Frequently asked questions

  1. Who is the contract authority for the panel?
  2. Is it mandatory for agencies to use the panel?
  3. What is the maximum project value that can be procured through the panel?
  4. How many quotes do I need to obtain for a project using the panel?
  5. Can an agency approach a single supplier via the Procurement Services Panel?
  6. How does the contract authority determine supplier capability?
  7. What if an agency wishes to send a RFQ to a supplier that is not on the panel?
  8. How will a supplier know if they have been invited to respond to a RFQ?
  9. How will a supplier know if amendments have been made to a RFQ?
  10. Are suppliers required to respond to a RFQ?
  11. Is there an agreement that needs to be signed for each project?
  12. Does the Procurement Services Panel Agreement have an expiry date?
  13. Are the terms and conditions in the Agreement negotiable?
  14. Are agencies required to publicly disclose engagements under the panel?
  15. Why is there a State Levy?
  16. Can a supplier see other supplier's RFQ responses in the portal?

1. Who is the contract authority for the panel?

The contract authority is Strategic Procurement, a business unit in the Treasury and Finance. Email: Contract Management or phone 8226 5702

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 suppliers on the panel
  • agencies are not required to obtain CSO support to prepare contracts
  • the use of templates simplifies the process of supplier engagement
  • a large number and range of procurement service providers are on the panel

3. What is the maximum project value that can be procured through the panel?

The panel is approved for use for procurements up to the value of $550 000 including GST.

4. How many quotes do I need to obtain for a project using the panel?

By policy, when using the Procurement Services Panel, agencies are required to seek via the appropriate portal a minimum of one quote from suppliers for all engagements up to $33,000 (including GST), a minimum of 3 quotes – 1 of which must be from an SA business where possible (as per IPP Guidelines) for all engagements between $33,000 to $220,000; and a minimum of 5 quotes for all engagements between $220,000 to $550,000 (with 15% minimum weighting applicable to the Employment Contribution Test).

5. Can an agency approach a single supplier via the Procurement Services Panel?

Yes, an agency can choose to seek a quote from a single supplier where the necessary agency specific procurement approvals are obtained.

6. 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).

7. 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.

8. 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.

9. 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.

10. 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.

11. Is there an agreement that needs to be signed for each project?

Yes. The Procurement Services Panel Agreement contains a 'Customer Order' template which, together with the Agreement and relevant schedule(s), forms the contract between the agency and supplier for each project.

12. Does the Procurement Services Panel Agreement have an expiry date?

Yes. The Procurement Services Panel Agreement has been established for a one year initial term, with four one year extension options, up to a maximum period of five years. Suppliers can apply to join at any time.

13. Are the terms and conditions in the Agreement negotiable?

Some terms of the Agreement may require further negotiation and agreement. These are captured in an individual Customer Order.

14. 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.

15. Why is there a State Levy?

The 2.5% State Levy funds the management and ongoing development of the panel. The levy is invoiced to suppliers on a quarterly basis, based on invoices issued to customers for work undertaken during that quarterly period.

16. 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.