ICT Services Scheme

  • Mandatory
Updated: 18 Sep 2019
Date:
29 Jan 2013 - 28 Feb 2021
Scheme Number:
SCM0020
Type:
Whole of government
Managed:
Digital.NSW
The scheme is a whole-of-government mandated arrangement for procuring ICT goods and services.

In establishing the ICT Services Scheme (the Scheme), the Department of Customer Service underwent extensive consultation with industry and NSW Government agencies.

Under NSW Procurement Board Direction 2020-04, NSW Government agencies must use the Scheme, unless other whole-of-government arrangements apply.

The ICT Services Scheme aligns with the NSW Government Beyond Digital Strategy, which provides a comprehensive approach to identifying, sourcing and procuring ICT related goods and services to ensure government harnesses new, innovative and effective approaches.

Range of products and services

The Scheme offers a list of prequalified suppliers that provide a range of ICT related goods and services to assist NSW Government agencies and other eligible buyers.

The Scheme offers 17 categories that suppliers can register under:

A01 Enterprise and business architecture

Analysis of business structure and processes, development of technology roadmaps to support business and ICT strategies. Development and dissemination of ICT standards taking into account impact on legacy technologies and facilitating adoption of future trends. This includes modelling, development and adoption of frameworks as well as definition of current, transitional and future state architectures.

A02 Information architecture

Information architecture covers all the sources and forms of information that define the enterprise architecture. The information architecture layer includes: information and data models; processes for managing information; standards for the manipulation and presentation of information; governance of information; infrastructure and technology for storing, manipulating and transmitting information; and taxonomy for categorisation of information.

Information architecture services may include: development of enterprise architectures (EA, both for current state and future state) for the information architecture layer within complex organisational environments; development of models; standards and guidelines for the information architecture to meet the diverse needs of EA projects; understanding the architectural capabilities and constraints of the range of technologies that support data and information in distributed systems; information and data modelling; taxonomies and content descriptions and utilisation of tools; models and templates to support capture; and analysis and presentation of findings to a wide variety of stakeholders.

A03 Solution architecture

Development of technology solutions that deliver business requirements within the guidelines of an enterprise architecture, when available. This includes development of technical specifications, selection of technology components and development of solution designs.

B01 Benchmarking

Benchmarking includes identifying accurate historical and / or current data against which a data set can be compared now and / or in the future. Demonstrated experience in the identification, adaption and adoption of benchmarking processes is also required.

C01 Data centre services

Provision of expert advice and recommendations on: migration strategies, future data centre operating and governance models including best practices such as ITIL. Assistance with key strategic documents. Provision of services to assist with actual migration activities. Provision of services associated with data centre operational activities including delivery "as a service". Note: All other data centre services are provided under the NSW Government's data centre lease arrangement with Metronode Pty Ltd.

C02 Data centre equipment

Supply of infrastructure items within the data centre including: servers (virtual or dedicated); storage systems (for example - storage area networks, network attached storage, tape systems, optical systems); appliances (for example - de-duplication appliances, backup appliances); ancillary equipment (for example - UPS, firewalls, routers, switches); and peripherals (for example – racks, leads, cable trays).

D01 End user computing installation, configuration and maintenance including delivery "as a service"

Installation, configuration and maintenance, includes ordering equipment, delivery, installation of operation systems and decommissioning of existing equipment.

D02 End user computing management including delivery "as a service"

The provision of infrastructure services and the associated supporting resources that enable service level agreements to be met to the customer's satisfaction. As a result the customer's staff should be able to undertake the core business functions that are dependent on the underlying desktop technology infrastructure. Includes, monitoring and analysis, backup and recovery and software licence administration. Updates installed as required inline with agreed timeframes.

D03 End user computing hardware including delivery “as a service”

Supply of personal computers, notebooks and laptops, including full "as a service". Monitors can be provided with the end user device. Note: Excludes the capital acquisition of any device meeting the Government Standard Specification under the Contract 999 ICT End User Devices and Services for NSW.

D04 Monitors including delivery “as a service”

Supply of computer monitors, including full "as a service". Note: excludes the capital acquisition of any device meeting the Government Standard Specification under the Contract 999 ICT End User Devices and Services for NSW.

D05 Other end user computing devices including delivery “as a service”

Supply of any computer based end user computing device not included in any other sub-categories under the End User Device category, including workstations, thin and zero clients. Includes full "as a service" Note: Excludes the capital acquisition of any device meeting the Government Standard Specification under the Contract 999 ICT End User Devices and Services for NSW.

E01 ICT strategy

The provision of strategic vision and documentation associated with information and communications technology supporting ICT. This includes: strategy and plan development and evaluation, forecasting or analysis of future trends, strategic research and analysis, development of and advice on management frameworks (eg risk, service delivery management and portfolio management).

E02 Procurement management

Procurement transition, integration and delivery of services. This includes contract development, contract planning, contract formation, contract management and service arrangement.

