common use arrangement for finance solutions · pdf filecommon use arrangement for finance...

Common Use Arrangement for Finance Solutions 1 July 2012 – 30 June 2018

• About the contract

• How do I use this contract?

• What’s on offer?

• Who are the contractors?

• Buying Rules

• Frequently Asked Questions (FAQ)

• Need more information?

Contract No. CUAFHPS2012 Document No: 00163774[v2] Last Updated: 24 August 2017

Buyers Guide – CUA for Finance Solutions: CUAFHPS2012

Department of Finance

ABOUT THE CONTRACT The purpose of this CUA is to provide agencies with a panel of Contractors for the supply of finance and payroll solutions, along with associated solution implementation and application support services, to enable public authorities of all sizes to deliver these functions to their agency.

Contract Number CUAFHPS2012

Contract Term 2 years (with 3 x 2-year extension options exercisable at the discretion of the Department of Finance)

Status Non-mandatory

Categories 1. Category 1 - Finance solutions:

Subcategories: 1.1. products, 1.2. hosted services, 1.3. Software-as-a-Service;

2. Category 2 – Human Resources and Payroll Solutions

Cancelled 28 June 2013

3. Category 3 – Implementation and Application Support services.

Subcategories: 3.1. implementation services, 3.2. application support services

The following definitions are provided for the CUA:

• a Hosted Service - an arrangement whereby software owned by an agency is located on the contractor’s infrastructure and is maintained by the contractor. Agencies would access and operate the software remotely; and

• Software as a Service (SaaS) - also described as “on-demand software” - is a software delivery model in which software and its associated data are hosted centrally (typically in the [internet] cloud) and are usually accessed by using a web browser over the internet.



Key Features and Benefits

This CUA has a panel of suppliers to supply Finance and implementation and application support services, to enable public authorities of all sizes to deliver these functions to their agency.

Category 1 (non-mandatory)

• For new solutions, agencies are required to seek written quotations.

• For existing solutions (see Buying Rules), orders can be placed to an unlimited value. Value-added products and services (non mandatory) are also available, and some suppliers offer both solutions.

• Agencies seeking a bureau solution for Category One will need to source through an open and competitive process.

Category 3 – Implementation and Application Support Services (non-mandatory):

• Pick and buy up to $250 000, and for purchases above $250,000 request written quotes.

Contact the contract manager or your ICT Agency Sourcing procurement officer as soon as possible to help develop your quote.

Compare pricing for different products and models.

Contract Manager

The contract managers are available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact:

Eddie Rusiecki

Contract Manager

Tel: (08) 6551 1431

Fax: (08) 9481 0785

Email: [email protected]

Government Procurement


4th Floor Optima Centre

16 Parkland Road

OSBORNE PARK 6107

Postal Address Locked Bag 11, Cloisters Square

PERTH WA 6850

Supporting Documents The following contract documents and other relevant information can be sourced from www.contractswa.finance.wa.gov.au:

• Quotation Form

• Pricing Schedules.

mailto:[email protected]

https://www.contractswa.finance.wa.gov.au/index.jsp

https://www.contractswa.finance.wa.gov.au/resources/Quote_Form_-_CUAFHPS2012_Appendix_2.dot?

https://www.contractswa.finance.wa.gov.au/family.jsp?item=95&STMP=120813140142318



HOW DO I USE THIS CONTRACT?

Step

11 What’s on Offer? Choose products and services that best meet your needs.

Step

22 Who are the

Contractors? A list of the qualified contractors.

Step

33 How much will it

cost?

Compare prices, brands and quotations before deciding on which contractor to buy from.

Step

44 Buy it! Buy directly from contractors or buy online using the Government’s preferred system.

https://www.contractswa.finance.wa.gov.au/family.jsp?item=95&STMP=120813140142318



WHAT’S ON OFFER?

Finance Solutions Minimum Requirements

Accounts Payable

Accounts Receivable

General Ledger/ Chart of Accounts

Reporting (Finance, Management & Cash)

Supplementary Requirements Purchasing (requisitioning and purchase order

management)

Purchasing Card / Credit Card Acquittal / (Expense Management System)

Budgeting

Project Accounting (Cost Allocation process & Project Management)

Inventory

Vendor / Supplier ManagementCustomer Management

Cash Management

Tax

Asset Management

These solutions include product, hosted and Software as a Service (SaaS) models across various brands. Ancillary Finance products can be any related products that a Customer may wish to procure in addition to a Finance Solution(s). These products will be available to Customers as a non-mandatory option.

Human Resources (HR)/Payroll Solutions This category was cancelled on 28 June 2013.



