Independent Living Centre WA

Goods Equipment and Assistive Technology Service

REQUEST FOR EXPRESSIONS OF INTEREST FOR:

ILC GEAT Preferred Supplier Arrangement

Date of Issue: Monday 10th December 2018

Reference Number: ILC012018

Place for Lodgment: By email to procure@ilc.com.au

Closing Date: Tuesday 8th January 2019, 4:00PM

Contact Details for ILC

WA Representative:

Christa Riegler

Service Manager

08 9381 0600

christa.riegler@ilc.com.au

ILC012018 ILC GEAT Preferred Supplier Arrangement 1

1 INTRODUCTION

The Independent Living Centre of Western Australia Inc (ILC) invites Expressions of Interest from

suitable vendors to supply, deliver and install/set-up assistive technology products for the Goods,

Equipment and Assistive Technology (ILC GEAT) service.

1.1 Background

ILC provides information and advice, assessment, training, funding and hire services that enable

Western Australians of all ages and abilities to live more independent and fulfilling lives.

Our purpose is to support all individuals, including people with disability, those who are ageing,

their families and carers, to live full and independent lives through the provision of allied health and

assistive technology solutions.

ILC is a contracted statewide (WA) service provider of the Goods, Equipment and Assistive

Technology service under the Commonwealth Home Support Programme (CHSP). Funded by the

Australian Government, the CHSP provides entry-level home support for frail older people who

need assistance to keep living independently1.

The ILC GEAT service assists older persons to purchase basic and essential equipment by

providing a subsidy towards a range of assistive technology products and services. A maximum

subsidy of $500 (or $1000 at ILC’s discretion) is available per year to assist eligible clients with

obtaining low risk assistive technology. This can include the costs of purchase or hire, freight,

procurement and consultation for the provision of information, training or support. As outlined in

the national CHSP Client Contribution Framework2, the client is expected to pay a contribution of

25% towards the cost of the service, when they can afford to do so.

Assistive technology, as defined by the World Health Organisation, is ‘any device or system that

allows individuals to perform tasks they would otherwise be unable to do or increases the ease

and safety with which tasks can be performed’.3

The CHSP Program Manual4 further describes program eligibility, service types, scope, subsidy

limits and general conditions and requirements.

1.2 Purpose

This Request for Expressions of Interest (EOI) is the first stage of the proposed procurement

process. The purpose of this EOI process is to allow ILC to receive and evaluate responses for a

preferred supplier arrangement.

1 Australian Government Department of Health, CHSP Homepage. Accessed from: https://agedcare.health.gov.au/programs/commonwealth-home-support-programme 2 CHSP Client Contribution Framework, Australian Government Department of Health. Accessed from: https://agedcare.health.gov.au/programs-services/commonwealth-home-support-programme/chsp-client-contribution-framework 3 World Health Organisation, A glossary of terms for community health care and services for older persons, p.14 Geneva 2004 4 CHSP Program Manual 2018, Australian Government Department of Health. Accessed from: https://agedcare.health.gov.au/programs/commonwealth-home-support-programme/chsp-manual-effective-as-of-1-july-2018

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 2

The desired outcome of a preferred supplier arrangement for ILC GEAT is to increase service

delivery efficiencies and quality of service to clients by:

• standardising product and freight prices

• reducing the time required to acquire basic assistive technology products

• streamlining administrative processes

• maintaining competitive, best price expenditures to maximise client funding values.

If the EOI responses indicate to ILC that one or more vendors in the market meet the requirements

identified in the Description of Requirements, then ILC may, at ILC’s sole discretion, initiate

negotiations with the preferred supplier/s to enter into a supply agreement.

2 TERMS OF REFERENCE

2.1 Lodgement & Evaluation Process

Responses must be lodged electronically to procure@ilc.com.au by 8th January 2018, 4:00PM

All Responses must reference ‘ILC012018’ in the subject title of the email submission. All

Responses will be acknowledged via email with two business days of receipt. Should you not

receive an acknowledgement, please contact ILC to confirm that your application has been

received.

During the EOI phase, ILC GEAT may clarify or request additional information about a vendor or

their supply and delivery operations.

