Request for Quotation · 2016-11-21 · Request for Quotation (November 2016) Page 4 of 21 2. Summary of Requirement 2.1 Scope The Agency requires the assistance of a Panel Member

Department of Social Services’ Social Policy Research and

Evaluation Panel (SON456233)

Request for Quotation

Needs Assessment And Service Analysis Project

Gap Analysis

Request for Quotation (November 2016) Page 2 of 21

Contents

1. Authority and Context..................................................................................................................... 3 1.1 Issued under the RES Panel ..................................................................................................... 3 1.2 Issuing Agency ......................................................................................................................... 3 1.3 Cost and Risk ........................................................................................................................... 3 1.4 Acceptance of Quotation ........................................................................................................ 3

2. Summary of Requirement ............................................................................................................... 4 2.1 Scope ....................................................................................................................................... 4 2.2 Lodging your Submission ........................................................................................................ 4 2.3 Quotation Required By ........................................................................................................... 4 2.4 Project Time Frame ................................................................................................................. 4 2.5 RFQ Contact ............................................................................................................................ 4 2.6 Responding to this Request for Quotation ............................................................................. 5 2.7 Assessment of Quotations ...................................................................................................... 5 2.8 General Requirements ............................................................................................................ 5

3. Introduction .................................................................................................................................... 6 3.1 Purpose ................................................................................................................................... 6 3.2 Intended Outcomes or Objectives .......................................................................................... 6 3.3 Background ............................................................................................................................. 6

4. Statement of Requirements ............................................................................................................ 7 4.1 Required Services .................................................................................................................... 7 4.1 Deliverables ............................................................................................................................. 7 4.2 Proposed Timetable ................................................................................................................ 7 4.3 Payment Milestones ............................................................................................................... 8

5. Project Governance and Other Requirements................................................................................ 8 5.1 Role of the Agency .................................................................................................................. 8 5.2 Role of Panel Member ............................................................................................................ 8 5.3 Project Start-up Meeting ........................................................................................................ 8 5.4 Evaluation Criteria ................................................................................................................... 8 5.5 Privacy, Confidentiality and Security ...................................................................................... 9 5.6 Confidential Information......................................................................................................... 9

6. Quotation Response Forms........................................................................................................... 10 Attachment 1:- Response to RFQ ...................................................................................................... 11 Attachment 2:- Panel Member’s Pricing ........................................................................................... 14 Attachment 3:- Panel Member’s Referee ......................................................................................... 16 Attachment 4:- Proposed Project Personnel .................................................................................... 17 Attachment 5:- Proposed Special Conditions for this Project .......................................................... 19 Attachment 6:- Panel Member Confidential Information ................................................................ 20

7. Common Terms & Definitions ....................................................................................................... 21


1. Authority and Context

1.1 Issued under the RES Panel

This Request for Quotation (RFQ) is issued in accordance with:

The Deed of Standing Offer for the Department of Social Services’ Social Policy

Research and Evaluation Panel (SON456233) (the Deed) established between the

Commonwealth of Australia, represented by the Department of Human Services (DHS)

and selected Panel Members

The terms and conditions as set out in the Deed, including the Maximum Rates and associated

Schedules, will remain in effect for the purposes of this RFQ and the delivery of the required

services. Further, unless the context otherwise provides, defined terms used in this RFQ have

the same meaning as given in the Contract Supply Terms of the Deed.

1.2 Issuing Agency

This RFQ is issued by the Commonwealth of Australia as represented by the Department of

Veterans’ Affairs (DVA).

In accordance with the Deed, Panel Members invited to submit a response are to do so within

the timeframe specified, or advise the Agency in writing, as soon as possible (and, in any

event, within the timeframe for submission) that they will not be responding to the RFQ. The

submission should detail the services proposed to be provided, the applicable fees and other

allowances or costs to provide the services, and the names of the Panel Member’s Personnel

proposed to deliver the service.

1.3 Cost and Risk

In accordance the Deed, any fees specified in a Quotation must be based on rates that do not

exceed the Maximum Rates.

Any Quotation provided in response to this or any other RFQ will be provided by the Panel

Member free of charge.

1.4 Acceptance of Quotation

This RFQ is an “invitation to quote” and nothing contained therein, nor in any quotation, is to

be construed as constituting a Work Order or agreement. A Work Order will only exist once

an Agency accepts a Panel Member’s quotation in writing. The executed Work Order will form

a separate and independent Contract between the Panel Member and the Agency.


