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ICT/Digital Sourcing Handbook for Buyers

ICT/Digital Sourcing Handbook for Buyers. NSW GOVERNMENT ICT SERVICES SCHEME.

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ICT/Digital Sourcing Handbook for Buyers

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  1. ICT/Digital Sourcing Handbook for Buyers NSWGOVERNMENT ICT SERVICES SCHEME The purpose of this ICT Services Scheme Handbook for Buyers (“ICT Services Handbook”) is to assist Buyers as to how to use the ICT Services Scheme. This document should be read in conjunction with existing agency-specific and NSW Government procurement policies and procedures. The ICT Services Handbook does not cover accreditation and authority to procure, procurement planning, needs analysis, preparation of tender documents, evaluation criteria, contract and supplier management or post-award requirements. More information can be found in the NSW Government Procurement Policy Framework.

  2. WHAT IS THE SCHEME? • WHERE CAN I FIND SUPPLIERS IN THE SCHEME? • Buyers are able to select Suppliers from a list that can be accessed here. The ICT Services Scheme offers two kinds of suppliers to be used depending on the contract value and assessed risk. • Registered suppliers list who are eligible for low risk contracts valued up to$150,000 ex GST and • Advanced registered suppliers list who are eligible for contracts valued over $150,000 ex GST each or high risk contracts). • The NSW Government ICT Services Scheme (“ICT Services Scheme”) is a whole-of-government prequalification scheme for sourcing/procuring ICT and digital goods and services. • The scope of the ICT Services Scheme aligns with the objectives of the NSW Government Digital Strategy 2017 by providing a framework that enables NSW Government to access a variety of ICT/Digital Suppliers and useful contract templates. It also aims to make it easier for small to medium sized enterprises to do business with NSW Government. • The ICT Services Scheme is available for use by NSW Government agencies and other eligible Buyers. • DCS administers the ICT Services Scheme as the Contract Authority. • WHAT DO SUPPLIERS AGREE WHEN THEY REGISTER IN THE SCHEME? • When Suppliers register to the ICT Services Scheme, they agree to use the Procure IT framework. There are different terms and conditions depending on the Supplier List that the Buyer uses. • Registered Supplier List • Suppliers on the Registered Supplier List have agreed that all low risk contracts valued up to $150,000 (ex GST) will comply with the Core& Contracts Terms and Conditions. These terms and conditions reflect the lower risk and value of the scope of works. As such, it has significantly less detail and lower insurance requirements than Procure IT v3.2 . • Advanced Registered Supplier List • Procure IT v3.2 is a comprehensive set of terms and conditions that are applicable to high-value (i.e. over $500,000 ex GST) or high-risk ICT contracts. For these engagements, Suppliers on the Advanced Registered Supplier List have agreed that all Customer Contracts will comply with the Procure IT v3.2 Part 2: Customer Contract Terms and Conditions, Schedules including General Order Form, and any applicable modules, or as exempted by the NSW Procurement Board or its delegate. IS IT MANDATORY TO BUY FROM THE SCHEME? • Under Procurement Board Direction 2019-04, agencies must use the ICT Services Scheme when procuring ICT goods and services, except where specific exemptions apply. If a whole-of-government arrangement for supply of specific ICT goods or services exists (for example Microsoft, Salesforce, Oracle, etc) then Buyers are unable to use the ICT Services Scheme. A complete list of whole-of-government contracts can be found here. • WHAT CAN I PROCURE FROM THE ICT SERVICES SCHEME? • You can procure a number of ICT goods and services that have been classified in categories and subcategories for your convenience. You may find the full list of categories and subcategories here.

