REQUEST FOR TENDER
Request for Tender (RFT) for:
Provision of After Hours GP Services for
residents within the community and Residential
Aged Care Facilities for the Outer East and
Outer Northern areas of the Eastern Melbourne
Primary Health Network Catchment.
Tender number:
1/15
Issue Date:
10 November 2015]
Place for lodgement:
via email to kate.temby@emphn.org.au]
Closing Time
4.30pm 26 November 2015
INTRODUCTION
About Eastern Melbourne PHN
Eastern Melbourne PHN (“EMPHN”) ABN 13 603 658 895 is a company established to support
and promote the planning and delivery of primary health care services in the eastern region of
metropolitan Melbourne.
EMPHN receives funding from the Commonwealth (through the Department of Health) and
from a range of other sources. It applies funds in accordance with the conditions of funding to
implement and /or deliver a range of clinical and other programs.
EMPHN is seeking responses to this Request for Tender (RFT) from suitably qualified
individuals or organisations to provide GP Services to the Community and Residential
Aged Care Facilities in the Outer East and Outer Northern areas of the Eastern
Melbourne Primary Health Network under the After Hours Program.
Program Objective:

To provide timely after hours GP consultations to the following population groups:
Group 1: Priority Service to RACF residents in the outer north of the EMPHN
Minimum coverage of the service are between the hours of 6-10pm weekdays and 2-6pm
weekends and public holidays. EMPHN will also accept, and look favourably on,
applications that include coverage from 6pm -8am weekdays and outside 8am -12noon
on Saturdays and all day Saturdays and Sundays.
Post codes for this area include:3076, 3082, 3752, 3174, 3076, 3757, 3095, 3096
Group 2: Priority Service to RACF residents in the Yarra Ranges
Minimum coverage of the service are between the hours of 6-10pm weekdays and 2-6pm
weekends and public holidays. EMPHN will also accept, and look favourably on,
applications that include coverage from 6pm -8am weekdays and outside 8am -12noon
on Saturdays and all day Saturdays and Sundays.
Post codes for this area include: 3140, 3777, 3138, 3797, 3137, 3765, 3137, 3799
Group 3: After Hours GP consultations to the general community in the outer north
of the EMPHN
After Hours GP coverage to the general community in the outer north between the hours
of 6pm-8am weekdays and outside 8am-12noon Saturdays and all day Saturdays and
Sundays.
Postcodes for this area include: 3658, 3756, 3756, 3757,3758, 3763, 3760, 3761, 3750,
3751, 3099, 3097, 3090, 3777, 3753, 3756
Group 4: After Hours GP consultations to the general community in the Upper Yarra
region of the Shire of Yarra Ranges
EMPHN Request for tender
After Hours GP coverage to the general community in the Upper Yarra region of the Shire
of Yarra Ranges between the hours of 6pm-8am weekdays and outside 8am-12noon
Saturdays and all day Saturdays and Sundays.
Postcodes for this area include: 3777, 3139, 3775, 3797, 3755, 3799, 3793, 3767, 3788,
3787, 3795, 3792, 3139, 3797, 3770
About this RFT
In issuing this RFT, EMPHN seeks to identify a supplier or suppliers who:

have the capacity to provide the after hours GP services required by EMPHN in the
manner set out in the Specification contained in Part C;

are able to demonstrate a commitment to working in collaboration with EMPHN over the
term of any agreed contract period to ensure Goods and/or Services provided represent
value for money, are provided efficiently, effectively, ethically and economically and in a
manner that is accountable and transparent.
Capitalised terms used in this RFT have defined meanings which are outlined in section 13 of
Part B. Capitalised terms defined elsewhere in this RFT but not referred to in section 13 of
Part B have the same meaning wherever used throughout this RFT.
Structure of RFT
This RFT consists of:

This Introduction

PART A: Tender Details

PART B: Conditions of Tendering

PART C: Specification, describing the after hours GP services in respect of which Tenders
are invited.

PART D: Draft Contract, being the form of contract on which EMPHN proposes to engage
the successful Tenderer.

PART E: Appendices

PART F: Tenderer’s Response Schedule, outlining information that must be provided with
the Tender and which must be completed and included in the Tender response.
EMPHN Request for tender
PART A: TENDER DETAILS
The information contained in this Part A must be read in conjunction with the Conditions of
Tendering in Part B of this RFT.
Item 1: Issuing Entity
Eastern Melbourne Healthcare Network Ltd, ABN 13 603 658 895 of 6 Lakeside Drive, East
Burwood, VIC 3151 ('EMPHN')
Item 2: Tender number - 1/15
Item 3: Program Manager
Name and title
Kate Temby
Address for correspondence by post
6 Lakeside Drive, East Burwood, VIC 3151
Email Address
Kate.temby@emphn.org.au
Item 4: Indicative Timetable
Key timelines for this tender are set out below. The dates provided are indicative only and
may be varied by EMPHN in accordance with the Conditions of Tendering.
Activity
Date
RFT issued
10 November 2015
Tender Briefing (if applicable)
NA
End of period for questions or requests for information or
clarification
13 November 2015
Closing Time and Submission
4.30 PM on
26 November 2015 to
Kate.temby@emphn.org.au
Intended completion of evaluation of tenders
3 December 2015
Completion of shortlist (if applicable)
3 December 2015
Negotiations with Tenderer(s) (if applicable)
Prior to 9 December 2015
Intended formal notification of successful Tenderer(s)
10 December 2015
EMPHN Request for tender
Intended execution of contract(s)
Prior to 17 December 2015
Intended commencement date
1 January 2016 for population
groups 3 and 4, and 18
January 2016 for population
groups 1 and 2 – groups
identified
under
program
objectives (see page 2)
Intended completion date
30 June 2016
Item 5: Additional materials

