Victorian Industry Participation Policy Presentation for Bidders and Suppliers on How to Prepare a VIPP Plan in the enhanced VIPP Management Centre 2013

How to use this guide This guide is intended to assist bidders/suppliers with the completion of their VIPP Plans via the VIPP Management Centre (VMC). A Help Index on the following page contains links to various sections within this guide. This guide is best viewed in slide show mode. Use the home button to return to the help index at any time.

Dashboard Changes to VIPP: What are the VIPP reforms and what’s new? Bidder/Supplier Process Timeline VIPP Management Centre VIPP Plan Create a New VIPP Plan How to save a VIPP Plan? VIPP Plan Assistance and Online Tools Submit VIPP Plan – Localisation Assistance Submit VIPP Plan – Certification 5 Post Tender Negotiations 6 Monitoring & Post Contract Reporting VMC Help Index VMC Help Index (Click on the text/circles to access sections) What is Value-Added Activity? What are Contestable Items? Localisation Assistance

1. Changes to VIPP: What are the VIPP reforms and what’s new? The new VIPP Guidelines apply from 1 January The key features of the new Guidelines include: A new electronic VIPP Plan with enhanced assistance features for businesses and government agencies. This will help businesses to complete the VIPP process more accurately and efficiently. More robust monitoring and reporting requirements to demonstrate the local content outcomes achieved through the implementation of VIPP, including the introduction of a post-contract verification process. For further information, visit

Register on VIPP Management Centre (VMC) Tender Registration In order to start a VIPP Plan, the tender must be registered on VMC by the relevant government department/ agency. Create a New VIPP Plan To create an VIPP Plan, search for relevant tender on VMC. Localisation Assistance Seek assistance from ICN to increase ANZ value-added activity % on input items. Allow up to 4-6 business days prior to certification due date. Certification Submit VIPP Plan for certification. Allow up to 2-3 business day turn around prior to certification due date. Post Tender Negotiations If VIPP commitments change due to post tender negotiations, create a new VIPP Plan for certification Monitoring Supplier’s monitor s their VIPP outcomes throughout the project/ procurement activity. Post Contract Verification Department/ agency provides monitoring table to supplier and requests actual VIPP outcomes. Close of Tender Include the certified VIPP Plan and letter as part of bid by certification due date. ICN Evaluation Report ICN provides assessment of shortlisted bidder VIPP Plans to the government department/ agency. VIPP Plan Submission Monitoring & Reporting Key Department/ agency Bidder/supplier ICN Bidder/Supplier Process Dep/Agency/ICN Process Tender Assessment & Contract Award 2. Bidder/Supplier Process Timeline

3. VIPP Management Centre (VMC) The VIPP Management Centre (VMC) is an online platform where bidders/suppliers can manage their VIPP obligations. The VMC is available at Bidders/suppliers must complete and submit their VIPP Plans via the VMC for assistance or certification. VMC has been optimised to work on the following web browsers. – Google Chrome – Mozilla Firefox – Microsoft Internet Explorer 9 VMC is not yet compatible with smartphone/tablet devices.

TIPS: 1.Account Type: select tenderer account type. 2.Account Details: enter username ( address) and password to access account. 3.Create NEW Tenderer account: register for VMC account if you are NOT an existing user. 4.Forgotten Password: click to retrieve password

1 1 TIPS: 1.Web browser: DO NOT use web browser forward and back navigation buttons whilst logged into VMC. Doing so could cause loss of data/information.

