Performance and Management Services Scheme

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Updated: 1 Jun 2018
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Scope
Date:
20 Feb 2020 - 19 Feb 2021
Scheme Number:
SCM0005
Type:
Whole of government
Managed:
NSW Procurement
The Performance and Management Services Scheme (PMS Scheme) has a pool of suppliers that are prequalified to supply professional services, including consultancy, to NSW Government.

Range of services

The services that suppliers are prequalified to supply are categorised by engagement types:

  1. Government and business strategy
  2. Business processes
  3. Project management
  4. Change management
  5. Financial services
  6. Audit, quality assurance and risk
  7. Taxation
  8. Human resources
  9. Procurement and supply chain
  10. Marketing and customer
  11. Actuarial service
  12. Transaction services
  13. Telecommunications
  14. Specialised services
  15. Infrastructure services

There are also sub-engagements types.  View PMS Scheme engagement types DOCX, 46.63 KB for the full list.

Engagement types 1 to 13 are covered by the mandated standard commercial framework for the PMS Scheme.

Tools, templates and resources

View the professional services category page for information on professional services, the standard commercial framework, how to buy from the PMS Scheme and resources.

Access the professional services category page, for including templates and support for buying professional services.

Key benefits for buyers and suppliers

Benefits for buyers

  • Access to a range of suppliers including regional and small and medium sized enterprises.
  • Leverage niche and high-end consulting organisations.
  • Access to a supplier performance management framework, including reporting and management.
  • Linked with eQuote to enable supplier selection and quoting via a secure site.

Benefits for suppliers

  • Easier to do business with government buyers.
  • Increased visibility to buyers.
  • Join the scheme at any time through a self-service, online application process.
  • Request prequalification for additional engagement types.
  • Base level prequalification – streamlined access for newly created businesses.

Find prequalified suppliers and the engagement types DOCX, 46.63 KB they’re approved to supply by using the PMS Scheme supplier list XLSX, 2138 KB or via eQuote.

The list includes:

  • contact details, including business/trading name, ACN/ABN, website
  • if the supplier is fully prequalified or a base supplier
  • approved engagement types (capabilities)
  • small/medium business status
  • Aboriginal-owned business status
  • if the supplier has or hasn't accepted the standard commercial framework.

Note: Supplier data in eQuote is in real time, whereas the supplier list is updated periodically.

View how to buy from the PMS Scheme for guidance, including a step-by-step process.

Procurement system

Agencies can use their own internal procurement systems or use eQuote.

eQuote allows government buyers to download supplier lists, create and issue requests for quotes/proposals and award contracts online.

eQuote training is required for new users.

After completing eQuote training, register to use eQuote by contacting your agency's eTendering administrator and having the ‘agency buyer’ role added to your eTendering profile.

If you are unsure who your agency administrator is, please email nswbuy@treasury.nsw.gov.au

Requirements for buyers

Before engaging a supplier from the scheme, learn about your obligations when buying from the scheme, including:

Governance arrangements for non-compliant engagements

A more stringent approval process applies for engagements that do not comply with the standard commercial framework, including the following scenarios:

  • Where the supplier has not accepted the standard commercial framework.
  • Where the proposal is not compliant with the standard commercial framework.

You must complete the following actions for each non-compliant engagement:

  • Get approval from your Secretary, Executive Agency Head or cluster Chief Financial Officer, but only once satisfied that the work cannot be undertaken under the standard commercial framework.
  • Ensure engagements are competitively bid with at least 3 quotes to ensure value for money.
  • Report the engagement via the Major Suppliers' Portal following the reporting non-compliant engagements guide DOCX, 2413.29 KB.

Rate cards

The standard commercial framework applies to engagement types 1 to 13 and is mandated by PBD-2019-01-Engagement of professional services suppliers.

The framework ensures better commercial outcomes using:

  • engagement types
  • resource types
  • capped resource rates
  • discount structure
  • capped expenses and standard expense types
  • target resource mix.

You should negotiate rates based on the requirements of the project.

You must not exceed the framework rates without following the non-compliance process.

View What is the standard commercial framework? for more information.

Access the standard commercial framework

The standard commercial framework is available to NSW Government staff with a valid email address via the Major Suppliers' Portal.

For help with registering and gaining instant access to the Major Suppliers' Portal, access the new user self registration guide DOCX, 266.35 KB or email nswbuy@treasury.nsw.gov.au

The standard commercial framework is commercial-in-confidence and should not be shared or discussed outside of government.

Insurance

Suppliers must maintain insurance policies for public liability and workers' compensation as per the PMS Scheme rules and where required by law.

