eServices register
Rules of Use
V 1.0 - 31 May 2017

Contents

Introduction

Department/Agency Responsibilities

Buyer Responsibilities

eServices Contract

Engagement Process

eServices FAQ (VP).docx / 1(14) / Last Saved 31/05/2017 14:02

Introduction

This document provides guidelines to buyers on the processes and procedures associated with the use of the eServices Register and how to engage a supplier.

Agencies outside the Victorian Government Purchasing Board (VGPB) scope of policycan elect to subscribe and voluntarily commit to using the eServices Register where it meets their business requirements.

The mandated departments and agencies (buyers) under the VGPB scope of policy must:

  • appoint a manager to act as the single point of contact for the Department of Premier and Cabinet category manager; and
  • make payment to the supplier within 30 days of receipt of invoice.

Buyer Responsibilities

Buyers’responsibilities when procuring from the eServices Register are outlined below.

  • comply with the eServicesRegister engagement process;
  • familiarise themselves with the eServicesRegister contract;
  • prepare, manage and obtain approvals for projects;
  • produce clear and accurate technical specifications;
  • promote the use of the eServices Register;
  • assess suppliers based on value for money and ensure that trail documentation supporting procurement decisions;
  • establish and maintain their supplier relationships;
  • meet with the category manager when required;
  • manage the delivery of the procurement project (including deliverables, timelines, budgets and variations);
  • issue purchase order prior to the engagement of a supplier to perform works;
  • maintain an issues log;
  • attend supplier reviews (if necessary); and
  • maintain confidentiality.

eServicesRegister contract

Under the eServicesRegister contract terms, an eServices Register contract (contract) can only be formed by the parties completing and signing a Contract Variables document. No other agreement or document must be used to create ancontract.

Specific terms or departures from those set out in the contract terms must only be approved for individual procurements where there are exceptional circumstances, and where the relevant contract departures have been approved by your General Counsel.

When using the contract, the contract is formed once the ‘Contract Variables’ document has been completed and signed. The contract consists of:

  • the contract terms (including the schedules);
  • the contract variables;
  • the request (with any negotiated changes included); and
  • the response (with any negotiated changes included).

Engagement Process

The eServicesRegister activity in government is subject to considerable scrutiny through Parliament, Freedom of Information and the Victorian Auditor-General’s Office. Therefore it is vital that buyers maintain a clear and unambiguous trail of documentation relevant to the procurement and decision-making processes involved with all advertising and communication activities.

eServices FAQ (Reviewed).docx1