TIPS: 5.Add new plan: begin a new VIPP Plan. 6. Search Plans: search for previously submitted VIPP Plans. 7.Withdraw: click to withdraw VIPP Plan from assistance/ certification. 8.Certificate: download certification letter. 9.Assistance/Certification mode: switch from assistance to certification mode by selecting the relevant button. Note you cannot switch back to assistance once in certification mode. 10.Plan: Modify (assistance mode only)/download VIPP Plan (certification mode only). 11.Message Room: access messages from ICN consultants. This icon will flash red when a new message has been received TIPS: 1.Incomplete VIPP Plans: access previously saved, but not yet completed, VIPP Plans. 2.My Account Details: update account information. 3.Timer: indicate length of session 4.HELP: contact ICN for HELP on how to complete VIPP Plan

4. VIPP Plan

4.1 Create New VIPP Plan Bidders can ONLY begin an online VIPP Plan when the government department/agency has registered the tender on VMC. The following slides indicate how to complete the online VIPP Plan: 1.Click “Add new plan” button. 2.Search for name of tender or tender reference number. 3.Can’t find tender? – click the “Can’t find Tender” link to contact the relevant government department/agency. 4.Enter contract description.

1. Add New VIPP Plan TIPS: 1.Add new plan: begin new VIPP Plan. 1 1

TIPS: 1.Can’t find tender link. 2.Predictive search feature streams results to the name of tender and tender reference number fields, dynamically updating results as a user types. Note: To clear field, press double backspace. 3.Navigation: All fields must be completed on each page before users can proceed to the next section Search for Tender Name / Reference Number 1 1

TIPS: 1.Can’t find tender? - link 2.User details are pre-filled. Select relevant government department/ agency from drop down menu to advise them to register project on VMC Can’t Find Tender?

TIPS: 1.Pre-populated fields are there to help bidders reduce time filling in form. These fields can be edited and changed Contract Description

What are Contestable Items? Goods and services are considered to be a contestable item within a procurement activity, when there are competitive international suppliers and competitive ANZ suppliers. A list of contestable items that may be relevant for the tender, are generated during agency/ department registration of tender on VMC. These items prepopulate the value-added activity table in Section 3.1 of the VIPP Plan. The items provided are generally required to complete relevant tenders, however they are only indicative and not an exhaustive list. Bidders should review and adjust where appropriate/ necessary. Non-contestable items are not included e.g. preliminaries, civil works, earthworks, etc. Bidders must also consider non-contestable items to accurately reflect the entire scope of contract works.

TIPS: 1.Select all by checking box 2.Select individual contestable items by checking box next to the relevant item

Localisation Assistance Bidders can seek localisation assistance from ICN’s Business Capability Advisors (BCA) to increase their ANZ value-added activity percentage on input items. Allow up to 4-6 business day turn around (i.e. account for certification processing), prior to certification due date. Localisation assistance cannot help you with completing a VIPP Plan. For VIPP website assistance or help on how to complete a VIPP Plan, please contact ICN on (03)

TIPS: 1.No assistance: Plan submitted straight to certification ONLY. 2.Increase my ANZ content: submit Plan for assistance to increase local content. Note: do not select “Increase my ANZ content” if you require help completing the Plan.

What is ANZ Value-Added Activity? ANZ valued-added activity refers to cost of producing Victorian/ Australian/New Zealand goods or service less the cost of the imported components (goods & services). Contestable items do not necessarily have an ANZ value-added activity of 100%. Items listed as 100% ANZ value-added activity may indicate an over commitment as they could contain imported elements, even though they are sourced from a local supplier. Items listed as 0% ANZ value-added activity may indicate miscalculation. Consider profit margins, warehousing/logistics, testing, installation, repair services, training, marketing and administration, which may contribute to each item's ANZ value-added activities.

TIPS: 1.To remove items, check the clear box. 2.Contestable item. 3.Percentages of Imported Content/Local Content auto-calculate (Σ=100%). Either field must be populated to auto calculate. 4.Percentage of Total Local Content auto- calculated. 5.Total Percentages of Contract Content and Total Local Content auto-calculate (Total Contract Content Σ = 100%) 6.Add another item: click link to add additional items 

4.2 How to Save a VIPP Plan? Bidders can save an VIPP Plan at any stage. Only one (1) Plan can be saved per tender per bidder. If you have already started a VIPP Plan for a tender, please go to “Incomplete Plans” section to complete.

