APPLICATION TO PREQUALIFY FOR THE
IT INFRASTRUCTURE REGISTER
Guidelines
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 Lead Department
The role of the Lead Department is to establish a prequalified supplier Register and ensure that
that Register operates in an effective manner. It is not the role of the Lead Department to
conduct extensive due diligence on these prequalified suppliers, nor does the Lead Department
provide any warranty as to the validity of a suppliers capability or capacity claims.
Performance Management and Reporting
The Lead Department 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 Lead
Department.
The Lead Department 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.
The Department 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 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.
Public
Unclassified
Threshold Guides
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
Statement of
Work linking
payments to
deliverables with
clearly defined
specifications and
outcomes
Statement of Work
linking payments to
deliverables with clearly
defined specifications
and outcomes
Due Diligence
on Prequalified
Supplier
Risk Assessment
Due Diligence on
Prequalified
Supplier
Probity Plan
Evaluation Plan
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.
Suppliers
Application
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 Lead Department is responsible for the framework of the IT Infrastructure
Register. Participating Department and Agencies are responsible for their market approach.
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IT Infrastructure Register Guidelines
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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 Lead
Department.
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 Department as soon as practical if they are unable to meet
the quarterly reporting periods.
Categories
The Department reserves the right to amend the list of categories throughout the life of the
Register to accommodate “new and emerging technologies” and ensure the Register delivers
continuous improvement.
Suppliers can nominate to service these new categories by informing the Department via email
it.infrastructure@dpc.vic.gov.au.
All changes (material or otherwise) will be displayed on the procurement website. Suppliers
are encouraged to regularly visit the procurement website to ensure they have the most up to
date information.
A review of the Register may be conducted at any time throughout the life of the arrangement
as determined by DPC.
The IT Infrastructure Register can be terminated with 90 days’ notice at the sole discretion of
the Lead Department.
If I have any questions, who do I contact?
All questions should be emailed to it.infrastructure@dpc.vic.gov.au.
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