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Victorian Government eServices Panel
The new Victorian Government eServices Panel contracts commenced on 1 July 2011. The Department of Treasury and Finance (DTF) put in place a mandated State Purchase Contract (SPC) comprising of 188 Service Providers specialising in information and communications technology (ICT) services. Below are frequently asked questions with answers published by DTF about the panel.
Frequently Asked Questions
When does the new panel come into effect?
The new panel came into effect 1 July 2011.
Why was a new Panel required?
The old panel head agreement was due to expire on 30 June 2011, and there were no additional options available under the contract to extend.
The previous panel had been in place for many years. The expiration of the contracts provided an opportunity for feedback from government users and the industry to be incorporated into an improved panel that would meet government's future ICT requirements.
What are the main changes?
The new panel is now mandated for inner government departments and the previous threshold of $1 million has been removed.
The terms and conditions of the contracts have also been streamlined to enable departments and suppliers to agree terms that reflect the complexity of the engagement.
DTF has established Rules of Engagement which government users and suppliers must comply with.
Why have these changes been made?
The changes that have been made will improve visibility of spend in ICT which will help government better understand requirements and opportunities in this significant area of spend.
Reducing the need for users to publicly tender based solely on dollar value thresholds will reduce costs for government and suppliers and improve engagement led time.
The Rules of Engagement will assist users and suppliers in better understanding their obligations and the proceses that must be complied with. The applicable process requirements will vary subject to the value of the engagement and will assist government in ensuring better procurement outcomes from their ICT project.
What is the scope of services offered under the panel?
1. Management
- Project/Program/Portfolio Management
- Quality Assurance/Compliance
- Benchmarking/Function Point Analysis (FPA) Performance and Metrics
2. Strategy and Analysis
- Strategy Development
- Business Analysis
3. Architecture and Design
- Enterprise Architecture
- Business Architecture
- Information Architecture
- Application Architecture
- Technology Architecture
4. Systems and Solutions
- Design and Development
- Integration/Implementation
- Data Migration and Conversion
- Testing
- Maintenance and Support
5. Web Hosting
- Web Hosting
6. Training
- Training Delivery
The eServices Panel SPC should NOT be used to:
- Purchase IT software,
- Purchase IT hardware,
- Purchase IT licences, or
- Augment resources (general staffing requirements)
What changes can I expect?
There will be minimal changes to business operations.
The Rules of engagement should be used and understood. These are contained on the VGPB website and eServices Operations Manual.
Am I still required to go through the ICT approval process?
Yes, government clients have a responsibility to ensure their purchasing approval processes are in line with the ICT expenditure approval requirements.
If I am already registered as an eServices user, do I need to re register?
No, your existing username and password are still valid.
A supplier that I have engaged in the past is not a panel member; can I still use them?
Inner budget departments are mandated to use the new panel for any NEW engagements. If you have a need that you believe is not met by the panel suppliers, and you wish to go outside the panel you may seek an exemption.
Outer budgets are not mandated to use the panel and may continue to engage suppliers under separate agreements. In the event that outer budget agencies elect to opt into the eServices panel, they will then be mandated to comply with the panel terms for the period of the SPC.
What about in-flight projects?
In-flight projects can still continue under the existing commercial arrangement.
Where a commercial assessment has been made, engagement with your existing supplier can continue under the terms and conditions of the old agreement.
Why would a purchaser need to seek an exemption?
A user may find that they have an ICT need that can not be met by a service provider on the eServices Panel. In this case the user may need to seek an exemption to use a service provider that is not on the panel.
How does a user seek an exemption to use a supplier who is not a member of the eServices Panel?
The user must complete the eServices Panel Exemption Form and submit this to the Category Manager, Andrew Nandan either in hardcopy or via email.
How long will it take for the exemption to be reviewed and a decision made?
Please allow three business days for the submission to be reviewed and a decision made.
Does this mean once an exemption is granted, the supplier becomes a member of the eService Panel?
No, the exemption granted is only for the particular piece of work being sourced.
