Contracts

An HSV collective agreement brings together a set of contractual arrangements with approved suppliers of goods and services within a specific procurement category, ensuring Victorian public health services have reliable access to the items they need to deliver care.

Collective agreements are established to provide consistency, value for money, and confidence in quality across Victoria's public health system.

HSV collective agreements cover medical consumables, pharmaceuticals, medical equipment and non-medical products and services such as uniforms, security, clinical waste management and catering.

A mandated health service is a Victorian public health service listed in Schedules 1 or 5 of the Health Services Act, 1988 (Vic).

Mandated health services are legally obligated to use HSV collective agreements to purchase the goods and services the agreements cover. 

Mandated health services are also required to comply with the requirements of the HSV Purchasing Policies.

Conversely, 'eligible services' can access HSV collective agreements optionally.

Yes. Under the Health Services Act 1988, when products or services fall within an HSV procurement category and are covered by an HSV collective agreement, Victorian public health services (mandated services) are required to purchase those items from the contracted suppliers.

This approach supports a coordinated and efficient health system and helps ensure public resources are used responsibly and transparently.

To access HSV collective agreements and their key contract documents, you’ll need to be employed by a Victorian public health service and have an active HSV website account.

Health services have access to several resources to help them understand what products and services are included under an HSV collective agreement.

To get notified of updates to HSV collective agreements:

1. Go to My Dashboard > Contracts > Contracts and documents
2. Click the Favourite icon next to a collective agreement
3. Set your preferred email frequency via My Dashboard > My account settings > Notification settings.

An eligible service is a health or related entity not covered under Schedules 1 or 5 of the Health Services Act, 1988 (Vic).

Eligible services may include:

• Community health organisations
• Women’s health organisations
• Ambulance services
• Denominational hospitals
• Aged care facilities
• Bush nursing hospitals
• Disability services
• Multi-purpose services
• Other ‘health or related services’ as described under the Act

Extending access to HSV collective agreements to eligible services forms part of our legislative function.

Following an assessment process, eligible services that qualify are provided access and may purchase contracted goods and services for the same prices and under the same conditions as public health services. 

To apply for access to HSV collective agreements, organisations must meet the criteria outlined in the Access to HSV Collective Agreements Policy. 

If the criteria is met, services can submit an application via the Eligible services application form.

To access key contract documents:

1. Go to My Dashboard > Contracts > Contracts and documents
2. Select the relevant HSV collective agreement from the list
3. From the side menu menu, select Contract Files
4. Select the document you need from the list provided.

Some documents supporting HSV collective agreements are publicly available and can be accessed by anyone. These documents provide high‑level information about the agreement and what it covers.

Award matrix

An award matrix shows which suppliers have been awarded under a specific HSV collective agreement. It gives a clear overview of the successful suppliers without including detailed pricing or product information.

Statement of requirements

A statement of requirements outlines the product or service categories and sub‑categories included in an HSV collective agreement. It acts as the master reference for what is covered under the agreement.

Health services have access to a range of documents that support the implementation and use of HSV collective agreements. These documents provide practical, detailed information to help you engage suppliers, understand pricing, and transition smoothly to new agreements.

Service level agreement

HSV provides a service level agreement template that health services can use to document their specific requirements when engaging awarded suppliers for services.

This template is available only to health services.

Pricing schedule

The pricing schedule provides detailed information about the products or services included in an HSV collective agreement. It includes:

• agreed pricing
• supplier details
• any applicable conditions of the agreement
• a version history showing all updates
• a user guide to support interpretation and use

Pricing schedules are accessible only to health services.

Impact report

An impact report is a tailored report created for each individual health service. It forecasts how a new collective agreement will affect your organisation based on your historical spending in the relevant category.

Each impact report outlines:

• what has changed between the expiring agreement and the new replacement agreement
• a clear plan to help your health service transition
• the actions required to move to the new agreement
• where the greatest benefits and savings can be achieved

Health services can only access their own impact report.

For more information on impact reports and how to use them, see the section below, 'FAQ: Impact reports'.

Transition guide

A transition guide helps health services understand how items in a new agreement compare to those in an expiring agreement.

Items are classified as:

• Direct match – the item in the new agreement is an exact match to the old one
• Best match – the item in the new agreement is similar to one from the expiring agreement
• No match – no equivalent item has been identified

Unlike impact reports, transition guides are not customised. The same transition guide is available to all health services.

Together, these documents provide the clarity, detail, and guidance health services need to confidently use HSV collective agreements and achieve the best possible outcomes.

Suppliers working under HSV collective agreements have access to a specific set of documents that support accurate pricing and product management.

Pricing schedule extracts

HSV collective agreements may include one or more individual supplier agreements. Each supplier contracted with HSV is required to maintain up‑to‑date product and pricing information for their awarded items in a pricing schedule extract.

Suppliers can:

• access only their own pricing schedule extract
• update and maintain pricing and product details for their contracted items

HSV consolidates all individual supplier pricing schedule extracts to create the overall pricing schedule for the collective agreement.

Health services do not have access to individual supplier pricing schedule extracts.

If you notice an error, the easiest way to report it is by completing the contract feedback form. This ensures your query is directed to the right team and includes all the information needed to investigate and resolve the issue.

An impact report forecasts the impact a new HSV collective agreement will have on your health service. The forecast is based on the products and services your service purchased through the HSV collective agreement that is now being replaced.