Minimum data set guidelines

Sample contract that will be used for the successful tender

Listing of RACFs in outlying EMPHN LGAs
Item 6: Lodgement of Tenders
Tenders are to be submitted electronically to kate.temby@emphn.org.au prior to 4.30pm on
Thursday 26 November 2015. All tenderers will receive an email confirmation of the
submission prior to 5.30pm on Thursday 26 November 2015.
Item 7: Formatting and production requirements
Please note the following requirements:

Submit the Tender as an MS Word document

Tenderer's Response Schedule to be completed and placed at the front of the submission

Virus checking of electronic documents
Item 8: Additional rules
There are no additional rules
EMPHN Request for tender
PART B: CONDITIONS OF TENDERING
1.
Application
These Conditions of Tendering set out the rules for participation in the Tender Process. They
apply to the RFT and any other information given, received or made available in connection
with the RFT, the Tender Process and any communications relating to the RFT or the Tender
Process.
Any additional rules governing the RFT or the Tender Process set out in Item 8 of Part A
(Tender Details) form part of these Conditions of Tendering.
By participating in the Tender Process, each Tenderer is deemed to accept these Conditions
of Tendering.
2
Condition of participation
EMPHN may exclude a Tenderer from participation in the Tender Process if the Tenderer does
not provide the information and declarations required in Part E, Tenderer's Response
Schedule.
3
Request for Tender (RFT)
3.1
Legal effect of RFT
This RFT is not an offer. It is an invitation to submit a proposal for the provision of the Goods
and/or Services set out in the Specification.
Nothing in this RFT is to be construed as creating any binding contract or understanding
between EMPHN and the Tenderer. Such a contract or understanding shall not arise unless
and until EMPHN enters into a contract with the Tenderer that is substantially in the form of
the Draft Contract. No representation made by or on behalf of EMPHN in connection with the
RFT shall be binding on EMPHN unless that representation is expressly incorporated into that
contract.
3.2
Accuracy of RFT
EMPHN makes no warranty in respect of the accuracy, currency or completeness of the RFT
or any other information communicated to the Tenderer in connection with the Tender Process.
EMPHN and its employees or agents shall not be liable for any errors or omissions in the RFT
or in other information communicated or provided to the Tenderer.
If a Tenderer believes there is a discrepancy, ambiguity or error in the RFT or other information
communicated by EMPHN in connection with the Tenderer, the Tenderer must promptly notify
the Program Manager. If EMPHN considers it is necessary to provide a correction to
Tenderers, it shall do so without identifying the Tenderer who provided the notification.
3.3
Amendment of RFT
EMPHN may, in its discretion change any information in, or issue addenda to, this RFT. In
doing so it may require additional information to be included in a Tender.
EMPHN Request for tender
3.4
Confidentiality
The Tenderer and any other person who receives the RFT or any other information in
connection with the Tender Process must:

