Application to Prequalify for the It Infrastructure Register

APPLICATION TO PREQUALIFY FOR THE IT INFRASTRUCTURE REGISTER

Rules of Use

The Victorian Government has moved from a State Purchase Contract arrangement to a Register model which aims to provide participating departments and agencies with more flexibility in the IT Infrastructure space. It aims to provide greater opportunity for industry to compete for Victorian government business.

The DPC

The role of DPC as the DPC is to establish a prequalified supplier Register and ensure that that Register operates in an effective manner. It is not the role of DPC to conduct extensive due diligence on these prequalified suppliers, nor does DPC provide any warranty as to the validity of a suppliers capability or capacity claims.

Performance management and reporting

DPC will assist participating departments and agencies and suppliers with performance management issues and will act as the point for escalation. Participating agencies and Suppliers should attempt to resolve all relevant matters before involving the DPC.

DPC will not monitor performance unless requested to do so by a department or participating agency. The level of performance monitoring will be determined at the time.

DPC will collect usage data for internal reporting requirements on a quarterly basis from Suppliers. Failure to submit these in time will result in suspension from the Register.

Participating departments and agencies

The IT Infrastructure Register is mandated for all departments and agencies subject to the Victorian Government Purchasing Board (VGPB policy). The Register will be available for use by all other government agencies including local government.

Participating department and agencies should use a “fit for purpose” market approach and ensure they meet their own procurement rules, processes or procedures when they approach the market. Participating department and agencies may be required to support their procurement decisions.

In February 2013, the VGPB introduced a procurement policy framework that changed the way the Victorian government procures goods and services. The framework introduces five policies that shift procurement from a financial threshold to a complexity and risk base model.

As of 1 January 2015, all departments have transitioned to the policy framework and are now operating under the complexity based model.

Departments and Agencies should use the following thresholds as a guide only.

Threshold guidelines

Less than $25K* / Between $25K and $150K* / Over $150K
Number of Quotes required / 1 quote sought / 3 quotes sought / Tender from list of suppliers on the Register
Method of quote required / Written / Written / Written
Documentation required to support decision / Statement of Work linking payments to deliverables with clearly defined specifications and outcomes
Due Diligence on Prequalified Supplier / Statement of Work linking payments to deliverables with clearly defined specifications and outcomes
Risk Assessment
Due Diligence on Prequalified Supplier
Probity Plan
Evaluation Plan / Statement of Work linking payments to deliverables with clearly defined specifications and outcomes
Risk Assessment
Due Diligence on Prequalified Supplier
Probity Plan
Evaluation Plan
Senior Management endorsement
VIPP statement if required

*Numbers include GST

Participating department and agencies should ensure they have the capability and capacity to ensure that the information provided by applicants can be verified and that this information may be subject to investigation, reference checking, searches, interview, enquiries and confirmation.

All changes (material or otherwise) will be displayed on the procurement website. Participating department and agencies are encouraged to regularly visit the procurement website to ensure they have the most up to date information.

Suppliersapplication process

In order to become a pre-qualified supplier, the IT Infrastructure Register Application will need to be completed which is posted on the IT Infrastructure Register page on the procurement portal.

Applications may be made at any time during the life of the IT Infrastructure Register.

DPC, as the DPC is responsible for the framework of the IT Infrastructure Register. Participating department and agencies are responsible for their market approach.

Suppliers must comply with all relevant policies and laws. Any breach of the applicable policies and/or laws may result in a removal from the IT Infrastructure Register.

The information provided by Applicants may be subject to investigation, reference checking, searches, interview, enquiries and confirmation.

Applicants will be notified via email regarding a successful/unsuccessful application within 15 business days.

The terms and conditions cannot be varied without prior written approval from the DPC.

Reporting

Suppliers must provide detailed usage data to the Department on a quarterly basis, which will be used for internal reporting and to assess the performance of the IT Infrastructure Register with the intention of informing future procurement strategies. The Department will provide Suppliers with a template to be completed.Failure to submit these in time will result in suspension from the Register.

Participating agencies may have additional reporting requirements.

The Supplier should contact the DPC as soon as practical if they are unable to meet the quarterly reporting periods.

If I have any questions, who do I contact?

All questions should be emailed to .

IT Infrastructure Register Rules of Use1

Application to Prequalify for the It Infrastructure Register