Aged care data collection and support services for aged care providers

This Tender is invited by the Issuer. Overview The Department of Health, Disability and Ageing (the department) is seeking Sellers capable of providing operational, reporting, governance, system administration and support services to enable delivery of Aged Care Financial Reporting (ACFR) data collection and quality assurance, Quarterly Financial Reporting (QFR) quality assurance, and Higher Accommodation Supplement (HAS) application and assessment. This is a Request for Information (RFI). About The ACFR consolidates different financial and prudential reporting obligations into one report and standardises data for annual reporting. The department operated and maintained QFR improves financial reporting transparency, strengthens prudential oversight and provides more timely visibility of aged care provider viability. The Australian Government pays eligible providers an accommodation supplement (HAS) on behalf of eligible residents. There are more than 1,400 registered aged care providers across Australia, including remote locations, who provide Residential and/or Support at Home services to older Australians. Aged care providers are legislatively required to submit both ACFR and QFR data, and those eligible can apply for HAS. Aged care providers will require support services to provide their data, lodge a HAS application, obtain system access, and answer data definition questions. The Seller will have an escalation pathway to the department to resolve complex queries. To support aged care providers wishing to apply for the HAS, the solution should support the end-to-end administration, assessment and management of the application. Solutions need to be simple to use and accessible, enabling aged care providers to provide their information accurately and efficiently. The ACFR, QFR, and HAS are current operational processes with Standard Operating Procedures, escalation points, templates, and touch points. Purpose The information provided under this RFI will be used for the purposes of: Identifying Sellers with the knowledge and experience to deliver these services Understanding the options available to deliver the services Understanding whole-of-life costs, implementation requirements and timelines Refining requirements for possible approaches to the market, as well as procurement and budgetary planning Services are expected to commence within the next 12 to 18 months. Scope The scope includes: Developing a new data collection database, or maintaining the existing data collection database, including development, maintenance, and hosting of online portals and websites Collection and verification of ACFR and QFR data submissions Collection of HAS applications Delivery of support and administrative services to assist aged care providers with the data submission process Maintaining and/or providing an IT solution that enables collection of HAS applications, uploading of documents and correspondence, and the capability to track the status of applications The service requirements are to be achieved through delivery of both Service A and Service B below, noting responses can include any combination of the subsections listed under each Service, and may cover a single or multiple combinations of A and B. Service A: collection of data/applications Using Lotus Notes (HCD Notes), operate the current ACFR collection and HAS workflow, including creating a new webpage for each of the ACFR and HAS entry portals Or create new data collection systems for both ACFR and HAS, including creating a new webpage for each of the ACFR and HAS entry portals Details of required functionality are set out in Attachment A: Functional and Non-Functional Requirements. Service B: support services Provide support services for aged care providers, who under the direction of the supplier manage the lifecycle of both the ACFR and QFR submissions and the HAS application Or provide support services for aged care providers, who under the direction of the department manage the lifecycle of both the ACFR and QFR submissions and the HAS application Details of required functionality are set out in Attachment B: Aged Care Financial Data Collection and Support Services for Aged Care Providers. Contractor Requirements The method to collect QFR and ACFR data must enable the provider to comply with their reporting obligations under the Aged Care Act 2024 and the Aged Care Rules 2025 The collection, use, storage, and disclosure of data must comply with relevant Australian Government legislation, policies, guidelines, and frameworks Instructions to Tenderers The Department will review all responses, however no assessment or ranking will occur, as this is an information gathering exercise only. The Department may contact individual Sellers with clarification questions, however the department will not provide feedback. If the Department progresses with an RFQ for services described in this RFI or similar, the Department may use the RFI responses to assist in determining which Sellers have shown capability to deliver the services through their RFI response. Not responding to this RFI will not preclude inclusion on potential future RFQs released by the Department. Enquiries Buyer contact: DTDDProcurementComm@Health.gov.au