keep the contents of the RFT and such other information confidential; and

not disclose or use the RFT or information except for the purpose of developing its Tender.
3.5
Intellectual Property
Except as otherwise agreed in writing by EMPHN, any Intellectual Property Rights that exist
in the RFT or any other information provided by EMPHN in connection with the Tender Process
are and shall remain the property of EMPHN.
4.
Conduct of Tenderer
4.1
Requests for further information etc.
Any questions or requests for further information or clarification of the RFT or other information
provided in respect of the Tender Process must be submitted to the Program Manager in
writing.
EMPHN reserves the right not to respond to any question or request, irrespective of when
such question or request is received.
Except where EMPHN is of the opinion that issues raised apply only to an individual Tenderer,
questions submitted and answers provided will be made available to all Tenderers without
identifying the person who submitted the question.
4.2
Unauthorised contact
The Tenderer must not, and must ensure that its employees, consultants and agents do not,
do anything in connection with the Tender Process that is or may be seen as being likely or
intended to influence the outcome of the Tender Process.
Without limiting the previous paragraph, except as permitted by clause 4.1 the Tenderer must
not, and must ensure that its employees, agents and consultants do not, contact or
communicate or attempt to contact or communicate, with any EMPHN staff member, or with
any other person acting as EMPHN's representative in respect of the Tender Process.
However, if the Tenderer is a current provider to EMPHN, the Tenderer may continue to
communicate with EMPHN in the ordinary course of providing goods and/or services to
EMPHN, provided no aspect of the RFT or the Tender Process is discussed.
4.3
Assistance from EMPHN
Except to the extent expressly permitted by these Conditions of Tendering, the Tenderer must
not, and must ensure that its employees, consultants and agents do not, obtain, or attempt to
obtain, assistance in preparing its Tender from employees or contractors of EMPHN.
4.4
Collusion
EMPHN Request for tender
The Tenderer must not, and must ensure that its employees, consultants and agents do not,
engage in collusion, anti-competitive conduct or any other similar conduct with any other
Tenderer or other person in relation to their Tender or the Tender Process.
4.5
Unlawful inducements A Tenderer must, and must ensure that its employees,
consultants and agents, comply with any applicable laws regarding the offering of bribes or
unlawful inducements in connection with the their Tender or the Tender Process.
4.6
Conflict of Interest
A Tenderer must not, and must ensure that its employees, consultants and agents do not,
place themselves in a position that gives rise or may give rise to actual, potential or perceived
conflict of interest between EMPHN and the Tenderer’s interests during the Tender Process.
Tenderers must, in Part E (Tenderer's Response Schedule), disclose any interests,
relationships or clients which may or do give rise to a conflict of interest in relation to the supply
of Goods and/or Services under any contract that may result from this RFT.
If a conflict of interest arises, or is likely to arise, which was not disclosed in the Tender, the
Tenderer must notify the Program Manager immediately in writing of that conflict.
4.7
Disqualification
In addition to any other remedies available to it under law or contract, EMPHN may, in its
absolute discretion, disqualify the Tenderer if it believes the Tenderer has contravened clause
4.2, 4.3, 4.4, 4.5 or 4.6.
5
Submission of Tenders
5.1
Lodgement
Tenders must be lodged by the means, and in accordance with the requirements, set out in
item 6 of Part A (Details of Tender).
5.2
Late Tenders
Tenders must be lodged by the Closing Time specified in item 4 of Part A (Details of Tender).
However, the Closing Time may be extended by EMPHN in its absolute discretion by providing
written notice to Tenderers.
Tenders lodged after the Closing Time or lodged at a location or in a manner that is contrary
to that specified in this RFT will be disqualified from the Tender Process unless the Tenderer
demonstrates to the reasonable satisfaction of EMPHN that late lodgement of the Tender:

resulted from circumstances beyond the reasonable control of the Tenderer; and

the integrity of the Tender Process will not be compromised by accepting a late Tender.
The determination of EMPHN as to the actual time that a Tender is lodged is final.
6.
Tender documents
6.1
Format and contents
The Tenderer must ensure that:

the Tender contains the completed Part E (Tenderer's Response Schedule) and all
information requested in that Schedule;

the Tender complies with specified formatting or production requirements specified in item
7 of Part A (Details of Tender);

the tender is legible and comprehensible; and

information in the Tender complies does not exceed any specified word or page limits .
EMPHN Request for tender
EMPHN may reject a Tender that does not include the information requested or that is not in
the format required, and may disregard any part of the Tender that is illegible or
incomprehensible or that exceeds specified word or page limits. Incomplete Tenders may be
disqualified or evaluated solely on the information contained in the Tender.
Tenders should not be unnecessarily lengthy or elaborate.
6.2
Correction of errors
If, after submitting the Tender, the Tenderer becomes aware of an error in its Tender, the
Tenderer must promptly notify EMPHN of such error. EMPHN may permit the Tenderer to
correct an unintentional error in the Tender unless it considers that doing so would allow the
Tenderer to materially alter the substance of the Tenderer’s Response.
6.3
Cost of preparing Tenders
The Tenderer is responsible for all costs incurred in respect of the Tender Process. EMPHN
will not be responsible for, nor pay for, any expense or loss that may be incurred by the
Tenderers in the preparation of its Tender or participation in the Tender Process.
6.4
Disclosure of Tender information
EMPHN may disclose the fact of a Tender being submitted and information contained in the
Tender:

as required by law;

as required by DoHA or other agency in connection with its funding or administration of
the Program;

for the purpose of investigations by law enforcement agencies or other government
authorities having relevant jurisdiction; or

to external consultants and advisers engaged by EMPHN to assist with the Tender
Process.
6.5
Property in the Tenders
Upon submission of a Tender, the Tender becomes the property of EMPHN. However, the
submission of a Tender does not transfer to EMPHN any ownership interest in the Tenderer’s
intellectual property rights, or give EMPHN any rights in relation to the Tender, save that by
submitting the Tender, the Tenderer licenses EMPHN to reproduce the whole or any part of
the Tender for the purposes of enabling EMPHN to evaluate the Tender.
6.6
Period of validity
A Tender remains valid for a minimum 120 days after the Closing Time, or for such longer
period as is agreed between EMPHN and the Tenderer.
6.7
Legal Effect of Tender
A Tender constitutes an irrevocable offer by the Tenderer to EMPHN to provide the Goods
and/or Services required under, and otherwise to satisfy the requirements of, the Specification
on the terms and conditions of the Draft Contract (subject to any non-conformances identified
in the Tenderer's Response Schedule).
A Tender must not be expressed to be conditional on or subject to:

