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Reference Groups & Working Parties
In tendering and contracting activities, HPV seeks to achieve best value for money in terms of product effectiveness and availability, supplier support and education for Victorian public hospitals and health related services rather than just cheapest price.
In order to identify what constitutes best value for money, HPV establishes Product Reference Groups or Service Reference Groups to focus on the specific ranges of products or services under consideration.
Product Reference Groups (PRG) and Service Reference Groups (SRG) are working parties set up to review and make recommendations to HPV on the selection of appropriate clinical and non-clinical products and services on behalf of Victorian public hospitals. Put more simply, PRGs and SRGs are "The System's opportunity to participate in the tender process."
Aim
The aim of PRGs and SRGs is to investigate, evaluate and recommend products and services to HPV that represent best value for money. The specific tasks include:
- identification and confirmation of the range of products to be tendered for
- identification of relevant product or service standards and development of specifications
- development of evaluation criteria to complement the financial analysis of the tender
- identification of local, regional and SME issues that must be considered as part of the tender
What does a PRG or SRG consist of?
The membership of a PRG or SRG should consist of a balanced and representative range of personnel selected according to the type of products or services under consideration, and the scope of the tendering activity.
Where do PRGs and SRGs come from?
Prior to the commencement of tender activity, HPV develops a draft specification for the range of personnel it believes is required for a particular PRG. This specification is reviewed, amended as necessary and signed off by the Product Reference Group Selection Committee. HPV then requests nominations from hospitals via the CEOs for personnel that fit the skill mix it has identified. The PRG Selection Committee reviews nominations, identifies any perceived gaps, and recommends the final makeup of each group.
What is required of me as a PRG or SRG representative?
As a member of a PRG or SRG, you will be required to attend a series of meetings (this may be by teleconference) firstly to develop the product list, specifications and evaluation criteria, to participate in the evaluation process once tender bids have been received, and the review process once a contract is in place.
You will be required to actively participate in discussions and the decision-making process, taking into account that the decisions of the group are on behalf of all hospitals participating in the tender, not just the organisation that you work for.
Probity, Ethics and Confidentiality
Any representative on a PRG or SRG and the group as a whole is required to observe the highest standards of probity, confidentiality and ethics in its procedures and dealings. The names of PRG and SRG members are kept ‘in confidence’ to enable members to go about their daily work which often includes dealing with suppliers that may be potential tenderers.
In line with best practice and probity rules, members of advisory groups should take particular care when discussing any element of tender process outside of HPV. For further information, see FAQs for PRG members
Want more information?
Please feel free to contact Sue McCallum Manager Clinical for more information.
Participant Survey: Product Reference Groups
As a quality management measure HPV systemically reviews practices, including the role of the Product Reference Groups (PRG).
Each year all members of PRGs conducted during the year are offered an opportunity to comment regarding regarding their experience as a member of a Product Reference Group. Their feedback is sought to assist HPV in reviewing its processes, understanding any concerns, and improving the various stages of the tender process undertaken insofar as it applies to the selection of clinical goods and the assessment criteria.
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| ATTACHMENTS | | | Survey Results 2003
Portable Document Format (PDF), 242.65 KB |  | | | Survey Results 2004
Portable Document Format (PDF), 418.37 KB | |
TenderMax Pro
HPV identified the need to conduct tendering and contracting objectives in a more resource efficient manner that also allowed for an open and fair environment in line with Victorian Government requirements.
To this end, HPV settled on the TenderMax Pro™ software for the purpose of a pilot.
HPV looked for an electronic tendering solution that:
would provide a more structured approach to tendering and evaluation,
would avail itself to the work being done as part of the Standard Contract, Tender and Conditions Working Group,
provided the opportunity to provide a tenderer with a more detailed debrief,
would provide substantial and efficient time management,
would avail itself to open decisions, and fair decision making, and
would provide an electronic solution for the evaluation of consumable products that are normally tendered in a matrix of solutions
Please see below some articles about HPVs use of TenderMax as our e-tendering tool. | |
| ATTACHMENTS | | | Health Purchasing Victoria's TenderMax Case Study
Portable Document Format (PDF), 71.73 KB | | | | DMax Lite Annual Subscription Registration Form
Document, 30.61 KB | | | | Health Purchasing Victoria's TenderMax Presentation
Portable Document Format (PDF), 1.09 MB | |
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