Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

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Final Tender Evaluation Process

Due to the time required to evaluate tenders the Lead Department has determined that the evaluation of tenders received on 31 January 2017 will be the final evaluation process (for service providers not on the panel and service providers that are seeking to provide services in additional categories) conducted during the current term of the Professional Advisory Services Panel - State Purchase Contract (SPC). The current term ends on 31 August 2018. 

Should the Lead Department elect to extend the existing SPC, consideration will be given to further evaluation processes.

Confidential Information (FOR GOVERNMENT USERS ONLY)

Confidential contract information is available to approved users. You can obtain access to this information by creating a user account for the new SPC confidential information system . Please refer to the instructions in the State Purchase Contracts  Registration Guide (126 KB).

The confidential section contains information relating to each supplier, such as key personnel, fees, charges, service categories and areas of expertise.

Confidential Information Login Page:

http://apps.dtf.vic.gov.au/apps_state_purchase_contracts/

Please note: the Confidential information registration is for government users only.

Overview

The SPC for the provision of Professional Advisory Services was established following an open tender process undertaken by the Department of Treasury and Finance (DTF). The SPC offers the provision of professional advisory services for the Commercial and Financial Advisory Services (CAFAS), Tax Advisory Services (TAS), Financial Assessment Services (FAS) and Probity Services.

The SPC commenced on 1 September 2015 for a period of three years and expires on 31 August 2018 with two one-year extension options. The SPC is an open panel arrangement currently with 180 suppliers.

Key SPC benefits

The objective of the contract is to provide consistent and high quality professional advisory services to the Victorian Government.

Key benefits of the SPC are:

  • consistency in approach to project development and implementation across Victorian Government;
  • qualified professional advisory services suppliers, approved to provide a wide range of services; and
  • a wide range of suppliers including large and medium sized organisations, sole operators and small partnerships.
Lead Agency
Department of Treasury and Finance
Conditions of Use
Mandatory
Reference Number
SS-03-2015
Arrangement
Open panel
Start Date
01/09/2015
End Date
31/08/2018
Primary Contact
Elena Avrutis
Category Manager
Department of Treasury and Finance
Email: pas.spc@dtf.vic.gov.au
Tel: (+613) 9651 1560
Secondary Contact
Email: pas.spc@dtf.vic.gov.au

Who can access this SPC?

Mandated Departments

Click here for the full list.

Mandated Agencies

Click here for the full list.

Departments and agencies bound by Victorian Government Purchasing Board policies must purchase from the SPC if the arrangement is mandated. Refer to the above lists.

Subject to approval by the lead department, other government owned or supported organisations such as not-for-profit, councils and other government bodies may access the SPC on the discretionary basis. Consult category manager to confirm eligibility.

Departmental Contract Managers

Departmental representatives/contract managers are the key point of contact between the SPC category manager and departmental users. They can be contacted for SPC information and are responsible for resolving operational issues raised by contract users and suppliers.

The responsibilities of the departmental representative/contract managers include:

  • downloading and checking all line items on departmental quarterly reports;
  • distributing quarterly reporting from the suppliers;
  • implementing and supporting identified value for money and continuous improvement initiatives;
  • being the main point of contact with the lead department’s category manager and a conduit for communications to their department;
  • resolving localised operational issues raised by contract users and suppliers;
  • communicating SPC operating arrangements to contract users;
  • ensuring their purchasers have access to site confidential Information and/or advising their purchasers of SPC prices, fees, discounts; and
  • providing departmental feedback to the category manager.

Departmental representative contact details can be found in the Department Contact Table PAS June 2017.docx

In the first instance, all professional advisory related queries should be directed to the department representative.

Supplier Details

The SPC is an open panel and has 180 suppliers currently.

Supplier listing and the service categories they have pre-qualified for can be found in the PAS SPC Supplier List November 2016.pdf

Suppliers can only be engaged for the service categories that they have been pre-qualified for and against the service categories described in the PAS SPC User Guide.

As this is an open panel SPC, the listing will be periodically updated.

What you can buy from this SPC

The SPC provides four service categories that are listed below. Each service category has service sub categories.

For a full detailed descriptions of categories, please refer to the PAS SPC User Guide attached below.