E03 Efficiency and optimisation

Design, development and maintenance of the operational tools, standards, methods, environment and protocols that enable the consistent and efficient delivery of quality outputs. This can include methodology planning and implementation, billing checking and management, development and implementation of; policies, procedures, analysis tools and standards for: integration, environment, desktop, project offices, performance and evaluation.

F01 Network equipment installation, configuration and maintenance including delivery "as a service"

Installation, configuration and maintenance of network equipment. This includes loading software, unit and network testing to confirm installation of equipment and software solutions, and configuration.

F02 Network operations including delivery "as a service"

Management of the fixed and mobile network environment. This includes the provision of integrated support services and architectures that facilitate access to a customer's application for both internal and external users. The facilities and services should support a secure and effective technological infrastructure. It also covers traffic management, asset administration, facilities management, building cabling and network environment. Network performance meets agreed standards.

G01 Mobile devices including delivery "as a service"

Supply and/or services for mobile device capability including wireless, USB modems, mobile phones, smart phones and tablet devices. Unit provisioning, firmware, configuration, software and applications as a professional service, managed service or full "as a service".

G02 Digitisation including delivery "as a service"

Services for digitisation life-cycle capability including: design, development and implementation of digitisation activities; provisioning of services or devices (including printers, scanners and multi-function devices) for conversion from physical form; born digital capture; web and social media capture; descriptive meta-data creation; record creation and cataloguing; curatorial services; digital asset management and workflow design. This includes provisioning and maintenance of supportable digital forms including but not limited to images; text and printed materials; newspapers; oral work; art works; museum collections; moving image and sound; broadcast media content; legacy digital forms; microform; objects and ephemera; web and social media including as a professional service managed service or full "as a service".

G03 Telephony including delivery "as a service"

Services for telephony capability includes provisioning and maintenance of analogue and digital telephones, faxes, teleconference and video conference capability as a professional service, managed service or full "as a service".

H01 Strategic risk management

Considers risk from different perspectives with an organisation; strategic, programme, project and operational. Manages risks at a strategic and an organisational level and plans ongoing risk management, identifies mitigation tasks and optimising risk opportunities. Developing a risk methodology or framework.

H02 Business continuity planning

Business continuity planning (BCP) is a process that ensures an organisation can continue to operate after a major crisis or disaster. BCP covers: preparation of a business continuity plan; including a risk management plan; business impact analysis; incident response plan; a disaster recovery plan. Disaster recovery plan - a disaster may be anything that results in an inability to access the IT infrastructure, eg fire, flood, gas leaks, storms, serious corruption of data or other damage. It covers crisis management, process systems, operations and technology risks.

H03 Capacity and availability planning

Capacity planning baselines existing resources needs and anticipates the organisations future needs based on business input into a capacity plan which includes; new and upcoming services and products, hardware and application development plans and organisational service levels. Availability planning includes documenting the current and future needs of the business in an availability plan, assist with diagnosis and resolution of availability related problems, review service reliability, maintainability, prepare redundancy plans, assess the impact of changes or new products or services, development of proactive measures that are cost effective.

H04 Process and technology audits

Conduct ICT processes and technology audits which consider efficiency, costs, service levels, risk levels and alignment to business needs; report findings and make recommendations to the organisation on ways to improve.

I01 Program office standards

The ability to create or review an ICT program office including standards, reporting, change management, stakeholder communication, demand management, schedule management, resource management, configuration management, reporting, benefits realisation via programs, change control, governance and dependency management, project team collaboration, performance monitoring and controlling.

I02 Project, program and portfolio management

Manage a project from end to end including project mandate, initiating and business case, planning, executing, controlling, reporting and closing using a project methodology e.g. Prince 2®. Manage large and complex deliverables that are broken down into manageable inter-related projects. Combines the ability and resources to define, plan, implement and integrate a program of works using a program methodology. Support and advise senior management decision making on strategic alignment, prioritisation, risk management, optimisation of resources etc to successfully deliver their business objectives.

I03 Change management

Managing the business impact of implementing an ICT change to the business, including stakeholder communications, process and procedure changes, updates to or new documentation and training.

I04 Quality assurance and compliance

Planned and systematic activities to fulfil quality requirements for a system, product, program or service including assured compliance. Quality assurance requires demonstrated QA methodologies, experience in control methodologies, compliance audit, diagnostic reviews, health checks, QA governance procedures and where requisite remediation plans.

J01 Server installation, configuration and maintenance including delivery "as a service"

The installation, configuration and maintenance of operating system software and testing of installation, licences, upgrades, patches of operating system (OS) software.

J02 Operations management including delivery "as a service"

Management and maintenance of the server environment. The management of mainframes, servers and ISP hosting hardware as well as the management of operating system and system management software. Includes the backup and recovery of servers and operating systems.

K01 Security strategy including delivery "as a service"

Create strategy, architecture, solutions and services that protect ICT environment. Includes developing strategies, conducting security audits and identifying risks and issues and conducting vulnerability assessments. Supporting and maintaining ISO 27001 certification.

K02 Security management security and firewall installation including delivery "as a service"

Provision of a security framework that facilitates access to the customers' applications, information and data for both internal and external users. Security and firewall installation and configuration.