board or executive approval of the Tenderer or a related party of the Tenderer;

the conduct of due diligence or any other form of enquiry or investigation;

obtaining any regulatory approval or consent;

obtaining the consent or approval of any third party; or
EMPHN Request for tender

negotiation of commercial or contractual terms.
EMPHN may, in its absolute discretion, disregard a Tender if it is, or purports to be, subject to
any one or more of the conditions detailed above.
EMPHN reserves the right to accept a Tender in part or in whole or to negotiate with a Tenderer
in accordance with clause 8.3 of these Conditions of Tender.
6.8
Tenderer's Responsibilities
The Tenderer is responsible for:

examining this RFT and any documents referenced or attached to this RFT and any
associated or additional material or documentation;

fully informing him, her or itself in relation to all matters arising from this RFT, including all
matters regarding EMPHN’ requirements for the provision of the Goods and/or Services;

ensuring that the Tender is accurate and complete;

making own enquiries and assessing all risks regarding the RFT, and fully incorporating
the impact of any known and unknown risks into the Tender; and

ensuring that they comply with all applicable laws in regards to the Tender Process.
7.
Compliance with Specification and Draft Contract
7.1
Compliance with Specification
Subject to this clause, the Tender must address the requirements of the Specification
contained in Part C of this RFT.
EMPHN may in its discretion accept minor variations or departures from the Specifications
proposed by Tenderers. However, substantive variations or departures from the Specification
will not be considered unless the Tenderer is able to demonstrate to the satisfaction of EMPHN
the necessity for such variations or departures.
The Tenderer must submit a tabulated statement, with numbering corresponding to the
relevant clauses, showing its level of compliance with the Specification contained in Part C of
this RFT. Tenderers must state if they will not comply with the Specification, or will only comply
with the Specification subject to conditions. Full details of the non-compliance (including the
nature and extent of the non-compliance and any reasons for such non-compliance) must be
stated in the space provided in the tabulated statement contained in Section 3 of Part E. No
response is required in respect of a particular section of the Specification where the Tenderer
will comply with the Specification. Only sections that the Tenderer will not comply with, or will
only comply with subject to conditions, should be noted.
EMPHN will assume that a Tenderer’s Response complies in all relevant respects with the
Specification unless the Tenderer states otherwise. Failure to notify EMPHN of any noncompliance may result in a Tender being disregarded.
7.2
Compliance with the Draft Contract
Subject to this clause, the Tender must agree to enter into the Draft Contract contained in Part
D of this RFT.
EMPHN may in its discretion accept minor variations or departures from the Draft Contract
proposed by Tenderers. However, substantive variations or departures from the Draft
Contract will not be considered unless the Tenderer is able to demonstrate to the satisfaction
of EMPHN the necessity for such variations or departures.
EMPHN Request for tender
The Tenderer must submit a tabulated statement, with numbering corresponding to the
relevant clauses, showing its level of compliance with the Draft Contract contained in Part D
of this RFT. Tenderers must state if they will not comply with the Draft Contract, or will only
comply with the Draft Contract subject to conditions. Full details of the non-compliance
(including the nature and extent of the non-compliance and any reasons for such noncompliance) must be stated in the space provided in the tabulated statement contained in
Section 4 of Part E, together with any proposed amendments that would render the contractual
provision acceptable to the Tenderer. No response is required in respect of a particular clause
of the Draft Contract where the Tenderer will comply with the Draft Contract. Only clauses
that the Tenderer will not comply with, or will only comply with subject to conditions should be
noted in the tabulated statement.
EMPHN will assume that a Tenderer is able to and agrees to comply in all relevant respects
with the Draft Contract unless the Tenderer expressly states otherwise. Failure to notify
EMPHN of any non-compliance may result in the Tender being disregarded.
7.3
General
For the purposes of the Tenderer's preparation of the compliance statements required under
clauses 7.1 and 7.2, indefinite responses such as “noted”, “to be discussed” or “to be
negotiated” are not acceptable. While EMPHN may conduct negotiations with one or more
Tenderer, Tenderers are required to indicate specifically why it does not comply with a
provision of the Specification or the Draft Contract, or the conditions surrounding its
compliance. Where the Tenderer is unwilling to accept a specified condition, the nonacceptance must be clearly stated.
7.4
Alternative Tender
A Tenderer may submit an alternative proposal. An alternative proposal will only be accepted
if:

