Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
RFT Part A – Conditions of Tendering
Peninsula Health
Tender for Scanned Medical Records
Page 1 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
RFT Part A – Conditions of Tendering
Contents
Reference Schedule
Page
2
1. Agency
2
2. Tender Reference
2
3. Contact Details
2
4. Indicative Timetable
2
5. Lodgement of Tenders
3
Rules Governing RFT & Tendering Process
1. Application of Rules
4
2. Structure of RFT
4
3. RFT
4
4. Communications During Tendering Process
5
5. Submission of Tenders
7
6. Tender Documents
7
7. Compliance with the Specification
10
8. Evaluation of Tenders
11
9. Successful Tenders
12
10. Discussions with Tenderers & Other Persons Outside Tendering Process
13
11. Ethical Purchasing Policy
13
12. Tenderer Warranties
14
13. Agency’s Rights
14
14. Governing Law
15
15. Interpretation
15
Attachment A. Evaluation Criteria
17
Page 2 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Reference Schedule
1. Agency: Peninsula Health
2. Tender Reference: 10-05 Scanned Medical Records
3. Contact Details
Name
Emilia Pezzi
Address for correspondence by
post
Peninsula Health
PO Box 52
FRANKSTON 3199
Telephone no.
(03) 9784 7630
Facsimile no.
(03) 9784 8502
Email Address
[email protected]
4. Indicative Timetable:
Activity
Date
RFT advertised and issued
Wednesday 3rd March 2010
Request for Tender -
3.00 pm on
Closing time for vendor responses
Friday 9th April 2010
Peninsula Health completes initial evaluation of Tenders
Tuesday 1st June 2010
Vendors notified if they are required to nominate a working site for
a functional presentation for Peninsula Health tender evaluation
team
Week ending Friday 4th June
2010
Notification of preferred & unsuccessful Tenderers
Monday 12th July 2010
* Note: This timetable is provided to give Tenderers an indication of the timing of the Tendering
Process. The timetable is indicative only and may be changed by Peninsula Health in accordance with
the Conditions of Tendering set out in Part A of this RFT.
Page 3 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
5. Lodgement of Tenders
Hardcopy and CD
Lodgement

Please mark your tender package as follows:
Peninsula Health Scanned Medical Records Tender

Please send two (3) hard copies, and one (1) soft copy (CD) of your
tender documents as per the following:
For hand delivered tenders
Tender Box
Supply Department
Level 1
Frankston Hospital
Hastings Road
Frankston Victoria
For tenders sent by post
Tender Box
Supply Department
Frankston Hospital
PO Box 52
Frankston Vic 3199.
Email Lodgement
Not acceptable for this tender
Page 4 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Rules governing RFT & Tendering Process
1 Application of these rules
Participation in the Tendering Process is subject to compliance with the rules contained in this
Part A.
All persons (whether or not they submit a Tender) having obtained or received this RFT may
only use it, and the information contained in it, in compliance with the rules set out in this Part
A.
All Tenderers are deemed to accept the rules contained in this Part A.
The rules contained in this Part A of the RFT apply to:
2
(a)
the RFT and any other information given, received or made available in connection with
the RFT.
(b)
the Tendering Process; and
(c)
any communications (including any Tender Briefings, presentations, meetings or
negotiations) relating to the RFT or the Tendering Process.
Structure of RFT
This RFT consists of the following parts:
3
3.1
(a)
Part A – Conditions of Tendering sets out the rules applying to the RFT documents and
to the Tendering Process. These rules are deemed to be accepted by all Tenderers and
by all persons having received or obtained the RFT.
(b)
Part B – Specification describes the Services in respect of which Peninsula Health
invites Tenders from selected persons.
(c)
Part C – Tenderer’s Response specifies the information to be provided in a Tender and
may also specify any information to be provided by a Tenderer by other means. Part C
includes templates to be completed and included in a Tender.
(d)
Part D – Ethical Employment Statement contains the statement to be completed by
shortlisted Tenderers demonstrating their ability to satisfy the ethical employment
standard. Tenderers should not complete Part D unless requested to do so by
Peninsula Health. Refer to Section 11 of this document (Ethical Purchasing Policy).
RFT
Status of RFT
Following the close of the Tender, Peninsula Health will not accept or respond to any requests
for information on the status and progress of the Tender evaluation process.