K03 Security testing including delivery "as a service"

Undertake various security testing including, penetration testing, web security testing, secure code reviews, security and environment testing meets agreed standards.

K04 Security and firewall management including delivery "as a service"

Management of a security framework that facilitates access to the customers' applications, information and data for both internal and external users. Including performance monitoring, security upgrades and access management.

L01 Learning services

Providing government with learning services, including learning strategies, needs analysis, learning design and delivery. Learning may be delivered by a range of means.

M01 Business analysis

Business analysis includes structured identification, analysis and documentation of requirements associated with the design, development and implementation of business systems. This includes; business requirements specification, process analysis and design, procedure development, data migration and conversion planning, development and execution of testing strategies, problem identification and resolution, assessment of training needs, liaison between technical and business staff, research and analysis (eg market and customer), risk assessment and management.

M02 Custom application development including delivery "as a service"

Custom application development including: design and development, enhancement, integration and implementation, data migration and conversion, testing, performance and metrics, maintenance and ongoing support. Including provision of development, application development and support "as a service".

M03 Services including electronic document and records management and customer relationship management (CRM) and case management services including delivery "as a service"

New or amendment of existing electronic documents and records or customer relationship management (CRM) and case management solutions. Includes design, development, implementation, data migration, integration training, maintenance, configuration and support. May also include support with business analysis, transformation and process change. Note: For ERP service offerings, please refer to Category Q: ERP and related corporate and shared services.

M04 Other software services including delivery "as a service"

Includes design, development, implementation, data migration, integration training, maintenance, configuration and support for all other software services not already included in other systems and solutions sub-categories. May also include support with business analysis, transformation and process change.

M05 Information management services including delivery "as a service"

Developing business information strategies and creating systems. Includes design, development, implementation, data migration, integration training, maintenance, configuration and support. May also include support with business analysis, transformation and process change. Covers provision of scientific, operational and administrative datasets, data management, data analysis, master data management, data warehousing, business intelligence, content management and meta data management.

M06 Web design and content management services including delivery "as a service"

This category includes; website design and development, intranet and extranet development, user interface design, content management solutions, flash design and development, database design and development and usability research.

M07 Software support and maintenance services including delivery "as a service"

Services for licensed software and /or developed software and may consist of help desk services, updates, new releases, ancillary services, ongoing maintenance services.

M08 Testing services

Includes provision of test services including but not limited to the development and delivery of testing strategies, test plans and defect identification procedures to ensure that solutions reflect requirements. This can include delivery of any or all aspects "as a service".

M09 Software resellers and software asset management services

Brokerage services for licensed software, software asset management and optimisation, and other software maintenance, subscription and support services.

N01 Infrastructure and utilities software

Software licensing and support for database applications, data management, virtualisation and partitioning software, operating systems, enterprise application integration (EAI), application performance and monitoring software, programming language, web design, hosting and middleware applications software, and any infrastructure and utilities software.

N02 Software applications

Software licensing and support for enterprise resource planning (ERP) software, business intelligence (BI) and enterprise content management (ECM) software, computer-aided design, engineering and manufacturing software, office productivity software, and any software applications not included elsewhere.

N03 Communications and security software

Software licensing and support for networking and mobile development and email and messaging software, cloud management software, identity access and encryption software, data protection, privacy protection and anti-virus software, and any communications and security software.

O01 Fixed line voice services

The provision of fixed line telecommunications services utilising a physical link.

O02 Fixed line data services

The provision of data services, including delivery as a service using a physical link. This includes Fibre, xDSL, ISDN etc.

O03 Mobile services (including mobile data)

The provision of voice and data services using cellular networks (e.g. 2G, 3G, 4G, LTE etc)

O04 Satellite services

The provision of voice and data services using satellites.

O05 Management and maintenance services

All other telecommunications services including call accounting (TIMS), consolidated telecommunications inventory and cost management (including carrier billing analysis tools), system commissioning, decommissioning, system maintenance (single and multi-vendor), call centres etc.

P01 Fixed, mobile, satellite, networking equipment

Any physical equipment used in the provision of telecommunications including handsets, headsets, cables, accessories, hubs, bridges, routers, switches, modems, interface cards, firewalls as well as associated systems including but not limited to voice and/or video mail and unified messaging systems, contact centre systems, interactive voice response systems (IVRs), music and messaging on hold systems, voice recording systems, audio conference systems, video conferencing and webcam systems, private paging and public address systems, broadcast messaging systems.

Q01 Professional services

Includes the provision of strategic analysis and planning, business process management, transition and transformation, business analysis, modelling, design and architecture, development, testing, data migration and conversion (ETL), organisational and change management, systems integration, performance and management, and benchmarking.

Contracting framework: Procure IT

In accordance with Procurement Board Direction 2020-02, all NSW Government agencies must use the Procure IT Framework when procuring ICT related goods and services.