the Tenderer also provides a conforming Tenderer’s Response; and

the alternative proposal is clearly identified as an “Alternative Tender”.
Tenderers are encouraged to offer options or solutions which may, in an innovative way,
contribute to EMPHN' ability to carry out its business in a more cost-effective manner. These
may be related to:

the outputs, functional, performance and technical aspects of the requirement;

minimisation of environmental impact; or

opportunities for more advantageous commercial arrangements.
Any such options or solutions will be considered by EMPHN on a “commercial in confidence”
basis if so requested by the Tenderer.
Where a Tenderer submits an offer which meets the requirements of the RFT in an alternative
and practical manner, the Tender must also include any supplementary material (including
such pricing and costing details as may be necessary to enable EMPHN to fully assess the
value for money and financial impact of the alternative proposal), which demonstrates in detail
that such an alternative will fully achieve and/or exceed all the specified requirements, together
with references as to why the additional features may be advantageous.
EMPHN reserves the right to consider such offers on their merits or not to consider them at
all.
8.
Evaluation of Tenders
8.1
Evaluation process
EMPHN Request for tender
EMPHN will evaluate Tenders against the Evaluation Criteria specified in Part C (Specification)
of the RFT.
EMPHN may:

shortlist one or more Tenderers to proceed to further negotiations;

commence or continue negotiations with all Tenderers without shortlisting any Tenderers;

request a 'best and final offer' from one or more Tenderers;

accept one or more of the Tenders;

reject any or all Tenders; or

suspend or cease to proceed with the Tender Process.
EMPHN may, but is not in any way bound to, shortlist, to select as successful, or to accept the
Tender offering the lowest price. Should EMPHN choose to include a shortlisting stage in its
evaluation process, EMPHN is not, at any time, required to notify Tenderers or any other
person or organisation interested in submitting a Tender. The commencement of negotiations
by EMPHN with one or more other Tenderers is not to be taken as an indication that any
particular Tender has not been successful.
8.2
Clarification of Tender
EMPHN may seek clarification or further information from the Tenderer at any time during the
evaluation process, and may use any response or further information provided by the Tenderer
in evaluating the Tender. Failure to supply clarification or further information to the satisfaction
of EMPHN may lead to the Tender not being evaluated further.
8.3
Negotiation and presentation
EMPHN may, at any stage of the evaluation process, elect to engage in detailed discussions
with any one or more Tenderers. As part of this negotiation process, EMPHN may request
the Tenderer to improve one or more aspects of their Tender, including any technical, financial,
corporate or legal components. EMPHN may also request one or more Tenderers to provide
references or additional information make themselves available for interview or to make a
presentation. Failure to supply further information to the satisfaction of EMPHN or to
participate in an interview or make a presentation may lead to the Tender not being evaluated
further.
EMPHN is under no obligation to conduct any negotiations with, to seek additional information,
to conduct interviews or request presentations.
8.4
Best and final offers
EMPHN may (but is under no obligation to) invite the Tenderer to submit a best and final offer
in relation to all or certain aspects of the Tender.
After receiving any best and final offers, EMPHN may then conduct a final evaluation of the
Tenders, taking into account the best and final offers submitted. These Conditions of
Tendering to apply to the submission of any best and final offer.
9
Successful Tenders
9.1
No legally binding contract
Selection as a successful Tenderer does not give rise to a contract. No legal relationship will
exist between EMPHN and a successful Tenderer until such time as a binding contract is
executed by them.
9.2
Pre-contractual negotiations
EMPHN Request for tender
EMPHN may, in its absolute discretion, decide to enter into pre-contractual negotiations with
a successful Tenderer.
However, the Tenderer is bound by its Tender. Subject to clause 7.2, successful Tenderers
will be required to enter into the Draft Contract (contained in Part C) without negotiation.
9.3
No obligation to appoint
EMPHN is under no obligation to appoint a successful Tenderer, or to enter into a contract
with a successful Tenderer or any other person. Where EMPHN decides not to appoint or
enter into a contract with a successful Tenderer or any other person, EMPHN will be free to
proceed via any alternative process.
9.4
Notification of un-successful Tenderers and debrief
All Tenderers will be informed in writing of the outcome of their Tenders at the earliest
opportunity.
EMPHN may in its discretion conduct a debriefing session for all Tenderers (successful and
unsuccessful).
10
Tenderer warranties
By submitting a Tender, the Tenderer warrants that:

it did not rely on any express or implied statement, warranty or representation, whether
oral, written or otherwise made by or on behalf of EMPHN, its officers, employees, agents
or advisers other than any statement, warranty or representation expressly contained in
the RFT;

it did not use the improper assistance of EMPHN' employees or information unlawfully
obtained from EMPHN in compiling its Tender;

it has examined this RFT and any other documents referenced or referred to herein, and
any other information made available in writing by EMPHN to Tenderers for the purposes
of submitting a Tender;

it has sought and examined all necessary information which is obtainable by making
reasonable enquiries relevant to the risks and other circumstances affecting its Tender;

it has otherwise obtained all information and advice necessary for the preparation of its
Tender;

