PBD-2025- 01 Approved procurement arrangements for the ICT Services Scheme

This Direction applies to the procurement of ICT related goods and services by a government agency within the meaning of the Public Works and Procurement Act 1912. Unless specified otherwise, values are exclusive of GST.

Thresholds for the procurement of ICT related goods and services via the ICT Services Scheme

1. When procuring ICT related goods and services (except for telecommunication and ICT consultancy) agencies must follow the below process:

NSW Government

Value

Process

Accredited NSW Government Agencies

In accordance with the agency’s terms of accreditation

An agency that is accredited under the NSW Procurement Board’s Accreditation Program may set up procurement threshold(s) for ICT related goods and services consistent with its terms of accreditation.

This process must be in accordance with PBD-2019-05 Enforceable Procurement Provisions

If internal policies are silent, the below process will apply

Unaccredited NSW Government Agencies

Up to $250,000

Obtain minimum one (1) written quote

Higher than $250,000 but the value does not exceed the relevant threshold specified in the PBD-2019-05 Enforceable Procurement Provisions

Obtain minimum three (3) written quotes

The value is or exceeds the relevant threshold in the PBD-2019-05-Enforceable Procurement Provisions

RFQ Process (minimum three 3 written quotes) and

Supplier selection must be based on the criteria for selecting a limited number of suppliers specified in the ICT Services Scheme Rules

Agencies are required to seek endorsement from an accredited agency within the cluster or follow the process in their internal financial delegations

2. Regardless of their level of accreditation, for telecommunication services and ICT consultancy, agencies must follow the below process:

ICT/Digital solution

Value

Process (for both Accredited & Unaccredited Agencies unless stated otherwise)

Telecommunication services

(PBD-2019-02-Telecommunications Procurement applies)

$100,000 or less (ex GST)

Obtain minimum one (1) written quote

Over $100,000 (ex GST)

Buy through the Telecommunications Purchasing Arrangements (Contract 2210).

Seek quotes from at least three (3) providers for telecommunications services at contract expiry, unless purchasing the lowest price offer through Contract 2210

ICT Consultancy

(ICT Consulting Commercial Framework applies to all ICT consulting services engagements )

$250,000 or less (ex GST)

Obtain minimum one (1) written quote and ensure compliance with the ICT Consulting Commercial Framework (ICTC CF), when procuring ICT consultancy services from SCM0020

Over $250,000 (ex GST)

Follow the above relevant process in Table 1 aboveand ensure compliance with the ICTC CF when procuring ICT Consultancy services over $250,000 from SCM0020.

Conditions and governance arrangements for engagements not compliant with the ICT Consulting Commercial Framework

Where a supplier:

• has not accepted the ICT Consulting Commercial Framework (outside SCM0020 via an exemption),or

• has accepted the ICT Consulting Commercial Framework, but the proposal does not comply with the Framework,

The following steps must be taken:

• In addition to agency-specific procurement delegation approval requirements, such engagements require Secretary or their delegate’s approval, prior to any contract sign off with the supplier.

Agencies must seek Secretary (or Secretary’s delegate) approval and keep a record of all engagements approved by the Secretary that do not comply with the ICT Consulting Commercial Framework.

Order Splitting

When procuring ICT related goods and services using the ICT Services Scheme, contract value or price:

• is unable to be split into lower-price components.

• must be the estimated total price over the term of the contract including any optional extension periods, renewals or other mechanisms that may be executed during the life of the contract and not a price per annum.

• must include all remuneration payable by the agency