2. Summary of Requirement

2.1 Scope

The Agency requires the assistance of a Panel Member to conduct a research report into gaps

in e-Mental Health (e-MH) service offerings.

For more information on the Services and related project requirements please see Sections 3

and 4 of this RFQ.

2.2 Lodging your Submission

Quotations should be submitted before the specified closing time (see Section 2.4) to

[email protected]

Please ensure that you include Needs Assessment and Services in the subject line of all email

communications.

2.3 Quotation Required By

Quotations should be submitted no later than 9th December 2016 Canberra ACT time.

2.4 Project Time Frame

The indicative project time frames are set out in Section 4.2 below. Panel Members should

note that the project is scheduled for completion by 31st March 2016.

2.5 RFQ Contact

All requests for further information or clarification regarding this RFQ should be directed, by

email, to the RFQ Contact at [email protected]

Any other queries can be directed to:

Name: Ben Luscombe OR Jen Hamer

Position: Project Officer A/G Assistant Director e-Mental Health

Phone: 02 6289 6688 02 6289 6511

Responses to any questions will be circulate to other Panel Members who have been invited

to provide a Quotation in relation to this Project, without disclosing the source of the

questions or revealing any confidential information of a Panel Member.


2.6 Responding to this Request for Quotation

In responding to this RFQ, the Panel Member should ensure their Quotation contains the

completed Quotation Response Forms in Section 6:

(a) Attachment 1 – allows Panel Members to provide details of the Services proposed to be

provided in response to this RFQ (Please see Section 4 for detailed service requirements)

(b) Attachment 2 – provides panel Members with the framework to detail the applicable

fees*, and any other allowances and costs to provide the required services

(c) Attachment 3 – allows Panel Members an opportunity to nominate two referees

(d) Attachment 4 – provides Panel Members with the framework to detail the personnel

proposed for involvement in this project

(e) Attachments 5 - allows Panel Members an opportunity to outline any special conditions

they may like included in a Work Order (should they be appointed to undertake this

project), and

(f) Attachments 6 - provides Panel Members with an opportunity to identify any confidential

information they may like included in a Work Order (should they be appointed to

undertake this project).

*Please note that any fees specified in a Quotation must be based on rates that do not exceed

the Panel Member’s Maximum Rates set out in the Panel Deed where applicable.

2.7 Assessment of Quotations

Quotations will be assessed against the criteria outlined in Section 5.4 to determine the best

overall value for money. Panel Members should note that the Agency is not bound to accept

the cheapest Quotation, nor any Quotation submitted in response to this RFQ.

2.8 General Requirements

The Panel Member will be required to develop a comprehensive understanding of the issues

prior to commencing the research and provide advice on issues and concepts to be explored in

consultation with the Agency.

The consultant should ensure that appropriate documentation relating to the project is kept,

including a comprehensive strategy for dealing with staff turnover, and an overall risk

management strategy. This documentation may be requested by the Agency.


3. Introduction

3.1 Purpose

The purpose of this RFQ is to seek a quote for the provision of research, analysis and reporting

services to meet the requirements of the Needs Assessment and Services Analysis project

currently being conducted by the Department of Veterans’ Affairs (DVA).

3.2 Intended Outcomes or Objectives

The Needs Assessment and Services Analysis project will comprehensively map digital mental

health interventions against the known mental health needs of the ex-service community and

ascertain any gaps in meeting their needs across the care continuum. This project will

contribute to the following objectives:

enabling ex-service personnel to access quality, evidence-based digital treatment options;

identifying gaps in the e-mental health (e-MH) market in meeting veteran-specific clinical need;

informing future e-MH policy development.

3.3 Background

DVA is committed to ensuring that ex-service personnel can access a full range of digital mental health interventions to meet both their clinical need and engagement preferences across the care continuum. Such access is central to DVA’s commitment to providing flexibly accessible services which reduce barriers to care. To promote mental health recovery, any program the Department recommends to clients need to evidenced, quality, and able to meet the unique clinical need of the veteran community.


4. Statement of Requirements

4.1 Required Services

DVA requires research, analysis and reporting services to deliver a report based on the

following activities:

1. Desktop analysis of published research to identify Australian veteran mental health

need.

2. Desktop analysis of Australian and international digital mental health interventions.

3. Mapping of digital interventions to veteran mental health need.

4. Recommend evidence-based and/or evidence-informed digital interventions to meet

veteran health need.