it is responsible for all costs and expenses related to the preparation and lodgement of its
Tender, any subsequent negotiation and any future process connected with or relating to
the Tender Process;

it shall not hold EMPHN liable for any claim in respect of any cost, expense, loss or
damage on the basis of any contractual, promissory or restitutionary grounds whatsoever
as a consequence of any matter relating to its participation in the Tender Process,
including, without limitation, if it is not engaged to perform under any contract;

it otherwise accepts and will comply with these Conditions of Tendering;

it will provide additional information in a timely manner as requested by EMPHN to clarify
any matters contained in the Tender; and

it is satisfied as to the correctness and sufficiency of its Tender.
11.
EMPHN's rights
Without limiting its other rights under these Conditions of Tendering or at law, EMPHN
reserves the right, in its absolute discretion at any time, to:
EMPHN Request for tender

cease to proceed with or suspend the Tender Process;

alter the structure and/or the timing of the RFT or the Tender Process;

vary or extend any time or date specified in this RFT for all or any Tenderers or other
persons;

terminate the participation of any Tenderer or any other person in the Tender Process;

require additional information or clarification from any Tenderer or any other person or
provide additional information or clarification;

negotiate with any one or more Tenderers and allow any Tenderer to alter its Tender;

call for new Tenders;

reject any Tender received after the Closing Time;

reject any Tender that does not comply with the requirements of this RFT; or

consider and accept or reject any alternative tender.
12
Governing law
This RFT and the Tender Process is governed by the laws applying in the State of Victoria.
13
Interpretation
In this RFT, unless a contrary intention is apparent:
Alternative Tender means a tender submitted in accordance with clause 7.4 of these
Conditions of Tender.
DoHA means the Commonwealth Department of Health and Ageing
Evaluation Criteria means the criteria set out in Part C (Specification) of the RFT.
Intellectual Property Rights includes copyright and neighbouring rights, and all
proprietary rights in relation to inventions (including patents), registered and
unregistered trademarks (including service marks), registered designs, circuit layouts
and all other proprietary rights resulting from intellectual activity in the industrial,
scientific, literary or artistic fields.
Program Manager means the person so designated in item 3 of Part A (Tender
Details) of this RFT.
Draft Contract means the agreement and any other terms and conditions contained
in or referred to in Part D (Draft Contract) of this RFT.
Request For Tender or RFT means this document (comprising each of the parts
identified in the Introduction as forming part of this Tender.
Specification means the specification or description of EMPHN requirements
described in Part C (Specification) of this RFT.
Tender means a document lodged by a Tenderer in response to this RFT containing
an offer to provide Goods and/or Services in accordance with the Specification.
Tenderer means a person or organisation that submits a Tender.
Tender Process means the process commenced by the issuing of this RFT and
concluding upon formal announcement by EMPHN of the selection of a successful
Tenderer(s) and execution of a contract with the successful Tenderer(s) or upon the
earlier termination of the process.
EMPHN Request for tender
14.
Inconsistency
If there is any inconsistency between the documents that comprise this RFT, the documents
will be interpreted in the following, descending order of precedence:

the Conditions of Tendering in Part B;

the Specification in Part C of this RFT;

the Draft Contract in Part D of this RFT;

Part E of this RFT and any annexes or attachments; and

any other part of this RFT,
so that the provision in the higher ranked document, to the extent of the inconsistency, prevails.
EMPHN Request for tender
PART C: SPECIFICATION (INDICATIVE)
1
PROJECT/ PROGRAM OVERVIEW
Eastern Melbourne PHN is a new organisation formed following the merger of three Medicare
Locals (MLs) including Eastern Melbourne, Inner East Melbourne and Northern ML. The region
has 1.4 million residents, 393 general practices, 160 Residential Aged Care Facilities and
covers a region of 3,956 square kilometres. It has 12 Local Government Areas and is a mix of
metropolitan and regional areas. Currently there is excellent coverage by MDS services in the
metropolitan areas, but limited access in the regional areas of the outer north and outer east
of the region.
EMPHN region map:

City of Banyule

City of Monash

City of Boroondara

City of Whittlesea

City of Knox

Shire of Mitchell* (part)

City of Manningham

Shire of Murrindindi* (part)