Professional indemnity insurance is not mandatory but may be required for some engagements. As buyers, you should determine the level of cover and monetary limit required based on the level of risk and type of engagement.

Before engaging a supplier, you should check the currency of suppliers’ insurance by requesting copies of their certificates.

Performance evaluation

You must complete supplier performance reports for:

  • all engagements over $150,000 (excluding GST)
  • poor performance.

Complete the performance report template DOCX, 47.24 KB at the end of the engagement and email to pms@finance.nsw.gov.au

To send feedback on the PMS Scheme, please complete the feedback form for agencies DOCX, 24.27 KB and email it to nswbuy@treasury.nsw.gov.au

Tools, templates and resources

View the professional services category page for a range of resources and support to help you buy professional services using the PMS Scheme.

Applying to the scheme

Before applying

Please review:

There are 2 types of prequalification for the PMS Scheme:

  • full/advanced: for established suppliers; can be engaged with no value limit.
  • base level: for newly established businesses; for low-risk engagements valued up to $50,000 excluding GST.

As part of the application, suppliers select the engagement types they wish to offer and provide evidence of their organisation's or principle consultants’ capabilities.

Experience within or outside of Australia is relevant, but the resources must be available to provide services in NSW.

Application process

To apply:

  1. Register on eTendering to create an account.
  2. Start an application by logging in with your user account.
  3. Select the prequalification type you wish to apply for – base level or full prequalification.
  4. Answer the questions and upload the required documentation.  Note: It will take some time to prepare your answers and documents for upload. Please provide all information requested before submitting your application, or your application may be rejected.
  5. After submitting your application, the NSW Treasury will conduct:
    • an eligibility assessment for Base level applications
    • a detailed evaluation for Full prequalification applications.
  6. You will be notified of the outcome via email within 4 weeks.

Note: Completing your application on a large screen is easier.

Guidelines and conditions

Refer scheme rules tab on this page.

Insurance

Suppliers must maintain insurance policies for public liability and workers' compensation as per the scheme rules and where required by law.

Professional indemnity insurance is not mandatory but may be required for some engagements. NSW Government buyers determine the level of cover and monetary limit required based on the level of risk and type of engagement.

Prior to engagement, buyers may request you provide proof of valid insurance.

Access the standard commercial framework

The standard commercial framework includes commercial-in-confidence information that is not publicly available. This includes:

  • capped resource rates
  • discount structure
  • capped expenses
  • resource mix targets.

Prequalified suppliers can find this information by logging into eTendering, clicking on their name in the top right and selecting ‘Scheme applications’. The details are available under the questionnaire section within the ‘standard commercial framework’ heading.

For suppliers applying to the PMS Scheme, this information will form part of the online application process in the scheme documents.

Confirm your proposals comply with the standard commercial framework

From January 2019, when a prequalified PMS Scheme supplier submits a proposal to an agency for engagement types 1 to 13, the supplier will be asked to complete and submit a checklist:

Data reporting for major suppliers

Suppliers that account for major spend in this scheme are required to complete monthly compliance reporting on all professional services engagements.

Download the suppliers' data collection template XLSX, 217.38 KB.

Updating your details

To maximise supply opportunities, prequalified suppliers should check their information in eTendering is current and correct, including:

  • contact person
  • email address
  • locations that you service
  • company profile
  • organisational experience
  • number of employees.

View instructions on how to update your registered email address PDF, 214.32 KB and how to edit your company information PDF, 547.59 KB, including company details, office details, questionnaire

Managing requests

Suppliers may receive a request for services (RFx) from potential buyers through the eQuote system. Suppliers can:

  • view requests
  • send intent to respond
  • respond to a request
  • ask questions
  • withdraw a response or decline an invitation online.

View eQuote training materials, including simulations on how to respond to a RFx.

Rate cards / fees

The standard commercial framework for the PMS Scheme is mandatory for engagement types 1 to 13. It includes capped daily rates for engagement types, per resource type.

Supplier rates should be based on the requirements of the project.

If your rates for engagement types 1 to 13 exceed the capped rates, the buyer must follow a stringent non-compliance approval and reporting process.

Engagement types 14 and 15 are not covered under the standard commercial framework. The capped rates do not apply for these engagement and sub engagement types.

Suppliers that are prequalified for engagement types 14 and 15 must upload a rate card in eTendering.

Performance evaluation

At the end of an engagement buyers must complete supplier performance reports for:

  • all engagements over $150,000 (excluding GST)
  • poor performance.

Feedback

To send feedback on the PMS Scheme, please complete the feedback form for suppliers DOCX, 25.17 KB and email it to nswbuy@treasury.nsw.gov.au

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