Marketing services 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.

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.

Buyer terms of use for the Marketing services register

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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

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.

Request for Quote Form Marketing services register

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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.

Marketing services register: Purchase order form and Deed of confidentiality template

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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.