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buyingfor.vic.gov.au

Marketing services register for buyers

Steps buyers need to follow to use this register.

Updates

VendorPanel launched for marketing services register 

This new platform provides up-to-date technology to streamline and automate the procurement process. This new system replaces the MarketingOnline system. 

Suppliers must apply to the Marketing services register. Supplier details held in MarketingOnline will not transfer to VendorPanel. 

The Marketing services register is open. Suppliers can apply at any time.

Buyer webinar training session

On 7 April from 3pm - 4pm a buyer webinar training session on the use of VendorPanel will open online.

The session will cover how buyers can source quotes from suppliers within VendorPanel. Buyers will be able to ask questions relating to the functionality.

Register for the session on the Government Buyers’ Procurement Group on the Innovation Network.

New administrative guidelines

The following administrative guidelines apply from from 1 July 2019:

These guidelines contain updated decision-making and approval requirements for labour hire and professional services use.

    How buyers join this register

    Buyers must register with VendorPanel to access suppliers listed on the Marketing services register (government users only).

    Apply for VendorPanel access

    All government entities (mandated agencies, government-owned entities, local government councils and government-supported organisations) can request access to the register via the buyer registration link to VendorPanel. 

    By registering to the VendorPanel, you have agreed to the Buyer terms of use for the Marketing services register.

    How buyers use this register

    Supplier details

    The Marketing services register is an open register. A list of approved suppliers is available on the VendorPanel platform.

    Buyer access to the register

    Log in as a buyer to use the register and access templates, guides and service categories (government users only).

    Log in as a buyer

    Step 1: Work out the service required 

    Buyers need to establish the service required and use the service category that matches the service need. 

    Step 2: Get internal approval to send a request for quotation 

    Buyers will need to have internal approval before issuing a request for quotation.

    Step 3. Create a request for quotation in VendorPanel

    Login to VendorPanel to create and issue a request for quotation using the marketing services register template. Buyers must not use an alternative template. The template is also available in VendorPanel.

    The number of quotes required will depend on 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.

    The evaluation criteria describe how service providers will be:

    • evaluated
    • how those criteria are ranked in order of relevance

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

    • qualitative evaluation criteria
    • quantitative evaluation criteria

    The following policies apply to quotations made under this register:

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

    Buyers are required check the status of a supplier's insurances and request confirmation of currency if expired.

    Use a unique reference number for each request for quotation. The Agency procurement representative can provide this number.

    MSR <service category> <department> <year> <number>

    For example: MSR – Campaign planning - DTF – 2020 – 1234

    Step 4: Issue the request for quotation and choose a supplier

    Issue the request for quotation in VendorPanel.

    When the quotation period closes, login to VendorPanel to review the offers submitted.

    Evaluate each offer based on the evaluation criteria outlined in the request for quotation. Buyers may conduct the evaluation via VendorPanel or offline.

    Select a service provider based on a value for money assessment.

    Rates listed in VendorPanel are ceiling rates. Buyers should:

    • verify that quoted rates are not higher than the ceiling rate
    • negotiate lower rates

    or each engagement.

    Extract from VendorPanel copies of the following documents and file them in accordance with records management policies:

    • request for quotation
    • service provider questions and clarifications issued, if any
    • all offer documents received from service providers

    Step 5: Get internal approval

    Seek and obtain approval before sending a purchase order. 

    Step 6: Send a purchase order

    Complete a purchase order using the Marketing services register template purchase order also available in VendorPanel. 

    Check that the supplier's full legal name has been used in the purchase order, to ensure that a legally binding contract is formed. The legal name of a supplier may be different to the common name used by the supplier.

    The list below explains business forms and what is required within purchase orders: 

    • Companies – this should be the company name appearing on the ASIC register that corresponds to an ACN (not a trading or business name corresponding only to an ABN) 
    • Sole traders – this should be the entity name listed on ABN Lookup (again, not a trading or business name)
    • Partnerships – this should be the name of the partner(s) that are able to enter into agreements on behalf of the partnership, in accordance with the partnership agreement
    • Corporate or individual trustees should be named in full and not listed simply as ‘the Trustee for the Service Provider 

    Seek further advice if it is not clear that the supplier has entered its legal name correctly. 

    The purchase order must be signed by both the supplier and the Agency.

    Ensure that the supplier completes the confidentiality deed included in the Marketing services register agreement before work begins.

    Step 7: Disclose details of the contract

    The purchase order confirms the contract between the buyer and the supplier.

    Contracts made under the Marketing services register must be disclosed as set out in the Contract management and contract disclosure policy.

    Disclose variations to the contract as set out in the Contract management and contract disclosure policy.

    Marketing services register agreement

    The Marketing services register purchase order refers to the following agreement. This agreement sets out the relationship between the buyer and service provider.

    Information on VendorPanel use for Marketing services register is contained in the VendorPanel frequently asked question document. 

    Contact VendorPanel for registration help

    VendorPanel Support Team

    Department contacts

    Department contacts are listed below:

    Department of Jobs, Precincts and Regions

    Jodie Stevens:

    Department of Education and Training

    Hogan Michelle:

    Department of Environment, Land, Water and Planning

    Caroline Rebaque:

    Department of Treasury and Finance

    Bruce Atherton    

    Department of Premier and Cabinet

    Vicki Richardson

    Department of Justice and Community Safety

    Michelle Windsor:

    Department of Health and Human Services

    Matthew Haworth

    Department of Transport

    Kaye Tuddenham:

    Office of the Chief Commissioner of Police (Victoria Police)

    Leigh Davies:

    VicRoads

    Sally McInnes:

    Vic Responsible Gamble Foundation

    Roberta Donovan 

    Reviewed 25 March 2020

    Buying for Victoria

    Primary contact:

    Elena Avrutis (Category Manager, Strategic Sourcing) Department of Treasury and Finance

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