The Procure IT Framework comprises:

  • Core& Contracts for all low-risk ICT procurement up to the value of $1,000,000 (excluding GST)
  • Procure IT v3.2 for all high risk ICT procurements (regardless of value) and ICT procurements over $1,000,000 (excluding GST).

Please note:

Registered suppliers on the ICT Services Scheme can only use Core& Contracts up to $150,000 (excluding GST).

Advanced registered suppliers can use Core& Contracts from $150,000 (excluding GST) up to $1,000,000 (excluding GST) and Procure IT v3.2 for high-risk, high-value contracts.

If you have questions or feedback on the Procure IT Framework, please email ictservices@customerservice.nsw.gov.au

Key benefits

Benefits for suppliers

  • All ICT suppliers are eligible to apply for prequalification to the Scheme subject to meeting the relevant requirements.
  • The Scheme offers an online application process. To apply you must first become a NSW Government registered supplier. Become a supplier today.
  • The "always open" policy allows new suppliers to register at any time, increasing accessibility and competition in ICT procurement for NSW Government.
  • Streamlined categories of OCT services align with the NSW Government Beyond Digital Strategy, making it clear what the ICT needs of government are and how the supplier can meet them. Suppliers are not restricted in the number of categories that they can apply for.

Benefits for buyers

  • The Scheme drives competition, providing buyers with greater choice and access to new suppliers and emerging technologies. This is because the Scheme is open to new suppliers on an ongoing basis.
  • Risk assessment tools are available to help agencies select appropriate suppliers for their individual requirements.
  • The Scheme offers the ability to drive value by facilitating assessment of price and non-price factors for each engagement.
  • Online eQuote tool to conduct competitive requests for quotation.

How buy.nsw supplier hub relates to the ICT Services Scheme

buy.nsw supplier hub is a new platform that's simplifying ICT procurement in NSW, starting with cloud services.

As part of introducing the platform, we have consolidated 10 cloud-related ICT Services Scheme categories into the cloud products, services and support on buy.nsw supplier hub:

  • C03PTa GovDC Software as a Service
  • C04PTa GovDC Platform as a Service
  • C04PTs Platform as a Service
  • C05PTa GovDC Infrastructure as a Service
  • C05PTs Infrastructure as a Service
  • C06PTa Migration services and cloud readiness
  • C06PTs Migration services and cloud readiness
  • C08PTs GovDC Cloud connect broker
  • Q03PTa GovDC Software as a Service
  • Q04PTa GovDC Platform as a Service

All sellers of cloud products and services currently on the ICT Service Scheme are prequalified to join the supplier hub. However, they still need to apply, accept the terms and share extra information.

Businesses who are not on the ICT Services Scheme, and who offer cloud products and services, can also apply to join the supplier hub.

All sellers approved to join buy.nsw are part of the ICT Services Scheme.

All supplier listings (except for cloud products and services) are available on eQuote.

If you do not have access to eQuote, you can download the list of prequalified suppliers XLSX, 1870.86 KB.

Suppliers listings for cloud products and services are available on suppliers.buy.nsw.

Tools and templates

Buying via the Scheme

Procure IT Framework resources

Identifying, assessing and Managing Risks

Using e-Quote

Buying on eQuote

You may use eQuote to request quotes from prequalified suppliers.

Buying ICT consulting

NSW Government has adopted an ICT standard commercial framework which applies to ICT consultancy only.

The commercial framework includes standard resource types, capped resource rates, capped expenses and a discount structure.

For ICT consultancy engagements up to $250,000 (ex GST), buyers can conduct direct negotiations and engage suppliers who accept the ICT consulting commercial framework directly, without having to get 3 quotes from the market.

See ICT commercial framework summary PDF, 534.63 KB for more details.

The ICT consulting services process diagram PDF, 209.3 KB summarises the sourcing process.

Tools and templates for buying ICT consulting

Plan stage

  1. Project brief template DOCX, 146.38 KB
  2. Procurement strategy template DOCX, 931.96 KB

Source stage

  1. Request for quotation - part A – specification DOCX, 969.75 KB
  2. Request for quotation - part B – response XLSM, 2937.6 KB
  3. Statement of works template DOCX, 141.85 KB
  4. Supplier engagement compliance checklist for standard commercial framework - recommended XLSM, 2974.91 KB
  5. Commercial comparison tool XLSM, 231.28 KB
  6. Negotiation pack PPTX, 598.11 KB

Manage stage

  1. Performance report template DOCX, 46.37 KB

Buying telecommunication

Please visit the Operation Telecommunications Equipment, Infrastructure and Services scheme to find out more about telecommunication procurement arrangements.

FAQs for buyers

Who is a buyer under the ICT Services Scheme?

Under the ICT Services Scheme, buyers are NSW government agencies and eligible non-government bodies (such as universities or NGOs).

As per Procurement Board Direction 2020-04,  NSW Government agencies must use this scheme to procure ICT-related goods and services.

Which policies I must abide by?

The NSW Procurement Board can issue policies and directions relating to the ICT Services Scheme. These are only mandatory for NSW Government agencies. Some of the policies that buyers must adhere to include:

Where can I find information and resources about the ICT Services Scheme?

