Procurement at the Women’s

The Royal Women’s Hospital is committed to procuring goods and services in an open, fair and transparent manner based on the Policies and Procedures developed by Health Purchasing Victoria.  

Purchasing decisions are made not only on price, but take into consideration adaptability, innovation, accountability, sustainability, and creating relationships that can drive real and lasting value.

The majority of standard consumable items are sourced through a strategic partnership with Melbourne Health who undertakes procurement activities for the majority of goods and services except for Pharmacy.

Information for suppliers

The Royal Women’s Hospital Annual Procurement Activity Plan 2020-2021 provides suppliers with an indication of what sourcing activities will be undertaken. All planned procurement activities are subject to revision or cancellation.  

This plan is provided for information purposes only and it does not present a solicitation or constitute a request for proposal, nor is it a commitment by The Royal Women’s Hospital to purchase the described goods or services. There is no obligation to respond or to return any unsolicited bids received.

Procurement Activity Plan 2020/2021

  Initiative Support Estimated Contract duration Categories Market approach Estimated Qtr. / Year ofEngagement
 1 Procure to Pay 5 Years Finance RFQ Q3
 2 Genetic Testing Services 3 Years Clinical Support EOI/RFQ Q3
 3 Car Park Management 5 Years Finance RFQ Q3
 4 Contract Management System 5 Years Finance RFQ Q3
 5 Linen 5 Years Clinical Support RFQ Q2
 6 Food Trolleys 10 Years Clinical Support RFQ Q3
 7 Employee Assistance Program 3 Years People, Culture and Wellbeing RFQ Q2
 8 Business Intelligence System 5 Years IM&T RFQ Q3
 9 Cleaning Services 3 Years Finance RFQ Q3
10 Asset Management System 3 Years Finance RFQ Q3
11 Acute Care Monitors 10 Years Medical Equipment RFQ – HPV Panel Q3
12 Budget System 5 Years Finance RFQ Q3

Supplier Code of Conduct

Suppliers participating in a Request for Quotation and/or Request for Tender process must not:

  • Undertake site visits unless authorised and supervised by the Manager Procurement and Contracts  or a nominated delegate
  • Approach any current or former staff of The Royal Women’s Hospital 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.

Procurement and Tender Activity Complaints Management

All complaints about procurement activity undertaken by the Royal Women’s Hospital must be made in writing to the Chief Procurement Officer (CPO) at the Royal Women’s Hospital. The complaint must include the following material:

  • A clear written statement regarding what you consider was unsatisfactory in the procurement process
  • Copies of, or references to, information to support the complaint
  • A statement regarding what you wish to achieve as an outcome from the complaint process
  • If further correspondence or information is required, the supplier will be given no less than 15 working days to respond to any communication from The Royal Women’s Hospital unless the matter is urgent
  • If the outcome of the investigation is unsatisfactory, the complainant can refer the complaint to Health Purchasing Victoria (see below).

Complaints are to be lodged by post or email to the contact address for the Chief Procurement Officer provided on this page.

The Chief Procurement Officer will appoint a senior staff member to investigate the complaint. The staff member selected will not have been involved in the issue under complaint or that particular purchasing activity. The investigation process will include these steps:

  • The complainant will be contacted and advised of how long the investigation is expected to take, and how the result of the investigation will be communicated
  • The investigation of the issue will be reviewed by the CPO and recommendations for remediation / resolution approved. Resolution can range from advice of the complaint report, cancellation of tender, monetary compensation or other mutually satisfactorily negotiated solution
  • The complainant shall be provided with a summary of the investigation, and the recommendations implemented if the outcome is accepted.

Issues not resolved to the Complainants satisfaction will be escalated to Health Purchasing Victoria (HPV) for investigation and arbitration. Other government bodies available, depending upon the nature of the complaint include, the State Ombudsman, and Victoria’s Independent Broad-based Anti-Corruption Commission.  

HPV will be advised within five business days of any complaint that cannot be resolved to the satisfaction of either party. The complainant may submit their complaint to HPV within ten business days of the receipt of the findings. All such complaints must be submitted to:

Health Purchasing Victoria
Level 34, 2 Lonsdale Street
Melbourne, Victoria, 3000

The hospital will disclose in the annual report in relation to each complaint received:

  • Procurement activity to which the complaint was received
  • Status of each complaint – resolved, under investigation, or could not be resolved.
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