2.2 Evaluation Criteria

Assessment of the EOI responses will consider value for money, regulatory compliance, and

vendor interest and capability in supplying and delivering AT products for the ILC GEAT service as

specified at the Description of Requirements.

ILC reserves the right to:

• Engage no, one or more than one vendors as a preferred supplier.

• Engage one or more vendors as a preferred supplier across a service provision category,

type or ‘item bundle’.

Enquires relating to this EOI can be addressed to the ILC Representative listed on the cover page.

2.3 Proposed Timeframe

It is envisaged that the outcome of the EOI will be determined by ILC Management by

1st February 2019

Date of Issue: 10 December 2018

Closing Date 8 January 2019, 4:00PM

EOI Evaluation 9 - 18 January 2019

Indicative date for negotiations and award 19 -31 January 2019

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 3

3 DESCRIPTION OF REQUIREMENTS

3.1 Equipment

The assistive technology products sought in response to this EOI are items of basic and

essential equipment that are competitively priced and of good quality. They are provided to

assist a client to cope with a functional limitation and maintain their independence, and fall

under the following service category sub-types. 5

• Self-Care Aids

• Support and Mobility Aids

• Medical Care Aids

• Communication Aids

• Reading Aids

• Car Modifications/Aids

• Other Goods and Equipment

A list of categorised item types that can be subsidised under the ILC GEAT service is provided

at Section 4 – Vendor Response.

Item types are further classified by their complexity and potential risk, defined6 as:

• Level 1 (basic): low-cost, low-risk products. Typically, readily sourced and need

no or very little assistance to set up and use. Examples include: nonslip bathmats,

walking sticks, dressing and kitchen aids, etc.

• Level 2 (standard): low to medium cost, low to medium risk products. Typically, off-

the-shelf and either need minor adjustments or straightforward training. Examples

include: personal alarms, shower chairs, over toilet frames and kitchen trolleys, etc.

The ILC GEAT service requires an AT assessment and prescription to be completed by an

appropriate health professional when the application for a requested product is of a higher

complexity (standard level 2 or above).

3.2 Coverage and Volumes

Note: On 1 July 2018, WA HACC services for older people (people aged 65 years and over,

and 50 years and over for Aboriginal and Torres Strait Islander people) were transitioned to

the CHSP. Volume estimates for this EOI are based on the 2016-17 HACC Goods and

Equipment service data7, and are not a commitment to purchase the stated volumes, nor

purchase any quantity from any preferred supplier.

5 CHSP Program Manual 2018, Australian Government Department of Health. Accessed from: https://agedcare.health.gov.au/programs/commonwealth-home-support-programme/chsp-manual-effective-as-of-1-july-2018 6 NDIS Assistive Technology (AT) Complexity Level Classification, March 2017. Accessed from: https://www.ndis.gov.au/providers/at/assessing-at.html 7 WA HACC Minimum Data Set Annual Report 2016-17, pg 76. Accessed from: https://ww2.health.wa.gov.au/Articles/F_I/HACC-minimum-data-set

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 4

In 2016-17 WA HACC Program provided 5,901 Goods and Equipment items to 4,500 care

recipients (including both older and younger clients). A quantity breakdown by the eligible

GEAT client group, item category and type is not available.

ILC is a Statewide service provider (WA), however GEAT orders and deliveries are largely

expected to be to clients or health professional prescribers in Metropolitan Perth boundaries.

ILC will adopt the Modified Monash Model (MMM) in defining the remoteness of service

locations. The MMM is a new geographical classification system that better categorises

metropolitan, regional, rural and remote areas according to both geographical remoteness and

town size.8

A summary of the MMM classification (as defined by ILC GEAT) can be found below and

mapped to specific locations using the interactive MMM DoctorConnect Locator. 9

MM Category ILC GEAT Classification

MM1 Metropolitan Perth

MM2 Outer Metro/Regional City

MM3 Regional WA

MM4

MM5

MM6 Remote WA

MM7 Very Remote WA

3.3 Proposed Procurement Model

The ILC GEAT service provides a subsidy towards a range of assistive technology products

and services for eligible CHSP clients.

ILC envisages a voucher based system outlined below, however acknowledge scope for

negotiation around the procurement model and processes with the preferred

supplier/s.