This RFT is not an offer. This RFT is an invitation for persons to submit a proposal for the
provision of the Services set out in the Specification (Part B).
Nothing in this RFT is to be construed as creating any binding contract for the supply of the
Services (express or implied) between Peninsula Health and any Tenderer unless and until
Peninsula Health has accepted that Tenderer’s Tender in the manner contemplated in
section 9.1 of this Part A.
Page 5 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
3.2
Accuracy of RFT
While all due care has been taken in connection with the preparation of this RFT,
Peninsula Health does not warrant the accuracy of the content of the RFT and
Peninsula Health will not be liable for any omission from the RFT.
3.3
Additions and amendments to RFT
Peninsula Health reserves the right to change any information in, or to issue addenda to,
this RFT.
3.4
Representations
No representation made by or on behalf of Peninsula Health in relation to the RFT (or its
subject matter) will be binding on Peninsula Health unless that representation is
expressly incorporated into the contract ultimately entered into between Peninsula
Health and a Tenderer.
3.5
Confidentiality
All persons (including Tenderers) obtaining or receiving the RFT and any other
information in connection with the RFT or the Tendering Process must keep the
contents of the RFT and such other information confidential.
3.6
Licence to use and Intellectual Property Rights
Persons obtaining or receiving this RFT and any other documents issued in relation to
the Tendering Process may use the RFT and such documents only for the purpose of
preparing a Tender.
Intellectual Property Rights that exist in the RFT, or any other documents provided to
Tenderers by or on behalf of Peninsula Health in connection with the Tendering Process
are owned by (and will remain the property of) Peninsula Health except to the extent
expressly provided otherwise.
4
4.1
Communications during the Tendering Process
Contact
All communications relating to the RFT and the Tendering Process must be directed to
the Manager Health Information Services (HIS), refer Item 3 of the Reference Schedule
at the start of this document.
4.2
Requests for clarification or further information
Any questions or requests for further information or clarification of the RFT (or any other
document issued in connection with the Tendering Process) must be submitted to the
Manager, HIS by email. Peninsula Health is not bound to provide additional information
outside of the tender documents.
Except where Peninsula Health is of the opinion that issues raised apply only to an
individual Tenderer, questions submitted where answers are provided will be made
available to all Tenderers without identifying the person or organisation having submitted
the question. In all other cases, Peninsula Health may deliver any written notification or
response to a Tenderer by leaving or delivering it to the address of the Tenderer (as
notified to the Manager, Health Information Services).
Page 6 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Peninsula Health may restrict the period during which it will accept questions or requests
for further information or for clarification and reserves the right not to respond to any
question or request, irrespective of when such question or request is received.
A Tenderer may, by notifying the Manager, HIS, in writing, withdraw a question
submitted in circumstances where the Tenderer does not wish Peninsula Health to
publish its response to the question.
4.3
Unauthorised communications
Communications (including promotional or advertising activities) with staff of Peninsula
Health relating to this RTF or the tendering process are not permitted during the
Tendering Process except as provided in section 4.2 or with the prior written consent of
the Manager, HIS.
Tenderers must not otherwise engage in any activities that may be perceived as, or that
may have the effect of, influencing the outcomes of the Tendering Process in any way.
Unauthorised communications with such persons may, in the absolute discretion of
Peninsula Health, lead to disqualification of a Tenderer.
4.4
Improper assistance
Tenderers must not seek or obtain the assistance of employees, agents, contractors or
service providers (with respect to the Tender) of Peninsula Health or the State in the
preparation of their Tenders. In addition to any other remedies available to it under law
or contract, Peninsula Health may, in its absolute discretion, immediately disqualify a
Tenderer that it believes has sought or obtained such assistance.
4.5
Anti-competitive conduct
Tenderers and their respective officers, employees, agents and advisers must not
engage in any collusion, anti-competitive conduct or any other similar conduct with any
other Tenderer or any other person in relation to the preparation, content or lodgement
of their Tender. In addition to any other remedies available to it under law or contract,
Peninsula Health may, in its absolute discretion, immediately disqualify a Tenderer that
it believes has engaged in such collusive or anti-competitive conduct.