City of Maroondah

Shire of Nillumbik
EMPHN Request for tender

Shire of Yarra Ranges

City of Whitehorse
The EMPHN has six priority areas, as outlined below, including After Hours and Aged Care:
•
After hours
•
Aged care
•
Mental health
•
General Practice engagement and support
•
Indigenous Australians’ Health Programme
•
Clinical education
EMPHN After Hours Program has received funding from the Commonwealth Department of
Health, and has responsibility for supporting equitable and timely region wide access to after
hours primary health care services.
This document is to provide accredited MDS or GP services with the opportunity to tender to
provide after hours GP services to outer northern and outer eastern regions where MDS
services do not currently exist.
2
DESCRIPTION OF GOODS AND/OR SERVICES
As outlined in the objectives, the project will provide after hours GP consultations to the
following population groups:
Group 1: Priority Service to RACF residents in the outer north of the EMPHN (refer
to Appendix 1)
Minimum coverage of the service are between the hours of 6-10pm weekdays and 2-6pm
weekends and public holidays. EMPHN will also accept, and look favourably on,
applications that include coverage from 6pm -8am weekdays and outside 8am -12noon
on Saturdays and all day Saturdays and Sundays.
Post codes for this area include:3076, 3082, 3752, 3174, 3076, 3757, 3095, 3096
Group 2: Priority Service to RACF residents in the Yarra Ranges of the EMPHN (refer
to Appendix 1)
Minimum coverage of the service are between the hours of 6-10pm weekdays and 2-6pm
weekends and public holidays. EMPHN will also accept, and look favourably on,
applications that include coverage from 6pm -8am weekdays and outside 8am -12noon
on Saturdays and all day Saturdays and Sundays.
Post codes for this area include: 3140, 3777, 3138, 3797, 3137, 3765, 3137, 3799
Group 3: After Hours GP consultations to the general community in the outer north
of the EMPHN
EMPHN Request for tender
After Hours GP coverage to the general community in the outer north between the hours
of 6pm-8am weekdays and outside 8am-12noon Saturdays and all day Saturdays and
Sundays.
Postcodes for this area include: 3658, 3756, 3756, 3757,3758, 3763, 3760, 3761, 3750,
3751, 3099, 3097, 3090, 3777, 3753, 3756
Group 4: After Hours GP consultations to the general community in the Upper Yarra
region of the Shire of Yarra Ranges
After Hours GP coverage to the general community in the Upper Yarra region of the Shire
of Yarra Ranges between the hours of 6pm-8am weekdays and outside 8am-12noon
Saturdays and all day Saturdays and Sundays.
Postcodes for this area include: 3777, 3139, 3775, 3797, 3755, 3799, 3793, 3767, 3788,
3787, 3795, 3792, 3139, 3797, 3770

Service delivery to groups 1 and 2 will be provided as a priority service. Please outline in
the tender how timely access will be prioritised. For example call outs to the service will
be responded to within 2 hrs and a dedicated GP/s will be allocated to the service to meet
the demand.

A dedicated phone line will need to be established for the population groups 1 and 2. This
priority phone line will need to be communicated to participating RACFs as the dedicated
number to contact for the service. RACFs will be able to ring this phone line and book the
GP from 4pm onwards.

Service delivery will be to the general public and to residents in RACFs, but the Tenderer
can tender for the general public only or RACFs only, or both of these groups.

The service will be provided in the after hours period as defined by the Department of
Health for the community:

3
o
Outside 8am to 6pm weekdays
o
Outside 8am to 12 noon on Saturdays
o
All day Sundays and public holidays
o
The service for RACFs can be conducted between 6-10pm weekdays and 2-6pm
weekends and public holidays. EMPHN will also accept, and look favourably on,
applications that include coverage from 6pm -8am weekdays and outside 8am 12noon on Saturdays and all day Saturdays and Sundays
The contract will expire on 30 June 2016
ANTICIPATED REMUNERATION FOR SERVICE
Group 1 –RACFs residents in the outer north, remuneration will not exceed $40,000.00
Group 2 –RACFs residents in the outer east of the Shire of Yarra Ranges, remuneration will
not exceed $40,000.00
EMPHN Request for tender
Group 3 –The General Community in the outer north, remuneration will not exceed $80,000.00
Group 4 –The General Community in the Outer East, remuneration will not exceed $80,000.00
For all groups, remuneration will not exceed $240,000.00
Tenders that can show cost savings and value for money while still providing a high quality
service will be viewed favourably.
Note: Remuneration will be paid in addition to the Medicare rebates received by the Visiting
GP.
4
PROGRAM / PROJECT GOVERNANCE
The tender will be managed by two EMPHN staff:

Kate Temby, Manager Access and Diverse Communities

Susan Rice, After Hours Team Leader
5
KEY DELIVERABLES
Provision of service as outlined in description of service (item 2)
Reporting requirements include:

All reporting to be provided electronically by the due date to Susan Rice at
susan.rice@emphn.org.au

Quarterly data reporting against the minimum data set

Quarterly qualitative reporting (template supplied by EMPHN)

Final report (template supplied by EMPHN)
Other reporting as agreed upon between EMPHN and the successful tenderer/s
6
MANDATORY REQUIREMENTS

The medical deputising service or GP service must be accredited against either the
National Association for Medical Deputising Services (NAMDS) or the Royal College of
General Practitioners (RACGP)

The tender must include information about service reach and all costs, and any areas not
able to be serviced must be clearly identified

The tender must also contain information about the following items:
o
legal structures
o
insurance
o
financial viability
EMPHN Request for tender

All GPs working in the program are required to have a current Police Check, this will be
managed by the successful tenderer/s at their own expense.
6
EVALUATION
6.1
Evaluation Criteria

The tenderer demonstrates an understanding of the requirements of the program

The tenderer has a proven track record of high quality service delivery

The tenderer demonstrates capacity to provide the after hours GP services at the specified
times, within the specified timelines to the specified areas.