Intake and Approval

Entry and assessment for all CHSP services is through My Aged Care10. ILC will triage each

service referral and GEAT subsidy application by liaising with the client, their My Aged Care

assessor and prescribing therapist (where required). Please note an application may include

one or more items of equipment.

On approval, ILC will determine the client’s ability to contribute towards the cost of the required

products. Co-contributing clients will be issued with a unique service voucher detailing the:

• Approved item/s

• Supplier details

• Agreed client co-contribution amount

• ILC’s preapproved subsidy amount

• Instructions for ordering and receipt of goods

8 http://www.doctorconnect.gov.au/internet/otd/publishing.nsf/Content/Classification-changes 9 Australian Government Department of Health, DoctorConnect Locator, Accessed from: http://www.doctorconnect.gov.au/locator 10 https://www.myagedcare.gov.au/

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 5

A copy of the voucher will also be sent to the vendor and prescribing therapist (if item is of

higher complexity).

Ordering

Vendors will operate a user-friendly ordering system that allows ILC GEAT staff and/or clients

to place orders by email, telephone, fax or via a web based ordering system. Product

specifications must be followed per voucher instructions.

A client will initiate the order when they are contributing to the cost of item, whereas ILC staff

will initiate the order when a client cannot afford to do so, or provision is of high urgency/need.

Delivery/Collection, Set-up and Instruction

An estimated timescale for delivery is to be provided upon ordering. The vendor will advise

ILC and/or the client if they are unable to meet agreed delivery timeframes described in the

supply agreement.

Assistive technology products will be collected by/delivered to ILC clients and/or prescribers

per instructions contained within each respective voucher. Delivery is to be arranged by the

vendor. Proof of delivery must be obtained and kept as a record.

Manufacturers’ warranties and instructions on use, storage, maintenance and cleaning must

be followed and accompany items delivered where applicable.

Some products may require set-up and/or basic instruction on their safe use. This may be

determined and/or delivered in liaison with the prescribing therapist (if involved).

Payments and Invoicing

CHSP clients are asked to pay a contribution of 25% towards the cost of an item/s when they

can afford to do so. In this instance the vendor will accept split payment for the order. The

client co-contribution fee is to arranged by the client directly to the vendor per the agreed

amount specified on the voucher. ILC will honour the balance with a preapproved subsidy

payment, as per the amount specified on the voucher.

Clients will not be refused ILC GEAT service on their ability to pay. Where the client is unable

to contribute towards the cost of their item/s, ILC will discuss and agree on an affordable fee.

In instances of financial hardship, the client contribution fee may be waived, with ILC GEAT

providing subsidy payment for the total order amount.

It is anticipated the vendor will render all accounts payable to ILC as a single monthly bulk

invoice, in arrears of all redeemed vouchers and/or purchase orders. Bulk invoice will be

accompanied by a detailed report listing of each relevant voucher reference and received

client co-payment fees (if applicable).

To consider with this approach to cost contribution arrangements, is whether client fees (where

applicable) will be collected prior to product delivery and ILC GEAT payments will be received

after confirmation of delivery.

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 6

3.4 Compliance

Product Warranties

Vendors must comply with minimum guarantees and warranties under the Australian

Consumer Law, and any other applicable instrument.

Equipment Quality and Standards

All assistive technology products must be compliant with relevant Australian Standards.

Where there is no relevant Australian Standard, registration with the Therapeutic Goods

Administration (TGA) on the Australian Register of Therapeutic Goods (ARTG) or compliance

with international or manufacturer body standards may be accepted as indicators of suitable

quality.

Service Standards

From 1 July 2019, new Aged Care Quality Standards11 will apply to all Commonwealth

subsidised aged care services. ILC is expected to ensure its workforce (including

subcontractors) meets its responsibilities for the delivery of safe, quality care and services in

accordance with the Quality Standards.

