Scheme Details
The NSW Government Prequalification Scheme: Employment Related Medical Services (the Scheme) enables NSW Government agencies to engage prequalified Service Providers to provide the following employment related medical services:
Tier One:Employment related medical assessment services (Core) comprising:
· Medical assessments
· Administrative support to the Review Panel
· Medical certificate validation
· Pre-employment and periodic health assessments
Tier Two: Other employment related medical services (Optional) comprises other key employment related medical services that may be sought by government agencies:
· Functional capacity assessments and advice services
· Vaccinations
· Drug and alcohol testing
· Employee health and wellbeing programs.
A detailed description of the service requirements is set out in Schedule 2 (Description of Service requirements) of the Scheme Conditions.
Vendor Instruction
Applicants should allow adequate time to review the requirements, gather the necessary information and plan responses to questions.
Complete the online application, ensuring required documents are attached (e.g. company profile information, copies of insurance policies, referee reports, fee schedule), and submit the completed application by the closing date and time.
Prequalification Types
Employment related medical assessment servicesThis is a full prequalification process which will enable Applicants, once prequalified, to be engaged by Agencies under the Scheme with no value limit. As part of the prequalification process Applicants are required to provide business details, information about services, capability statements, fees/ service rates, and any information about their business service delivery philosophy. Applicants must use the templates provided where applicable. Information provided as part of this Application will inform the capability assessment process to determine membership to the Scheme.
Documents
Terms and ConditionsInformation sheet: Medical Assessment
Schedule 3: Service levels and key performance reporting
Schedule 4: Standard forms and templates
Guide for Applicants
Schedule 5: Agency report on Service Provider performance
Schedule 1: Standard Form of Agreement (Agency Agreement)
Schedule 4: Form 1 Agency Referral for Medical Services
Schedule 4: Form 2 Employee Acknowledgment
Schedule 4: Form 3 Privacy and Consent to Release Medical Information
Schedule 4: Form 4 Request for Review of Medical Assessment
Template 1: Review Panel letter – Time extension
Template 2: Case summary and meeting report
Template 3: Review Panel letter - Outcome
Template 4: Review Panel letter - Further assessment
Schedule 6: Referee Report template for Applicants
Schedule 7: Service Provider six-monthly reporting template
Capabilities
The Applicant must identify its areas of substantial expertise by nominating the categories in which it is seeking prequalification.
Tier One: Employment related medical assessment services (Core)-
Medical assessments, Administrative support to the review panel, Medical certificate validation, Pre-employment and periodic health assessments
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Drug and alcohol testing
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Functional capacity assessment and advice services
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Health and wellbeing programs
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Vaccinations
Employment related medical assessment services Questionnaire
The Applicant must answer the following questions based on the prequalification type they are applying for
A - BUSINESS DETAILS
Additional details of your business.
Please provide your business details by using the attached template. Once the template is completed, please upload the file here as part of the application process.
Please attach your business's marketing material as a zipped file. This information will be made available to agencies and should include information about your services and any information about the business’s service delivery approach (e.g. business values and ethics).
Please provide contact details (other than the details provided with your NSW eTendering registration) which you would like agencies (employers in Government) to use for service requests.
B – CAPACITY AND CAPABILITY
This section of the application seeks information about your business’s capacity and capability to provide services covered by this Scheme.
Please note that all Applicants must demonstrate capacity and capability to deliver Tier One services and have the option of also offering one or more Tier Two services.
a) Medical Assessments
Please describe:
- What systems, processes (including timeframes and triage processes) and practices are in place to manage and provide employer referrals for medical assessments. Indicate if the systems and processes are different for non-work related health conditions.
- How your organisation will determine the most appropriate medical assessor for the referral, including medical specialists, where necessary. Describe any governance arrangements to ensure fairness and objectivity.
b) Administrative support to the Review Panel
Please describe systems, processes and mechanisms your business will apply to provide this service.
c) Pre-employment and periodic health assessments
Please describe systems, processes (including timeframes and triage processes) and practices your business applies to an agency referral for pre-employment medical and periodic health assessment. Describe any governance arrangements to ensure fairness and objectivity.
d) Medical certificate validations
Please describe systems, processes and practices your business applies to providing this service. Describe any governance arrangements to ensure fairness and objectivity.
b) If applicable please outline your business’s experience and expertise for each nominated service. Describe any governance arrangements to ensure fairness and objectivity. Approved capabilities will be published on buy.nsw.
Please describe how your business ensures quality assurance/review processes across all services nominated for prequalification in your application. Include how your business will ensure there are no conflicts of interest and that privacy and confidentiality and professional and ethical conduct is maintained. Where applicable, please also outline any differentiation in the process between internal and sub-contracted resources.
Access to personal and sensitive information will be provided during the course of an engagement. Please describe and outline the systems and processes that will be in place to manage and ensure privacy and confidentiality of such information. Where applicable, please also outline any differentiation in the process between internal and sub-contracted resources
Records relating to employee and agencies will be generated with each service engagement. Please describe systems and processes of your business in record keeping, retrieval and reporting, in both paper and electronic formats. Where applicable, please also outline any differentiation in the process between internal and sub-contracted resources.
Applicants must provide at least three (3) referee reports in the specified template (Schedule 6 of the Scheme Conditions) for each ‘Tier’ of service nominated in the application. Referee reports must refer to completed engagements provided or completed in the last 18 months and within Australia.
