eServices Register commences 1 July 2013
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)
The Victorian government through the Department of State Development, Business and Innovation is launching the eServices Register on 1st July 2013.
Use of the eServices Register to procure ICT professional services will be mandatory for all the inner budget departments and agencies covered by the VGPB. It will be available for use by all other government agencies including Local government.
The eServices Register will promote more efficient delivery of ICT services to the Victorian Government. 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 eServices Register contributes towards one of the objectives identified in the Victorian Government ICT Strategy 2013 - 2014 by seeking to make the procurement process for ICT services more efficient – both for buyers and suppliers.
The eServices Register will represent a step change to procuring ICT services in government:
- The process to procure ICT services will occur through an electronic marketplace, using a tool (the Ariba network) configured to implement the eServices register, accessible through the government’s Procurement Portal.
- Purchase orders will be issued through departmental/agency financial systems as is currently the case. In the longer term it is expected that automatic links to financial systems will be developed.
- Interim arrangements will apply for departments who have not had their procurement plans certified.
- A gateway web site will be established containing extensive help information.
To support buyers in accessing and using the new eServices register the following communications activities are planned, up to and post the implementation of the eServices register:
These activities are directed towards government users
- Two formal briefing sessions for government users on Thursday 6th June and Friday 7th June,
- Departmental training commencing in the week of the 17th June,
These activities are directed towards suppliers
- To support existing eServices Panel members transition to the new Register we will be holding briefing sessions on the implementation and operation of the eServices Register on Wednesday 19th June and Thursday 20th June 2013. Further sessions may be held if the demand requires it.
- To support the launch of the Register the Victorian government, in partnership with the AIIA, will be holding briefing sessions on Monday 8th July and Wednesday 10th July 2013 for new suppliers.
These activities will be directed at both suppliers and government users.
- Regular briefing updates
- Weekly FAQs posted on the eServices page via procurement.vic.gov.au
- A user group consisting of buyers and suppliers will be established
- An online mechanism will be established to collect and rate enhancement requests, customisation is not an option but the capability of Ariba provides great opportunities for configuration.
- A formal review of the operation of the register will be conducted after six months of operation.
The eServices register will operate under a policy environment set by both the Victorian Government ICT strategy and the VGPB procurement reform across government departments:
- The Victorian Government ICT Strategy was released on 12 February 2013; and
- The Procurement Reform Program.
eServices Panel - Expires 30 June 2013
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 FAQ's (to be available soon).
|2. Strategy and Analysis||
|3. Architecture and Design||
|4. Systems and Solutions||
|5. Web Hosting||
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 Department of State Development, Business and Innovation (DSDBI) monitors the performance of the eServices Panel SPC, following Machinery of Government changes 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 <$1 million*
> $1 million *
|Number of quotes required|
1 quote sought
3 quotes sought
3 quotes obtained
|Method of quote required|
|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.
DSDBI 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.
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.
Open or Closed
1 July 2011
30 June 2014 (with 2 x 1 year optional extensions)
Department of State Development, Business and Innovation