Service Categories

Service Sub - categories description

CAFAS

CA-1

Strategic Policy Review, Reform and Project Development (incorporating service need analysis, service planning, feasibility studies and strategic assessments)

CA-2

Business Case Preparation and Development

CA-3

Market Engagement and Implementation

CA-4

Commercial Contract Management

CA-5

Project, Program and Business Review (incorporating business re-organisation reviews)

CA-6

General Commercial Advice (incorporating Commercial negotiations)

TAS

 

 

 

TA-1

Goods and Services Tax (GST) and Luxury Car Tax

TA-2

Employment Taxes – including Fringe Benefits Tax (FBT) and Pay As You Go (PAYG)

TA-3

State Taxes – including Payroll Tax, Stamp Duty, Land Tax and Congestion Levy

TA-4

Superannuation Guarantee (SG)

TA-5

National Tax Equivalents Regime (NTER)/Income (Corporate) Tax

TA-6

Excise – including Fuel Tax Credits Scheme (FTCS) and Customs Duty

TA-7

International Taxes

TA-8

Other – including Petroleum Resources Rental Tax and Film Concessions

FAS

FA-1

Prequalification Assessment

FA-2

Tender Assessment

FA-3

Monitoring Specific Contracts in progress

FA-4

Adhoc – Specialised Assessment

Probity Services  PR-1  Probity Advisory Services
 PR-2  Probity Auditing Services

 

Please note: the SPC does not cover scope for any technical advisory services such as IT, engineering, architectural, etc. or any other advisory services not within PAS SPC scope detailed in the table above  and the user guide.

Supplier Panel membership

While the PAS SPC is an open panel, no further tender evaluations will be conducted (or tender applications accepted) until further notice.

Due to the time required to evaluate tenders, the Lead Department has determined that the evaluation of tenders received on 31 January 2017 will be the final evaluation process (for service providers not on the panel and service providers that are seeking to provide services in additional categories) conducted during the current term of the Professional Advisory Services Panel - State Purchase Contract (SPC).  The current term ends on 31 August 2018. 

Should the Lead Department elect to extend the existing SPC, consideration will be given to further evaluation processes.

RULES OF USE: How to use this SPC

Parties using the SPC are legally required to comply with the rules of use established by the lead department for purchasing under the SPC as follows.

PAS SPC User Guide

A PAS SPC User Guide has been created to assist purchasers in their engagement with the PAS SPC. Purchasers should read the user guide and contact their Department Contact Managers PAS June 2017.docx for further information before undertaking an engagement.

The PAS SPC user guide will be subject to periodical updates.

PAS User Guide 2016.pdf

Purchasers must read the user guide and contact their departmental contact managers for further information before undertaking an engagement, and/or contacting the Lead Department.

If, after reviewing the user guide, the entity wishes to engage in the PAS SPC services, it is required to complete the following actions:

Step 1 - Determine the service you require and whether this PAS SPC is suitable for your needs

If you wish to engage services through this PAS SPC, carefully review the description of the services that are on offer, which can be found in section 4.1 of the user guide document.

Note for Probity Services - Probity advice is not limited to the tender open period and the evaluation phase of the procurement process. Early involvement of a probity practitioner during the procurement planning stage can assist purchasers by reducing probity risk and ensure probity outcomes are maximised.

Suppliers can only be engaged for service categories that they have been pre-qualified for and against the service categories described in this document.

Step 2 - Understanding your obligations as a PAS purchaser

Use of the SPC entails a number of obligations for purchasers. Purchasers should read and understand their specific obligations as per the PAS SPC. This information is available in the Confidential information section below

The role of purchasers

A purchaser should address issues and queries relating to a request for proposal (RFP) or purchase order (PO) directly with the contracted supplier. Further, a purchaser is responsible for direct issues or queries that may arise during an engagement with the responsible supervising officer or nominated representative of that supplier's organisation.

Purchasers should monitor this web site and refer to the PAS SPC user guide or their departmental contract managers for any SPC related queries and issues in the first instance.