4.6
Complaints about Tendering Process
Any complaint about the RFT or the Tendering Process must be submitted to the
Manager, HIS in writing immediately upon the cause of the complaint arising or
becoming known to the Tenderer. The written complaint must set out:
(a)
the basis for the complaint (specifying the issues involved);
(b)
how the subject of the complaint (and the specific issues) affect the person or
organisation making the complaint;
(c)
any relevant background information; and
(d)
the outcome desired by the person or organisation making the complaint.
Page 7 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
5
5.1
Submission of Tenders
Lodgement
Tenders must be lodged only by the means set out in item 5 of the Reference Schedule.
5.2
Late Tenders
Tenders must be lodged by the Closing Time. The Closing Time may be extended by
Peninsula Health 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 Tendering Process and
will be ineligible for consideration, except where the Tenderer can clearly demonstrate
(to the reasonable satisfaction of Peninsula Health) that late lodgement of the Tender:
(a)
resulted from the mishandling of the Tender by Peninsula Health; or
(b)
was hindered by a major incident and the integrity of the Tendering Process will
not be compromised by accepting a Tender after the Closing Time.
The determination of Peninsula Health as to the actual time that a Tender is lodged is
final. Subject to paragraphs (a) and (b) above, all Tenders lodged after the Closing
Time will be recorded by Peninsula Health, and will only be opened for the purposes of
identifying a business name and address of the Tenderer. Peninsula Health will inform
a Tenderer whose Tender was lodged after the Closing Time of its ineligibility for
consideration. All such Tenders will be returned at the conclusion of the Tendering
Process.
6
6.1
Tender documents
Format and contents
Peninsula Health reserves the right to reject a non compliant Tender or to consider a
non compliant Tender at its sole and absolute discretion.
Tenderers must ensure that:
(a)
their Tender is presented in the required format as set out in RFT document Part
C; and
(b)
all the information fields in Part C are completed and contain the information
requested.
(c)
Tenderers will be provided with a tender lodgement receipt.
Shortlisted tenderers may be required to provide the information requested in Part D of
this RFT. Tenderers may wish to prepare Part D in order to ensure that they can
respond to a request by Peninsula Health within the applicable timeframes, but should
not submit this Part unless and until required to do so by Peninsula Health.
Unnecessarily elaborate responses or other presentations beyond what is sufficient to
present a complete and effective proposal are not desired or required. Elaborate
artwork and expensive visual and other presentation aids are not necessary.
Word limits where specified should be observed and Peninsula Health reserves the right
to disregard any parts of the Tender exceeding the specified word limit.
Tenderers should fully inform themselves in relation to all matters arising from the RFT,
including all matters regarding Peninsula Health’s requirements for the provision of the
Page 8 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Services. Tenderers will be deemed to have made their own enquiries and assessed all
risks regarding the RFT, and to have fully incorporated the impact of any unknown risks
into their Tender.
6.2
Illegible content, alteration and erasures
Incomplete Tenders may be disqualified or evaluated solely on the information
contained in the Tender.
Peninsula Health may disregard any content in a Tender that is illegible and will be
under no obligation whatsoever to seek clarification from the Tenderer.
Peninsula Health may permit a Tenderer to correct an unintentional error in their Tender
where that error becomes known or apparent after the Closing Time, but in no event will
any correction be permitted if Peninsula Health reasonably considers that the correction
would materially alter the substance of the Tenderer’s Response.
6.3
Obligation to notify errors
If, after a Tenderer’s Response has been submitted, the Tenderer becomes aware of an
error in the Tenderer’s Response (including an error in pricing, but excluding clerical
errors which would have no bearing on the evaluation of the Tender) the Tenderer must
promptly notify Peninsula Health of such error.
6.4
Preparation of Tenders
Peninsula Health will not be responsible for, nor pay for, any expense or loss that may
be incurred by Tenderers in the preparation of their Tenders.
6.5
Disclosure of Tender contents and Tender information
Tenders will be treated as confidential by Peninsula Health. Peninsula Health will not
disclose Tender contents and Tender information, except:
6.6
(a)
as required by law (including, for the avoidance of doubt, as required under the
Freedom of Information Act 1982 (Vic) (FOI Act));
(b)
for the purpose of investigations by the Australian Competition and Consumer
Commission or other government authorities having relevant jurisdiction;
(c)
to external consultants and advisers of Peninsula Health engaged to assist with
the Tendering Process; or
(d)
general information from Tenderers required to be disclosed by government
policy.
