Victorian Industry Participation Policy
Presentation for Agencies on How to Prepare a VIPP Plan in the
enhanced VIPP Management Centre
2013
Grants & Design
Why is there a new process for grants and
designers?
Old VIPP
The application of the VIPP process on grants and
design contractors was not suitable for the following
reasons:
•
•
Enhanced VIPP from 1 January 2013
•
Grant applicants and all design contractors for
projects over the VIPP threshold to liaise with ICN
to ascertain localisation opportunities via VMC as
a condition of contract.
•
Design contractors for capital projects likely to
exceed the thresholds must seek an Interaction
Reference Number (IRN) regardless of the cost of
the design component.
Design Contractor:
o
VIPP not applied, under threshold
o
VIPP applied, no requirement for ICN
interaction
Grant Recipient
o
VIPP applied to grant recipient, not the
constructor
o
VIPP applied, no requirement for ICN
interaction
o
VIPP not applied, under threshold
Grants and design contracts overview
•
Grant applicants to liaise with ICN to ascertain localisation opportunities
where the value of the grant is a substantial component of a
project/procurement and is over the VIPP thresholds.
•
Design contractors to liaise with ICN to ascertain localisation
opportunities where the total value of the whole project meets or
exceeds the VIPP monetary thresholds, the value of the design contract
itself is not relevant.
•
ICN reviews and determines level of contestable procurements
•
•
Nil/ Limited contestability – no interaction with ICN required
•
Contestable Procurements – ICN will liaise with the grant applicant/ design
contractor to discuss and outline any identified Contestable Procurements
Ensures local opportunities are not inadvertently designed out and VIPP
objectives will be applied at the earliest point of the contract/ project
Grant & Design Process
Timeline
IRN Letter Submission
Recipient/ contractor
provides IRN Letter to
Department/ Agency.
IRN Letter
Contestable opportunities are
identified.
IRN Collected
IRN collected for annual
reporting purposes.
ICN issues IRN Letter, detailing
a series of interactions
between the recipient/
contractor and ICN.
IRN Request
Successful applicant/
bidder lodges grant/
design details on VMC
to request IRN.
Successful Grant Applicant/
Designer Selected
ICN’s involvement to help
increase opportunities for
SME’s, is a condition of
grant/contract.
IRN Letter
ICN IRN Request Review
There are NO contestable
opportunities identified.
ICN allocates IRN request
to Business Capability
Advisor (BCA).
ICN issues IRN Letter to
recipient/contractor.
BCA contacts recipient/
contractor to discuss
localisation opportunities.
Allow 2-3 business days
for initial contact.
IRN Letter
Design specs and/or
procurement has been
completed without ICN
consultation.
ICN cannot issue IRN to
recipient/contractor.
Key
Department/ Agency
Grant Recipient / Designer
ICN
Bidder/Supplier Process
Dept/Agency/ICN Process
1
TIPS:
1.
Begin Reference # Process: to request IRN, click
button.
TIPS:
1.
Mandatory Fields: ensure all mandatory fields
(denoted by ) are completed.
2.
Grant/design: select whether the IRN request
relates to a grant or design contract.
3.
Submit: to submit request, click button.
1
2
3
TIPS:
1
1.
Interaction Reference Number (IRN)
2.
Interaction details between grant recipient /
design contractor and ICN.
2
VIPP Timelines
ICN Report
Department / Agency
Timeline
ICN will compare and assess the
suppliers actual VIPP achievements
against their initial commitments and
provide advice to department/agency
ICN Evaluation Report
Post Contract Verification
ICN will prepare an evaluation report
for department/ agency.
Department/agency provides actual
Min. 2 days prior
to consideration
by tender
evaluation panel
Min. 2-4 days prior
to consideration
by tender
evaluation panel
VIPP Plan
Registration of Procurement Activity
Shortlisted bidders/
suppliers complete
online electronic VIPP
Plan
2-3 months from RFT release
Tender Registration
& Contestability
Assessment
VMC Account
Management
Agency to register
contract manager
details on the VIPP
Management Centre
(VMC)
Agency registers
tender on VMC, and
undertakes
contestability
assessment. ICN
reviews tender
details.
Tender
Documentation
Contract Award
Monitoring
VIPP commitments
MUST be negotiated as
reportable conditions of
the contract.