Step 3 - Determine the appropriate type of engagement with the service categories

Engagement of this SPC should be in accordance with VGPB policies and guidelines, which can be found at http://www.procurement.vic.gov.au/Buyers/Policies-Guides-and-Tools/Complexity-and-Capability-Assessment-Policy

As a general rule, the higher the expected cost and the more complex the engagement, purchasers should seek quotes from multiple providers. Purchasers should refer to their respective procurement procedures in determining the number of quotes required for each engagement. If unsure, please consult with your internal procurement unit.

In considering the nature and complexity of the services to be procured through this PAS SPC, a purchaser will determine which suppliers to engage to submit a RFP.

The issuing of a RFP to approved PAS suppliers is at the discretion of the purchaser. The purchaser must undertake appropriate due diligence on the suitability of providers for the proposed engagement.

Finding suitable service providers

A purchaser can view a current supplier list for each service category or sub category, referring to the supplier section of this website.

Purchasers must ensure that selected suppliers for RFPs are approved to provide services in the service category and sub categories for the planned engagements.

Step 4 - Develop your specific terms of reference

Suppliers have been appointed to the SPC by having their capability, expertise and experience evaluated for specific service categories and sub category.

Preparing your RFP

Purchaser must engage suppliers by issuing a RFP providing a statement of work in line and within scope of the PAS SPC using the RFP template

PAS Request for Proposal Quote Template Updated 2017.docx

Establish your evaluation criteria

Purchasers should determine the scope of work and develop evaluation criteria for each engagement before issuing a RFP, consistent with their agency’s internal procurement requirements. The evaluation criteria should specify how the service providers responses to the RFP are evaluated and should be ranked in order of relevance. Evaluations should involve both qualitative and quantitative criteria to ascertain value for money.

Step 5 - Ensure you receive the appropriate internal financial delegate approval to issue a RFP

Before a RFP is issued, the purchaser must ensure it has received the appropriate internal financial delegate approval or any other appropriate internal approval before proceeding. For any questions in relation to your internal approval processes, please speak with your internal procurement unit.

Please issue each RFP with a unique reference number using the following sequential numbering convention – PAS - <CATEGORY> - <DEPT>-<YEAR>-<NUMBER>. As an example, PAS-CAFAS – DTF – 2015 – 0000.

Step 6 - Issue RFP to selected supplier(s)

Issue your RFP to the nominated suppliers, providing a reasonable amount of time for a quality response.

Step 7- Assess response(s) from selected supplier(s)

Supplier's fees

A supplier's fees and terms of business must be consistent with those contained in the PAS SPC.

The maximum hourly and daily fees for each supplier are available via password access through the VGPB website.

Fees and charges stated are ceiling rates. They should be discounted according to the nature and terms of the engagement.

A capped fee or fixed fee may be negotiated on a project-by-project basis. In this case, if a capped or fixed fee is provided, sufficient information should be provided by the service providers to enable the purchaser to assess that the fee is based on appropriate hourly or daily rates i.e. when requesting a fixed fee, ask how many hours per service category is included in the fee, so you can determine the approximate hourly rates and overall hours included in each RFP response. The hourly or daily rates represent a benchmark by which purchasers can assess value for money.

Evaluation of suppliers quotations

Purchasers should evaluate the suppliers responses according to the criteria and processes determined prior to issuing of the RFP.

Confidentiality and Conflict of Interest Forms

Prior to the commencement of all engagements through the PAS SPC in particular CAFAS and probity services, all purchasers need to ensure that deeds of confidentiality and conflict of interest forms are completed. Refer to your internal procurement unit to obtain these forms.

The PAS SPC has clauses around confidentiality, but these clauses are only between the State and the Probity firm and not with the individual probity practitioners.

Step 8 - Seek approval of your internal financial delegate in accordance with your department or agency procurement procedures

Before a purchase order is issued, the purchaser must ensure they have received the appropriate internal financial delegate approval and/or any other appropriate internal approval before proceeding with the engagement. For any questions relating your internal approval processes, please speak with your internal procurement unit.

Step 9 - Issue an order as acceptance of the successful supplier's quote confirming their appointment for the engagement, and advise unsuccessful suppliers

Selection of the successful supplier should be made on the basis of value for money, taking into account relevant financial and non-financial factors. Considerations should also be given to hourly rates vs overall cost of the services as described above.