  3. HOW DO I SELECT SUPPLIER/S? Depending on the Contract value (exclusive of GST) and Risk Assessment of the potential contract, buyers may use the Registered suppliers list or Advanced registered suppliers list to select supplier/s. Both Suppliers lists can be accessed here. HOW DO I CALCULATE THE CONTRACT VALUE? For the purposes of the ICT Services Scheme, contract value or price: • is unable to be split into lower-price components. • must be the estimated total price over the term of the contract including any optional extension periods and not a price per annum. When determining the most appropriate supplier listing to use, Buyers should estimate the contract value and consider the following scenarios: • A contract with a Supplier may result in the need for related “flow-on” contracts with the same Supplier or an alternative Supplier. The cumulative price of the first contract and any potential flow-on related contracts may exceed $150,000 (ex GST). • The agreed scope of works may change during the term of the customer contract, resulting in an increase in contract price to greater than $150,000 (ex GST). When Buyers select the appropriate Supplier listing and seek initial proposals, they should factor in these potential scenarios. Where there is a potential for the total contract value to exceed $150,000 (ex GST), Buyers should source Suppliers from the Advanced Registered Supplier List. HOW DO I ASSESS RISK? Assessing risk is a fundamental step for Buyers, as the level of risk will help them determine which Supplier List to use. To assess the risk of an engagement, please refer to the Risk Assessment Toolkit.

  4. HOW DO I INVITE SUPPLIER/S FOR RFQ? HOW DO I CHOOSE SUPPLIERS ON THE SCHEME? It is up to the Buyer to choose which Suppliers to invite proposals from. Buyers are not obliged to seek quotations from every Supplier within a category or sub-category. WHERE CAN I FIND MORE INFORMATION ABOUT CONDUCTING A RFQ PROCESS? Buyers may use eQuote to conduct Requests for Quotes (RFQs) under the ICT Services Scheme. Additional information on eQuote can be found here. HOW DO I IMPROVE QUALITY ASSURANCE? To assist in identifying suitable Suppliers to invite proposals, Buyers can take the following steps: • Check company website; • Review Supplier information on eQuote; • Contact referees for supporting information about Supplier performance; • Contact the Supplier for an informal discussion about your requirement; • Conduct an informal preliminary Expression of Interest (EOI) or Request for Information (RFI). This can be done by emailing a brief description of your requirement to Suppliers within the applicable sub-category/categories and ask if they have the willingness, capacity and capability to perform the works. Suitable Suppliers that respond can then be invited to submit formal proposals. HOW DO I ENGAGE SUPPLIERS IN THE SCHEME? Only Accredited Agencies may directly enter into an arrangement with individual Suppliers for the procurement of ICT goods and services, consistent with its terms of accreditation. Another circumstance where Agencies can directly engage the Supplier is if the procurement value is less than $10,000. Appendix 1: Procurement Process for Unaccredited Agencies is a useful resource for Buyers that are Unaccredited Agencies to determine the minimum number of Suppliers that are required to invite to provide quotations. Agencies are responsible for selecting a sufficient number of suitable Suppliers to ensure probity, fairness and value in keeping with the Procurement Board Direction 2019-04 and NSW Government Procurement Policy Framework.

  5. WHICH CONTRCAT TEMPLATE CAN I USE? NSW Government agencies must use the Procure IT Framework to buy information and communications technology (ICT) related goods and services. This is mandated by Procurement Board Direction 2018-02. The Scheme adopts Procure IT as a Contracting Framework which comprises: • Procure IT v3.2 - for all ICT procurement over $500,000 and all high risk ICT procurement from 1 September 2017 • Core& Contracts - for all low risk ICT procurement up to the value of $500,000 (excluding GST) from 1 November 2018 Do I need to use Part 1: Head Agreement for Procure IT v3.2? Buyers on the ICT Services Scheme do not need to include Part 1: Head Agreement of Procure IT (version 3.2) in the Customer Contracts (“Orders”) placed with Suppliers on the Advanced Registered Supplier List. Multiple orders with same supplier using Procure IT v3.2 For multiple Orders with the same Supplier, the Part 2: Customer Contract only needs to be executed once. However, Buyers should note that for each and every subsequent Order both parties execute a separate General Order Form including applicable Schedules and Modules, regardless of whether it is with the same Supplier.

  6. APPENDIX 1: PROCUREMENT PROCESS FOR UNACCREDITED AGENCIES Price and non-price factors including company capacity and capability should be assessed for each engagement. Agencies shall ensure probity and value in keeping with the NSW Procurement Policy Framework Based on PBD 2019-04

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