Implementation and Application Support Services The intent of this Category is to provide Customers wishing to establish a Finance system in their own environment, with access to an end-to-end solution as well as ongoing application support post implementation.

Implementation services requirements will vary from customer to customer but potentially may involve:

Preparation of implementation plans and schedules

Turn key implementation

Customisation services

Full or partial staffing of implementation project team

Testing

Training

Developing customised user documentation

Technical advice and support consultation services (as an hourly fee for service) to assist with implementation issues as required.

Application support services requirements will also vary from customer to customer but may include:

Application maintenance

Ongoing document maintenance

Data management

After hour support

Service request support

Support of current interfaces

Reporting



WHO ARE THE CONTRACTORS? The matrix below lists all contractors on the CUA* and the solutions/services they have been contracted to provide. Please refer to the previous section “What’s on Offer?” for the scope of the solutions and services offered in the categories. The following products and services are not within the scope of this Request:

• Hardware (refer to IT Servers and Data Storage Devices CUA13010)

• Infrastructure (refer to Data Centre Facilities and Associated Management Services CUA169209)

• ICT services associated with the planning, development or management of corporate services systems (refer to ICT Services CUA14008)

• ICT services associated with the implementation of software solutions and application support services outside the scope of this Request

• ICT and Corporate Services personnel (refer to Temporary Personnel Services CUA22008)

• Product provided under contract RFP20003-02 – Contract with Oracle Corporation Australia Pty Ltd for the Supply, Implementation and Support of Corporate Business Services.

CUAs referred to above can be viewed at www.contractswa.finance.wa.gov.au

http://www.contractswa.finance.wa.gov.au/



Category Qualifications

Category 1 - Finance Solutions Category 3 - Implementation

and Application Support Services

Product Type Suppliers

Subcategories Sub Categories

Product (Licences) Hosting SaaS Implementation Application

Support

Microsoft AX Dynamics

Microsoft

See note 1 below

Oakton

See note 1 below Scope Systems

UXC Eclipse

See note 1 below

Oracle Financials

ASG See note 2 below regarding Oracle

License Agreement.

Deloitte

Fujitsu The eBusiness product is to be obtained from

contract Oracle CUA. See note 3

below.

Fusion Applications

IBM Australia

Integranet

Oracle Financials

LiTech Systems See note 2 below regarding Oracle

License Agreement.

Managed System Services

Scope Systems

Oakton The eBusiness product is to be

Presence of IT



Red Rock Consulting obtained from contract Oracle

CUA. See note 3 below.

SDS Group

Serco Australia

Peoplesoft ASG Pronto Scope Systems

SAP

ASG

CSC

Deloitte

Fujitsu

IBM Australia

Oakton

Smartstream Infor Global

Sunsystems Infor Global

UXC Eclipse

Tech1Finance TechnologyOne

Note 1: Microsoft MS Dynamics has been selected as a suitable finance solution for CUAFHPS2012. Agencies that have an enterprise agreement or participate in the whole of government enterprise agreement are to seek quotes from CUA 150910: Microsoft Licenses - Whole of Government or CUA 150910D: Microsoft Licenses - Education & Training Sector.

Note 2: Agencies should note that when purchasing Oracle ancillary products through the resellers on this CUA Oracle requires agencies to agree to an Oracle License Agreement. In order for Agencies to understand WA Government’s current position regarding Oracle License Agreement, Agencies should contact the CUAFHPS2012 contract manager prior to signing. Note 3: The eBusiness product is to be obtained from whole of government contract Oracle CUA0149312. Buyers should contact Jessie Yeow, Contract Manager at [email protected]. Implementation and hosting services for the product can be purchased through CUAFHPS2012.




ASG

ABN No: 57 070 045 117

Category 1 – Hosted Solutions

Category 3 - Implementation and Application Support Services

Wayne Curtis T: (08) 9420 5442

M: 0417 900 620

F: (08) 9420 5422

E: [email protected]

Website: www.asggroup.com.au

Postal Address: PO Box 227, West Perth, WA, 6872

Orders Via: Email (preferred) or fax

CSC

ACN No: 008 476 944 Category 3 - Implementation and

Application Support Services

Clinton Elliott – Account Executive T: (08) 9254 5684

F : (08) 9254 5099

M : 0422 007 320


Website: http://www.csc.com/au/ Postal Address: Ground Floor, 516 Hay Street Subiaco, WA, 6008 Orders Via: Email – [email protected]


http://www.asggroup.com.au/


http://www.csc.com/au/




Deloitte

ABN No: 74 490 121 060


Jennifer Morris - Partner T: (08) 9365 7294

F : (08) 9365 7001

E: [email protected] Website: www.deloitte.com.au

Postal Address: Level 8, Brookfield Tower 2, 123 St Georges Terrace, Perth, WA, 6000 Orders Via: Email - [email protected]

