Electronic Signature Software Collection (ESSC)

What's covered

Electronic signature software digitises the signature process to ensure documents are signed securely online.

Core features

All electronic signature solutions on this contract offer these core features:

• electronic signatures
• products used to digitise agreements and transactions
• workflow features to manage user permissions
• mobile device compatibility
• identity authentication and verification
• certificate management
• major software integration
• legal and security compliance.

Additional features

Some suppliers offer additional features, such as:

• digital seals
• document attachments
• bulk document handling
• remote signature witnessing
• click wrap
• customisations.

Buyers should contact the relevant supplier to find out if they offer any additional features when seeking quotes.

What you need to know

NSW Government encourages the use of electronic signatures.

Each approved supplier listed in the Electronic Signature Software Collection (ESSC) has entered a standing offer arrangement with the Department of Customer Service (DCS).

The terms of the arrangement align with the MICTA/ ICTA contracting framework.

Why use this contract

Streamlined procurement

Certain elements of risk have already been addressed. This means that buyers may directly use this standing offer arrangement. You’ll still need to ensure that the suppliers meet your needs and follow any appropriate agency rules.

Once a buyer signs a customer contract, they may be able to raise additional orders for the same or similar items, without having to enter into a new agreement. However, this will depend on the terms of the customer contract.

It may be possible to do this electronically through an online interface, depending on the preferred supplier.

Market contestability

Buyers can choose from a range of products and services. There are a range of suppliers listed, which encourages diversity and innovation.

Who to contact

The Department of Customer Service (DCS) manages this standing offer arrangement. The department:

• acts as the contract authority for this standing offer arrangement
• provides performance management
• supports agencies and clusters on customer contracts, used by buyers
• conducts refreshes and intakes.

For more information or advice, you can contact DCS by emailing ictservices@customerservice.nsw.gov.au

Approved suppliers

• Amnesium Pty Ltd (ABN - 63 608 314 978)
• Annature Pty Ltd (ABN 82 642 595 015)
• Fujifilm Business Innovation Australia Pty Ltd (ABN - 63 000 341 819)
• Microelectronic Solutions Pty Ltd (ABN 71 125 952 212)
• Securest Pty Ltd T/A Dekko Secure (ABN 31 166 558 676)
• Signiflow Asia Pacific Pty Ltd (ABN 77 637 884 934)
• Software Systems Pty Ltd (ABN 94 609 033 070)

Who's eligible to buy

The electronic signature software collection (ESSC) contract is a mandatory, whole-of-government procurement arrangement.

All NSW Government agencies are eligible

This means that all NSW Government agencies are eligible to use - and must use - this contract when buying electronic signature software.

Most eligible non-agency buyers can benefit from the Electronic Signature Software Collection.

What buyers need to know

Price lists

Each approved supplier has a product and service menu. The menu includes product and service descriptions and levels.

Prices are listed in the Master ICT Agreement (MICTA). The list is known as a schedule of prices, or a price list.

You can request a copy of the price list. You'll be asked to enter into a non-disclosure agreement, as this information is confidential. To do so, please email ictservices@customerservice.nsw.gov.au

Suppliers can request updates to their price list at any time. They'll submit their request to DCS for approval, and they'll decide whether to accept though a contract variation.

DCS may also conduct an annual review of the overall price list.

Accessing or changing product and service menus and price lists

When seeking pricing, terms and conditions, buyers need to enter into a non-disclosure agreement. This is because the information is confidential. You’ll do this with the contract authority, the Department of Customer Service (DCS),

Suppliers can submit changes to their schedule of prices, otherwise known as their price list, at any time. They'll submit their request to DCS for approval.

DCS may conduct an annual review of the overall price list.

Existing contracts

We recommend buyers use the list of suppliers from this panel when their existing contracts reach the end of their initial term. However, it is not mandatory to select a supplier from this panel.

You may be able to transition earlier if you can end your existing contract without penalty, or if you can pay any termination charges.

Selecting suppliers from the list

Buyers from accredited agencies should procure according to the terms of their accreditation and procurement processes.

Unaccredited agencies may be required to obtain multiple quotes to comply with the Procurement Board Directions (PBD-2021-04).

When selecting an approved supplier from the list, buyers still need to exercise due diligence.

Contracts and orders

You're required to manage your own contracts and ensure that you’re operating within approved procurement arrangements, according to the Procurement Board Directions (PBD-2021-04).

To place an order with a supplier, you'll need to use an agreed order form. We’ll ask you to list your own set of requirements such as contract terms, scope of services, licensing, quantity and other related requirements.

To request an order form to suit your needs, or ask any further questions, contact Department of Customer Service (DCS) using the details on the 'Scope' tab.

How to buy: step by step

Step 1. Understand your agency's rules

Your agency may have its own procurement rules and guidelines you must follow.

Contact your agency’s procurement team for assistance if you are unsure.

Step 2. Approach suppliers

The number of quotes you'll need to seek depends on the value of your procurement. The number of quotes is defined by Procurement Board Direction PBD-2021-04 Approved procurement arrangements.

You are responsible for exercising due diligence and ensuring your procurement complies with the direction.

Once you determine the number of quotes to seek, select suppliers from the ‘List of suppliers’ tab.

Step 3. Choose your supplier

Use your agency's tender document templates. You can invite suppliers to quote or tender via tenders.

There is no minimum spend or commitment. Discounts can be negotiated. Buyers may order directly from an approved supplier if they offer value for money.

Step 4. Sign a customer contract and order form

To place an order with your chosen supplier, you'll need to use an agreed order form. Ensure the order form includes your requirements, such as contract terms, scope of services, licensing, quantity and other related requirements.

You can request an order form to suit your needs by emailing ictservices@customerservice.nsw.gov.au

You may add the supplier's product and service menu into the order form as an attachment, or you can reference to their service offerings noted in the master agreement.

What suppliers need to know

Becoming a supplier

New suppliers can apply to join the panel periodically. If you would like to apply, please register your interest by using the contact information on this page.

Updating pricing

The price list features the maximum price suppliers are allowed to charge, but you are free to offer lower prices at any time. This could increase your chances of supplying to potential buyers.

To update your price list, contact DCS using the information on the 'Scope' tab.

We may also review the price list periodically to ensure it's relevant and provides value for money.

Value adds

‘Value adds’ are any extra features suppliers choose to offer. You must present your chosen value adds in a clear and transparent manner.

The contract must set out:

• the total value of the value add
• how the value is calculated
• the discount to the contract price that the value add represents.

Supplier performance management

The panel has a supplier performance management process to monitor compliance and service levels.

If you have any feedback about the performance management process, please use the contact information on this page.