Head to Health Adult Mental Health Centre (Armadale) and Satellite (Gosnells)

Closed Tender:
Head to Health Adult Mental Health Centre (Armadale) and Satellite (Gosnells)

Please note this tender is now closed

About this Opportunity:

WA Primary Health Alliance (WAPHA) is leading the commissioning and implementation of the Head to Health Sites in Perth South PHN region. WAPHA is seeking submissions from organisations to provide a Head to Health Adult Mental Health Centre in Armadale and Satellite in Gosnells.

Background Information:

Head to Health is a Commonwealth initiative in adult mental health support that seeks to address the complexity of the mental health system and support adults who require mental health support at any level to be connected to appropriate, effective, and well-integrated services.

This activity is underpinned by the Service Model for Head to Health Adult Mental Health Centres and Satellites –  Refer to Australian Government, Department of Health – Revised , June 2021  for further information.

Request Briefing

A non-mandatory meeting will be held via Microsoft Teams Meeting at 10:00am on Thursday 1 December 2022.  Please register your interest to tenders@wapha.org.au and a teams meeting invite will be emailed.

Queries and Responses

Please raise all queries via email to tenders@wapha.org.au and WAPHA will publish responses on this webpage. The opportunity to submit queries will close on COB 16 January 2023.

Submissions

Please submit the completed submission form, budget, non-conformance schedule and other attachments you wish to submit as part of your application to tenders@wapha.org.au. Tender Closing Date is Thursday 19 January 2023 at 2:00PM (AWST). Submission is to be no larger than 20MB.

Note: A separate submission for each of RFT2022-2 and RFT2022-3 is required (if applicable).

Tender:

RFT2022-2

Request Documents:

  1. Service Agreement (read and keep)
  2. Draft Activity Schedule Addendum 1 (read and keep)
  3. Activity Schedule – Capital Works
  • Part D  – Submission – Consisting of the following attachments:
  1. Submission Form (complete and submit)
  2. Budget Template (complete and submit)
  3. Non-Conformance Schedule (complete and submit if required)
Q&A

Please check the webpage regularly for any updates in the Q&A section.
Click the question to expand for more.

When referring to Armadale and Gosnells, are these the suburbs or the local government areas of the City of Gosnells and City of Armadale of which has many suburbs?

As per Item B.7.2 Target areas (pg 16) within Part C – Activity Schedule.

Whilst the Service is available to the Service Areas detailed in B.7.1, the Activity is to have a focus on the following geographical areas:

(1) Perth South East Region – Armadale and Gosnells Statistical Areas SA2 as defined by the ABS.

The Armadale site opening and closing times for Saturdays, Sundays and Public holidays, should it be the same as weekdays or is 9 to 5pm sufficient?

As per Item B.2.9 Hours of Operation of Part C – Activity Schedule, the Services under the Activity are to be provided during extended hours in order to be available to people when they are most in need. The physical opening hours are at the following times:

(a) Head to Health Centre (Armadale)

(i) Seven Days a Week including public holidays –– 10am to 8pm

Under Part C Activity Schedule, clause B.2.9 (pg 12) for satellite site operating hours, Gosnells site operating hours, states to be confirmed. Do you expect the respondent to propose operating hours? Or will you advice this earlier for budgeting purposes.

As per Item 3.2 Service Methodology, (3), (e) of Part D 1 Submission Form, the respondent is required to include operating hours (satellite only) as part of response.

It mentions in Part A – Background and Information (Clause 3.1.1 pg 5) that satellite co location to be with primary care. Does this mean co-locating with a GP or allied health service? Could this be in close proximity to primary care service?

As per the description of Head to Head satellites under Item B.2 Activity Requirements of Part C – Activity Schedule, satellites are collaborative mental health services, embedded within existing primary care settings. This would include colocation with a GP or other allied health service provider.

Do you have an FTE requirement for satellite sites?

An FTE requirement has not been set for satellites. As per Item 3.2 Service Methodology, (3), (f) of Part D 1 Submission Form, the respondent, is required to include details of staffing roles and FTE as part of response.

The tender briefing document states “SUBMISSION TO BE A SINGLE ZIP FOLDER AND NO LARGER THAN 20MB”. 20MB is very small for the size of this tender. Is it any way to accommodate more file size to adequately respond.

Currently, WAPHA is only able to receive tender submissions via email. A single zip folder no larger than 20MB is the maximum that can safely be processed via our email system.

Could you please clarify whether the hours of operation for both the centre at Armadale and the satellite at Gosnells will be set by WAPHA or are up to the service provider to determine?

As per Item 3.2 Service Methodology, (3), (e) of Part D 1 Submission Form, the respondent is required to include operating hours (satellite only) as part of response.

Activity Schedule – Capital Works makes reference to Midland. Can you please confirm the content of the Capital Works Activity Schedule is correct and required at this time.

Activity Schedule – Capital Works has been updated to remove reference to Midland and is correct.

Under Part C Activity Schedule, clause B.2.3 Service Implementation, (page 4), (2) Service Commencement Dates do not allow sufficient time for standard property sourcing and development processes before the construction and fit out program can begin. As an example, building permit, town planning application and change of use permit will be required. This process can take a minimum of 2-4 months.