Use of Tenders
Upon submission, all Tenders become the property of Peninsula Health. The
submission of a Tender does not transfer to Peninsula Health any ownership interest in
the Tenderer’s intellectual property rights, or give Peninsula Health any rights in relation
to the Tender, expect as expressly set out below.
Each Tenderer, by submission of their Tender, is deemed to have licensed Peninsula
Health to reproduce the whole, or any portion, of their Tender for the purposes of the
tendering process.
Page 9 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Further, in submitting a Tender, the Tenderer accepts that Peninsula Health may publish
(on the internet or otherwise):
(a)
the name of the successful or recommended Tenderer;
(b)
the value of the successful Tender;
(c)
the type and category of contract;
(d)
the commencement and expiry dates of the contract; and
(e)
a description of the service provided under the contract.
The Tenderer also accepts that contact details such as Contractor’s name, contract
price and details of the goods and services contracted to be supplied may be disclosed
to other government departments or agencies (state or federal) for comparative or
benchmarking purposes.
6.7
Period of validity
All Tenders must remain valid for a minimum of 120 days from the Closing Time. The
period of validity of a Tender may be extended by mutual agreement between Peninsula
Health and the Tenderer.
6.8
Status of Tender
The Tender must be signed by the Tenderer or an authorised representative of the
Tenderer.
(a)
Each Tender constitutes an irrevocable offer by the Tenderer to Peninsula Health
to provide the services required under, and otherwise to satisfy the requirements
of, the Specification (Part B of this RFT), subject to the Statement of Compliance
contained in Part C of this RFT).
(b)
A Tender must not be conditional on:
(i)
Board approval of the Tenderer or any related body corporate of the
Tenderer being obtained;
(ii)
the Tenderer conducting due diligence or any other form of enquiry or
investigation;
(iii)
the Tenderer (or any other party) obtaining any regulatory approval or
consent;
(iv)
the Tenderer obtaining the consent or approval of any third party; or
(v)
the Tenderer stating that it wishes to discuss or negotiate any commercial
terms of the contract.
Peninsula Health may, in its absolute discretion, disregard any Tender that is, or is
stated to be, subject to any one or more of the conditions detailed above.
(c)
Peninsula Health reserves the right to accept a Tender in part or in whole or to
negotiate with a Tenderer in accordance with section 8.3 of Part A.
(d)
All Tenderers will be informed in writing of the outcome of the Tender process at
its conclusion.
Page 10 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
6.9
Formation of Binding Contract
Peninsula Health in its sole and absolute discretion may accept a Tender subject to
the execution of a formal Contract, or it may require a formal Contract to be
executed prior to accepting the Tender.
A formal and binding contract will exist between Peninsula Health and the successful
Tenderer from the time of execution of the Contract by both parties.
7
7.1
Compliance with Specification
Compliance with Specification
Under Part C of this RFT a Tenderer must submit their response showing their system’s
level of compliance with the Specification contained in Part B of this RFT.
7.2 General
Indefinite responses such as “noted”, “to be discussed” or “to be negotiated” as a
statement of compliance are not acceptable.
Where there is no response to any clause or provision of the Request for Tender
document, the Tenderer may be deemed not to comply with the stated requirement.
Where the Tenderer is unwilling to accept a specified condition, the non-acceptance
must be clearly and expressly stated. Prominence must be given to the statement
detailing the non-acceptance. It is not sufficient that the statement appear only as part
of an attachment to the Tender, or be included in a general statement of the Tenderer’s
usual operating conditions.
An incomplete Tender may be disqualified or assessed solely on the information
received with the Tender.
7.3 Alternative Tender
A Tenderer may submit an alternative proposal.
accepted if:
An alternative proposal will only be
(a)
the Tenderer also provides a conforming Tenderer’s Response; and
(b)
the alternative proposal is clearly identified as an “Alternative Tender”.
An Alternative Tender may:
(a)
not comply with the Specifications for the relevant services due to inherent design
or capability in the operation of the services; or
(b)
provide the services in a manner different to that specified in Part B of the RFT.
Tenderers are encouraged to offer options or solutions which may, in an innovative way,
contribute to Peninsula Health’s ability to carry out its business in a more cost-effective
manner. These may be related to:
(a)
the outputs, functional, performance and technical aspects of the requirement; or
(b)
opportunities for more advantageous commercial arrangements.
