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Procurement

The Supply Department, Contract and Tendering facilitates the management of all contracts relating to the procurement of goods and services for Ballarat Health Services including the preparation and management of all contracts, agreements and tenders.

Procurement Activities

All planned procurement activities identified by Ballarat Health Services are subject to revision or cancellation. The information in the 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 Ballarat Health Services to purchase the described goods or services. There is no obligation to respond to or return any unsolicited bids received.

Procurement Activity Plan

The Procurement Activity Plan provides a snapshot of proposed tenders to be released by Ballarat Health Services:

Contract For Proposed Date
Non – Customised Equipment July 2017
Supply of Cook Chill Products August 2017
Custom Packs (Sterile) August 2017
Supply of Bakery Products October 2017
Café Services December 2017
Catering Equipment/Consumables December 2017
Floor Coverings – Hailey House February 2018
Reissue medical Equipment and/or Repair Services April 2018
Provision of Community Programs April 2018
​Electrical Services June 2018
Pest Control July 2018
Provision of Residential Pharmacy Services August 2018

Procurement Complaints Management

  1. Any complaint about a Procurement Activity process undertaken by Ballarat Health Services, must be submitted in writing (via Letter, email, website or Fax) to the Chief Procurement Officer. 
  2. The written complaint must set out:
    • the basis for the complaint (specifying the issues involved);
    • how the subject of the complaint (and the specific issues) affect the person or organisation making the complaint;
    • any relevant background information; and
    • the expected corrective outcome.
  3. All complaints received must be entered into the Hospital Incident Management System “Riskman”.  
  4. The Divisional Director will allocate the complaint to an authorised staff member to investigate the complaint.  The Divisional Director will ensure that any complaints received about a staff member are not investigated or responded to by that individual staff member in question.
  5. All complaints will be dealt with in a timely manner:
    • Formal complaints will be acknowledged within 3 days;
    • In the majority of cases, investigation(s) are to be completed within 14 days; and
    • If the investigation is anticipated to take longer than 14 days, the complainant is to be notified of the likely response date.
  6. The Investigating Officer may throughout the course of their investigation require to meet with the Complainant to either clarify any issues of seek further information.
  7. Once the complaint is resolved the “Riskman” entry will be closed and any corrective action identified as a result of the investigation will be brought to the attention of Senior Management where appropriate action will be undertaken.
  8. If the complaint cannot be resolved to the satisfaction of both parties, Ballarat Health Services will notify HPV within five working days that the complaint could not be resolved and will advise the complainant that:
    • the matter can be referred to the Board of Health Purchasing Victoria (HPV) for their review at the following address;
      The Chair
      HPV Board
      Health Purchasing Victoria
      Level 34, 2 Lonsdale Street
      Melbourne Victoria 3000
    • they have 10 days from the date of receipt of the findings by Ballarat Health Services to lodge their complaint with HPV; and
    • they are required to provide the following documentation to HPV:
      • evidence that Ballarat Health Services did not correctly apply Health Purchasing Policies in relation to a procurement activity; 
      • evidence that Ballarat Health Service’s complaints management procedures were not applied correctly; and
      • a copy of all relevant correspondence between the complainant and Ballarat Health Services in relation to the nature of the complaint.
  9. Ballarat Health Services will maintain a record of all complaints received (via Riskman) related to each procurement activity indicating whether the complaint was:
    • resolved,
    • is still under investigation; or,
    • couldn’t be resolved.

 This information will be included in Ballarat Health Service’s annual report.

Enquiries

All enquiries can be directed to the Supply Department:

Phone: 03 5320 3808
Email: supplydepartment@bhs.org.au

Pruchasing