Resources available online include:

Where can I find the contracts to buy from the scheme?

The contracts and other documents you and your prospective suppliers need to undergo procurement for ICT goods and services under the ICT Services Scheme are:

Which suppliers are on the ICT Services Scheme?

Download the list of prequalified suppliers XLSX, 1870.86 KB

What are the requirements to select suppliers on the ICT Services Scheme?

Unless otherwise specified, the ICT Services Scheme adopts the use of Procurement Board Direction 2020-04 and Procurement Board Direction 2020-05.

When undertaking ICT procurement under the ICT Services Scheme, agencies must follow the provisions in that direction.

This does not affect any other mandated procurement policies including for instance, conducting a risk assessment, internal approval processes, agency delegations manual etc.

How do I choose between suppliers on the ICT Services Scheme?

The selection of suppliers depends on the value of the contract.

We recommend using eQuote to seek quotes (RFQ) from suppliers on the scheme.

Does my agency have to use the ICT Services Scheme?

Yes. Procurement Board Direction 2020-04 mandates government agencies (within the meaning of the Public Works and Procurement Act 1912) to use the  ICT Services Scheme.

What if the supplier I want to use is not on the ICT Services Scheme?

To comply with Procurement Board Direction 2020-04, you should encourage the supplier to apply to the ICT Services Scheme.

How do I request quotes (RFQs) under the scheme?

Buyers can conduct RFQs using eQuote.

Using eQuote, you can issue, manage and award RFQs online from suppliers on prequalification schemes and panel arrangements.

You can organise access to eQuote by contacting your agency’s eTendering administrator or NSW Procurement at nswbuy@treasury.nsw.gov.au

How are suppliers accepted on the scheme?

Different criteria applies to suppliers depending on whether they have applied for the registered supplier list or for the advanced registered supplier list.

Details of the supplier acceptance criteria for both supplier listings are provided in the ICT Services Scheme Rules DOCX, 66.38 KB.

Can a supplier be on both the registered supplier list and the advanced registered supplier list?

Yes. Suppliers can apply for either or both supplier listings.

How do I know if my ICT service requirements are high risk?

A risk assessment tool is available in the risk assessment toolkit DOCX, 319.4 KB.

You can also consult your internal procurement team.

What terms and conditions have suppliers agreed to in order to be an approved supplier on the scheme?

All suppliers have agreed to a set of ICT Services Scheme Rules DOCX, 66.38 KB

Does Procure IT part 1 head agreement apply to engagements with advanced registered suppliers?

No. The head agreement of Procure IT v3.2 is not applicable to the ICT Services Scheme because the scheme is not a panel arrangement.

To enter into a customer contract, advanced registered suppliers and customers must to execute the following documents of Procure IT v3.2:

  • part 2 customer contract
  • general order form
  • any applicable schedules and modules.

Do I need to fill in item 7 of Procure IT v3.2 general order form?

No. Item 7 should be left blank because it only applies to panel arrangements with a head agreement.

Item 11 of the general order form allows you to specify that the customer contract (the order) is placed under the ICT Services Scheme.

If I intend to place multiple orders with a supplier on the advanced registered supplier list, does the Procure IT v3.2 customer contract need to be executed for each order?

No.  For multiple orders with the same supplier, execute the customer contract once.

However, both parties must execute a separate general order form and applicable schedules and modules for each and every order, regardless of whether it is with the same supplier.

What are the arrangements for acquiring hardware?

Procurement Board Direction 2020-04 mandates NSW Government agencies to use:

Devices and services available on these whole-of-government contracts are excluded from the ICT Services Scheme.

That means buyers cannot buy these devices and services via the ICT Services Scheme.

What is the GSS and why is it excluded from supply through the scheme?

The GSS is the Government Standard Specification.

It describes a range of standard office-type end user devices and services purchased in high volumes by NSW Government. A list of end user devices and services can be found in Contract 999 ICT End User Devices and Services.

The models and prices for the GSS have been negotiated with the suppliers on contract 999. NSW Government agencies must use contract 999 when procuring specified End User Devices and Services as per Procurement Board Direction 2020-02.

Is disposal of hardware included in the scope of the scheme?

No. Disposal of hardware and other end user services (such as asset tagging, pre-delivery configuration, pre-delivery imaging, basic installation, extended installation, sanitisation services and decommission services) are available through Contract 999 ICT End User Devices and Services.

Is there any crossover or duplication between the ICT Services Scheme and Contract 2390 Imaging Devices?

No. All imaging devices must be purchased through Contract 2390 Imaging Devices unless provided “as a service” and owned by the service provider.

The whole-of-government contract 2390 is mandatory for short term rentals and purchase of hardware devices including MFD, as per Procurement Board Direction 2020-04.

What software cannot be purchased through the ICT Services Scheme?

Software available through whole-of-government contracts must be acquired by those agreements, not via the ICT Services Scheme.

Whole-of-government contracts include:

Am I allowed to procure software from an authorised reseller or distributor of software licences?

