After an extensive tender process, the Department of Treasury and Finance (DTF) put into place a mandated State Purchase Contract (SPC) in July 2011 comprising of 368 highly qualified service providers that specialise in a wide range of information and communications technology (ICT) services.
eServices FAQs (277 KB DOC)
In August 2012, based on the recommendation of the eServices Working Party, the Assistant Treasurer announced that the Victorian Government would move to a register model for the management of its procurement of ICT services.
Rich-Phillips Industry feedback to assist Coalition's ICT overhaul Media Release. (103 KB PDF)
eServices Register Update
A draft detailed implementation plan has been released for comment. The plan outlines the process involved in transitioning to an eServices register by July 2013, and how the register will work.
The eServices register will simplify the process of bidding for government work for suppliers while allowing the government to make more informed purchasing decisions from a greater range of suppliers.
The plan includes details about:
· the development of user requirements, business functionality, and rules of use;
· the search and selection of a system solution to fulfil the function of the eServices register;
· the training required prior to operation of the eServices register;
· the description of the services to be procured through the register;
· further consultation on the plan to incorporate valuable suggestions; and
· the development of a standard Government contract or contracts to be used for the procurement of eServices using the register.
eServices Register Detailed Implementation Plan Draft for Consultation (DOC) (2 MB DOC)
eServices Register Detailed Implementation Plan Draft for Consultation (PDF) (726 KB PDF)
The Victorian Government is seeking feedback and comments from both suppliers and government departments that use ICT services. All feedback will need to be received by Monday 3rd December.
Feedback should be sent to eservicesadmin@dtf.vic.gov.au.
eServices Working Party Report
In late 2011, the Assistant Treasurer invited representatives of the information and communication technology industry and government to form the eServices working party. The working party was asked to review the operation of the eServices Panel and to recommend changes to improve the way government procures ICT services from the industry.
A copy of the report and its recommendation can be found at the attached link eServices government and industry working party report (273 KB PDF)
Key Service | Service Categories |
| 1. Management |
|
| 2. Strategy and Analysis |
|
| 3. Architecture and Design |
|
| 4. Systems and Solutions |
|
| 5. Web Hosting |
|
| 6. Training |
|
The eServices Panel SPC should NOT be used to:
- Purchase IT software,
Purchase IT hardware,
Purchase IT licences, or
Augment resources (general staffing requirements).
The eServices Panel SPC should be used where expert advise or support services are required from an external organisation and should not be used for general staffing requirements. If a contractor is required for a specific temporary role for a specific project, without the backing of an organisation to perform a function or deliverables, then the Staffing Services SPC is the correct panel to use.
The Government Services Division (GSD) in DTF monitors the performance of the eServices Panel SPC to ensure the scope and nature of the services offered continue to meet government’s evolving requirements.
Who can use the eServices Panel SPC?
The eServices Panel SPC is mandated for all 12 Government Departments and agencies that are bound by VGPB Procurement. Other agencies/entities may elect to leverage the eServices Panel SPC, however will need approval from the Category Manager prior to be granted access.
The eServices Panel SPC has been established under VGPB guidelines to ensure uniformity in purchasing eServices across the Victorian Government. The eServices Panel SPC streamlines the process for engaging a Service Provider by avoiding lengthy tender processes for each project.
What threshold limits apply under the eServices Panel SPC?
There is no cap on the value of engagements which may be entered into under the eServices Panel SPC.
Under the eServices Panel SPC, current VGPB purchasing threshold arrangements do not apply, instead these have been replaced with quote thresholds as detailed below:
 | <$150K* | >$150K <$1 million* | > $1 million * |
| Number of quotes required | 1 quote sought | 3 quotes sought | 3 quotes obtained |
| Method of quote required | Written | Written | Written |
| Documentation required to support decision |
|
|
|
The Service Providers under the eServices Panel SPC have been selected through a highly competitive and rigorous process, and have demonstrated best practice in the provision of services.
Although DTF has created these overarching guidelines, users are still required to comply with their respective Department’s/Agency’s purchasing policies.
Users should seek fixed quotes from the Service Providers based on clear outcomes and deliverable rather than time and material (effort based) engagement.
Where engagement exceeds $150K, a thorough risk assessment and due diligence on the Service Provider should be conducted by the Department or Agency. This should at a minimum contain an assessment on the Service Providers capacity, financial viability, and insurances (amount and currency) to ensure that they are appropriate for the risk profile of the engagement. Refer to the table above for additional supportive documentation required.
Users and Service Providers must familiarise themselves with the eServices Online Operational Manual and Rules of Engagement, which can be accessed through eServices Online.
Exemption from using the eServices Panel SPC
Normal VGPB exemption rules apply.
If a Department (in whole or part) believes it is unable to obtain the service required from this SPC, they must seek a written exemption from the Category Manager. A supporting business case will need to be submitted which demonstrates what business needs cannot be met by the SPC and how purchasing off-Panel will deliver the best outcome.
The purchaser must complete the eServices Panel Exemption Form template (53 KB DOC) and submit to the Category Manager for approval.
Panel Refresh Guidelines
The Category Manager will work in collaboration with government users to identify where the eServices Panel SPC can be improved and greater value extrapolated.
DTF may periodically review the eServices Panel SPC and refresh the eServices Panel SPC arrangements by any means it thinks fit (including open or restricted tender), in order to:
- allow for changes in the industry such as new companies, mergers or acquisitions,
- address any gaps in niche or specialised areas that are not addressed by the existing Service Providers, and/or
- add new Key Service Categories, Service Categories or Specialities.
eServices Online
Access to the eServices Panel is managed using eServices Online.
Government users can:
- view the approved Key Services Categories/Service Categories/Specialities that a particular Service Provider may provide under the eServices Panel SPC;
- search for suitable Service Providers based on past performance and work history;
- view Service Provider details and performance reports; and
- validate engagement performance reports submitted by Service Providers.
eServices Online allows the Service Provider to:
- view their own company details and record RFQ details;
- conduct an engagement self-assessment report at the completion of each engagement; and
- complete contractual bi-annual reporting requirements.
Government users will need to apply for a user name and password in order to gain authorised access. Service Providers will receive their username and password upon their appointment to the eServices Panel SPC.
For more information see Access to eServices online.
Contract summary
Reference | SS-12-2010 |
Open or Closed | Open |
Start date | 1 July 2011 |
End date | 30 June 2014 (with 2 x 1 year optional extensions) |
Lead Entity | Government Services Division, Department of Treasury & Finance |
Category Manager | Andrew Meier |
General Enquiries | Eservicesadmin@dtf.vic.gov.au |