The service commencement dates align to the timeline stipulated to PHN’s by the Department of Health and Aged Care (DHAC).

Can you please confirm whether full services for the Gosnells Satellite are expected to be running from 1st July 2023 or a staged approach to service opening is accepted?

As per Part C Activity Schedule, clause B.2.3 Service Implementation, (2) Service Commencement the service will be fully operational and delivered from the Gosnells site no later than 1 July 2023.

Can you please confirm whether proposals for the RFT2022-2 – Head to Health Adult Mental Health Centre (Armadale) and Satellite (Gosnells) are to be prepared together in one submission form?

Yes. Submission for RFT2022-2 – Head to Health Adult Mental Health Centre (Armadale) and Satellite (Gosnells) are to be submitted together.

As per Part C Activity Schedule, clause B.3.2.3 Local Collaborative Design outreach is a component of the service model. Does the PHA have a minimum or maximum amount of outreach activities/capacity they would expect?

As per Part C Activity Schedule, clause B.3.2.3 Local Collaborative Design (page 5) the offering of local outreach, either physically or via digital services, is considered complementary to minimum central suites of services – B.2.4 Core Services and is to be made available as a service offering if so determined as a need of the region and then delivered on as needs basis to people who are unable to easily access services delivered through the sites.

As per Part C- Activity Schedule, B.2.3.1 Service Establishment Services (page 4), (3) Development of a workforce plan and appointment of a core multidisciplinary team consisting of clinical and non-clinical workforce, including peer support workers, does WAPHA have an expected workforce ratio between Clinical staff (Mental Health Professionals) and Peer Workers, or if there is an expectation of the majority of staff to be Clinical staff?

Staffing models for the sites should be developed in line with a suitable clinical governance framework to support the model of service, including ensuring the risks of supporting individuals who may be experiencing high distress are safely managed, and attending to appropriate ongoing support, supervision and training for all staff, including peer support workers.

Is it a requirement to be accredited against the National Mental Health and Suicide Prevention Minimum Standard at time of submission?

No, however accreditation against the Standard must be obtained prior to 30 June 2023.

As per Part C- Activity Schedule, B.2.3.1 Service Establishment Services (page 5), (5) ICT Integration (a) with the local WA Head to Health Assessment and Referral Phone Service provider to enable real time appointment booking and oversight of waitlists. Please advise if the intention is that the phone service can book via the Head to Health centre (Armadale) and satellite (Gosnells) system and see the waitlists from their location eg. the phone service can sign into the Head to Health site's system or whether the provider for the Head to Health sites could manage this process over the phone when a referral takes place?

The Head to Health Assessment and Referral Phone Service provider is required to be able to make appointment bookings and have oversight of waitlists via the Head to Health centre (Armadale) and satellite (Gosnells) ICT system.

As per Part C- Activity Schedule, B.2.3.1 Service Establishment Services (page 5), (5) ICT Integration (b) with Head to Health Intake System to enable digital transfer of intake data to Contractors relevant ICT system for ease of Commonwealth Data Requirements - Primary Mental Health Care Minimum Data Set (PMHC-MDS) reporting. Please can you clarify what 'digital transfer' means, and what is the ICT system used by WAPHA- is this Webform?

To enable intake data, captured via the Head to Health Intake and Data Management System https://headtohealth.intake.org.au, to be digitally transferred to the Contractors, Client Information System for ease of reporting to the Primary Mental Health Care Minimum Data Set (PMHC-MDS) an Application Programming Interface (API) will be required.

In the ‘Activity Schedule – Services’, reference is made to ‘volumes’ in Section B.2.4.4; subsection (1) (v) ‘Service Criteria’. This section makes reference to Section B.2.5.4 within the ‘Activity Schedule – Services’, but the section does not exist. Would you advise which part of the document was being referred to?

As per Part C – Activity Schedule, B.2.4.4, page 4 states provision of evidence-based and evidence-informed immediate, and short to medium term episodes of care (maximum of 8-10 occasions of service).

B.2.4.4, (1) Service Criteria, (v), page 5 states the volumes at B.2.5.4 above are mandated, however where clinically appropriate Services in addition to the above volumes can be provided.

The number referenced is an error and has now been amended to read:

B.2.4.4, (1) Service Criteria, (v) the volumes at B.2.4.4 above are mandated, however where clinically appropriate Services in addition to the above volumes can be provided.

In Part C - Activity Schedule, B.2.3.1 Service Establishment, (1), page 4, reference is made to Stakeholder Reference Group. Subsequently, (2) reference is made to the Head to Health Centre (Armadale) and Satellite (Gosnells) Steering Committee – are they the same or separate committees?

They are separate committees.   As per B.2.3.1, (1) The Stakeholder Reference Group is to be established to support service establishment, implementation and integration and to allow for continued feedback and refinement of the Service into the future.

To further clarify intent of the Head to Health Centre (Armadale) and Satellite (Gosnells) Steering Committee as referenced in B.2.3.1 (2) it has been amended to include reference to Item B.5.1 Governance, (7) page 15 and now reads as:

(2) Coordinate and convene the Head to Health Centre (Armadale) and Satellite (Gosnells) Steering Committee, (as per B.5.1 Governance, (7)), including all administrative related tasks.