Any such options or solutions will be considered by Peninsula Health on a “commercial
in confidence” basis if so requested by the Tenderer.
Page 11 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
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
Peninsula Health to fully assess the 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.
Peninsula Health 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
Tenders will be evaluated against the Evaluation Criteria specified in Attachment A to this
Part A of the RFT.
Following the initial evaluation process, Peninsula Health may give notice to Tenderers
that it wishes to:
(a)
shortlist one or more Tenderers to proceed to further negotiations;
(b)
commence or continue negotiations with all Tenderers without shortlisting any
Tenderers; or
(c)
accept one or more of the Tenders.
Unless the Evaluation Criteria explicitly require, Peninsula Health may, but is not in any
way bound to, shortlist, to select as successful, or to accept the Tender offering the
lowest price.
Should Peninsula Health choose to include a shortlisting stage in its evaluation process,
Peninsula Health is not, at any time, required to notify Tenderers or any other person or
organisation interested in submitting a Tender.
A Tenderer’s Response will not be deemed to be unsuccessful until such time as the
Tenderer is formally notified of that fact by Peninsula Health. The commencement of
negotiations by Peninsula Health with one or more other Tenderers is not to be taken as
an indication that any particular Tenderer’s Response has not been successful.
8.2 Clarification of Tender
If, in the opinion of Peninsula Health, a Tender is unclear in any respect, Peninsula
Health may seek clarification from the Tenderer. Failure to supply clarification to the
satisfaction of Peninsula Health may render the Tender liable to disqualification.
Peninsula Health is under no obligation to seek clarification of anything in a Tender and
Peninsula Health reserves the right to disregard any clarification that Peninsula Health
considers to be unsolicited or otherwise impermissible in accordance with the rules set
out in this Part A.
8.3 Negotiation and presentation
Peninsula Health may at any stage of the evaluation process elect to engage in detailed
discussions and negotiations with any one or more Tenderers, with a view to maximising
the benefits of the Tenders submitted.
Page 12 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
As part of this negotiation process, Peninsula Health may request such Tenderer(s) to
improve one or more aspects of their Tender, including any technical, financial,
corporate or legal components.
In its absolute discretion, Peninsula Health may invite some or all Tenderers to give a
presentation (as opposed to a system demonstration) to Peninsula Health in relation to
their submissions.
Peninsula Health is under no obligation to conduct any negotiations with, or to invite any
presentations from, Tenderers.
In addition to presentations and negotiation, Peninsula Health may request some or all
Tenderers to:
(a) conduct a site visit
(b) provide references; and/or
(c) make themselves available for panel interviews.
8.4 Best and final offers
Tenderers, or where the Tendering Process involves a shortlisting process (shortlisted
Tenderers) may be invited by Peninsula Health to submit a best and final offer in relation
to all or certain aspects of their respective Tenders.
Peninsula Health is under no obligation to give Tenderers the opportunity to submit a
best and final offer. If Peninsula Health chooses to give Tenderers the opportunity to
submit a best and final offer, it is under no obligation to give notification before the
Closing Time that such opportunity will be given.
Notwithstanding the possibility that Peninsula Health may give Tenderers the
opportunity to submit a best and final offer, Tenderers should be aware that Peninsula
Health will, in conducting its evaluation of Tenders, rely on all information (including all
representations) contained in such Tenders. Tenderers are therefore encouraged to
submit their best and final offers in the first instance.
Any one or more Tenderers may be required to submit an executed contract based on
the Tender as part of their best and final offer. Unless and until Peninsula Health
executes such contract, submission of a contract capable of acceptance by Peninsula
Health does not and will not be taken to give rise to a binding contract (express or
implied) between a Tenderer and Peninsula Health.
9
Successful Tenders
9.1 No legally binding contract
Selection as a successful Tenderer does not give rise to a contract (express or implied)
between the successful Tenderer and Peninsula Health for the supply of the Services.
No legal relationship will exist between Peninsula Health and a successful Tenderer until
such time as a binding contract is executed by them.
9.2 Pre-contractual negotiations
Peninsula Health may, in its absolute discretion, decide not to enter into pre-contractual
negotiations with a successful Tenderer.
