Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

Confidential Information (FOR GOVERNMENT USERS ONLY)

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.

News and announcements - Request for Tender

The Department of Treasury and Finance (DTF) has completed a request for tender (RFT) process to establish a new SPC for the provision of Security Services.

The SPC has introduced a new No Less Favourable (NLF) requirement to protect the pay and conditions of security workers. Purchasers are required to apply the NLF mechanism to all new Purchase Order Contracts. 

Introduction/Overview

The SPC for provision of security services was established following an open tender process undertaken by DTF. The SPC offers  static guarding, patrolling sites, mail and parcel scanning, alarm response and other ad-hoc requirements.

The SPC commenced on 1 February 2018 for a period of three years and expires on 31 January 2021 with two, one-year extension options available. The SPC is a closed panel arrangement with 5 suppliers .

Key SPC benefits

The objectives of the contract are to provide  high standard security services that minimise security risks for Victorian Government and the public at government entities' premises.

The SPC provides the following benefits:

  • flexibility to capture specific user requirements;
  • a wide range of security services;
  • supplier choice and competition through a panel arrangement; and
  • the NLF mechanism to protect the pay and conditions of security workers.
Lead Agency
Department of Treasury and Finance
Conditions of Use
Mandatory
Reference Number
SS-02-2017
Arrangement
Closed panel
Start Date
01/02/2018
End Date
31/01/2021
Primary Contact
Elena Avrutis
Category Manager
Strategic Sourcing
Department of Treasury and Finance
Phone: (+613) 9651 1560
Email: elena.avrutis@dtf.vic.gov.au
Secondary Contact
Alex Bonner
Senior Category Manager
Strategic Sourcing
Department of 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 (POCs) with the SPC panel security services suppliers and are responsible for managing these arrangements.

Supplier Details

The SPC is a closed panel arrangement with 5 suppliers.

Supplier contact details can be found in Security Services Supplier Contact Form.


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;
  • on-site and off-site control room operations (a control room is where security operations are managed.  It may be used for monitoring communication systems, close circuit television (CCTV), fire panels/systems, alarm systems and attending incidents among others); 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. Alarm Response

Alarm response requires that the security officers promptly respond to any alarm activation notified to them, as per standard operation procedures.

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.

 

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 that you wish to engage the panel.
  • The Client departments are 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 departments are to engage suppliers by issuing an RFQ template for the SPC;
  • The Security Services SPC RFQ template must be requested from the Category Manager and be completed by the purchaser and form part of the overall RFQ;
  • In order to meet the requirements of the NLF mechanism, purchasers are required to provide with the RFQ the current pay and conditions paid to security workers to undertake the comparison;
  • Client departments are to send the SOW along with the RFQ to enable suppliers to provide a quotation based on the SOW/RFQ.

4. Identify appropriate panel suppliers to issue the RFQs

  • It is recommended that all panel suppliers are approached for an RFQ and/or client departments internal departmental rules of engagement and policies and procedures are adhered to.

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.This is to ensure your security service requirements are adequately met by your chosen supplier;
  • Consider interviewing 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 assessment;
  • The NLF requirement must be complied with. Further information and guidelines on NLF application must be obtained from the Category Manager.

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 departments internal procurement approval process such as the procurement resource unit or its equivalent.

7. Obtain all internal financial and process approvals.

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

8. Purchase Order Contract creation.

  • Security Services SPC Purchase Order Contract (POC) template must be used in order to enter into the contract;
  • The POC template must be obtained from the Category Manager;
  • The finalised POC must be forwarded to the Category Manager;
  • The POC must capture full operational requirements of your security services’ needs;
  • The POC must be signed by the purchaser and the successful supplier; and
  • The POC must ensure the security staff pay and conditions meet the NLF requirement .

9. Complete any internal requirements.

  • Complete any internal requirements such as raising specific POC 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 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.

The process to access confidential information and join the SPC is as follows:

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 attachment below for instructions.mStep 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 for further information.

Step 4. Advise the Category Manager once you have completed the joining process .

Frequently Asked Questions

Security Services SPC FAQs

Security Services SPC Subcontractor approval forms

Security Services SPC Form of Notice of Intent

Security Services SPC Form of Notice of Subcontractor Engagement

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.

CONFIDENTIAL INFO LOG IN

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

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