Department/ agency
and supplier to
monitor VIPP
outcomes through
contractual
commitments.
Provide ICN contract
award information via
VMC.
Reporting
VIPP outcomes for procurement
activity to ICN via VMC.
The report MUST be considered as
part of a department/agency tender
evaluation and selection of a
successful bidder/ supplier.
Request VIPP
Outcomes
Department/ agency
provides monitoring
table to supplier
and requests
reporting of actual
VIPP outcomes.
Monitoring
Include the following,
where applicable, in
RFT documentation:
•
VIPP model
clauses
•
Contestable items
•
Timeframes
Key
Department/ Agency
Bidder/supplier
ICN
VIPP Management Centre (VMC)
• The VIPP Management Centre (VMC) is an online platform where agencies
can manage their VIPP applicable tenders and other VIPP obligations.
• The VMC is available at https://www.icnvic.org.au/vipp
• Agencies can register tenders, undertake contestability assessments,
notify ICN of post tender negotiations, contract award information and
fulfil post contract requirements via VMC.
• VMC has been optimised to work on the following web browsers.
– Google Chrome
– Mozilla Firefox
– Microsoft Internet Explorer 9
• VMC is not yet compatible with smartphone/tablet devices.
Agencies register tender on the VMC
TIPS:
1.
Account Type: select Gov. Agency.
2.
Create Account: to create a new Gov. Agency
user account..
3.
Forgotten password: retrieve password via
email.
1
2
3
TIPS:
6
5
2
1.
Add new tender: register new tender and
undertake contestability assessment.
2.
Comms Room/Contact VIPP: leave a message
or question for ICN to then respond.
3.
CA: view Contestability Assessment (CA)
outcome. Available when the pdf icon is
displayed.
4.
View Plans: indicates bidder/s who have
submitted VIPP Plans.
5.
Account Details: modify user details
6.
FAQ’s
1
2
3
4
TIPS:
1
2
3
4
5
1.
Registration: register tender prior to RFT release.
2.
Tender Value: all information is accessible ONLY to
ICN and the account holder.
3.
Required VIPP response dates: indicates when
bidders/suppliers must submit their VIPP Plans and
certification letters to the Agency along with their
bid. This is usually close of tender.
4.
Tenderer ICN submission date: accounts for ICN’s
turnaround time. Approx. 2 business days
5.
Shortlisted bidders: Agency may provide “N/A”
where this not yet available. Agency to update
information as required.
2
1
Tips:
1.
Mouse Rollover: simply place your mouse
on the
to access definitions.
2.
Category: dynamic set of questions
generated, based on initial selection.
1
Tips:
1.
Breadcrumbs: indicates number of
questions.
1
Tips:
1.
Contestability Assessment: ICN will review
the contestability assessment within 2
working days. ICN may request scope of
works/specification for further
information.
Tips:
1.
VIPP Plan requires: indicates ICN’s
recommendation on how VIPP should
be applied.
2.
VIPP Clauses: available from
Department of State Development,
Business and Innovation (DSDBI)
3.
Contestable Inputs: indicates
potential contestable items for the
project. Not an exhaustive list and
does not include non-contestable
items that may be required to fulfil
the contract.
John Smith
1
2
3
Bidders VIPP Plans on the VMC
Create New VIPP Plan
• Bidders can ONLY begin an online VIPP Plan when the government
department/agency has registered the tender on VMC.
• The following slides indicate how to complete the online VIPP Plan:
1.
Click “Add new plan” button.
2.
Search for name of tender or tender reference number.
•
3.
Can’t find tender? – click the “Can’t find Tender” link to contact the relevant
government department/agency .
Complete each section of the VIPP Plan
1
2
3
TIPS:
1.
Can’t find tender? - link
2.
Predictive search feature streams results to
the name of tender and tender reference
number fields, dynamically updating results
as a user types. Note: To clear field, double
backspace.
3.
Navigation: all fields must be completed on
each page before users can proceed to the
next section.
TIPS:
1.
Contestable Items: pre-populate based on
contestability assessment outcome.
1
TIPS:
1.
To remove items, check the clear box.
2.
Contestable item.
3.
