FAQs - General information for buyers

FAQ

1. Where can I find information and resources about the ICT Services Scheme?
Resources available online include:

• these frequently asked questions (FAQs) for agencies and suppliers
• scheme categories and descriptions [27]
• g [25]uidelines for customers [25] (DOCX,472KB)(including risk assessment guidelines)
• scheme rules for suppliers [28] (DOCX, 63.88 KB)
• Up-to-date list of prequalified suppliers [23] (XLSX, 1.8 MB)

2. Where can I find the contracts and documents needed to buy from the scheme?
The contracts and other documents you and your prospective suppliers need to buy services and products available through the ICT Services Scheme are:

• C [29]ore& agreement (Low Risk) [29] - For low risk contracts valued at up to $500,000 (excluding GST); current from 1 November 2018.
• Procure IT v3.2 [6] - for all ICT procurement over $500,000 and all high risk ICT procurement; current from 1 September 2017

3. How do I find out which suppliers are on the ICT Services Scheme?
View the list of prequalified suppliers [23] (XLSX, 1.8 MB).

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

5. 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 2019-04 [3] for their procurement arrangements. Accordingly, when procuring ICT from the 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.

6. How do I choose between suppliers on the ICT Services Scheme?
Selection of suppliers will depend on the value of the contract. The recommended way is to conduct a Request for Quotation (RFQ) using the eQuote [21] system.

7. Does my agency have to use the ICT Services Scheme?
Yes. According to NSW Procurement Board Direction 2019-04 [3]: [30] Obligation by government agencies to use whole-of-government contracts, government agencies (within the meaning of the Public Works and Procurement Act 1912) must use whole-of-government contracts for obtaining the goods or services to which those contracts apply. The ICT Services scheme is a whole of government arrangement for ICT sourcing.

8. What if the supplier I want to use is not on the ICT Services Scheme?
To ensure you can comply with the NSW Procurement Board Direction 2019-04 [3], you should encourage your preferred supplier(s) to apply to the ICT Services Scheme online at eTendering [31]. Information for suppliers on how to register is available on the supply2gov [32] page.

9. Do management fees apply to the scheme?
No. There are no management fee provisions under the scheme.

10. Are there any guidelines on how agencies should use the scheme?
The Department of Customer Service has developed the guidelines for customers [25] (DOCX,472KB) on how to purchase from the scheme.

11. How do I conduct request for quotes (RFQs) under the scheme?
Buyers can conduct RFQs using eQuote [21], the agency pathway to issue requests for quotes to registered suppliers. Using eQuote, you can issue, manage and award requests for quotes online from suppliers registered on prequalification schemes and panel arrangements.

You can organise access to eQuote by contacting your agency’s eTendering administrator or by contacting the NSW Procurement Service Centre [22]. Visit the eQuote [21] page for more information about using eQuote, including links to training material.

12. How are suppliers accepted on the scheme?
Different criteria apply to suppliers depending on whether they have applied for the Registered Supplier List (for low risk contracts valued up to $150,000 excluding GST each) or for the Advanced Registered Supplier List (for high risk contracts or contracts valued over $150,000 excluding GST each). Details of the supplier acceptance criteria for both supplier listings are provided in the guidelines for customers [25](DOCX,472KB).

13. 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.

14. How do I know if my ICT service requirements are “high risk”?
A risk assessment tool is available in the guidelines for customers [25].(DOCX,472KB). You can also consult your internal procurement team. 

15. 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 Sheme rules [33].(DOCX, 63.88 KB)

16. For engagements with suppliers under the advanced registered supplier list (for high risk contracts or contracts valued over $500,000 excluding GST), does Procure IT Part 1: Head Agreement apply?
No. Part 1: Head Agreement of Procure IT v3.2 [34] is not applicable to the ICT Services scheme because the scheme is not a panel arrangement. To enter into a customer contract with suppliers on the Advanced Registered Supplier List, suppliers and customers are required to execute Procure IT Version 3.2 [35] Part 2: Customer Contract, plus the General Order Form and any applicable schedules and modules.

17. Do I need to fill in Item 7 of Procure IT v3.2 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 you to specify that the customer contract (the order) is placed under the ICT Services Scheme.

18. If a customer intends to place multiple orders with a supplier on the advanced registered supplier list, does Procure IT v3.2 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.

Hardware

19. What are the arrangements for acquiring hardware?
As per NSW Procurement Board Direction 2019-04 [3] the use of Contract 999 ICT End User [36] Devices and Services for NSW Government and Contract 2390 Imaging Devices [37] are mandated for NSW government agencies for obtaining the goods or services to which those contracts apply.

20. What hardware cannot be purchased through the scheme?
Devices that are available through Contract 2390 Imaging Devices [37], and End-user Devices and Services that are covered by the Contract 999 ICT End User Devices and Services for [36] NSW Government  are excluded from the ICT Services Scheme.

21. 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 of the type 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 for [36] NSW Government on the ProcurePoint website. The models and prices for the GSS have been negotiated with the suppliers on the Contract 999 on the basis that NSW Government agencies must use the Contract 999 to obtain those devices. Whole of government contract 999 is mandated when procuring End User Devices and Services as per NSW Procurement Board Direction 2019-04 [3].

For more information please contact the NSW Procurement Service Centre [22].

22. Is disposal of hardware included in the scope of the scheme? If not, is it the intention to add this category at a later date?
Disposal of hardware is not within the scope of the scheme. 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 ICT End User Devices and Services for NSW Government Contract 999. [36]

23. 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 unless provided “as a service” and owned by the service provider.  Whole of government Contract 2390 Imaging Devices [37] is mandated for short term rentals and purchase of hardware devices including MFD as per NSW Procurement Board Direction 2019-04 [3].

Software

24. What software cannot be purchased through the ICT Services Scheme?
Software available through Whole of Government Contracts such as software agreements 607 [38],  2601 [39] , 2318 [40], 1217 [41] and 662  [42]must be acquired via those agreements.

25. Am I allowed to procure software from an authorised reseller or distributor of software licences?
Yes. Licensed software and subscription and support services from authorised resellers and distributors are covered by Category M09: Software Resellers and Software Asset Management Services.

26. 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.

Telecommunications

Please visit Telecommunication Services page [43] to know about telecommunication procurement arrangements, approval process and resources.

FAQs - Telecommunications for buyers

Please visit Telecommunication Services page [43] to know about telecommunication procurement arrangements, approval process and resources.