A Tenderer is bound by its Tender and, if selected as a successful Tenderer, must enter
into a contract on the basis of the Tender without negotiation.
Page 13 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
9.3 No obligation to enter into contract
Peninsula Health is under no obligation to appoint a successful Tenderer or to enter into a
contract with a successful Tenderer or any other person, if it is unable to identify a Tender
that complies in all relevant respects with the requirements of Peninsula Health, or if to do
so would otherwise not be in the public interest. For the avoidance of any doubt, in these
circumstances Peninsula Health will be free to proceed via any alternative process.
10 Discussions with Tenderers and Other Persons outside
Tendering Process
10.1 After the Tendering Process has concluded, Peninsula Health may seek from any
Tenderer variations to the offer contained in its Tender or may seek supplementary
offers in respect of any changes Peninsula Health may make to the originally stated
requirements contained in the Specification.
Peninsula Health reserves the right to enter into any such discussions and negotiations
at its absolute discretion (which includes dealing with any Tenderer as it deems fit)
without the need to correspond with other Tenderers during this post Tendering
Process period.
11 Ethical Purchasing Policy
The Victorian Government's Ethical Purchasing Policy applies to tendering processes and
contracts for the purchase of goods and services valued at or above $150,000 (including
the establishment of State Purchase Contracts). The policy will also be applied to
purchases under $150,000 for goods and services in industries which are considered by
Peninsula Health to be high risk. Further information about the Ethical Purchasing Policy is
detailed in Part D of this RFT and on the Victorian Government Purchasing Board web site
at www.vgpb.vic.gov.au.
It is a condition of all tendering processes to which the Ethical Purchasing Policy applies
that all shortlisted Tenderers will be required to complete an Ethical Employment
Statement (RFT Part D) in the timeframe specified by Peninsula Health. Tenderers
should not submit an Ethical Employment Statement (as set out in Part D of this RFT)
unless requested to do so by Peninsula Health.
A Tenderer who does not submit an Ethical Employment Statement when required to do so
by Peninsula Health will be disqualified from the Tendering Process.
Once a Tenderer is offered a contract to which the Ethical Purchasing Policy applies, it
must continue to satisfy the ethical employment standard during the period of the contract.
Contract conditions will allow a department to request further ethical employment
statements from the Tenderer. The contract will also permit the termination of a contract if
a Tenderer does not satisfy its disclosure obligations or maintain the ethical employment
standard during the term of the contract.
12 Tenderer warranties
By submitting a Tender, a Tenderer warrants that:
(a)
in lodging its Tender it did not rely on any express or implied statement, warranty
or representation, whether oral, written, or otherwise made by or on behalf of
Page 14 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Peninsula Health, its officers, employees, agents or advisers other than any
statement, warranty or representation expressly contained in the RFT;
(b)
it did not use the improper assistance of Peninsula Health employees or exemployees, or information unlawfully obtained from Peninsula Health
(c)
it has examined this RFT, and any other documents referenced or referred to
herein, and any other information made available in writing by Peninsula Health to
Tenderers for the purposes of submitting a Tender;
(d)
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;
(e)
it has otherwise obtained all information and advice necessary for the preparation
of its Tender;
(f)
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 Tendering Process;
(g)
it otherwise accepts and will comply with the rules set out in Part A of the RFT;
(h)
it will provide additional information in a timely manner as requested by Peninsula
Health to clarify any matters contained in the Tender; and
(i)
it is satisfied as to the correctness and sufficiency of its Tender, including, where
relevant, Part D of this RFT.
13 Agency’s rights
Notwithstanding anything else in this RFT, and without limiting its rights at law or
otherwise, Peninsula Health reserves the right, in its absolute discretion at any time, to:
(a)
cease to proceed with, or suspend the Tendering Process;
(b)
alter the structure and/or the timing of the RFT or the Tendering Process;
(c)
vary or extend any time or date specified in this RFT for all or any Tenderers or
other persons;
(d)
terminate the participation of any Tenderer or any other person in the Tendering
Process;
(e)
require additional information or clarification from any Tenderer or any other
person or provide additional information or clarification;
(f)
negotiate with Tenderers and allow any Tenderer to alter its Tender;
(g)
call for new Tenders;
(h)
reject any Tender received after the Closing Time;
(i)
reject any Tender that does not comply with the requirements of this RFT; or
(j)
consider and accept or reject any alternative tender.
