Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

Please note the change in process for accessing State Purchase Contract (SPC) confidential information. The existing user account to access the SPC confidential information will no longer be active. A new SPC confidential information system is being introduced which will require user registration. Please refer to this Registration Guide (126 KB)  for more information.

Overview

The SPC for provision of security services was established following an open tender process undertaken by the Department of Treasury and Finance. The SPC offers  static guarding, patrolling sites, mail and parcel scanning, remote electronic surveillance and response call out and boutique style security.

The SPC commenced on 1 July 2013 for a period of three years and expires on 30 June 2016. The SPC has been extended for 12 months until 30 June 2017.

This SPC is an open panel arrangement currently with 10 suppliers.

Key SPC benefits

The objectives of the contract are to provide  high standard security services that minimise security risk for Victorian Government and the public.

  • The SPC provides the following benefits:
  • flexibility to capture specific user requirements;
  • a wide range of security services;
  • greater access for suppliers to Victorian Government business- creating opportunities for the overall industry; and
  • supplier choice, competition and value for money through a panel arrangement.
Lead Agency
Department of Treasury and Finance
Conditions of Use
Mandatory
Reference Number
SS-12-2012
Arrangement
Open panel
Start Date
01/07/2013
End Date
30/06/2017
Primary Contact
Elena Avrutis
Category Manager
Strategic Sourcing
Department Treasury and Finance
Phone: (+613) 9651 1560
Email: elena.avrutis@dtf.vic.gov.au
Secondary Contact
Alex Bonner
Senior Category Manager
Strategic Sourcing
Department Treasury and finance
Phone: (+613) 9651 5534
Email: alex.bonner@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 procure from the SPC if the arrangement is mandated. Refer to the above lists.

Subject to approval by the lead department, agencies and other government owned or supported organisations such as not-for-profit, councils and other government bodies may access the SPC on a discretionary basis. Consult the 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 departments and agencies enter into purchase order contracts with the SPC panel security services suppliers and are responsible for managing these arrangements.

Supplier Details

The SPC is an open panel arrangement currently with 10 suppliers.  Supplier contact details and supplier profiles can be found in Security Service Supplier Contact Form March 2017.

Supplier panel membership

Suppliers interested in joining the panel may submit tenders at any time during the life of the SPC, with tender evaluations undertaken on an annual basis i.e. during July of each year. To be eligible for membership to the panel, the supplier must satisfy the criteria and the evaluation process applicable to the request for tender, which includes all mandatory criteria.  Suppliers who wish to submit a tender, please submit an email request to securityservicesRFT@dtf.vic.gov.au

What you can buy from this SPC

The SPC provides the following  security services:

1. Static Guarding

Static guarding is the employment of a security officer at a specified post for a specified period. Static guarding duties may include (but are not limited to) the following:

  • monitoring and controlling entry of personnel and/or vehicles to a site;
  • concierge/reception duties;
  • producing and issuing passes to authorised personnel;
  • searching personnel and their belongings (and operating equipment to conduct searches);
  • guarding gates;
  • inspecting vehicles;
  • giving directions to people;
  • answering telephones;
  • recording times of entry and departure of visitors;
  • responding to routine and emergency incidents;
  • control room operations (including monitoring communication systems, close circuit television (CCTV), fire panels/systems, alarm systems and attending incidents); and
  • duties as fire warden/chief fire warden.

2. Patrolling Sites

Patrolling sites requires a mobile security officer to patrol sites either on foot or by vehicle to confirm site integrity, provide a physical presence to deter crime and monitor sites for safety and security, such as watching for irregularities including fire hazards, malfunctioning equipment, lights left on, leaking water pipes, etc. Patrols may include evening lock-up and morning open-up assignments, inspections of doors, windows and gates for security and signs of unauthorised entry, inspection of areas for damage, theft or vandalism.

3. Mail and Parcel Scanning

Mail and parcel scanning involves both visual inspection and technology screening methods to examine mail and parcels prior to delivery. Only security officers specifically trained to perform this activity and in the safe and effective use of any specialist equipment can be used.

4. Remote Electronic Surveillance and Response Call Out

Remote electronic surveillance and response call out requires the service provider to remotely monitor a site through the use of electronic surveillance equipment and respond to a call out when an alarm has been raised or if an incident has occurred at the site. Only security officers specifically trained to perform this activity and in the safe and effective use of any specialist equipment can be used.

5. Adhoc Security Service Requirements

Adhoc security services requirements may include but are not limited to:

Corporate Events

Corporate events are ad-hoc special events held at a government site that may require the employment of either static or mobile security officers as a risk management measure to enhance the safety of the event. Functions and events may occur at any time, can be infrequent and be on weekends or public holidays. Attendance may be required at short notice (i.e. within 24 hours). Corporate events can present a number of unique circumstances that could increase security risks to personnel and property (e.g. large crowds, complex activities, first or one-time events, hazardous activities, foreign attendance, politically sensitive, issue motivated, etc.).