Insurances

Vendors engaged as preferred suppliers will be required to hold current insurances specified

below:

• Workers’ Compensation of not less than $50 million

• Public Liability of not less than $20 million

• Product Liability

• Professional Indemnity

Police Certificate Requirements

Vendors engaged as preferred suppliers must ensure that national criminal history record

checks, not more than three years old are held by:

• Staff who are reasonably likely to interact with clients

• Volunteers who have unsupervised interaction with clients

• Executive decision makers

Vendors must ensure they have policies and procedures in place to assess police certificates

on an ongoing basis.

3.5 Anticipated Term of Arrangement

ILC is a Commonwealth funded GEAT service provider for a two-year period commencing 1

July 2018 until 30 June 2020. It is intended any supply agreement will align to this duration,

operating from the time of appointment until 30 June 2020, with annual review.

11 Australian Aged Care Quality Agency, new Aged Care Quality Standards, Accessed from:

https://www.aacqa.gov.au/providers/standards/new-standards

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 7

4 Vendor Response

4.1 Respondent Details

Name of legal entity

ACN

Trading name

ABN

Registered address or address of principal place of business

Website

Contact Person Name:

Position:

Phone number:

Email address:

4.2 Product Provision

Indicate the types of products you are able to provide under a supply agreement. Please note

the ILC GEAT Imprest list below is not exhaustive and other product types and items can be

considered for subsidy through the service.

A vendor does not have to select all categories or types of products to be engaged as a

preferred supplier.

CATEGORY TYPE ITEM EXAMPLES Can Provide (Y/N)

Self-Care Aids Adapted Clothing bib, non-slip slippers

Bath Seating bath board, bath transfer bench, bath seat, bath rail

Bathroom Mats bath mat, shower mat

Bedside Commode standard bedside commode

Dressing Aids sock/stocking aid, shoe horn, dressing stick, button hook

Hand Held Shower Hoses and Accessories

hand shower, hand shower on rail, diverter

Safety Products colour contrast strip, anti-slip mat/safety tread

Shower Seating Shower chair, shower stool

Toilet Surrounds/Support

toilet surround, toilet safety arms, drop down rail

Toileting Aids toilet seat raisers, over toilet frame, urinal bottle

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 8

Washing and Grooming Aids

soap bag, toe wiper/scrubber, scrub sponge, hair washing tray, nail brush, denture brush

Support and Mobility Aids

Mobility Aids - Basic crutches, hiking poles, walking stick

Mobility Aids – Standard walking frame, wheeled walker with seat, traywalker

Positioning and Seating support pillow, seat cushion, back support, highback chair, utility chair, kitchen/perching stool, bed raise, chair raise, footrest, bed backrest

Wheeled Mobility manual wheelchair

Medical Care Aids

Medication Management

pill organiser, pill reminder, pill crusher/cutter

Communication Aids

Adapted ICT Access software and apps, adapted hardware (keyboard, mouse, screen)

Auditory, Visual or Vibrating Alerts

bed shaker, motion light, doorbell

Low Tech Communication Aids

communication board

Personal Alarm Systems monitored, non-monitored and community alarms

Phones and Tablets tablet, accessible telephone

Sound Amplification voice amplifier

Switches and Remote Controls

simple environmental control units

Vision and Hearing Devices

talking clock/watch

Reading Aids Book Holders book stand

Low Vision Devices magnifier

Car Modifications/ Aids

Transfer Aids transfer handle, swivel seat/cushion

Other Goods and Equipment

Cleaning and Laundry Aids

lightweight cleaning equipment, robot vacuum

Household Furniture over bed table, kitchen trolley, laundry trolley

Gardening Aids adapted gardening equipment

Kitchen and Meal Preparation Aids

jar opener, can opener, chopping board, stabilising board, kettle tipper, adapted cutlery and crockery, dysphagia cup, lightweight cooking equipment

Reaching and Turning Aids

long handled reacher, tapturner

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 9

4.3 Customer Service & Delivery

Provide brief overview of business capabilities to meet service model requirements outlined at

Section 3, including but not limited to the areas below:

(MAXIMUM 4 pages)

Vendor may insert their response to the criterion below or provide their response as an

attachment to the completed EOI. Any document provided as an attachment must comply with

the page limit specified above.

(A) Knowledge and experience in provision of AT products to older persons.

(B) Resources (appropriately qualified staff) and infrastructure (warehouse, display floor) that will support the supply and delivery of AT products required.

