Frequently Asked Questions
General information
- Who is the contract authority for the panel?
- Is it mandatory for agencies to use the panel?
- What is the maximum project value that can be procured through the panel?
- Can suppliers make public announcements or media releases in relation to panel work?
- Is there a State Levy?
- Are agencies required to publicly disclose engagements under the panel?
- When a Supplier is a member of the eProjects Panel can they approach Agencies to promote their services?
- I have forgotten my password; can I reset it?
About the Agreement
- Is there an agreement that needs to be signed for each project?
- Does the eProjects Plus Panel Agreement have an expiry date?
- Are the terms and conditions in the Agreement negotiable?
Supplier assessment
- How does the contract authority determine supplier capability?
- Does the contract authority maintain ongoing assessment of suppliers?
Request for quote (RFQ)
- How many quotes do I need to obtain for a project using the panel?
- Can an agency approach a single supplier via the portal?
- What if an agency wishes to send a RFQ to a supplier that is not on the panel?
- How will a supplier know if they have been invited to respond to a RFQ?
- How will a supplier know if amendments have been made to a RFQ?
- Are suppliers required to respond to a RFQ?
- Can a supplier see other supplier’s RFQ responses in the portal?
Government policy
Project completion
- What panel administration activities need to be completed after a project has been delivered?
- What happens with the performance reviews?
General information
1. Who is the contract authority for the panel?
The contract authority is Strategic Procurement, a business unit in the Department of Treasury and Finance. Email: Contract Management or phone 8462 1126
2. Is it mandatory for agencies to use the panel?
No. However there are a number of benefits in using the panel including:
- pre-negotiated contract terms and conditions agreed by panel suppliers
- agencies are not required to obtain Crown Solicitor's Office advice to prepare contracts
- the use of templates simplifies the process of supplier engagement
- a large number and range of ICT suppliers are on the panel
3. What is the maximum project value that can be procured through the panel?
The eProjects Plus panel is approved for procurements between the value of $700,000 and $4.4M (inc) GST.
4. Can suppliers make public announcements or media releases in relation to panel work?
Clause 44.1 of the Agreement relates to publicity and states that the supplier must not make a "public announcement" or "media release" without consent of the agency.
5. Is there a State Levy?
No. From 1 July 2020, a contract administration fee/levy will no longer be charged by Strategic Procurement's across government suppliers. Strategic Procurement has directed across government contract suppliers to cease collection of the levy from 1 July 2020 and reduce their prices by an equivalent amount.
6. Are agencies required to publicly disclose engagements under the panel?
Agencies need to comply with government policy, PC027 - Disclosure of Government Contracts from the Department of the Premier and Cabinet website.
7. When a Supplier is a member of the eProjects Panel can they approach Agencies to promote their services? Suppliers can approach Agency representatives listed in the relevant portal(s) to discuss the services they provide.
8. I have forgotten my password; can I reset it?
Yes, you can reset your password. To do this select the radio button adjacent to the portal you want to log in to on the eProjects Panel Access Point and click on the ‘Reset your password’ text below the login button. You will be asked to provide your email address for instructions to be emailed to you. When logging in to the portals please ensure you also use the correct Username.
About the Agreement
9. Is there an agreement that needs to be signed for each project?
Yes. The eProjects Plus Panel Agreement contains a 'Customer Agreement Memorandum' template which, together with the Agreement and relevant schedule(s), forms the contract between the agency and supplier for each project.
10. Does the eProjects Plus Panel Agreement have an expiry date?
No. The eProjects Plus Panel Agreement is perpetual and will therefore remain in place until terminated by either party. Suppliers can apply to join at any time.
11. Are the terms and conditions in the Agreement negotiable?
Some are negotiable within limits. The following terms of the Agreement on a project by project basis require agreement. These are recorded in individual Customer Agreements:
- Clause 7 of Schedule 1 - Termination of a Customer Agreement
- Clause 22.1 of Schedule 1 - Vesting (IP Models)
- Clause 23.3 of Schedule 1 - Confidential contract conditions
- Clause 25.2 of Schedule 1 – Liability Cap – Must be determined in accordance with Schedule 13
- Clause 45.11 of Schedule 1 - Additional Insurance
- Clause 46 of Schedule 1 - Security - Financial undertaking
- Clause 11.14 of Schedule 5 - Escrow of Source Code
Supplier assessment
12. How does the contract authority determine supplier capability?
The suppliers nominate and maintain their relevant service capabilities for the categories in the portal. The Supplier Statements in the portal also table the expertise of suppliers. The categories are used to assist agencies when selecting suitable suppliers to respond to a Request For Quote (RFQ).
13. Does the contract authority maintain ongoing assessment of suppliers?
No, Agencies need to be aware that the initial assessment of a supplier is a ‘snapshot’ in time and when engaging a supplier via the portal agencies are responsible for due diligence in their assessment process.
Request for quote (RFQ)
14. How many quotes do I need to obtain for a project using the panel?
Based on advice from the Public Finance Branch, Department of Treasury and Finance, use of the panel arrangement by an agency should be regarded as a "secondary procurement process", and in accordance with the State Procurement Board’s Panel Contracts Guideline from the State Procurement Board website. The following rules apply to managing the secondary procurement processes for panel contracts with the following values:
- Up to $220k – a minimum of 2 quotes
- $220k-$700k – a minimum of 3 quotes
- $700k-$4.4m – a minimum of 4 quotes
15. Can an agency approach a single supplier via portal?
Yes, an agency can choose to seek a quote from a single supplier where the necessary agency specific procurement approvals are obtained.
16. What if an agency wishes to send a RFQ to a supplier that is not on the panel?
Suppliers can apply to join the panel at any time by following the steps outlined in How to use the Portals - Suppliers.
17. How will a supplier know if they have been invited to respond to a RFQ?
When an agency sends out a RFQ, an automated email is sent to the suppliers' nominated contact person.
18. How will a supplier know if amendments have been made to a RFQ?
When an agency sends out an updated RFQ, an automated email is sent to the suppliers' nominated contact person.
19. Are suppliers required to respond to a RFQ?
Suppliers are not obliged to respond to a RFQ. Further communication between the supplier and agency outside the portal is encouraged.
20. Can a supplier see other supplier's RFQ responses in the portal?
Suppliers do not have visibility of other suppliers RFQ responses or awarded projects.
Government policy
21. Do the recent SA Government Industry Participation Policy and Procurement Reforms apply to eProjects Plus Panel?
The requirements of the South Australian Industry Participation Policy (IPP) apply to the secondary procurement process (i.e. Request for Quotation Process (RFQ)) for all projects or engagements conducted through the eProjects Panel above $33,000 (inclusive of GST).
Information is available here:
Agencies complete a formal performance review within the portal. Suppliers complete the project learnings task in the portal. The Contract Authority invoices the supplier for the relevant contract levy. Agencies and suppliers only have access to their own performance reviews, however other agency project contacts are visible to agencies to facilitate shared learnings.Project completion
22. What panel administration activities need to be completed after a project has been delivered?
23. What happens with the performance reviews?
