tenders/contracts-and-documents
HSV’s future sourcing program is found at: https://healthsharevic.org.au/procurement-guidance/procurement-activity-plan-pap/
Procurement Activity Plan
The Procurement Activity Plan (Plan) provides a list of procurement activities DHSV anticipate taking to market in the next 12 months. The procurements identified in this Plan are expected to have a value greater than $250,000 (Ex GST).
The Plan is a live document and will be regularly updated to reflect DHSV’s procurement requirements.
Note: All planned procurement activities are subject to revision or cancellation. The information in this Plan is provided for planning purposes only and does not present a solicitation or constitute a request for proposal, nor is it a commitment by DHSV to purchase the described goods or services. DHSV will not respond to any unsolicited approaches in relation to its planned procurement.
Invitation to Supply
DHSV’s Invitation to Supply aims to conduct a fair, consistent and transparent process, identify and resolve conflicts of interest, promote an open competitive process, ensure accountability for decision making and outline the requirements to monitor performance in order to select the most appropriate Supplier of goods and/or service to DHSV. The process consists of 4 stages:
- Milestone 1 – Planning
- Milestone 2 – Advertise
- Milestone 3 – Evaluation
- Milestone 4 – Contract Management
All open tenders are advertised on the Buying for Victoria website.
Suppliers are required to register to the Buying for Victoria website to receive notifications and access relevant documents. Additional instructions are available on the Buying for Victoria website.
Supplier Code of Conduct
The Victorian State Government is committed to the ethical, sustainable and socially responsible procurement, and we expect the same high standards of our suppliers. Accordingly, DHSV expects that its suppliers are aware of and comply with the Victorian Supplier Code of Conduct.
The Victorian Supplier Code of Conduct is available at the Victorian Government Purchasing Board website.
Updates and amendments to the code will also be made available at this website.
For more information refer to the Victorian Government Supplier Code of Conduct website.
Related procedures
Management of Supplier Complaints and Feedback Procedure
Standard Terms and Conditions of Purchase
The applicable general conditions for the provision of Goods or Services to DHSV apply where a DHSV Purchase Order is issued without the negotiation and execution of a contract between DHSV and a third-party service provider. The general conditions are adapted from the contract forms created by the Victorian Government Purchasing Board.
General Conditions for the Supply of Goods
General Conditions for the Provision of Services
Contract Management
The contract formalises the obligations of DHSV and the Supplier. All contracts are aimed to be fair, reasonable and ultimately provide a high-quality outcome that mitigates any financial, operational and legal risks. The contract management process consists of the following:
- Contract Approval
- Contractor Transition-In
- Contract Monitoring & performance management
- Contract Closure
- Contractor Transition-out
Feedback
We value your feedback. Please contact Procurement by email at procurement@dhsv.org.au
EFTSure Details
All of our suppliers of corporate goods and services are required to provide business information to eftsure for independent verification before conducting business with, and getting payment from us.
Eftsure processes, in particular, the verification phone call made to new suppliers, assure that your details are genuine and accurate.
Business information required for verification includes:
- bank details
- ABN
- trading name
- GST registration
- company contact.
Supplier onboarding and data management
We've introduced a new system for the set-up and management of supplier data.
Provided by eftsure, the system is robust and recognised for protecting supplier payments against fraud and error by validating ABN, GST registration status and bank account details to ensure payments are made to the intended recipient.
Commencing Q1 2024, every supplier conducting business with us will need to provide this information through the eftsure portal.
About eftsure
Eftsure is an independent, real-time, continuous controls monitoring system designed to manage supplier onboarding and data management.
Supplier data provided during onboarding is verified by eftsure to ensure that only legitimate information is entered into our finance system.
Eftsure is used by organisations including Griffith University, Monash Health, Alfred Health, NSW Ports, and 7-Eleven.
Eftsure guidance for existing suppliers
You can update your details at any time by contacting the area of the department that you normally do business with and asking them to send you an 'eftsure change request'.
It's your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies.
Eftsure guidance for new suppliers
As part of the onboarding process, you will be asked by your contact at the department to supply your company name, and email address.
You will then receive an email invitation from eftsure asking you to register your details as a new supplier, including your:
- ABN
- company name
- address
- bank account details.
After you have registered your details, you may receive a call from an eftsure team member (usually within 24-48 hours) to verify that the details are correct.
You will receive a confirmation email from eftsure when your data has been verified.
You can update your details at any time by contacting the area of the department that you normally do business with and asking them to send you an 'eftsure change request'.
It is your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies.
How to change your data with eftsure
It is your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies.
To update your details, contact the area of the department that you normally do business with and ask them to send you an 'eftsure change request'.
You will then receive an email from eftsure with a link to update your data in their portal, and then a confirmation email once your data has been verified.
Depending on the data to be updated, you may receive a phone call from an eftsure team member to verify your details over the phone before you receive a confirmation email.
Contacts
Supplier management
For more information about supplier management, please email: accounts@dhsv.org.au.
eftsure technical support
For eftsure technical support, phone: 1300 985 976.