(C) Systems and proposed approach to supply and ordering

- Assurance of supply

- Ordering methods

- Offering of product demonstration/trial

(D) Systems and proposed approach to delivery/collection, set-up and instruction (if applicable)

- Estimated delivery

timeframes

- Adherence to variable order instructions which may include liaising with the prescribing therapist and client prior to delivery

- Capacity to set-up products and provide basic instruction for safe use upon delivery

- Proof of delivery methods

Destination Timeframe (no of business days to deliver item)

Metro Perth (MM1)

Outer Metro/Regional City (MM2)

Regional WA (MM3-5)

Remote/Very Remote WA (MM6-7)

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 10

(E) Provide overview in relation to after sales support & Quality Assurance

- Arrangements for collection,

return and credit of products not fit for purpose and/or repair of products within warranty period

- Adequate tracking and product recall systems /processes

(F) Systems and proposed approach to payments and invoicing

- Can you accept split payments for client contribution and ILC GEAT subsidy payment?

- Can you invoice and accept payment after product has been supplied?

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 11

4.4 Pricing

Prices are to be all inclusive. Where GST is applicable, please ensure this component is

itemised separately.

Goods

Provide/attach an itemised price list for products that fall within indicated provision categories

and item types at 4.2. Prices quoted are to be per single unit.

Delivery/Set up & Instruction

ILC’s preference is for simplified delivery rates. Specify the delivery fee structure (free, flat rate or quoted based on item, and/or delivery priority or destination) and costs for delivery, including any variance based on categorised geographical locations.

Delivery to Metro Perth (MM1)

Free/Flat Rate (provide cost)/ Quoted (provide dependencies and rationale)

Delivery to Outer Metro/Regional City (MM2)

Free/Flat Rate (provide cost)/ Quoted provide dependencies and rationale)

Delivery to Regional WA (MM3-5)

Free/Flat Rate (provide cost)/ Quoted provide dependencies and rationale)

Delivery to Remote/Very Remote WA (MM6-7)

Free/Flat Rate (provide cost)/ Quoted provide dependencies and rationale)

Price Stability

ILC’s preference is for pricing to be fixed for the full anticipated term of arrangement (until 30

June 2020). Confirm if goods and delivery prices are fixed or if there is to be there price

variation.

Goods prices are fixed until 30 June 2020 Y/N If no, quantify any price variation Indicate % increase and timeframe (if applicable)

Delivery/Installation or set-up prices are fixed until 30 June 2020

Y/N

If no, quantify any price variation Indicate % increase and timeframe (if applicable)

Discounts

Provide details of any offered discount arrangements.

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 12

4.5 Compliance

Confirm if compliant with stated requirements.

Compliant with the mandatory Consumer Guarantees applicable under Australian Consumer Law

Y/N

All AT products meet relevant Australian Standards or equivalent

Y/N

List compliance with other relevant service standards (e.g. ISO, and/or Industry Standards such as Home Care Standards/Aged Care Quality Standards)

Please identify Standard/s certified against (or in process of achieving certification against)

Hold current insurances listed below:

• Workers Compensation Y/N (If yes, please specify level of cover)

• Public Liability Y/N (If yes, please specify level of cover)

• Product Liability Y/N (If yes, please specify level of cover)

• Professional Indemnity Y/N (If yes, please specify level of cover)

Do all staff/volunteers have a current National Police Certificate (renewed every 3 years)

Y/N

ILC012018 ILC GEAT – EOI for Preferred Supplier Arrangement 13

5 Submission Checklist

Vendors are only required to submit Section 4 to ILC. Please use this checklist as a guide to ensure all required information is included in your Response.

4.1 Respondent Details

4.2 Product Provision

4.3 Qualitative Criteria – Customer Service and Delivery (may be an attachment)

4.4 Pricing

4.4 Pricing Attachment – itemised price list

4.5 Compliance

Responses must be lodged electronically to procure@ilc.com.au by 8th January 2018, 4:00PM

All Responses must reference ‘ILC012018’ in the subject title of the email submission. All

Responses will be acknowledged via email with two business days of receipt. Should you not

receive an acknowledgement, please contact ILC to confirm that your application has been

received.