FAQs - General information

1.Where can I find information and resources about the ICT Services Scheme?
Online resources are available on ProcurePoint, including the:

• ICT Services Scheme rules [26] (PDF, 317 KB)
• application quick reference guide [43] (PDF 246 KB)
• list of registered pre-qualified suppliers [17] (XLSX, 1.8 Mb)
• ICT service categories and descriptions [11]
• Core& Agreement (Low Risk) [6] (for contracts with the Registered Supplier List)
• Procure IT v3.2 [7] (for contracts with the Advanced Registered Supplier List)
• Application templates for the ICT Services Scheme (as above in Tools, templates and resources section)

2.What is the duration of the ICT Services Scheme?
The ICT Services Scheme is ongoing and periodically reviewed as necessitated by changing business needs.

3.Is the number of suppliers restricted on the ICT Services Scheme?
No. The scheme does not restrict the number of approved suppliers.

4.How do I find out which suppliers are on the ICT Services Scheme?
Download the list of registered pre-qualified suppliers [17] (XLSX, 1.8 Mb)

5.Why does the ICT Services Scheme have two 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 above $150,000 (excluding GST).

6.What contract should I use?

Under NSW Procurement Board Direction 2018-02 [5], agencies must use the Procure IT framework when procuring ICT goods and services. The Procure IT framework is composed of Core& Agreement (Low Risk) [6] for low-risk procurement up to $500,0000 (excluding GST) and  Procure IT v3.2 [7] for high-risk procurement above $500,000 (excluding GST).

Suppliers in the Registered Supplier List must use the Core& Agreement (Low Risk) for procurements only up to $150,000 (excluding GST) that are low risk.

Advanced Registered Supplier List who are able to be engaged for procurements valued over $150,000 (excluding GST) must use either Procure IT v3.2 or Core& agreement (Low Risk) depending on the level of risk and value of the contract.

7.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 [26] (PDF, 317 KB), which prescribe the terms and conditions for each individual contract. All Registered and Advanced Registered Suppliers are required to use the Procure IT Framework when entering into contracts by using either the Core& agreement (Low Risk) or Procure IT v3.2 (see question 6 above).

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

8.Can approved suppliers change their 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 [27]. Changes to categories are subject to the acceptance criteria outlined in the ICT Services Scheme rules [26] (PDF, 317 KB)

9.If I am an approved supplier, how do I update my contact details?
Approved suppliers can update their details at any time by logging into eTendering [27].

10.If I am an approved supplier on the Advanced Registered Supplier List and I want to sub-contract a portion of the work, do I have to source the sub-contractor from 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& agreement (Low Risk) and clause 8.14 of the Customer Contract in Procure IT v3.2 set out the conditions of consent required before subcontracting work.

11.Do management fees apply to the ICT Services Scheme?
There are no management fee provisions under the ICT Services Scheme.

12.Does the Data Centre Services category (C) overlap with the Data Centre Migration Panel already established?
The Data Centre Migration Panel only covers migration into the NSW Government data centres. Category C under the ICT Services Scheme for data centre services covers normal operations and other non-migration activities.

Hardware

13.What are the arrangements for acquiring hardware?
The ICT Services Scheme is no longer limited to services and includes hardware acquisition along with other categories not previously encompassed.

• No new whole-of-government contracts are planned to be established for ICT hardware
• Contract 999 ICT End User Devices and Services [49] and Contract 2390 Imaging Devices [31] will continue to 2020
• All other categories of ICT hardware will be obtained through the ICT Services Scheme

14.What hardware cannot be purchased through the ICT Services Scheme?
Devices that are available through Contract 2390 Imaging Devices [31], and end-user devices that are covered by the Government Standard Specification Contract 999 ICT End User Devices and Services [49]. Suppliers are unable to enter into contracts for the aforementioned devices under the ICT Services Scheme.

15.What is the GSS and why is it excluded from supply through the ICT Services 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 in the agreement for Contract 999 ICT End User Devices and Services [49].

The models and prices for the GSS have been negotiated with the Contract 999: ICT End User Devices and Services 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 [29].

16.If I was a supplier or approved party listed on Contract 2846 and wish to be registered on the scheme, what category and subcategories should I register for?

Some of the categories that suppliers should consider registering for are listed below:

• C01 Data Centre Service
• C02 Data Centre Equipment
• M09 Software Resellers and Software Asset Management Services
• N01 Infrastructure and Utilities Software
• J01 Server Installation, Configuration & Maintenance including delivery “as a service”
• J02 Operations Management including delivery “as a service”

17.Is disposal of hardware included in the scope of the ICT Services Scheme?
Disposal of hardware is not within the scope of the ICT Services Scheme.

Software

19.Is software included in the scope of the ICT Services Scheme?
Yes, under Category N.

20.I am already prequalified on the ICT Services Scheme. How can I apply for Category N – software licences?
You can apply for additional categories at any time throughout the life of the ICT Services Scheme by logging into eTendering, selecting Scheme Applications and under Successful, selecting Resubmit. Requests for changes to categories are subject to the same acceptance requirements and outlined in clause 17 of the ICT Services Scheme rules [26] (PDF, 317 KB).

21.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 the whole-of-government contracts such as Contract 607 ICT Software Agreement – Oracle [32] and Contract 2601 SAP Enterprise Resource Planning Software  [33] must be acquired by those agreements (not the ICT Services Scheme).

22.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.

23.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.

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

25.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.

26.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.