TIPS: 1.Save and Exit: saves content and exits current Plan 2.Next: automatically saves content and proceeds to next section

TIPS: 1.Incomplete Plan: access saved VIPP Plans 2.Resume Plan: click the icon to resume a previously saved VIPP Plan

4.3 VIPP Plan Assistance and Online Tools In-form assistance is available throughout the VIPP Plan on the VMC. These include: – Mouse rollovers for further information or descriptions. – Prefabricated paragraphs to help you get started on implementation process questions. – Previously used paragraphs. – Formulas and calculation methodologies.

FTE={Total estimated contract hours(direct and indirect) / (231 days X 7.6 hrs per day} Contract Length (years#) Tips: 1.Mouse Rollover: simply place your mouse on the to access assistance on how to complete the Plan. 2.Formulas and methodologies to calculate FTE. FTE is calculated by adding all the estimated hours onsite and offsite associated with the contract and dividing this by 231 days multiplied by 7.6 hrs/day, as follows:

Tips: 1.Pre-fabricated and previous VIPP Plan responses: click to expand or collapse. 2.Copy & Insert: click on the link to copy and insert text into field.

4.4 VIPP Plan Submission – Localisation Assistance Bidders can preview their VIPP Plan prior to selecting ‘submission for assistance’ to request a BCA to advise on local capabilities to increase your ANZ value added activity. To make changes, close the preview window and click the “back” button on the VIPP Plan. DO NOT use web browser forward/back buttons. The following slides indicate how to submit a VIPP Plan for localisation assistance: 1.To submit VIPP Plan for assistance, click the “submit for assistance” button (must be previously selected in Section 3.1). 2.To modify existing VIPP Plan in assistance, locate the Plan on your dashboard and click the Plan icon to open.

Tips: 1.Preview VIPP Plan: click to preview VIPP Plan prior to submission. 2.Back: click to make changes to VIPP Plan. 3.Submit For Assistance: click to submit plan for localisation assistance. 1. Submit VIPP Plan for Assistance

2. Modify VIPP Plan in Assistance 2 2 Tips: 1.Plan: Modify VIPP Plan. 2.Assistance/Certification Modes: switch from assistance to certification mode by selecting the relevant button. Note you cannot switch back to assistance once in certification mode. 1 1

4.5 VIPP Plan Submission - Certification Bidders can preview their VIPP Plan prior to submission for assistance or certification. To make changes, close the preview window and click the “back” button on the VIPP Plan. DO NOT use web browser forward/back buttons. The following slides indicate how to submit a VIPP Plan for certification: 1.To submit VIPP Plan for certification, click the “submit for certification” button. Ensure to read the statement of compliance and to complete the checklist. VIPP Plans cannot be edited once submitted for certification.

Tips: 1.Read the statement of compliance prior to submission. 2.Submit For Certification: click to submit plan for certification.

Tips: 1.Checklist: Read and confirm each checkpoint. 2.Check box: click to confirm 3.Submit: once ALL checklist points have been read and checked, click “submit”.

5. Post Tender Negotiations If VIPP commitments change due to post tender negotiations, government department/agency will inform the bidder/supplier and ICN that the VIPP Plan needs to be revised and then submitted for re-certification. Confirm with ICN on (03) that your VIPP Plan has been switched to assistance mode and can be modified.

6. Monitoring and Post Contract Reporting Upon the completion of contracts where the VIPP applies, the supplier/ contractor must provide the VIPP outcomes to the government agency/department when requested. The supplier/contractor must use the VIPP Monitoring Table, and submit a declaration attesting to the veracity of the outcomes reported. The agency provides these details to the ICN for verification. These forms will be available at:

Contact Details For any policy queries regarding the VIPP, contact: Department of State Development, Business and Innovation (DSDBI) Tel: For queries regarding the VIPP Management Centre or how to complete a VIPP Plan, contact: Industry Capability Network (Victoria) Ltd Tel: (03)