Applicants should indicate the relevant 'Tier' they are applying for on the form before sending it onto their referees for completion. The applicant must then upload all completed referee reports in a single zip folder.
Referee reports will only be considered if they:
·relate to fee-for-service engagements;
·have been completed in the specified template and signed by an authorised representative; and
·relate to services nominated by the applicant and are covered by this Scheme.
DFSI/PSC may contact the referee to verify or clarify aspects of a referee report as part of the prequalification process, and agencies may contact referees as part of their procurement process.
Please use the attached template to provide your three (3) Referee Reports relating to medical assessments.
If applicable, please use the attached template to provide your referee reports for Tier Two services in a single zip folder. Applicants must provide three (3) referee reports for each Tier Two service level. Example: An applicant applying to prequalify for three (3) Tier Two Services will need to provide three (3) references for each service, totalling nine (9) references.
Please upload a recent letter/statement from an independent accountant stating the solvency of the Applicant. The letter/statement must have been prepared within the last twelve (12) months and explicitly state financial solvency of the Applicant. The letter/statement cannot be open to interpretation, so financial statements or annual reports are not acceptable.
If you answered ‘Yes’ to Question 8, please outline how your business will prepare for the start of the Scheme and ongoing performance, including planning, governance, risk management, resourcing, technology, marketing, legal and financial arrangements.
Please describe your business’s facilities for service provision under the Scheme. This may include location/s of facilities that comply with disability access and privacy requirements; technology and equipment. Where applicable, please indicate any differentiation in facilities for sub-contracted service delivery.
C – INSURANCES & INDEMNITY
Before applying to work under this Scheme, Applicants must hold the following insurances. Once admitted to the Scheme, Service Providers will be expected to maintain current copies of the following insurance policies on NSW eTendering.
Please attach a current copy of your business’s Broad Form Public Liability insurance. NOTE: The certificate of currency must indicate the period of coverage and a legal name which corresponds with the legal name in this application.
Use the calendar feature to set the expiry date of the certificate attached.
Please attach a current copy of your business’s Professional Indemnity insurance. NOTE:
- The certificate of currency must indicate the period of coverage and a legal name which corresponds with the legal name in this application.
- An Applicant, who instead of delivering the services itself, subcontracts their delivery should outline how they will ensure that subcontractors hold insurance that meets the requirement (See clause 5.1(b) in the Scheme Conditions).
Use the calendar feature to set the expiry date of the certificate attached.
Please attach a current copy of your business’s Workers Compensation insurance or exemption advice from the insurer. NOTE: The certificate of currency must indicate the period of coverage and an employer legal name which corresponds with the legal name in this application.
Use the calendar feature to set the expiry date of the certificate attached.
Outline how your business will ensure that all Personnel (including sub-contractors), as defined in clause 1 of the Scheme Conditions), holds and maintains the necessary insurances for the duration of the Scheme.
D - LEGAL
If you answered ‘Yes’ in Question 1, please provide details.
If you answered ‘Yes’ in Question 3, please provide details.
If you answered ‘Yes’ in Question 5, please provide details.
If you answered ‘Yes’ in Question 7, please provide details.
E – FEES
Please use the attached fee schedule template for rates and fees that will apply for at least 12 months from the date of acceptance onto the Scheme.
Amendment History
- 6-May-2016 10:46am
The Guide for Applicants document has been updated. Please refer to the footnote on page 8.
- 9-May-2016 9:27am
Please note that the Business Profile template has been updated.
- 9-May-2016 9:32am
Please note the following clarifications:
*The PSC aims to prequalify a panel of providers with demonstrated capacity and capability to provide the full scope of Tier One services as set out in the Scheme Conditions. Providers may choose to also prequalify for one or more Tier Two services. There is no quota on the number of providers on the panel.
*Where the Scheme documents are silent on any requirement (e.g. Timeframes etc.), it is expected that the agency will establish requirements with the provider.
* The number of Medical Certificate Validations will vary from one agency to another due to the size of each workforce but it is expected this number will be less than 10 per annum per agency.
*The Review Panel reviewed approximately 15 medical assessments each year for the last two calendar years. It is estimated that approximately 10-20% of requests for medical assessment review may be declined as they do not meet the criteria for review. Providers admitted onto the prequalification scheme will only be responsible for providing administrative support to the Review Panel for those medical assessments it has undertaken. Details of what this service entails is set out in Schedule 2 ‘Description of Service requirements’.
- 6-Sep-2016 12:47pm
Revised Scheme Conditions and Standard Form of Agreement
- 19-Sep-2016 3:20pm
References to Item 9 of Annexure 1 (Agreement Details) of this Agreement in clauses 4.16.1(d) and 12.4 have been removed and, replaced with references to Item 8 of Annexure 1 (Agreement Details) of this Agreement.
- 31-Jan-2019 11:16am
This scheme has been re-opened for acceptance of new applications until February 28th 2019.
- 15-Oct-2021 3:44pm
Public Service Commission has extended the whole of government Employment Related Medical Services Scheme to 17 October 2026.
No action is required from buyers and suppliers.
For more information contact NSW Service Centre on nswbuy@treasury.nsw.gov.au or 1800 679 289
- 29-Apr-2022 9:54am
Amended the Scheme Conditions document, changes made to the following clause:
• Clause 33.1(a)(iv)