eServices for buyers

List of suppliers

Access the list of suppliers available on this register at the Supplier Hub.

How buyers join this register

The process to access this contract has changed.

Buyers will need to register for a Digital Marketplace user account and then subscribe to the eServices Register.

How buyers use this register

Step 1: Work out the service required

Identify the procurement need.

Review the eServices register categories and make sure the procurement need fits within the scope of the register.

Administrative guidelines

The following administrative guidelines apply from from 1 July 2019:

• Administrative Guidelines on engaging Labour Hire in the Victorian Public Service
• Administrative Guidelines on engaging Professional Services in the Victorian Public Service

These guidelines contain updated decision-making and approval requirements for labour hire and professional services, including professional services obtained through the eServices register.

Step 2: Prepare approach to market documents

Buyers create request for quotation documentation.

The number of quotes required will depend on your Agency procurement policy.

For complex or high-value services, consider requesting quotations from a wider range of service providers.

More information on assessing the complexity and capability of a service is available at Complexity and capability assessment policy and guides.

Buyers should:

• define the scope of work
• develop evaluation criteria to evaluate offers
• seek a cost breakdown of the total fees proposed

The evaluation criteria must describe:

• how each supplier will be evaluated
• how those criteria are ranked in order of relevance

To better evaluate value for money, the evaluations should have both:

• qualitative evaluation criteria
• quantitative evaluation criteria

The following policies apply to quotations made under this panel:

• Local Jobs First - Victorian Industry Participation Policy
• Social Procurement Framework

Ensure that the requirements of these policies are included in the request for proposal and the evaluation criteria.

Step 3: Seek internal approval

Buyers will need to follow local Agency processes to get approval before issuing a request.

Step 4: Issue the request

To create the request for quote, buyers need to:

• Log in to Digital Marketplace
• Select the 'eServices register' tile from the Buy tab
• Select the 'Create a Request for Quote' tile
• Follow all steps in this process and submit

For help and support select the 'help and support' tile in Digital Marketplace or contact the Customer Support Team.

Step 5: Evaluate responses

Evaluate supplier responses according to the evaluation criteria and value‑for‑money principles.

Evaluation may be conducted offline.

Step 6: Finalise the request

Finalise the request for quote on the Digital Marketplace.

Make sure the successful supplier is awarded in the Digital Marketplace and the agreed quote is recorded.

Unsuccessful suppliers will be automatically notified when the award process is completed in Digital Marketplace.

Buyers can provide feedback on how an unsuccessful supplier can improve for next time. More information is available in the supplier feedback guide.

Step 7: Complete the applicable document

Complete a contract variables template or the IT Infrastructure purchase order template below. These templates and other relevant documents are also available in the Digital Marketplace.

Buyers may need to attach additional Schedules depending on the nature of the request. Schedule templates are available on Digital Marketplace.

The signed eServices contract variables template or the IT Infrastructure purchase order template document confirms the contract between the buyer and the supplier.

The eServices contract variables template or the IT Infrastructure purchase order template incorporates all relevant terms and conditions in the respective head contract.

The Contract is fully established and includes the following four documents in order of precedence for products and services engaged in the eServices or IT Infrastructure categories.

eServices categories/scope:

1. the eServices Contract (head contract)
2. non-contradictory terms and conditions in the eServices Contract Variables
3. the Request that the purchasing agency sends out to market
4. the Response submitted by the contracted supplier.

IT Infrastructure categories/scope:

1. the IT Infrastructure Purchase Order Terms and Conditions and IT Infrastructure Schedules 1-10 (head contract)
2. non-contradictory terms and conditions in the IT Infrastructure Purchase Order template
3. the Request that the purchasing agency sends out to market
4. the Response submitted by the contracted supplier.

Contracts for eServices categories/scope

eServices contract:

eServices contract variables:

Contracts for Infrastructure categories/scope

IT Infrastructure purchase order terms and conditions:

IT Infrastructure schedules 1-10:

IT Infrastructure purchase order template:

Step 8: Publish details of the contract

Contracts made under the eServices register must be disclosed as set out in the Contract disclosure – goods and services procurement guide.

Disclose variations to the contract as set out in the Contract disclosure – goods and services procurement guide.

Step 9: Manage the contract

Manage the agreement following local Agency guidelines.