Once the purchaser has selected the successful supplier and received the required approval they will need to formally engage the supplier by issuing a Purchase Order Template in the agreed format.

Purchase Order - Letter of Engagement TEMPLATE (V2) Updated 13.01.2016

Purchase order template

Purchase orders provided to the successful supplier invoke the contractual terms and conditions of the SPC unless varied, where allowed by the SPC and specified in the purchase order.

Purchasers should inform unsuccessful suppliers once they have completed the selection process, received applicable internal approvals and contracted with a particular supplier. Where requested, a purchaser can advise the unsuccessful supplier how their quotation(s) could have been improved. Informative debriefs of unsuccessful suppliers will improve their competitiveness within government for future work.

Step 10 - Managing the engagement with the service provider

Payment

Under the Government's Fair Payment Policy, invoices must be paid within 30 days upon receipt of a correctly rendered tax invoice (or any other payment period as agreed between the purchaser and the supplier).

If the invoice is not paid within 30 days from the date of receipt (or other payment period), and there is no dispute regarding the invoice or the provision of goods and services, the supplier may make a claim for penalty interest on the outstanding debt.

Managing supplier disputes

When a purchaser engages a supplier under the SPC, the contractual and commercial relationship is between the contracting entities (government department or entity and the supplier detailed in the SPC) for that particular engagement. The purchaser is responsible for dealing with any dispute arising either during the engagement or subsequent to it. Dispute resolution processes are outlined in Clause 23 of the SPC.

Agencies must advise DTF of any dispute and potential dispute that may arise.

Step 11 - Following engagement completion, evaluate the services provided and report performance and total engagement costs to DTF

Each supplier has a contractual obligation to measure performance for each PAS engagement.

All purchasers need to complete a purchaser satisfaction form and forward it to DTF the end of each engagement or at the completion of a specific milestone for longer term projects.

PAS-SPC-Purchaser-Satisfaction-Form.doc

This form will provide the suppliers with constructive feedback and improve the quality of service provided under the SPC.

The purchaser satisfaction form should take no longer than five minutes to complete and we encourage you to share your views openly and honestly.

Exemption Process

Exemptions from using the PAS SPC may be granted, however the party granting an exemption must be satisfied that the exemption is based on exceptional circumstances and not for the purpose of avoiding the PAS obligations, and that the integrity of the procurement process is maintained.

For details on the exemption process, please refer to the PAS User Guide

Alternatively if a purchaser would like to share any additional feedback, please send your feedback to: pas.spc@dtf.vic.gov.au

For any further details regarding the use of the Panel please email your queries to: pas.spc@dtf.vic.gov.au or contact your departmental contract managers.

How to join the SPC

Organisations interested in joining the SPC and accessing confidential information should follow the process below:

Please note confidential information may only be accessed and used for the purpose of joining the SPC and purchasing under the SPC.

Step 1. Follow the following process to join the SPC

There is no requirement for mandated entities to complete a user agreement.

Mandated entities are only required to complete the on-line confidentiality application form to access the confidential  information (Step 2)

Access to the PAS SPC by government entities is governed by completion of a user agreement. If a government owned entity, local government council or government supported organisation wishes to access the SPC they will need to seek the lead department's approval.

The joining entity can request access to the PAS confidential information upon formal application to the category manager by completing the user agreement

Step 2. Register to DTF.APPS portal and complete an online confidential information access request form to access confidential information for the selected SPC. Please refer to this attachment for instructions State Purchase Contracts Registration Guide.docx

Step 3. The category manager will verify your eligibility to access the confidential information and if approved, you will be notified via email.

Step 4. Advise the category manager once you have completed the joining process.

Confidential Information (For Government Users Only)

Confidential contract information is available to approved users. You can obtain access to this information by creating a user account for the new SPC confidential information system. Please refer to the instructions in the State Purchase Contracts Registrations Guide 

The confidential section contacts information relating to each supplier, such as key personnel, fees, charges, service categories and areas of expertise.

Confidential Information Login page:

http://apps.dtf.vic.gov.au/apps_state_purchase_contracts/

 

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