The report also acts as a step-by-step plan to help your health service transition from the original to the new collective agreement. It includes information on:

• the benefits of the new agreement for your health service
• what has changed in the new agreement
• what actions your health service will need to take to transition to the new agreement.

You can access your health service's impact reports by following these simple steps:

1. Go to the Contracts section in My Dashboard.
2. Select Contracts and documents from the Contracts menu.
3. Search for Impact reports in the list of HSV collective agreements.

An impact report helps your health service clearly understand what’s changing under a new agreement and what actions to take. It is designed to support a smooth transition and help you make informed purchasing and implementation decisions.

Specifically, an impact report:

• provides a clear overview of the products and services included in the new agreement
• highlights alternative options for items your health service bought under the previous agreement that are not included in the new one
• identifies products or services previously purchased that are no longer covered, so you can either negotiate directly with suppliers or find suitable alternatives
• recommends priority actions that can deliver the greatest cost savings
• supports a smooth transition from the old agreement to the new one, while helping your health service meet its contractual obligations
• confirms the accuracy of the benefits and savings previously reported for the new agreement.

Overall, the impact report is a practical tool to help your health service transition confidently, stay compliant, and maximise the value of the new agreement.

Impact reports are provided as an Excel spreadsheet that shows what your health service purchased under the previous agreement and how those items compare in the new agreement.

The report lists individual items your health service bought under the old agreement, along with supplier sales data for each item. Items are grouped into clear categories to help you identify what action, if any, is required.

How items are grouped

Items in the report are categorised in one of three ways:

Direct match

A direct match means the item you currently purchase is exactly the same as an item in the new agreement, with the same supplier and part number.

What this means for you:

No change in product is required. Your only action is to update your catalogue if there is a new price.

Best match

A best match is suggested when an exact match is not available. This can happen if a product has been replaced, discontinued, or is not included in the new agreement.

The best match is the closest equivalent product available under the new agreement. HSV usually matches to the same supplier, but a suitable alternative may also be identified from a different supplier.

What this means for you:

• Review the suggested match carefully
• Consult with clinicians to confirm it is appropriate
• Check for best matches from the same supplier first
• If the best match is from a different supplier, your product evaluation team may need to review and approve it before use

Even when a product is essentially unchanged, differences such as a new product number or unit of measure mean it will be listed as a best match rather than a direct match.

No match

No match means HSV did not identify a matching product or service in the new agreement. This does not necessarily mean there is no suitable alternative.

What this means for you:

• Review the pricing schedule for other products in the same sub‑category
• Identify potential substitutes that meet your needs
• Consider negotiating directly with suppliers if required

Total estimated annual cost impact

For items that match products in the new agreement, the report compares the price you previously paid with the new contracted price. The difference is calculated as the total estimated annual cost impact, showing the expected financial effect of the new agreement for your health service.

As you work through the transition tasks outlined in the report, mark each item as 'Completed'. Once all items are marked completed, the final total estimated annual cost impact is automatically displayed, giving you a clear view of the overall outcome of the transition.

An impact report does not identify contracted products or services where your health service has no historical purchasing data. In these cases, the most reliable sources of information are the pricing schedule or the transition guide.

Category and sub‑category descriptions can also help you identify suitable contracted products or services to meet these needs.

The impact report is your practical guide to moving from the old collective agreement to the new one. It helps your health service understand what’s changing and what actions are needed.

By following the steps outlined in the report, you can prioritise the most important tasks and clearly track your progress throughout the transition.

Tip: As you complete each task, mark it as Completed in column A of the spreadsheet. You can then filter the report to quickly see which items still need action.

Quick wins

Start with items that deliver immediate savings and require minimal effort.

• Sort column Y (cost reductions) from highest to lowest.
• Filter column C to show Direct match items.
• Update pricing for these products in your catalogue, focusing first on those with the largest savings.
• For these items (and any with no price change), update column A to YES (Completed).

Best match – same supplier

These items are often straightforward to resolve.

• Filter column C for Best match and column B for Same supplier? = TRUE.
• Update your catalogue where it is clear the item is effectively the same product.
• Mark completed items as YES.
• Flag any unclear items for further review or clinical input.

Best match – different supplier

These items may require additional consideration.

• Filter column C for Best match and column B for Same supplier? = FALSE.
• Update the catalogue for any substitutes that are acceptable for use.
• Mark confirmed items as complete and flag anything uncertain for follow‑up or evaluation.

No match

These items require further investigation.

• Filter column C for No match.
• Review the pricing schedule to identify suitable alternatives within the same sub‑category.

Price increases

For items with increased pricing:

• Decide whether to update your catalogue, balancing cost impacts against the administrative burden of managing mismatched prices across systems.

Additional review

You may also identify other relevant products or services by comparing your health service’s historical purchasing data with each sub‑category in the pricing schedule. This can help ensure nothing important is missed during the transition.

Working through the report methodically helps ensure a smooth transition, supports compliance with the new agreement, and maximises financial and operational benefits for your health service.

The Health Services Spend Data and Analysis (HeSSDA) tool provides insights into health service spending to support informed decision‑making.

For a clear overview of what the tool does and how it can be used, visit the HeSSDA – Health Services Spend Data and Analysis tool page, where you’ll find detailed information and guidance.