The tenderer demonstrates a commitment to the objectives of EMPHN in the provision of
primary health care.

The tenderer demonstrates value for money in the provision of services
6.2
Evaluation process
A selection panel within EMPHN will be convened for the purpose of identifying the successful
Tender/s. The panel will consist of EMPHN staff at Director, Manager and Team Leader levels.
Evaluation
Score
Exceeds all aspects of the criterion
4
Exceeds some aspects of the criterion and meets others
3
Meets the criterion
2
Fails to meet some aspects of the criterion
1
Fails to meet any aspects of the criterion
0
EMPHN Request for tender
PART D - DRAFT CONTRACT
Insert form of contract as appropriate.
PART E - APPENDICES
Appendix 1 – List of EMPHN post codes
Appendix 2 – Minimum data set guidelines
EMPHN Request for tender
PART F - TENDERER'S RESPONSE SCHEDULE
This Schedule must be completed and included in the Tender response.
1.
Tenderer’s Information
Organisation name
Legal status
ABN
ACN (if applicable)
Place of incorporation (if
applicable)
Address of principal office in
Victoria
Postal Address
Website address
Contact person / representative
Telephone
Email
Facsimile
Number of full time employees
2.
Executive Summary
Provide a brief executive summary providing an overview of the Tender (not to exceed [2]
pages in length). Include any key assumptions on which the Tender is based.
3.
Compliance with the Specification
Identify any non-compliances with the specification. Refer clauses 7.1 and 7.3 of the
Conditions of Tendering for the requirements for completing this section.
4.
Compliance with Draft Contract
Identify any non-compliances with the Draft Contract. Refer clause 7.2 and 7.3 of the
Conditions of Tendering for the requirements for completing this section.
5.
Alternative Proposal
If the Tenderer also submits an Alternative Proposal, include a brief summary. Refer clause
7.4 of the Conditions of Tendering for the requirements for completing this section.
6.
Skills and Capability
Provide evidence of relevant skills, expertise, experience and capacity to provide the services.
This should include:

details of the methodology proposed for delivering the Goods and/or Services;

a brief statement of relevant qualifications and experience of each key member of staff
proposed for the work, together with an outline of their role in delivering the Goods and/or
Services; and

details of previous or other current work related to the requirements in the Specification.
7.
Referees
Provide names, positions and contact details (including telephone number and email address)
for [3] referees that EMPHN could contact regarding the Tenderer's ability to provide to the
Goods and/or Services required under the Specification. This should include brief details of
the work performed and the period during which it was performed.
By nominating a referee, the Tenderer authorises the referee to provide to EMPHN personal
and commercial information about the Tenderer and its personnel.
8.
Financial capacity
Tenderers are required to demonstrate that they have the financial capacity to comply with
the Draft Contract. Accordingly, you are required to provide the following information.
If the answer to any of the following questions is “yes”, provide an explanation.
Are there any significant events,
matters or circumstances which may
significantly affect the operations of
the Tenderer?
Are there any proceedings, either
actual or threatened, against the
Tenderer, its parent or associated
entities or any director of the
Tenderer?
Are there any insolvency related
proceedings, actual or threatened
(including bankruptcy, voluntary
administration, application to wind
up, or other like action) against the
Tenderer?
Are there any other factors which
could adversely impact on the
financial ability of the Tenderer to
successfully perform the obligations
under the Draft Contract?
Has the Tenderer engaged in
collusive tendering or received
improper assistance in preparing the
Tender?
9.
Risk and insurance
Provide details of all insurances maintained by the Tenderer that are required to be maintained
by the Specification. Include for each insurance:

Name of insurance company/ies

Policy type (eg public liability, professional indemnity, etc)

Policy number(s)

Expiry dates

Limit of liability

Relevant exclusions
Provide brief details of all risk management strategies and practices of the Tenderer that
would be applicable or relevant in the context of the supply of the Goods and/or Services.
10.
Conflict of interest
Provide details of any interests,
relationships or clients which giver
rise, may give rise or may be seen to
give rise, to a conflict of interest in
relation to the provision of the goods
and/or services under the Draft
Contract.
Outline the processes the Tenderer
has in place to address any conflict
of interest that may arise or may be
seen to arise in the course of
providing goods and/or services
under the Draft Contract.
11.
Summary of Costs
This section should include a summary showing the costs of each item or deliverable and the
total costs (in A$ and exclusive of GST).
Acceptance and declaration
On behalf of the Tenderer, I, the authorised officer named below, accept the Terms and
Conditions of this tender and declare that the information provided in this tender is true and
correct.
Signature of authorised officer
Name of authorised officer
Title/office held
Date