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Procurement Service (PS)

Procurement Services (PS)

The Procurement Services (PS) is key to ensuring the effective and efficient management of Western Health’s contracted services. A description of Western Health and its procurement profile is available in the Annual Report. 

Service Overview

​The main function of the department is to mitigate operational, financial and legal risks that may be associated with  Procurement. This is achieved by:

  • Providing a central point of access to assist departments with managing contracts effectively

  • Ensuring contracts are managed using a consistent, transparent and compliant approach

  • Ensuring managers are equipped and accountable for each contract

  • Conducting, coordinating and assisting departments through the tendering process when appointing a new service or purchasing a new product or equipment, and

  • Ensuring Western Health are informed and adhere to legislative requirements associated with procurement.​

Procurement Overview

Western Health is a mandated public health service under the Health Services Act 1988 that must comply with the Health Share Victoria (HSV) formally known as Health Purchasing Victoria (HPV) policies and associated contracts. The policies are accessible using the below link:HSV Health Purchasing Policies » HealthShare Victoria

Procurement Activity Plans (PAPs)

Western Health formulates an annual procurement activity plan (see below) to prioritise strategic procurement activities. Due to COVID-19 the WH PAP release has been delayed. 

WH Procurement Activity Plan 2023-24 - Internet Version.pdf

Note: ​All planned procurement activities are subject to revision or cancellation. The information in this procurement activity plan is provided for planning purposes only and it does not present a solicitation or constitute a request for proposal, nor is it a commitment by Western Health to purchase the described goods or services. There is no obligation to respond to or return any unsolicited bids received.

Market Approach

​The Request for Quotation (RFQ) and Request for Tender (RFT) aims to conduct a fair, consistent and transparent process, identify and resolve conflicts of interest, promote an open competitive process, ensure accountability for decision making and outline the requirements to monitor performance in order to select the most appropriate Supplier of goods and/or service to Western Health. The process consists of 4 milestones:

  • Milestone 1 – Planning

  • Milestone 2 – Release

  • Milestone 3 – Evaluation

  • Milestone 4 - Completion

​All Request for Tender (RFT) documents are released on the Buying for Victoria (Tenders Vic) website. See below link. Suppliers are required to register to the website to receive notifications and access the relevant documents. Additional instructions are available on the website.

Supplier Engagement​

Western Health’s engagement with Suppliers aims to ensure the highest levels of trust and accountability in all interactions. The five key elements to assist with achieving this aim: 

  • Informing the market

  • Managing existing supplier relationships

  • Managing potential sup​plier relationships​​​

  • Managing complaints

  • Conducting debriefs

Supplier Code of Conduct

Suppliers participating in Request for Quotation (RFQ) and Request for Tender (RFT) must not:

  • Undertake site visits unless authorised and supervised by the Manager of PS or nominated delegate

  • Approach any current or former staff of Western Health or partner organisations unless otherwise unrelated to the invitation in which the Supplier is participating.

  • Engage in any collusion, anti-competitive conduct or any similar conduct​

Failure to abide with these conditions may result in disqualification.

For more information refer to the Victorian Government Supplier Code of Conduct 

Related procedures

Contract Management

The contract formalises the obligations of Western Health and the Supplier. All contracts are aimed to be fair, reasonable and ultimately provide a high quality outcome that mitigates any financial, operational and legal risks. The contracts management process consists of the following:

  • Contract Approval

  • Contract Monitoring

  • Contract Closure

​​Clinical Products or Equipment

Any new clinical products or equipment to be used at Western Health require formal assessment to mitigate any risks. Please contact the Clinical Category Manager & Clinical Product Advisor (CPA) by email at procurement.services@wh.org.au for more information.​ Send all product recalls and alerts to ProductEquipmentAlert@wh.org.au

Capital Projects

Feedback​

​We value your feedback. Please contact Procurement Services (PS) by email at procurement.services@wh.org.au

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Acknowledgement of Country

We acknowledge the Traditional Custodians of all the lands and waterways on which Western Health staff, volunteers, consumers and caregivers come together. As we work, learn and grow, we pay our deep respects to the Elders and Traditional Custodians past, present and emerging of the Wurundjeri Woi-Wurrung, Boon Wurrung, Bunurong and Wadawurrung Countries of the greater Kulin Nation. We are committed to the healing of country, working towards equity in health outcomes, and the ongoing journey of reconciliation. Western Health is committed to respectfully listening and learning from Aboriginal and Torres Strait Islander people and we are truly guided by the values of relationship, responsibility and respect.