Yes. Licensed software, subscription and support services from authorised resellers and distributors are covered by Category M09: Software Resellers and Software Asset Management Services.

How is the supply of software under Category N different to supplying software under the other categories?

Category N is for the acquisition of perpetual software licences and related support. Software as a service and other ICT and software-related services are covered by other categories.

How to apply

New suppliers can apply for inclusion on the ICT Services Scheme at any time.

The scheme has 2 supplier categories: registered suppliers and advanced suppliers.

Apply to become a registered supplier

A registered supplier can enter into low-risk contracts valued up to $150,000 ex GST.

  1. Create a supplier account on buy.nsw Supplier Hub.
  2. Follow the link from your supplier dashboard to eTendering to register for the ICT Services Scheme. Any information you have already provided will automatically pre-populate.
  3. Agree to simplified terms and conditions.
  4. Provide evidence of work experience.

Apply to become an advanced supplier

An advanced supplier can enter into high-risk contracts valued over $150,000 ex GST.

  1. Create a supplier account on buy.nsw Supplier Hub
  2. Follow the link from your supplier dashboard to eTendering and register for the ICT Services Scheme. Any information you have already will automatically pre-populate.
  3. Agree to Procure IT Framework terms and conditions.
  4. Provide evidence of work experience and referees.

For more information please see the FAQs below.

How to update your contact details

Approved suppliers can update their details at any time by logging into buy.nsw Supplier Hub.

Guidelines and conditions

All prequalified suppliers need to comply with the ICT Services Scheme rules DOCX, 66.38 KB

Telecommunication services

Please visit the Operational Telecommunications Equipment, Infrastructure and Services scheme to find out more about telecommunication procurement arrangements.

Tools and templates

The ICT Services Scheme has a range of tools and resources that suppliers can use, including:

FAQs for suppliers

Where can I find information about the ICT Services Scheme?

Online resources are available on buy.nsw, including the:

What is the duration of the ICT Services Scheme?

The ICT Services Scheme is ongoing. It is reviewed periodically as needed by changing business needs.

Is the number of suppliers restricted on the ICT Services Scheme?

No. The scheme does not restrict the number of approved suppliers.

Which suppliers are on the ICT Services Scheme?

Download the list of registered pre-qualified suppliers XLSX, 1870.86 KB

Why does the ICT Services Scheme have 2 supplier categories?

The ICT Services Scheme has a registered supplier list for low-risk procurements valued up to $150,000 (excluding GST) to assist in providing opportunities for smaller enterprises.

The registered supplier list has lower acceptance requirements for inclusion onto the ICT Services Scheme and suppliers on this list may enter into contracts using simplified terms and conditions with lower insurances, to reduce the cost of doing business with government.

The advanced registered suppliers list has a higher level of acceptance requirements given suppliers on this list can be engaged in high-risk procurements and procurements above $150,000 (excluding GST).

Which contract should I use?

Under Procurement Board Direction 2020-02, agencies must use the Procure IT framework when procuring ICT goods and services.

The Procure IT framework is composed of Core& contracts for low-risk procurement up to $1 million (excluding GST) and  Procure IT v3.2 for high-risk procurement above $1 million (excluding GST).

Suppliers in the registered supplier list must use the Core& contracts for procurements only up to $150,000 (excluding GST) that are low risk.

Advanced registered suppliers who can be engaged for high-risk procurements (regardless of value) and procurements valued over $150,000 (excluding GST) must use either Procure IT v3.2 or Core& contracts depending on the level of risk and value of the contract.

What is the contractual framework for the ICT Services Scheme? Is a head agreement required under Procure IT v3.2?

By lodging an application, suppliers agree to the ICT Services Scheme Rules DOCX, 66.38 KB.

The rules prescribe the terms and conditions for each individual contract.

All registered and advanced registered suppliers must use the Procure IT Framework when entering into contracts by using either the Core& contracts or Procure IT v3.2.

There is no head agreement for non-panel arrangements under Procure IT v3.2 of the ICT Services Scheme.

Can I change my nominated categories for the ICT Services Scheme?

Yes, approved suppliers can apply for changes to their categories, as well as apply for additional categories on eTendering.

Changes to categories are subject to the acceptance criteria outlined in the ICT Services Scheme Rules  DOCX, 66.38 KB

How do I update my contact details?

Suppliers can update their details at any time by logging into eTendering.

If I am an advanced registered supplier and I want to subcontract a portion of the work, do I have to use a sub-contractor on the ICT Services Scheme?

No. You can source any sub-contractors and they do not have to be approved suppliers on the ICT Services Scheme.

As the primary contractor, you are responsible for the performance of your sub-contractors.

Clause 5 of the Core& contracts and clause 8.14 of the Procure IT v3.2 customer contract set out the conditions of consent required before subcontracting work.

Do management fees apply to the ICT Services Scheme?

There are no management fee provisions under the ICT Services Scheme.

How do I apply for the ICT Services Scheme?

Applications can be made online at any time on the eTendering website.

Refer to the application quick reference guide PDF, 246.35 KB for step-by-step instructions.