5. Identify gaps in meeting veteran mental health need.

It should be noted that the outline of services provided above is not considered to be final and

we encourage input from the Panel Member as part of the RFQ response and further, as

negotiated with the successful provider.

4.1 Deliverables

The successful tenderer will comprehensively map evidenced Australian and International

digital mental health interventions against the known mental health needs of the Australian

ex-service community and ascertain any gaps in meeting their needs across the care

continuum. In completing this service, the successful tenderer is expected to deliver the

following to DVA:

1. Project plan: including activities, timeline, milestones and cost breakdown

2. Progress report 1: Summary of Veteran Mental Health Need

3. Progress report 2: Market scan of existing e-Mental Health interventions

4. Progress report 3: Mapping of e-Mental Health intervention to need (identifying any

gaps)

5. Draft Report detailing research findings, analysis, recommended e-Mental Health

programs to meet veteran need, including a summary of the evidence supporting these

programs, and identifying where veteran need cannot be met by the current e-Mental

Health market.

6. A meeting to discuss the Draft Report with DVA.

7. A final report of research findings and recommendations, based on feedback from

DVA.

4.2 Proposed Timetable

The proposed timeframe for this project is completion by COB 31st March 2017.


4.3 Payment Milestones

A milestone based payment schedule will be negotiated with the successful provider. Refer to

Attachment 2.

5. Project Governance and Other Requirements

5.1 Role of the Agency

The role and responsibilities of the Agency in relation to this project are to:

Provide relevant background information to inform the research

Provide feedback, comment and direction on the Summary Report

Participate in meetings, and

Provide ongoing support, input, direction and clarification throughout the course of the

project.

5.2 Role of Panel Member

The roles and responsibilities of the successful Panel Member in relation to this project are to:

Provide a quotation reflecting on the requirements of this RFQ

Provide the deliverables described in section 4.2 (or as negotiated as part of the contract

agreement) on time and within the budget.

5.3 Project Start-up Meeting

The successful Panel Member is required to attend a briefing session with the Agency at the

commencement of the project to receive additional information, clarify expectations and

meet the Agency’s project team.

5.4 Evaluation Criteria

Quotations will be assessed to determine their overall value for money against the following

Evaluation Criteria:

Table 3: Evaluation Criteria.

Panel Member’s ability and capacity in relation to:

(1) Technical capability and expertise to provide research, analysis and reporting

Services

(2) Demonstrated experience in mental health and veteran mental health projects.

(3) Proposed approach detailing the methodology which will be utilised.


Panel Member’s ability and capacity in relation to:

(4) Demonstrated experience in provided quality advice including effective project management, meeting timeframes and budgets, and report writing.

Refer to Attachment 1 for further detail.

5.5 Privacy, Confidentiality and Security

It should be noted that the staff and subcontractors of a Panel Member will not be required to

complete a Deed of Confidentiality, as the requirements and expectations associated with the

obligations of privacy, confidentiality and security are set out in the Contract Supply Terms of

the Deed, including the requirement for continued operation of these provision following the

completion or termination of a contract.

Panel Members should familiarise themselves with this Schedule prior to submitting a

response to this Request for Quotation.

5.6 Confidential Information

Nil

Agency Confidential Information

The Panel Member must not, without the requesting Agency’s prior written approval, disclose

any of the Agency’s confidential information, as specified in Table 4 below, to a third party.

This information will also be included in the Work Order.

Panel Members should note that, in accordance with the Deed of Standing Offer, the

obligations of confidentiality will continue after the expiration or termination of the Work

Order associated with this RFQ.

Panel Member Confidential Information

The requesting Agency must not, without the Panel Member’s prior written approval, disclose

any of the Panel Member’s confidential information as specified in specified in the Deed to a

third party.

Panel Members should also indicate in Attachment 6 of the Quotation Response Forms if

there is any information specific to this project that is not listed in their Deed that they would

like to be kept confidential.

This information will be included in the Work Order.


6. Quotation Response Forms Panel Members should ensure that their quotation includes, at a minimum, each of the

Response Forms attached to this Section. That is:

Attachment 1 [Panel Member’s Response to RFQ] provides guidance as to what Panel

Members should address. Panel Members are encouraged to make any suggestions for

adjustments, enhancements, cost savings and options for otherwise improving the overall

value for money of their Quotation.

Attachment 2 [Panel Member’s Pricing] provides Panel Members with the framework to

detail their costings for the project.

Attachment 3 [Panel Member’s Referees] provides Panel Members with an opportunity to

identify two referees.

