Final | November 2018 | v6.0.2 | OFFICIAL-Public | QGCDG (ICT Strategic Sourcing)
For emergency procurement of ICT products and services during the COVID-19 pandemic a Queensland Government Short Form Contract is now available.
Customers must refer to the accompanying Guidance Notes for information regarding when to use this contract.
This Queensland Government Enterprise Architecture (QGEA) policy seeks to ensure a structured, effective and consistent approach to the acquisition, management, maintenance and disposal of ICT products and services.
The Queensland Government will adopt a consistent approach to the procurement and lifecycle management of ICT products and services.
Structured and consistent lifecycle management for ICT products and services across the Queensland Government ensures:
- there is a transparent and informed process for ICT procurement, maintenance and disposal decisions
- there is consideration of contractual and risk issues when procuring ICT products and services through adoption of the Queensland Information Technology Conditions (QITC) framework
- early engagement with industry which allows all suppliers (including local and regional) to access, prepare for and better respond to current government procurement requirements
- ICT resources are maintained and disposed of in an accountable, sustainable, cost effective and environmentally friendly manner.
This policy applies to all Queensland Government departments (as defined by the Public Service Act 2008). Accountable officers (not already in scope of the Public Service Act 2008) and statutory bodies under the Financial and Performance Management Standard 2019 must have regard to this policy in the context of internal controls, financial information management systems and risk management. Please see the Applicability of the QGEA for further information.
Policy requirement 1: Departments must conduct forward procurement planning
Departments are also required to prepare significant procurement plans for all products and services that are identified as being high expenditure and/or having a high degree of business risk.
Departments should also incorporate independent reviews at set points within their initiative’s lifecycle as outlined in the Queensland Government ICT Investment Review process.
Policy requirement 2: Departments must ensure effective contractual arrangements are in place
Government procurement processes must comply with the Queensland Procurement Policy (QPP).The use of the Queensland Information Technology Contracting (QITC) framework contractual terms and conditions remains the basis of all contracts established for the procurement of ‘ICT Products and/or Services’ as defined in the glossary of terms located on the QGEA website.
Departments have four options within the QITC framework to choose the most appropriate contract type based on risk and value.
Policy requirement 3: Departments must ensure industry has equitable access to procurement processes
When inviting public offers, departments must ensure that all ICT suppliers, including local and regional suppliers, are provided with the opportunity to access and respond to ICT offer information on the Queensland Government QTender website in a timely manner.
From the Queensland Government’s perspective, early engagement with ICT suppliers is an important step in the procurement process. Market sounding and early market engagement activities are encouraged as part of an informal approach to industry to gather valuable intelligence and understand the capability and capacity of suppliers before developing a procurement strategy.
A department’s procurement process must meet the requirements of the ICT SME participation scheme policy and standard. The Scheme is intended to assist ICT SMEs access the Queensland Government market
Policy requirement 4: Departments must implement appropriate ICT product lifecycle and services management
Departments must maintain and dispose of government-owned ICT resources in an accountable, sustainable, cost effective and environmentally friendly manner.
Furthermore, departments need to consider strategically sourcing ICT as-a-service options from the market whilst divesting existing assets to decrease the overall cost of ICT within government.
For further advice on this policy and policy requirements, see the Procurement and disposal of ICT products and services implementation guideline. Departments need to also consider the options for strategically sourcing ICT from the market as per the ICT as-a-service policy.
Issue and review
Issue date: November 2018
Next review date: November 2020
This QGEA policy is published within the QGEA which is administered by the Queensland Government Customer and Digital Group. It was developed by the ICT Renewal and Strategic Sourcing – Strategic ICT Division, Department of Housing and Public Works and approved by the Queensland Government Chief Information Officer.
This policy comes into effect from the issue date.