Percentages of Imported Content/Local
Content auto-calculate (Σ=100%). Either
field must be populated to auto calculate.
4.
Percentage of Total Local Content autocalculated.
5.
Total Percentages of Contract Content and
Total Local Content auto-calculate (Total
Contract Content Σ = 100%)
6.
Add another item: click link to add
additional items
1

2
3
4
5
6
Tips:
1.
Pre-fabricated and previous ePlan
responses: click to expand or collapse.
2.
Copy & Insert: click on the link to copy and
insert text into field.
1
2
New VIPP Plan
Tips:
1.
VIPP Plan: bidders/suppliers must submit
their certification letter and VIPP Plan as
part of their bid submission.
VIPP Plan Certification Letter
Tips:
1.
Certification Letter: Bidders/suppliers
must submit their certification letter
and VIPP Plan as part of their bid
submission
ICN Certification and
Agency Evaluation Report
ICN VIPP Evaluation Report
•
ICN will prepare an evaluation report for the department/ agency to use
in their tender evaluation.
•
The report includes:
– Assessment of merits of the key VIPP areas
– Highlights areas that require clarification
– Risk statements
– Overall comparative assessment of VIPP Plans
•
The report does not include a ranking/rating.
•
The report MUST be considered as part of a department/agency tender
evaluation and selection of a successful bidder/ supplier.
•
ICN recommendations to mitigate risk/s
TIPS:
1.
Evaluation/Award: view ICN evaluation report
1
ICN VIPP Evaluation
Report – Example 1
(BAD)
1
2
3
Tips:
1.
High overall ANZ value-added activity
commitment.
2.
Overcommitments
3.
Omitted a number of items that may
be required to fulfil the contract.
4.
Implementation plan contained limited
detail.
5.
Assessment Outcome: High Risk = VIPP
commitments unlikely to be achieved.
6.
Assessment Outcome: ICN
recommendations
4
5
6
ICN VIPP Evaluation
Report – Example 2
(GOOD)
1
2
Tips:
1.
Achievable overall ANZ value-added
activity commitment.
2.
ICN believes their may be scope for
further local industry involvement on
the project
3.
Implementation plan contained
sufficient detail and commitments.
4.
Assessment Outcome: Low Risk = VIPP
commitments likely to be achieved.
5.
Note: changes in VIPP commitments
during post tender negotiations
requires VIPP Plan re-certification/
evaluation
3
4
5
Post Tender Negotiations
Post Tender Negotiations
• If VIPP commitments change due to post tender negotiations, government
department/agency informs bidder/s and ICN that VIPP Plan recertification/evaluation is required.
1.
Alert ICN of changes to VIPP commitments via VMC.
2.
ICN will contact the Agency to discuss the matter and advise of the
appropriate process.
TIPS:
1.
Post tender: alert ICN to changes of preferred
bidder/s VIPP commitments.
1
Contract Award
TIPS:
1.
Evaluation/Award: agencies mandated to
provide contract award information to ICN.
1
TIPS:
1.
VIPP Building Company
Winning Tenderer: select winning tenderer
from drop down menu. The winning tenderer
must be included as short-listed tenderer prior
to award.
1
Post Contract Verification
Monitoring & Post Contract Reporting
• Upon the completion of contracts (issued post 1st January 2013) where the
VIPP applies, the supplier/ contractor must provide the VIPP outcomes to
the government agency/department when requested.
• The supplier/contractor must use the VIPP Monitoring Table, and submit a
declaration attesting to the veracity of the outcomes reported. The agency
provides these details to the ICN for verification via VMC (refer to
following slides).
• These forms will be available at: www.dbi.vic.gov.au/vipp
VIPP Monitoring Table
TIPS:
1.
Post Contract: provide post contract award
information and documentation.
1
ICN Post Contract
Review (PCR) Report
Further Information
Contacts
•
For any policy queries regarding the application of the VIPP to a
particular activity, contact:
Department of State Development, Business and Innovation (DSDBI)
Email: vipp@dbi.vic.gov.au
Tel: 13 22 15
www.dbi.vic.gov.au
•
For queries regarding the VIPP Management Centre or to register your
project contact:
Industry Capability Network (Victoria) Ltd
Tel: (03) 9864 6700
www.icnvic.org.au/VIPP