Attachment 4 [Proposed Project Personnel] allows Panel Members to identify which of their

staff and subcontractors will be working on this project

Attachment 5 [Proposed Special Conditions for this Project] allows Panel Members to

request the inclusion of special conditions, that is, alternative clauses to be included in the

Work Order associated with this project.

Attachment 6 [Panel Member Confidential Information] allows Panel Members to request

the inclusion of Confidential Information that is not contained in their Deed of Standing Offer

and that is specific to this project, to be included in the Work Order associated with this

project.


Attachment 1:- Response to RFQ

Quotation Particulars

Name of Panel Member

Name of Project Manager

Contact Details of Project Manager

Phone Number

Email Address

Date of Quotation

Quotation Valid For

Quoted Amount

Standard Components (incl GST) $

Reimbursed Components (GST n/a) $

Term of the Project

Start Date

End Date

Technical Capability and Expertise

Panel Members should describe why they are well positioned to provide the required services,

including:

an overview of what areas, methodologies and techniques they are proficient in as

relevant to this project, including a proven understanding of evidence based treatment

for mental health conditions

Knowledge of evidence based treatment for mental health conditions

how they manage quality assurance, including reporting, data management and analysis

as relevant to this project

any other information they believe would be relevant to demonstrating their technical

capability and expertise for undertaking this project.

(Maximum length 500 words)

Experience in Providing the Service Outlined in this RFQ


Panel Members should demonstrate their knowledge, skills and involvement in undertaking similar

projects by providing:

an indication of their detailed understanding of military and veteran mental health.

a brief description of a similar project or methodology delivered, including

o context and nature of the project

o approach used and why

o key learnings.

proven experience providing quality outcomes to government

any other information they believe would be relevant to demonstrating their experience

in providing the service as outlined in this RFQ.


Proposed Approach

Panel Members should detail their approach to the required services outlined in the RFQ. Panel

Members should provide:

a clear understanding of requirements and objectives for this project

a detailed methodology to meeting the requirements and objectives of this project

the strengths, weaknesses, advantages and/or limitations of their proposed approach

any other information they believe would be relevant to demonstrating their

recommendations for undertaking this project

(Maximum length 1,000 words)

Capacity and Ability

Panel Members should demonstrate that they are able to deliver the required services on time,

within budget and an ability to add value to the Agency’s program of work, including:

that they are able to deliver the project within the required timeframes


their project and risk management strategies / protocols they would implement for this

project

the skills and experience of personnel who will be involved in undertaking the project

contingency strategies that could be implemented



Attachment 2:- Panel Member’s Pricing

Panel Members should:

include all fees and other charges necessary to conduct the project within the timeframe,

and addressing the stated requirements

cost any optional components separately

estimate any travel costs and other expenses, noting that these will be paid on a

reimbursement basis following completion of the fieldwork

o Travel costs must be commensurate with the Agency’s Travel Rates for non-SES

employees (a copy of these rates will be supplied to the successful consultant at the

start of the project).

outline any assumptions associated with estimated costing in their response (in Attachment

1).

Panel Members should separately cost the following line items:

STANDARD COMPONENTS Price ($)

excl. GST incl. GST

Project Development

Attendance at project briefing meeting

Methodology refinement (if required)

Project Components

[insert as appropriate]

Acceptance of Draft report

Acceptance of Final report

Other Costs

General project management costs for entire project (i.e.

administration, other expenses)

Costs not covered elsewhere (other than reimbursements)

(please specify):-

REIMBURSEMENT COSTS*

Estimated Travel Costs n/a

Total


Banking Details

Australian Government Agencies are to effect payment to its suppliers via electronic funds transfer

direct to suppliers’ bank accounts. Panel Members should therefore include their relevant banking

details below.

PANEL MEMBERS BANK DETAILS Note: All payments are subject to the terms and conditions set out in the Contract Supply Terms under the RES Panel Deed.

Panel Member’s nominated

account for EFT payment by the

Agency

BANK

ACCOUNT NAME

BSB

ACCOUNT NUMBER


Attachment 3:- Panel Member’s Referee

Panel Members should provide, in the format below, the contact details of at least one, but no more

than two, recent clients who are prepared to act as a referee and have direct working knowledge of

your capabilities in relation to the provision of similar services to those required for this project.

For clarity, an Agency may or may not contact a Panel Member’s nominated referees.