14 Governing law
This RFT and the Tendering Process is governed by the laws applying in the State of
Victoria.
Page 15 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Each Tenderer must comply with all relevant laws in preparing and lodging its Tender
and in taking part in the Tendering Process.
15 Interpretation
15.1 Definitions
In this Request for Tender, unless a contrary intention is apparent:
Closing Time means the time specified in item 4 of the Reference Schedule by which
Tenders must be received.
Contact Person means the person nominated by Peninsula Health for Tenderers to
contact in matters relating to the Request for Tender.
Evaluation Criteria means the criteria set out in Attachment A to this Part A of the RFT.
GST means any tax imposed under the Goods and Services Tax Act 1999
(Commonwealth)
HIS means Health Information Services
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, confidential information
(including trade secrets and know how) and circuit layouts, and all other proprietary
rights resulting from intellectual activity in the industrial, scientific, literary or artistic
fields.
Non Compliant Tender means any Tender which contains departures as set out in Part
C from Part B (Specifications) or is incomplete and does not comply with Part A
(Conditions).
Peninsula Health means all sites and services covered by Peninsula Health, Australian
Business Number 52 892 860 159
Person means a natural person, or corporation, partnership, joint venture, incorporated
association, government, local government authority or agency.
Request for Tender (RFT) means this document (comprising each of the parts
identified in section 2 of this Part A) and any other documents so designated by
Peninsula Health.
Services means the services required by Peninsula Health, as specified in Part B of this
RFT.
Specification means any specification or
requirements contained in Part B of this RFT.
description
of
Peninsula
Health’s
State means the Crown in right of the State of Victoria.
Statement of Compliance means the statement forming part of a Tender indicating the
Tenderer’s compliance with the Specification.
Subcontractor means a Person who provides goods and services to the Tenderer.
Supplies means the Goods or / and Services including Intellectual Property required to
be supplied by the Tenderer pursuant to this Tender.
Tender means a document lodged by a Tenderer in response to this RFT containing an
offer to provide Services in accordance with the Specification.
Tenderer means a person or organisation that submits a Tender.
Page 16 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Tendering Process means the process commenced by the issuing of this Request for
Tender and concluding upon formal announcement by Peninsula Health of the selection
of a successful Tenderer or upon the earlier termination of the process.
15.2 Instruction
In this Request for Tender, unless expressly provided otherwise:
(a) reference to:
(i) “includes” or “including” means includes or including without limitation; and
(ii) “$” or “dollars” is a reference to the lawful currency of the Commonwealth of
Australia;
(iii) all costing information is to be prepared including GST, and the amount of
GST is to be shown as an identified and separate amount.
(b) The Tender is to be prepared in the English language and if a word or phrase is
defined its other grammatical forms have corresponding meanings.
Page 17 of 18
Peninsula Health: Scanned Medical Records
RFT Part A: Conditions of Tendering
Final February 2010
Attachment A: Evaluation Criteria
In evaluating Tenderer’s Responses, Peninsula Health will have regard to:
(a) each of the specific evaluation criteria identified in the table below; and
(b) the overall value for money proposition presented in the Tenderer’s Response.
In this context, “value for money” is a measurement of benefits represented by a Tenderer’s
Response, including:
(a) quality levels; and
(b) performance standards
[Value for money will be assessed on a ‘whole of life’ basis with a view to long-term
sustainability of the value for money proposition and with a focus on ensuring that value for
money outcomes are promoted and protected following the conclusion of any contract that
may result from this RFT.]
In evaluating the Tenderer’s Responses, Peninsula Health may assign a particular weighting
to any or all of the criteria specified in the table below. Peninsula Health is under no
obligation to advise Tenderers of such weightings.
EVALUATION CRITERIA
Professional Competence

Compliance with the tender documents including the ability to
deliver Scanned Medical Records consistent with Key
requirements as per the specifications set out in this RFT

Compliance with the Technical requirements as per the
specification set out in this RFT

Compliance with the Functional requirements as per the
specification set out in this RFT

Capability of the supplier

Service Delivery Plan and Customer Service
Experience of the Tenderer in operation and management of
activities of similar nature, range, and size
Commercial and Financial

Financial viability

Support services

Costings
Page 18 of 18