However, there is an eServices refresh facility where purchasers can make recommendations to the Category Manager for particular suppliers to be considered for the panel during a refresh.
Is there an opportunity to add new suppliers?
Yes, DTF may periodically review and refresh the eServices Panel SPC (including by open or restricted tender), in order to ensure that the Victorian Government continues to receive the best value for money. This may involve:
- allowing for changes in the industry such as new companies, mergers or acquisitions,
- addressing any gaps in niche or specialised areas that are not addressed by the existing Service Providers, and/or
- adding new Key Service Categories, Service Categories or Specialities.
How will the refresh process work?
The refresh will follow the same process as the tender (response requirements, evaluation criteria etc) to ensure that probity requirements are met.
How does the quoting process differ from the previous process?
Users are still required to define their requirements and issue a Statement of Work for the supplier(s) to quote on.
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. These have been replaced with the quote thresholds detailed below:
<$150K*
Number of quotes required - 1 quote sought
Method of quote required - Written
Documentation required to support decision:
- Statement of Work linking payments to deliverables with clearly defined scope and outcomes.
>$150K <$1 million*
Number of quotes required - 3 quotes sought
Method of quote required - Written
Documentation required to support decision:
- Statement of Work linking payments to deliverables with clearly defined scope and outcomes.
- Risk Assessment
- Due Diligence on Service Provider
- Probity Plan
- Evaluation plan
> $1 million *
Number of quotes required - 3 quotes obtained
Method of quote required - Written
Documentation required to support decision
- Statement of Work linking payments to deliverables with clearly defined scope and outcomes.
- Risk Assessment
- Due Diligence on Service Provider
- Probity Plan
- Evaluation Plan
- Senior Management Sign Off
- VIPP statement if required
* Numbers are including GST.
Where can I access more information?
More information about the Victorian Government eServices Panel contracts is available from the Department of Treasury and Finance, including a list of the contractors on the panel and information on how to use the contract. An exemption form is also available. [Microsoft word doc]
If you have any queries regarding the eServices Panel please contact Andrew Nandan - andrew.nandan@dtf.vic.gov.au - Phone: (03) 8683 2862
Or any of the following
- Victorian Government Procurement website
- eServices Administrator: eservicesadmin@dtf.vic.gov.au
Related Links
- eServices Panel Refresh - Tender Closes September 1, 2011
- Issued by Department of Treasury and Finance. "The new whole of Victorian Government eServices Panel was established in mid 2011 and is a mandatory contract for use by Victorian Government Departments and Agencies to procure IT Services. A panel refresh is being conducted as it has been recognised that there is a need for a broader State Purchase Contract panel to meet Government ICT requirements which will result in greater choice and competition as well as improved access for small to medium enterprises to government business opportunities... Three identical Briefing Sessions are offered to interested parties - please select your preferred session. Space is limited to two persons per organisation. Closes on Thu, 1 Sep 2011 2:00 PM AEST Melbourne, Victoria
- Victorian Government announces eServices Panel reforms
- From the Minister for Technology. Media Release, Friday, 15 July 2011. "The Victorian Government today announced that a refresh of the Victorian Government eServices Panel would be completed by 31 October 2011. The eServices panel includes companies that are eligible to bid for contracts to provide ICT services to Victorian Government departments and agencies. Minister for Technology Gordon Rich-Phillips said following the recent announcement of the eServices Panel – which will initially comprise 188 companies – it was apparent there was a need for a broader panel to meet the government's ICT requirements..."
- Victorian Government announces new and expanded eServices Panel
- From the Minister for Technology, Media Release, Monday, 31 October 2011. "The Victorian Government today announced a new expanded eServices panel providing more opportunities for local ICT companies and greater competition in the provision of ICT services to government. Companies on the eServices panel are eligible to bid for contracts to provide ICT services to Victorian Government departments and agencies. Minister for Technology Gordon Rich-Phillips said the panel now has an additional 180 suppliers across the 18 service categories, taking the total panel size to 368..."
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