Name of Referee Organisation Phone No. Short Description of Work (max 50 words)


Attachment 4:- Proposed Project Personnel

Panel Members should provide, in the format below, the names and roles of individuals and/or

subcontractors who will be working on the project, including:

Any key Personnel, that is, those listed in the Deed

All other staff who will not have been listed in the Deed, and

Any subcontractors (both those included and not included in the Deed).

Key Personnel

Panel Members should only include a phone number for individuals they intend to be directly

contactable by the requesting Agency if they are successful in being appointed to undertake this

project.

1 Name of Key Personnel:

Phone Number:

Email:

Proposed roles and responsibilities in relation to the project:

Instruction to Panel Member:- Please copy and replicate the above table if it is proposed for more than one Key Personnel is to be involved in this project.

Specified Personnel

1 Name:

Proposed roles and

responsibilities in relation

to the project:

Experience(max 50 words):

2 Name:

Proposed roles and


to the project:


3 Name:

Proposed roles and


to the project:


Instruction to Panel Member:- Please copy and replicate the above table if it is proposed for more than three Specified Personnel to be involved in this project.


Subcontractors

Panel Members should identify whether a subcontractor has been included in their Deed of Standing

Offer or not. If not, their use for the purposes of this project is at the discretion of the requesting

Agency.

Name of Approved Subcontractor:

Approved

Not-Approved

ABN / ACN:

Description of experience (max 50

words):

Proposed roles and responsibilities in

relation to the project:

Instruction to Panel Member:- Please copy and replicate the above table if it is proposed for more than one subcontractor to be involved in this project.

Note to Panel Members:- If you would like to include a subcontractor in their Deed of Standing Offer

then please contact [email protected]


Attachment 5:- Proposed Special Conditions for this Project

The Requesting Agency intends to use the standard supply terms in the Contract Supply Terms of

the Deed of Standing Offer and does not intend to consider any Special Conditions for the purpose of

this project.

The Contract Supply Terms set out the general supply terms that are to apply to any Services to be

provided under a Work order issued under the Research and Evaluation Services Panel Deed of

Standing Offer. These terms, together with the Work Order, form the basis of the separate and

independent Contract for the provision of relevant services between the panel member and the

relevant Agency.

Parties to the Contract can, in limited circumstances, agree to alternative clauses where these are

specified as ‘Special Conditions’ in the relevant Work Order.

Special Conditions means those conditions specified in the agree Work Order, which take priority

over the contract supply terms in the Deed

Panel Members who wish to request for special conditions to be included in the Work Order

associated with this project should provide, in the format below, an overview of the clause/schedule

that they would like to be amended, the specific reasons for the request for an amendment and the

proposed wording of the amendment.

Panel Members should note that the requesting Agency is not obligated to agree to the Special

Conditions proposed, and where any Special Conditions are agreed to, they are only relevant to this

project.

Deed Clause

or Schedule

for proposed

amendment

Specific reasons seeking a Special

Condition

Proposed wording of any amendment to

the provision


Attachment 6:- Panel Member Confidential Information

The Requesting Agency intends to use the standard supply terms in the Contract Supply Terms of

the Deed of Standing Offer and does not intend to consider any Special Conditions for the purpose of

this project.

The Contract Supply Terms set out the general supply terms that are to apply to any Services

to be provided under a Work order issued under the Research and Evaluation Services Panel

Deed of Standing Offer. These terms, together with the Work Order, form the basis of the

separate and independent Contract for the provision of relevant services between the panel

member and the relevant Agency.

Table 4: Agency’s Confidential Information Under this RFQ.

1 Description of

Confidential

Information

Reasons for

confidentiality

Period of

confidentiality

2 Description of

Confidential

Information

Reasons for

confidentiality

Period of

confidentiality


7. Common Terms & Definitions The following terms and acronyms have been used in this RFQ or may be used during the

Approved Agency Any Commonwealth entity under the PGPA Act 2013 entities, as well as

State and Territory Government agencies/departments, that have executed

a Memorandum of Understanding with the Department of Human Services

MOU Memorandum of Understanding between an Approved Agency and the

Department of Human Services.

Panel Member Organisation selected to provide Services under the Panel

RES Research and Evaluation Services

Panel Social Policy and Research Panel

RFQ Request for Quotation

RFT Request for Tender

SON Standing Offer Number

The Deed Deed of Standing Offer between the Panel Member and the Department of

Human Services

Request for Quotation · 2016-11-21 · Request for Quotation (November 2016) Page 4 of 21 2. Summary of Requirement 2.1 Scope The Agency requires the assistance of a Panel Member

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