Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

News / Announcements

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 and will require user registration. Please see instructions in the Registration Guide (126 KB)

An updated version of the Staffing Services User Guide is now available in the ‘Rules of Use’ section along with updated departmental and master vendor contacts.

Overview

The SPC for provision of staffing services was established following an open tender process undertaken by the Department of Treasury and Finance (DTF). The SPC offers the provision of on-hire staffing services (mandatory) and permanent personnel (optional) under the administration, information technology and specialised categories.

The SPC commenced on 1 January 2016 for a period of three years and expires on
31 December 2018 with two one-year extension options. The SPC is a panel arrangement with eight master vendors.

Key SPC benefits

The objective of the contract is to ensure a consistent and timely supply of suitably qualified and high quality on-hire workers and permanent personnel for the Victorian Government.

Key benefits of the SPC are:

  • competitive pricing and discounts;
  • easy to apply pricing structure and terms and conditions; and
  • supplier choice across the recruitment categories.
Lead Agency
Department of Treasury and Finance
Conditions of Use
Mandatory
Reference Number
SS-01-2015
Arrangement
Closed panel
Start Date
01/01/2016
End Date
31/12/2018
Primary Contact
Arzu Arikan
Senior Category Manager
Department of Treasury and Finance
Phone: (03) 9651 1543
Email: arzu.arikan@dtf.vic.gov.au
Secondary Contact
Patrick Muscat
Category Manager
Department of Treasury and Finance
Phone: (03) 9651 1559
Email: patrick.muscat@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.

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 a discretionary basis. Consult the category manager to confirm your eligibility.

Departmental Contract Managers

Departmental 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. 

Responsibilities of the contract managers include:

  • checking all line items on departmental quarterly reports;
  • implementing and supporting identified value for money and continuous improvement initiatives;
  • resolving localised operational issues raised by contract users and suppliers;
  • communicating SPC operating arrangements to contract users; and
  • providing departmental feedback to the category manager.

The following attachment provides a list of departmental representatives who should be contacted in the first instance for information on this arrangement.

 STAFFING SERVICES SPC Departmental Representatives 20170526.pdf

Supplier Details

The SPC is a closed panel and has eight master vendors. Staffing Services provided by each Master Vendor during the contract term are subject to the terms and condition of each agreement between the Master Vendor and the State.

Master vendor contact details can be found in the  STAFFING SERVICES SPC Master Vendor Contact Details 18102017.docx

What you can buy from this SPC

The SPC provides for all temporary and on-hire staffing requirements. Departments may still use their own internal resources for Victorian Public Sector recruitment (it is optional if procuring permanent or executive staff).

The key feature of the SPC is the provision of on-hire staffing services (mandatory) and permanent personnel (optional) under the following three categories:

  • administration - covers general administrative and clerical roles;
  • IT  - covers roles in information technology; and
  • specialised - covers roles that comprise specific professions that are not covered by the Administration or IT recruitment categories and in which recruitment agencies specialise.

The panel consists of the following master vendors and the categories they can be used for:

Cat Number

ADECCO

CLICKS

DIXON

HAYS

HOBAN

HUDSON

RANDSTAD

TALENT

Admin

Y

N

Y

Y

Y

Y

Y

N

IT

N

Y

Y

Y

N

Y

N

Y

Specialist Categories

STSS-1

Y

N

Y

Y

N

Y

Y

N

STSS-2

Y

N

N

Y

Y

Y

Y

N

STSS-3

Y

N

Y

Y

Y

Y

N

N

STSS-4

Y

N

N

Y

Y

Y

Y

N

STSS-5

Y

N

N

Y

Y

Y

N

N

STSS-6

Y

N

Y

Y

Y

Y

Y

N

STSS-7

Y

N

N

Y

N

Y

Y

N

STSS-8

Y

N

N

Y

Y

Y

Y

N

STSS-9

Y

N

N

Y

N

Y

Y

N

STSS-10

Y

N

N

Y

Y

N

Y

N

STSS-11

Y

N

Y

Y

Y

Y

Y

N

STSS-12

Y

N

Y

Y

Y

N

Y

N

STSS-13

Y

N

N

Y

N

N

Y

N

STSS-14

Y

N

Y

Y

Y

N

Y

N

STSS-15

Y

N

N

Y

Y

Y

Y

N

STSS-16

Y

N

Y

Y

Y

Y

N

N

STSS-17

Y

N

Y

Y

Y

N

Y

N


Tier two suppliers

The service provision model is one of master vendors using their own resources and engaging tier two suppliers through establishing partnerships with other specialised or regional organisations. Victorian Government staff can also request, via the master vendor, a candidate from a tier two supplier. However, all operational transactions and correspondence will be with the master vendors. 

A tier two suppliers list is provided in the Staffing Services SPC user guide.

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.  

The  STAFFING SERVICES SPC User Guide 2017.pdf  has been created to assist purchasers in using the Staffing Services SPC.

Purchasers must read the user guide before undertaking an engagement

Purchasers should refer to the SPC user guide for any SPC related queries and issues in the first instance. The user guide will be subject to periodical updates. To ensure you are using the current version please do not download this document, but refer to this website for its contents.

How to join the SPC

Government entities 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 see 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. Complete  the following process to join the SPC :

Access to the Staffing Services 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 Staffing Services SPC they will need to:

  • seek the lead department's approval to access the Staffing Services SPC; and
  • upon obtaining the lead department's approval, notify the master vendor that the access has been granted.

For a copy of the user agreement please contact the Staffing Services category manager.

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

Upon approval of the entity, it will be taken to have agreed to be bound by, and have the benefit of, the terms of the Staffing Services SPC. The lead department may also add the name of that entity to the list of eligible purchasers for the Staffing Services SPC.

Rules of use – step by step

#

Step

1

Has your government entity completed a user agreement to access the Staffing Services SPC? (not applicable to mandated entities)

2

Determine your Staffing Services requirements and whether the Staffing Services SPC is suitable for your needs.

3

Determine the appropriate type of engagement with the service categories

4

Develop your position description, highlighting the necessary duties, skills and experience required and prepare your request for quote (RFQ)

5

Ensure you receive the appropriate internal financial delegate approval to issue a RFQ

6

Issue your RFQ to the selected master vendor(s) using the Staffing for Services - Request for Quote

7

Assess candidate(s) presented by the selected master vendor(s)

8

Seek approval from your internal financial delegate in accordance with your department or entity procurement procedures

9

Issue a purchase order (or equivalent)  as acceptance of the master vendor’s candidate, confirming their appointment and advise unsuccessful master vendors Purchase Order Template - Sept 2016.docx

10

Manage the engagement with the master vendor

11

Follow engagement completion, evaluate the performance of the master vendor.

Staffing Services SPC User Survey

The following survey has been developed to rate the performance of the master vendors in providing their services under the staffing services state purchase contract.  It is encouraged that the following survey is completed at the end of each engagement.  To complete the survey, please click here.

Your feedback on the performance of the master vendors is always welcomed.

For your feedback is considered, please ensure to provide your name, department/agency, email and phone number.

A full description of each of these steps can be found in the Staffing Services User Guide

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 instructions in the How to join the SPC section above.

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

CONFIDENTIAL INFORMATION LOG IN

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

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