Where a response to this Tender involves a Consortium with one agency taking the lead role, should the other party in the Consortium be listed as a sub-contractor, within Part D 1 – Submissions Form, 2.6 Subcontracting, page 3.

Yes.  As part of response, it should be clearly articulated who will be the lead agency and how the Consortium will operate e.g the work each agency will be undertaking in the delivery of the service.   The agency not taking on the lead role should be listed within Part D 1 – Submissions Form, 2.6 Subcontracting, page 3.

Can you provide an indication of the number of clients expected to be supported in a full year of operation, separately, via the Head to Health Centre (Armadale) and Satellite (Gosnells), once the services have been established?

Head to Health Centre (Armadale) and Satellite (Gosnells) sites were identified through an analysis of need, taking into consideration a range of factors including burden of mental illness, availability of local mental health services to support service delivery, and identified local service gaps. Consideration was also given to workforce and infrastructure availability.

The location for the Midland Head to Health Adult Mental Health was identified through the same analysis of need as mentioned above.  Noting expected number of clients to both Armadale and Gosnells site may vary, to date, Midland Head to Health has provided 509 episodes of care since opening in early March 2022.

As per Part D 1 – Submission Form, 3.2 Service Methodology, (2), page 5 it states, detail how you will implement the service model locally to specifically meet the needs of the Perth South East region. Include anticipated challenges and/or strengths that your organisations holds that will assist in the establishment and implementation of the Centre/Satellite within a local context. Should the response to this question be focussed on the information provided in Part C – Activity Schedule, B.7.1 Service Areas or B.7.2 Target Areas, page 16?

In responding to Part D 1 – Submission Form, 3.2 Service Methodology, (2), page 5 focus on the information provided as per Part C – Activity Schedule, B.7.2 Target Areas, page 16, (1) Perth South East Region – Armadale and Gosnells Statistical Areas SA2 as defined by the ABS.

As per Part A – Background and Information it states that respondents should review the Service Agreement and Activity Schedules thoroughly and complete Part D 3 - Non-Conformances Schedule detailing all proposed amendments including the reason/justification for each proposed amendment.
1.Level of detail required – can a summary of the proposed changes be provided in one line or should each change be detailed separately?
2.Eligibility – will respondents be excluded if non-conformances are declared even if they are not deemed to be an indication of suitability to provide services?
  1. When completing Part D 3 – Non-Conformances Schedule please ensure each change is detailed and referenced separately as per template provided.
  2. The Evaluation Panel will assess all information provided by the Respondent in their organisations submission.
It appears from the Activity Schedule - Capital Works, Item B.6 Capital Works Plans and Specifications that planning, design and leasing will take place after the Request (RFT2022-2) has been awarded. Assuming that is correct, is there an expectation and/or requirement for agencies to provide specific facility options (i.e. addresses) in their Response for the Armadale Centre, and the Gosnells Satellite?

As per Part D 1 -Submission Form, Item 3.0 Qualitative provision of specific facility options (i.e. addresses) for the Armadale and Gosnells sites, is not a mandatory as part of response.

Can the specifications and reporting templates for the AMHC-MDS be provided?

As per Part C – Activity Schedule, B.2.16 Commonwealth Data Requirements, page 13, compliance with the requirements of PMHC-MDS including the Adult Mental Health Centre Minimum Data Set (AMHC-MDS) specification subset is required.

Further detail and information on the PMHC-MDS and the requirements that must be followed can be found at the following link: https://pmhc-mds.com/ and https://strategic-data-pty-ltd-pmhc-mds-specamhc.readthedocs-hosted.com/en/latest/

Specifications of the data items to be collected in the PMHC MDS (Version 4) can be found at the following link is https://docs.pmhc-mds.com/

Aside from the Head to Health Intake Data Management System, are there any other systems that the Head to Health Assessment and Referral Phone Service provider uses that requires integration with?

As per Part C – Activity Schedule, B.2.3.1 Service Establishment, Item (5) ICT integration, page 5, (a) with the local WA Head to Health Assessment and Referral Phone Service provider to enable real time appointment booking and oversight of waitlists.

Are we required to provide referees in our response to this request?

No, referees are not required as part of response to this request.

Part D – 2 Budget Template is only for 2023/24. Are we also required to provide a budget for each year of the contract term?

A budget for each year of the contract term is not required as part of the Submission.

As per Part D 1 – Submission Form, Item 4.0 Budget, page 6 only submit the budget template provided with the Request documents at Part D-2 Budget Template for 2023/24 on the basis that this represents a normal full year’s operational expenditure (e.g. allocate full year’s budget as if it was going to be used on a complete basis).

As part of the Submission, should a separate budget be submitted for Capital Works $1.595M costs associated with the Head to Health Adult Mental Health Centre (Armadale)?

No.  As per Activity Schedule – Capital Works, Item D Budget, (1), page 11 the Contractor will be required to submit a budget for Capital Works for approval by WAPHA prior to commencement.

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