Is there a deadline for applications to be lodged?

No. The ICT Services Scheme is ongoing and open to supplier registrations at all times.

What do I need to provide with my application?

Application requirements and acceptance criteria are detailed in the ICT Services Scheme Rules DOCX, 66.38 KB.

As part of the application process, you need to download templates from eTendering, complete the required information, save the documents, then upload them into eTendering. The templates are also available on this page.

What is the assessment process?

Applications for the registered supplier list and the advanced registered supplier list are assessed according to the criteria outlined in the ICT Services Scheme Rules DOCX, 66.38 KB.

Applications for the advanced supplier list undergo a more rigorous assessment due to the high value and risk profile of the services. Referee reports will be validated by contacting the referees. Credit reports may be requested to be provided in order to confirm that applicants are financially solvent.

What are the acceptance criteria?

The criteria vary depending on whether you are applying for the registered supplier list or for the advanced registered supplier list.

Refer to the ICT Services Scheme Rules DOCX, 66.38 KB for more details.

Is annual turnover an acceptance criterion?

No. It is requested for informational purposes but does not form part of the acceptance criteria for admission to the ICT Services Scheme.

Can I apply for both the registered supplier list and the advanced registered supplier list?

Yes. See detailed instructions on the application quick reference guide PDF, 246.35 KB.

Can I apply for some categories in the advanced registered supplier list and some in the registered supplier list?

Yes. eTendering allows you to make separate applications for the registered supplier list and the advanced registered supplier list. You can nominate different categories for each supplier list.

Might I be approved for some (and not all) of the categories or sub-categories for which I applied?

You will only be refused acceptance for a nominated category if you do not meet the acceptance criteria for that category.

Can I apply for more categories after being approved?

Yes. You can apply for more categories at any time:

  1. log into eTendering
  2. select 'scheme applications'
  3. select 'resubmit' under 'successful'.

Requests for changes to categories are subject to the same acceptance requirements, as outlined in clause 6 of the ICT Services Scheme Rules DOCX, 66.38 KB. Please follow the instructions on modifying existing scheme application guide.

How long will it take for my application to be processed?

The typical turnaround time for a standard application is approximately 1 to 2 weeks.

However, this is subject to change depending on the complexity and urgency of the application. Application can be fast tracked at the request of a NSW Government agency.

Is the pricing schedule assessed?

No. The pricing schedule provided by each supplier is used as a guide for agencies to estimate cost.

The pricing schedule contains ceiling prices. They are the maximum price suppliers may charge.

It is anticipated that suppliers will offer reduced pricing as part of a competitive request for quotation (RFQ) process and through negotiation.

What are the requirements for the referee reports for advanced registration supplier list? Do they have to be signed by the referee?

Registration for the advanced registration supplier list requires submission of referee reports because contracts may be high risk or valued over $150,000 (excluding GST).

A referee report may cover multiple categories. By providing 2 referee reports for a high-level category, suppliers can nominate any or all of the sub-categories.

Referee reports are verified by directly contacting referees.

Please note that the referee reports:

  • do not have to be on letterhead, but must include all the required information
  • do not have to be signed by the referee
  • may state the price range instead of an exact price (for example, less than $200,000, between $150,000 to $250,000)
  • may be from any organisation – government or non-government
  • may cover work done or goods provided to non-government organisations
  • may be for goods or services valued less than $500,000
  • may be a written reference provided for a previous tender, but the information must be substantially similar to that requested on the template.

Can companies from overseas apply for inclusion on the scheme?

Yes, if they have an Australian Business Number (ABN).

To find out how to get an ABN, please visit Australian Business Register.

What are the requirements for the credit report to demonstrate solvency?

In most cases, Australian Business Number or the Australian Registered Body Number will be used for automated solvency checks.

A credit report may be requested to provide evidence of financial solvency, because suppliers may supply high-value or high-risk contracts.

Is there a file size limit when uploading the company profile as part of the application?

There is no size limit, however it is recommended that the company profile documents be brief to enable customers to quickly review your offerings.

How will I know if my application has been successful?

Applicants will receive an email from the eTendering website advising them on the outcome of their application.

Can I reapply if my application is not successful?

Yes. All new and modified applications can be made on eTendering.

Unsuccessful applications are subject to the rules outlined in the ICT Services Scheme Rules DOCX, 66.38 KB.

Does being accepted onto the ICT Services Scheme mean guaranteed work?

There is no guarantee of work.

The ICT Services Scheme gives suppliers the opportunity to offer goods and services to NSW Government agencies.

Agencies will invite and assess supplier proposals as part of the quotation process and decide on the most appropriate supplier or suppliers depending on their individual requirements.

Agencies may use their own discretion as to which suppliers are invited to submit proposals.

How will customers contact me?

NSW Government agencies and other eligible customers can contact suppliers directly or invite and assess supplier proposals using the eQuote tool.

What is eQuote?

eQuote is a tool used by NSW Government buyers to issue, manage and award requests for quotes online from suppliers registered on the ICT Services Scheme and other panel arrangements.

