eServices for buyers

Identify the procurement need.

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

If your IT procurement needs are covered by a State Purchasing Contract (SPC), use the SPC instead of this register. If no suitable SPCs are available, then proceed to use the eServices register.

Administrative guidelines

The Administrative Guidelines on engaging Professional Services in the Victorian Public Service apply to all procurement through the eServices register. These guidelines contain decision-making and approval requirements for professional services obtained through the eServices register.

Buyers must 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.

Buyers must decide whether to use the Short Form or Long Form contract.

The Short Form Contract is recommended for low-complexity procurements under the value of $1 million. The Long Form Contract is recommended to be used for high-risk and/or complex procurements over the value of $1 million.

Both contracts are similar, but the Long Form Contract contains additional protections for complex or high-risk procurement.

Examples of projects that may be considered complex or high-risk are:

• The procurement is greater than $1 million
• The project is business critical, meaning that it is essential for the buyer’s organisation to operate correctly.
• Any procurement that is identified as ‘Strategic’ through the complexity assessment process.
• A project that has otherwise been defined as having a sufficient level of risk by senior executives.

If the Long Form Contract has been chosen, please check whether the shortlisted suppliers have agreed to these terms. This can be done by checking the latest supplier list in the confidential documents section in Digital Marketplace, or by viewing the eServices Deed of Registration in Supplier Hub profiles.

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

To create the request for quote, buyers need to:

1. Log in to Digital Marketplace.
2. Select the 'eServices Register' tile from the Buy tab.
3. Select the 'Create a Request for Quote' tile.
4. Follow all steps in this process and submit.

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

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

Evaluation may be conducted offline.

Complete the Ordering Document (available 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.

The signed eServices Ordering Document confirms the contract between the buyer and the supplier. Both documents incorporate all relevant terms and conditions in the respective head contract.

Once the Ordering Document has been signed, the Contract will consist of the:

1. Terms (either Long Form or Short Form);
2. Ordering Document;
3. any Schedules indicated in the Ordering Document;
4. any attachments to the Ordering Document;
5. Project Plan (if any);
6. Requirements; and
7. Additional Conditions (if any).

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.

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.

Manage the agreement following local agency guidelines.

Any variations (including duration, fees, scope) to the contract can be done in writing, through a variation letter or a formal deed of variation, depending on the complexity of the changes.

Contract extensions

Before exercising any contract extensions, log in to Digital Marketplace and navigate to Supplier Hub to check the supplier status. The supplier should hold valid insurance certificates and FJC pre-assessment certificates.

If there are no further contract options to extend with an existing eServices supplier, buyers will need to run an RFQ in Digital Marketplace for the extension.