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How to buy ICT and digital for NSW Government
NSW Government has procurement arrangements for ICT goods and services commonly used by agencies.
You must use a whole-of-government contract or scheme if it covers the goods or services you’re procuring.
Use mandated ICT contracts
First, check if the ICT you’re buying is available on a mandated whole-of-government contract. If so, you’ll need to use it.
These contracts cover a range of products and services such as hardware, telecommunications, software, cloud and services:
Or, use suppliers on the ICT Services Scheme
For ICT not covered by these contracts, you must use a supplier registered on the mandated ICT Services Scheme.
The scheme offers a list of suitable suppliers to sell ICT to NSW Government. They’ve been assessed and approved to supply certain services.
Select suppliers to invite to quote
Select suppliers based on the service categories they’re approved to supply. If the supplier you want to use is not on the ICT Services Scheme, you should encourage them to apply to join. They can apply online at any time.
The number of quotes you need to seek depends on the value and risk of your procurement. This is specified by PBD 2020-05.
Read more about buying from the ICT Services Scheme. You’ll also find tools, templates and a buyer handbook on the ICT Services Scheme page.
The ICT commercial framework sets capped rates and other commercials for the engagement of ICT consultants.
Make sure the quotes you receive from suppliers comply with the framework.
Read more about the ICT commercial framework on the 'how to buy' tab of the ICT Services Scheme.
Check if any exemptions apply
Some exemptions are allowed when buying ICT. These exemptions aim to make low-risk procurement simpler and to support NSW Government targets and policies. Read more about these policies.
If you're buying ICT and digital good and services:
- up to $10,000, you may buy directly from any supplier. You don’t need to use a mandated whole-of-government contract or the ICT Services Scheme. This is allowed by PBD-2020-05.
- up to $150,000, you may buy directly from a small to medium sized enterprises (SME) or regional supplier, even if they aren’t on a mandated whole-of-government contract. This is allowed by the SME and Regional Procurement Policy.
- up to $250,000, you may buy from an SME, even if a mandated contract covers the ICT. This is allowed by the ICT/Digital SME procurement commitments and PBD-2023-03. However, this doesn’t apply to the Telecommunications Purchasing Arrangements (TPA) – you must use the TPA where it applies if you’re spending over $100,000. For ICT consultancy services, the supplier must comply with the ICT consulting commercial framework.
- up to $250,000 from an Aboriginal business, you may buy directly from them even if they aren't on the ICT Services Scheme or mandated whole-of-government contract. This is allowed by the Aboriginal Procurement Policy.
- any value from an approved disability employment organisation (ADE), you may buy directly from them via a single written quote, even if they aren't on a mandated contract or the ICT Services Scheme. This is allowed by the Public Works and Procurement Regulation 2019.
These thresholds exclude GST.
Assess risk when buying ICT and digital
The level of risk, together with the value of your procurement, influences the procurement process, including:
- number of quotes you need to seek
- suppliers you can invite to quote
- contractual framework to use.
View the Assessing risk in ICT sourcing guidelines for guidance on how to navigate risk when buying from the ICT Services Scheme.
Enter into a contract with a supplier
You must use the ICT Purchasing Framework for all ICT and digital procurement. The framework documents are contract templates that can be tailored to your agency's needs.
The framework includes:
To determine the right contracting framework to use, view the Assessing risk in ICT sourcing guidelines.
When suppliers join the ICT Services Scheme, they agree to use the ICT Purchasing Framework for all engagements with NSW Government agencies under the scheme.
How to supply ICT and digital to NSW Government
NSW Government has different procurement arrangements for ICT and digital goods and services commonly used by agencies.
Some ICT is covered by mandated contracts and panels. This means agencies can only buy these goods or services from suppliers on those contracts. Most contracts are set up via a tendering process for a fixed term. See these contracts on the 'Contracts' tab.
Agencies must buy all other ICT from suppliers on the ICT Services Scheme. Agency buyers invite suppliers on the scheme to quote for the specific goods or services the agency needs.
You can apply to join the scheme at any time. When applying, you select the categories of goods or services your company supplies. Read more about applying on the ICT Services Scheme page.
Some exemptions apply for diverse suppliers
There are some exemptions to the rules above. They aim to make it easier for diverse suppliers to win government business.
These include small to medium sized enterprises (SMEs), Aboriginal-owned businesses, social enterprises and Australian disability enterprises.
Read more about exemptions.
The SME and Regional Procurement Policy aims to increase SME participation in procurement opportunities within the NSW Government. The policy aims to improve economic, ethical, environmental and social outcomes through a range of initiatives.
Read more about supports for SME and regional businesses.
Who to contact
The ICT/Digital Sourcing team within the Department of Customer Services manages whole-of-government ICT procurement.
You can email us at ictservices@customerservice.nsw.gov.au