Are there any guidelines on how agencies should use the ICT Services Scheme?

Yes. The Department of Customer Service has published handbook for buyers PPTX, 11144.06 KB outlining how to purchase from the ICT Services Scheme.

We encourage you to familiarise yourself with these guidelines.

A NSW Government agency wants to engage my company for ICT services, but I am not an approved supplier on the ICT Services Scheme. Can the agency still engage us?

NSW Government agencies must use the ICT Services Scheme when procuring ICT goods and services.

Under the ICT Services Scheme, only approved registered or advanced registered suppliers can be engaged by agencies and customers.

If you wish to provide ICT services for an agency, you should apply to join the ICT Services Scheme. Applications are always open and can be made on eTendering.

Does the Procure IT part 1 head agreement apply to engagements under the advanced registered supplier list (for high risk contracts or contracts valued over $500,000)?

No.  To engage ICT goods and services with a customer under the ICT Services Scheme, advanced registered suppliers and customers only need to execute the following documents of Procure IT v3.2:

  • part 2 customer contract
  • general order form
  • any applicable schedules or modules.

Do customers need to fill in item 7 of the Procure IT Version 3.2 general order form?

No.  It should be left blank because it only applies to arrangements with a head agreement.

Item 11 of the general order form has been allows customers to specify that the customer contract (the order) is placed under the ICT Services Scheme.

If a customer intends to place multiple orders with an advanced registered supplier, does the Procure IT v3.2 customer contract need to be executed for each order?

No.  For multiple orders with the same supplier, execute the customer contract once.

However, both parties must execute a separate general order form and applicable schedules and modules for each and every order.

What are the arrangements for selling hardware to NSW Government?

NSW Government agencies must use the below contracts:

Devices and services that are available through these whole-of-government contracts are excluded from the ICT Services Scheme.

What hardware and services cannot be supplied through the ICT Services Scheme?

Devices and services that are available through Contract 2390 Imaging Devices, and end-user devices and associate services that are covered by the Government Standard Specification (GSS) Contract 999 ICT End User Devices and Services.

What is the GSS and why is it excluded from supply through the ICT Sevices Scheme?

The GSS is the Government Standard Specification.  It describes a range of standard office type desktops and notebooks of the type purchased in high volumes by NSW Government. A list of GSS devices can be found on Contract 999 ICT End User Devices and Services.

The models and prices for the GSS have been negotiated with contract 999 suppliers on the basis that NSW Government agencies must use that contract to obtain those specified devices.

If you are unsure whether the equipment you are offering is covered by the GSS, please contact the NSW Procurement Service Centre at nswbuy@treasury.nsw.gov.au

Is disposal of hardware included in the scope of the ICT Services Scheme?

No. Disposal of hardware and other end user services (such as asset tagging, pre-delivery configuration, pre-delivery imaging, basic installation, extended installation, sanitisation services and decommission services) are available through Contract 999 ICT End User Devices and Services.

Is software included in the scope of the ICT Services Scheme?

Yes, under Category N.

I am already prequalified on the ICT Services Scheme. How can I apply for Category N – software licences?

Yes. You can apply for more categories at any time:

  1. log into eTendering
  2. select 'scheme applications'
  3. select 'resubmit' under 'successful'.

Requests for changes to categories are subject to the same acceptance requirements, as outlined in clause 6 of the ICT Services Scheme Rules DOCX, 66.38 KB.

Can approved software suppliers on whole-of-government Contracts 607 and 2601 apply for Category N under the ICT Services Scheme?

No. Software available through whole-of-government contracts such as Contract 607 ICT Software Agreement – Oracle and Contract 2601 SAP Enterprise Resource Planning Software  must be sold via those agreements, not the ICT Services Scheme.

Can I apply to the ICT Services Scheme if I am an authorised reseller or distributor of software licences?

Yes, licenced software and subscription and support services from authorised resellers and distributors are covered by the ICT Services Scheme under Category M09: Software resellers and software asset management services.

How is the supply of software under Category N different to supplying software under the other categories?

Category N is for the acquisition of perpetual software licences and related support. Software as a service and other ICT and software-related services are covered by other categories.

If I am capable of supplying only a component of a particular software subcategory, then can I still apply?

Yes.

If I am an Original Equipment Manager (OEM) do I need to register on the ICT Services Scheme?

Yes, only in circumstances where you intend to take orders directly.

If you conduct your business through your distribution channel then you will not have to register, provided they are registered on the ICT Services Scheme.

I was previously listed as an approved party or approved agent for an OEM on a panel contract. What do I need to do to supply to NSW Government agencies?

If you intend to supply directly to NSW Government and the goods and services you are supplying are now covered by the ICT Services Scheme, you need to ensure that you are registered and pre-qualified for the relevant categories on the ICT Services Scheme.

The ICT Services Scheme Rules have the terms and conditions suppliers agree to when supplying ICT goods and services to NSW Government agencies.

Suppliers agree to the Scheme Rules when applying to join the scheme.

Download the ICT Services Scheme Rules DOCX, 66.38 KB