Remote locations

Ad-hoc security services required at remote sites located at anywhere up to the borders of Victoria with South Australia and New South Wales. Mobile security officers are required to travel to remote sites to provide physical presence for crowd control, patrolling perimeters, monitoring sites for safety and security, etc. This ad-hoc deployment to remote locations are highly likely to face surging or prolonged events. Only  security officers specifically trained to perform this activity and in the safe and effective use of any specialist equipment can be used.

Crowd control events

A planned, short-term activity undertaken in a building or structure or series of buildings or structures and/or covering an area of defined open land. This includes trades show, general shows or fairs, concerts, sporting events and general public gatherings.

Surge

The provision of security services which is unplanned and/or of an urgent requirement for resources on an adhoc basis.

6. Boutique Style Security

An engagement that is not core services that is small and adhoc in nature.

The SPC is an open panel arrangement with suppliers able to join the panel during the SPC term subject to satisfying the criteria and the evaluation process applicable to the request for tender.

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 as follows:

1. Identify the security services requirement:

  • Advise the category manager: securityservicesRFT@dtf.vic.gov.au that you wish to engage the panel.
  • Client department is to develop the Statement of Works (SOW), which includes:
    • a description of the security roles to be undertaken; and
    • a work schedule showing hours of work, days of work and shift pattern (if applicable).
  • engage with key stakeholders about your internal security services arrangement.

2. Obtain internal approvals to engage the security services panel

  • using the panel removes the need to go to public tender in certain situations (ensure to seek advice relating to all necessary financial and process approvals in accordance with your internal purchasing policies).

3. Prepare a Statement of Work (SOW) and Request For Quote (RFQ)

  • The client department are to engage suppliers by issuing an RFQ;
  • The following RFQ template document (32.3 KB) is to be completed by the contract user and form part of the overall RFQ;
  • Client department is to send the SOW along with the RFQ to enable suppliers to provide a quotation to the client department based on the SOW/RFQ;

4. Identify appropriate panel suppliers to issue the RFQs

  • The client department can identify one or more suppliers from the panel for quotes. To assist in identifying appropriate suppliers, it is highly recommended that a review of each of  the supplier's information packs is undertaken.
  • The supplier information packs are available in the Supplier Details section.
  • As a general rule, a minimum of two suppliers should be approached for a RFQ.

5. Review of potential suppliers

  • As part of the supplier review, particularly surrounding risk management, it is recommended that each department take into account the supplier choices of each department. This is to ensure your security service requirements are adequately met by your chosen supplier. For any further information, please contact the category manager securityservicesRFT@dtf.vic.gov.au
  • Interview suppliers to evaluate which supplier best suits your requirements
  • If necessary, during interviews with suppliers discuss SOW/RFQ requirements and any issues/needs that may arise. Please take note of your probity requirements.
  • Selection of a supplier should be based on a value for money and not solely on a pricing / costing decision.

6. Selection of a panel supplier

  • The selection of the supplier should be made in accordance with Victorian Government Purchasing Board (VGPB) principles and in accordance with internal procurement policies and procedures.
  • The selection of a recommended supplier needs to be signed off through the client department’s internal procurement approval process such as the procurement resource unit or its equivalent.

7. Obtain all internal financial and process approvals

  • Client department must ensure that they seek all necessary financial and process approvals in accordance with the departmental internal purchasing policies

8. Purchase Order Contract creation

  • A Purchase Order Contract (PoC) must be used in order to enter in to the contract.
  • A draft is available with the category manager: securityservicesRFT@dtf.vic.gov.au
  • A finalised PoC must be forwarded to the category manager securityservicesRFT@dtf.vic.gov.au
  • The PoC must capture full operational requirements from your security services’ needs.
  • The PoC must be signed by the contract user and the successful supplier.

9. Complete any internal requirements

  • Complete any internal requirements such as raising specific purchase orders or creating an accrual or liability in the accounting system.
  • Also complete any further requirements relating to any internal procurement processes.

10. Post-contract requirements

  • Day to day management of the contract will remain the responsibility of the client department. These include managing ad-hoc work, variations, invoicing and reporting.
  • Report back to the category manager: securityservicesRFT@dtf.vic.gov.au on a regular basis on the performance of the selected supplier.

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. Register to DTF.APPS portal and complete an on-line confidential information access request form to access confidential information for the selected SPC. Please refer to the instructions in the Registration Guide (126 KB)

Step 2. The category manager will verify your eligibility to access the confidential information and if approved, you will be notified via email.

Step 3. If you wish to acquire services from a panel supplier please email the category manager securityservicesRFT@dtf.vic.gov.au for further information.

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

Confidential information

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 How to join the SPC section above.

The confidential section contains panel suppliers rates.

CONFIDENTIAL INFO LOG IN

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

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