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 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 will need to follow local agency processes to get approval before issuing a 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, 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 a contract variables template or the IT Infrastructure purchase order template (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 contract variables template or the IT Infrastructure purchase order template document confirms the contract between the buyer and the supplier. Both documents incorporate all relevant terms and conditions in the respective head contract.

The Contract will be comprised of the following 4 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:

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.

Buyers must complete the eServices Change Order template to document any variations to the contract (including duration, fees, scope).

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.