Telecommunications

Please visit Telecommunication Services page [37] to find out more about telecommunication procurement arrangements, approval processes for new telecommunication services and resources for buying telecommunication services.

FAQs - Applications

1.How do I apply for the ICT Services Scheme?
Applications can be made online at any time on the eTendering [27] website.

Refer to the application quick reference guide [43] (PDF 246 KB), which provides step-by-step instructions.

2.Is there a deadline for applications to be lodged?
No. The ICT Services Scheme is ongoing and open to supplier registrations throughout the duration of the scheme. 

3.What information do I need to provide with my online application?
All application requirements and acceptance criteria are detailed in the ICT Services Scheme rules [26] (PDF, 317 KB).

As part of the application process, suppliers must download templates from eTendering [27], complete the required information, save the documents, then upload them into eTendering. The templates are available on this page.

4.What is the assessment process for applications to the ICT Services Scheme?
Applications for the Registered Supplier List and the Advanced Registered Supplier List will be assessed according to the acceptance criteria outlined in the ICT Services Scheme rules [26] (PDF, 317 KB).

Applications for the Advanced Supplier List will 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.

5.What are the acceptance criteria for the ICT Services Scheme?
The acceptance criteria will 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 [26] (PDF, 317 KB) for more details.

6.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.

7.Can I apply for both the Registered Supplier List and the Advanced Registered Supplier List?
Yes. Simply follow the instructions on the application quick reference guide [43] (PDF 246 KB).

8.Can I apply for some categories in the Advanced Registered Supplier List and some in the Registered Supplier List?
The eTendering [27] system allows suppliers to make separate applications for the Registered Supplier List and the Advanced Registered Supplier List. This will allow suppliers to nominate different categories for each supplier list.

9.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.

10.Once approved, can I apply for more categories?
Yes. Suppliers can apply for additional categories at any time throughout the life of the ICT Services Scheme by logging into eTendering [27], selecting Scheme Applications and under Successful, selecting Resubmit. Requests for changes to categories are subject to the same acceptance requirements, as outlined in clause 17 of the ICT Services Scheme rules [26] (PDF, 317 KB).

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

The typical turnaround time for a standard application is approximately one to two weeks. However, this is subject to change depending on the complexity and urgency of the application.

12.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.’ This means they are the maximum price suppliers may charge. It is anticipated that suppliers will offer reduced pricing as part of the competitive Request for Quotations process and through negotiation.

13.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 two 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 (e.g. ‘less than $200,000’ or ‘$150,000 - $250,000’ etc)
• May be from any organisation- government or non-government 
• May cover work done for, 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

14.Can I use referees from overseas?
Referees must verify that the supplier can provide the goods or services within NSW.

15.Can companies from overseas apply for inclusion on the scheme?
Yes, if they have an Australian Business Number (ABN).

16.What are the requirements for the credit report to demonstrate solvency?
A credit report may be requested to provide evidence of financial solvency, because suppliers may supply high value or high-risk contracts. Though the Australian Business Number or the Australian Registered Body Number will be primarily used for automated solvency checks.

17.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.

18.How will I know if my application has been successful?
Applicants will receive an email from the NSW Government eTendering [27] website advising them on the outcome of their application.

19.Can I reapply if my application is not successful?
Yes. All new and modified applications can be made on the eTendering [27] website. Unsuccessful applications are subject to the rules outlined in the ICT Services Scheme rules [26] (PDF, 317 KB).

FAQs - Working with customers

1.If my enterprise is accepted onto the ICT Services Scheme, is it 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.

2.How will customers contact me?
NSW Government agencies and other eligible customers will either contact suppliers directly or can invite and assess supplier proposals using the eQuote [15] tool.

3.What is eQuote?
eQuote [15] 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 panel arrangements.

4.Are there any guidelines on how agencies should use the ICT Services Scheme?
Yes. The Department of Customer Service has published handbook for buyers [19] (PPTX, 11 MB) outlining how to purchase from the ICT Services Scheme. Suppliers should familiarise themselves with these guidelines.

5.A NSW Government agency wants to engage me for ICT services, but I am not an approved supplier on the ICT Services Scheme. Can the agency still engage me?
NSW Procurement Board Direction 2019-04 [2] makes it mandatory for government agencies to use whole-of-government contracts and certain schemes for obtaining the goods or services to which those contracts and schemes apply. More specifically, the direction states that 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, registrations to the ICT Services Scheme are always open and applications can be made online at any time on the eTendering [27] website.

6.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.  Part 1: Head Agreement of the Procure IT v3.2 framework is not applicable to non-panel arrangements under the ICT Services Scheme. To engage ICT goods and services with a customer under the ICT Services Scheme, Advanced Registered Suppliers and customers need only execute Part 2: Customer Contract of Procure IT Version 3.2 [7], the General Order Form and any applicable schedules and Modules.

7.Do customers need to fill in Item 7 of the Procure IT Version 3.2 General Order Form?
No.  Item 7 of the General Order Form should be left blank because it only applies to arrangements with a head agreement. Item 11 of the General Order Form has been revised to allow customers to specify that the customer contract (the order) is placed under the ICT Services Scheme.

8.If a customer intends to place multiple orders with a supplier on the Advanced Registered Supplier List, does the Procure IT Version 3.2 Part 2: Customer Contract need to be executed for each order, even if the multiple orders are with the same supplier?
No.  For multiple orders with the same supplier, execute Part 2: Customer Contract once. However, it is important that both parties 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.