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Marketing Services Panel State Purchase Contract

Marketing Services Panel State Purchase Contract. User Group Briefing 10 December 2009. Purpose of Today. Formal launch of the new Marketing Service Panel. Role and responsibilities of The Lead Agency Departments Service Provider Introduction and Training on Marketing online.

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Marketing Services Panel State Purchase Contract

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  1. Marketing Services Panel State Purchase Contract User Group Briefing 10 December 2009

  2. Purpose of Today Formal launch of the new Marketing Service Panel. Role and responsibilities of The Lead Agency Departments Service Provider Introduction and Training on Marketing online.

  3. Introduction of the Marketing Services Panel DTF assigned Lead Department Mandated State Purchase contract for all Budget Sector Agencies. Other Government Owned Entities or Government supported Organisations can opt in to use the SPC. Simplified and streamlined engagement model. Marketing On-Line introduced Performance Management

  4. Overview of the Panel Contract Start Date – 16 December 2009 2 Year Agreement, with 2 X 1 year options to extend. The MSP is split into two categories of Service Providers - Advertising and Communication. The Service Providers can only be engaged for Services in the Category that they have been approved, i.e. a Service Approved that has been appointed to the Communications panel can not be approached to perform Advertising work.

  5. Six monthly reviews may be undertaken to: Identify and address any gaps in the capacity and capability of the Panel; Reflect changes in Purchaser requirements; or Reflect changes in the industry, i.e., new or changed businesses Remove service providers: Who are not being utilised on the Panel. The Lead Department reserves the right to remove a Panel member(s) after any 18 month period of inactivity; or Who are not meeting KPI requirements Refresh of the Panel

  6. This kick off meeting will be supported by Marketing Services Panel Operational Handbook VGPB website – State Contracts Marketing Online Where can I access more information

  7. Key objectives The key objectives of the Marketing Services SPC are to: Improve efficiency in engaging and managing suppliers, and ensuring value for money as required by the “Buying Smarter Buying Less” policy; Provide government users with improved access to advertising expertise and resources; Build stronger relationships with Service Providers; Maintain a responsive panel of Service Providers that meets government user requirements; and Establish a centralised category management framework for the MSP SPC.

  8. Structure of the Contract • Head Agreement is in place with all Service Providers appointed to the Panel • The contract Terms and conditions are uniform across all Service Providers. • Purchase Order issued invokes the Terms and Conditions of the contract. • Maximum rates have been agreed in advance. • Service Provider has nominated Authorised personnel to perform work, these people can only be engaged. • Newly created IP vests with Govt upon creation. • IP created in quote belongs to Govt unless the quote calls out the cost to purchase.

  9. Role of the Category Manager • Category Manager will • Develop the User Guide and Rules of Engagement on how to use the MSP; • Monitor adherence to use of the panel and the performance of the panel; • Act as a formal relationship manager between Department and Service Providers; • Perform ongoing review to ensure that the MSP objectives are met; • Provide reporting to Departments; • Act as a central escalation point for Both Departments and the Supplier; • Conduct Service Provider review;

  10. Department Responsibility The Departments must Appoint a Contract Manager (SPOC), Use the MSP for all in scope activities, Maintain confidentiality, Comply with the Marketing Services Panel Guidelines, Familiarise themselves with the contract terms and conditions, Familiarise themselves with Marketing Online, Prepare, manage and obtain approvals for projects, Promote the use of the SPC, Assess Service Providers based on value for money and ensure that trail documentation supporting a purchasing decision is available,

  11. Department Responsibility (cont) The Departments must Establish and maintain their own relationships with Service Providers, Manage the delivery of the project (including deliverables, timelines, budgets and variations), Issue PO prior to Service Provider prior to engaging them for any work that will be invoiced; Validate Service Providers details including contact details, spend data and performance date; Make payment to the Service Provider within 30 days of receipt of invoice, Validate the correct application of rates; Escalate any disputes to their Department Contract Manager, Attend Service Providers reviews (if necessary); Cooperate with Service Provider.

  12. Role of the Department Contract Manager The responsibility of the Contract Manager will be • Managing their departmental interest in the MSP SPC; • Be first point of reference for their Department; • Promote the use of the SPC; • Working with the Category Manager to identify new opportunities and weaknesses (gaps in capability) in the existing Panel; • Meeting with the Category Manager as and when required; • Verifying and validating supplier data on the database management system; • Attending supplier reviews (if necessary); and • Maintaining an issues Log.

  13. Role of the Service Provider The Service Provider must Appoint a Relationship Manager ; Familiarise themselves with how to use Marketing Online; Ensure that details contained in Marketing Online are correct and up to date; Respond to a Departments request for a Request for Service; Ensure that a Department issues a Purchase Order prior to undertaking any billable work; Ensure that Authorised Personnel (identified in the contract) are engaged to provide Services; Escalate any disputes to the Category Manager; Comply with the obligations made under the contract.

  14. Rules of Engagement Engagement process is documented in the Operational handbook Departments must Understand their requirements, budget and timelines; Prepare a project brief and obtain endorsement; Find a suitable Service Provider; Issue a Request for Service; Assess and Appoint the Service Provider based on Value; Issue a Purchase order to Service Provider; Ensure that Service Provider only provides resources that have been approved to provide Services Make payment of invoices; Validate the Service Providers Self Assessment questionnaire; Record any issues and bring them to the attention of the Category Manager.

  15. Transition to New Panel New Panel effective 16th December 2009. Old Panel contracts expire 15th December 2009. Any in-flight projects can and will continue with the old panel providers under the old contract. An in-flight project is one where a PO has already been issue and work is underway. Incumbent Suppliers Departments are still responsible for payment of invoices, IP created vests with Govt, All work will need to be carried out with due care and skill to a professional standard, Any issues should be documented in writing and escalated to the Category Manager.

  16. Purchasing Limits and Thresholds. Under the MSP, current VGPB/APU purchasing threshold arrangements do not apply, instead these have been replaced with quote thresholds as detailed below. * Numbers are inclusive of GST

  17. User Group The Contract Manager appointed will make up User Group forum. The User Group forum meets on a quarterly basis. Purpose of the User Group Forum. Represent the requirements of the Departments. Review Supplier performance, Review Spend details, Address the issues raised in the Issues register, Look at opportunities to add value. Each representative on the URG will be required to provide information on their Department's current participation.

  18. User Group - Participants

  19. Marketing Online Access controlled web-based information system. Holds corporate profiles, work history and performance details of appointed Service Providers. The system will be used by: Government clients to search for suitable suppliers and report on their performance Service providers to report the outcome of Marketing engagements and to report quarterly according to contract requirements GSD to administer the panel and analyse its performance in support of government clients

  20. Marketing Online Service Providers will be issued with user name and password upon appointment to the panel. Departments will need to apply to be granted access http://www.marketingservices.dtf.vic.gov.au/registration Instructions on how to use Marketing Online are available on VGPB website; A help function is also available on every page within Marketing Online. Both these should be used as the first point of reference. If assistance is still required then email : dtfmarketingservicesadmin@dtf.vic.gov.au .

  21. Marketing Online – Live Demonstration http://www.marketingservices.dtf.vic.gov.au Obtaining a Username and password. How to Log into Marketing Online. Service Providers Profile (key areas). How to Search for a Service Provider. How to Review performance Reports and Scorecards. Self Engagement Questionnaire and Performance Reporting.

  22. Key Contacts For MSP Category Manager • Vic Marotta • Email: vic.marotta@dtf.vic.gov.au • Phone: 8683 2715

  23. Questions

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