How to supply

Date: 18 Dec 2019 - 17 Dec 2020
Updated: 17 Dec 2020
Managed:
Type: Whole of government

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 and 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, 82.42 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, 1793.09 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, 82.42 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, 82.42 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.

What is the EPP Direction and how does it affect me as a supplier?

Procurement Board Direction PBD 2019-05 Enforceable Procurement Provisions (EPP Direction) establishes requirements for NSW Government agencies arising from international procurement agreements for covered procurements (which currently includes, procurements of ICT related goods and services with an estimated value of at least $680K). In accordance with Part 6 of the EPP Direction, the ICT Services Scheme is a procurement list.

When procuring from the ICT Services Scheme, if the procurement has an estimated value of at least $680K, NSW Government agencies are able to invite a limited number of suppliers registered on the ICT Services Scheme. This is in accordance with section 25(3)(j) of the EPP Direction, clause 14 of the ICT Services Scheme Rules and PBD 2020-05 Approved procurement arrangements for the ICT Services Scheme.

If you as a supplier are dissatisfied or have a concern with how a NSW Government agency conducted a procurement via the ICT Services Scheme, your first point of contact should be the relevant NSW Government agency.

For any information relating to the ICT Services Scheme, please contact ICTServices@customerservice.nsw.gov.au

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, 82.42 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, 82.42 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, 82.42 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, 82.42 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, 82.42 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, 11155.1 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, 82.42 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.