NSW Health / NSWA _2022_40 Secure Invoice Bulk Printing and Mailing Services for NSW Ambulance - RFT-10058121

NSW Ambulance Revenue Operations generate customer invoices from the PBRC (Power Billing & Revenue Collection) system in a PDF zip file which is uploaded via the secure portal of the current supplier. The invoices are then printed and mailed via Australia Post to NSWA customers. 

The contract term proposed is for a maximum of five (5) years, 3 years initial term  plus optional 2 x 1 year extensions (3+1+1), to ensure continuation of service. 

NSW Ambulance, namely its Revenue Operations Services, are exploring options to send invoices to their patients/customers direct mail via Australia Post and electronically (via email or SMS).

Under the current arrangement, the supplier is providing the following goods and services:

•Provide paper and envelope stock and replenish stock when stock is low or when necessary

•Printing outer envelopes

•Printing patient invoices

•Inserting invoices into envelopes, folding invoices and sealing the envelopes

•Lodgement and mailing services of those printed patient invoices via Australia Post.

Current process of secure invoice bulk printing and mailing

Currently, up to 5,000 invoices are received, processed, printed, and mailed per business day as per the following process:

•Each day a schedule task is run in PBRC (Power Billing & Revenue Collection) to generate a batch of invoices in pdf format.

•A second scheduled task is then run to package the invoices into a zip file to send to the supplier.

•The zip file is then securely uploaded to the supplier server using SFTP (Secure File Transfer Protocol). 

•Following receipt of the invoices, the supplier runs a validation script to ensure that there are no duplicate invoices.

•Once validated, the pdfs are placed into a print queue and printed onto blank paper (the pdf contains all the formatting of the invoice).

•Following printing, the invoices are folded and inserted into window envelopes, the envelopes then sealed.

•The invoices are then lodged for posting with Australia Post. 

•The supplier is also providing the stock for paper and envelopes and printing the envelopes. NSWA is involved in the design of the envelopes to ensure they meet NSWA’s requirements and are also responsible for approving the artwork prior to reordering the stock. 

•The supplier is responsible for envelopes stock keeping and reordering printing of envelopes in agreement with NSWA when the stock is at a minimum level. 

It’s a Mandatory condition (Pass/Fail) that the Suppliers are registered under the prequalification scheme ICT Services Scheme ID SCM0020 (Advanced Registered Supplier),  (total value of over $150,000 ex GST, or high-risk). Or commit to completing the registration process, in order to be considered for panel membership. Pre-qualification must be in place before the date of contract awarding.

•The supplier(s) must be a provider of software with secure support services. 

•Data must be protected as it contains sensitive personal information of NSWA patients. Supplier must comply with the Privacy and Security guidelines. 

NSW Ambulance will enter into a MICTA agreement (Master Agreement under the ICT scheme SCM0020) with a supplier that will be selected by a Tender Evaluation Committee comprised of members of business units from NSWA.

NSW ICTA / MICTA Contractual Frameworks

The NSW ICTA / MICTA Contractual Framework is used by NSW Government buyers for the acquisition of information and communications technology (ICT) related products and services. Available at:

 https://buy.nsw.gov.au/buyer-guidance/source/negotiate-and-award-contract/contract-templates)

(e)ICT Purchasing Framework and  Services Scheme (SCM0020) rules available at:

ICT Purchasing Framework | info.buy.nsw

https://www.procurepoint.nsw.gov.au/documents/ict-services-scheme-rules-suppliers.docx

It’s a Mandatory condition (Pass/Fail)  that the Suppliers are registered under the prequalification scheme ICT Services Scheme ID SCM0020 (Advanced Registered Supplier),  (total value of over $150,000 ex GST, or high-risk). Or commit to completing the registration process, in order to be considered for panel membership. Pre-qualification must be in place before the date of contract awarding.

The supplier must be registered under the following categories (in one, two or all categories):

a) G02 Digitisation including delivery "as a service"

b) M04 Other software services including delivery "as a service"

c) M05 Information management services including delivery "as a service"

Failing the above Mandatory requirements will result in non-compliance. Supplier(s) will not advance to the next stage.

Please refer to the list of the categories for Goods and Services available for procurement under the ICT SERVICES SCHEME SCM0020 

https://info.buy.nsw.gov.au/schemes/ict-services-scheme

1st July 2023