Fujitsu Australia

ACN No: 001 011 427 Category 1 - Product/licences

and Hosted Solution


Yogesh Wani T: (08) 9212 5062

F : (08) 9212 5111


Website: au.fujitsu.com

Postal Address: Level 15, 191 St Georges Terrace Perth, WA, 6000

Orders Via: Email - [email protected]




http://www.au.fujitsu.com/




Fusion Applications

ABN No: 30 128 751 468 Category 3 - Implementation

and Application Support Services

Stuart Goodreid T: 0434 077226


Website: www.fusionapplications.com.au

Postal Address: PO Box 4409, Myaree, Perth, WA, 6954 Orders Via: Email - [email protected]

IBM Australia

ABN No: 79 000 024 733


Scott Cowans, Client Executive – Public Sector and Universities M: 0405 486 981

F: (08) 9261 8486


Website: www.ibm.com/au/en/ Postal Address: IBM Australia Level 1, 1060 Hay Street West Perth, WA, 6005


http://www.fusionapplications.com.au/


http://www.fusionapplications.com.au/



http://www.ibm.com/au/en/




Infor Global Solutions

ABN No: 25 003 538 314

Category 1 – Product Solutions


Ron Read Sales Executive M: 0405 344 073

F: (03) 8608 8523 E: [email protected]

Website: www.infor.com

Postal Address: Level 13, Tower A, Zenith Centre NSW, 2067


Integranet

ABN No: 54 108 295 825


Brent Zekulich, Director T: (08) 9421 8406 M: 0438 449 010

E: [email protected] Website: www.integranetgroup.com.au Postal Address: Level 13, 251 Adelaide Terrace Perth, WA, 6000



http://www.infor.com/



http://www.integranetgroup.com.au/




LiTech Systems

ABN No: 96 093 609 968 Category 3 - Implementation and Application

Support Services

Rod Lisson, Director M: 0419 479 257

F: (08) 9473 0074


Website: http://www.litech.com.au Postal Address: 16 McGregor St Embleton, WA, 6062


Managed System Services

ABN No: 27 153 773 543

Category 1 – Hosted Solution

Kelly Webb, Sales Director T: (08) 9324 1959 M: 0410 550 577


Website: www.msservices.net.au Postal Address: Lower Ground, 29 Clive Street West Perth, WA, 6005



http://www.litech.com.au/



http://www.msservices.net.au/




Microsoft

ABN No: 29 002 589 460

Category 1 – Product

Agencies that have an enterprise agreement or participate in the whole of government enterprise agreement are to seek quotes from CUA 150910 - Microsoft Licenses - Whole of Government or CUA 150910D - Microsoft Licenses - Education & Training Sector.

Oakton Services

ABN No: 31 100 103 268

Category 1 - Product, Hosted, SaaS.

Category 3 – implementation and Application Support Services

Steve McNally M: 0418 956 084


Website: www.oakton.com.au

Postal Address: Oakton Services Pty Ltd, Level 8, 271 Collins Street, Melbourne, Vic, 3000 Orders Via: Email - [email protected]

http://www.google.com.au/imgres?imgurl=http://4logpc.com/wp-content/uploads/2012/01/Microsoft-Logo.jpg&imgrefurl=http://4logpc.com/microsoft-e3-2012-predictions/&usg=__-yk2vHozneOFedTZvQ_Myq6xBgY=&h=438&w=1845&sz=109&hl=en&start=2&zoom=1&tbnid=CwLt3PwoRJ9faM:&tbnh=36&tbnw=150&ei=K0oSULazDYbFmAXPo4BQ&prev=/search%3Fq%3Dmicrosoft%26um%3D1%26hl%3Den%26sa%3DN%26gbv%3D2%26tbm%3Disch&um=1&itbs=1

http://www.contractswa.finance.wa.gov.au/family.jsp?item=75&STMP=120903095903379






http://www.oakton.com.au/




Presence of IT

ABN No: 14 087 572 638

Category 3 – implementation and Application Support Services

Dean Gray, Sales Director T: 1300 665 503


Website: www.presenceofit.com.au

Postal Address: 2/98 Cambridge Street, West Leederville, WA, 6007


Red Rock Consulting

ABN No: 59 081 356 425

Category 3 – Implementation and Application Support Services

Adrian Morin - General Manager T: (08) 6336 7232

M: 0413 258 699

E: [email protected] Website: www.redrock.net.au

Postal Address: Level 14, 180 St Georges Tce Perth, WA, 6000 Orders Via: E-mail - [email protected]


http://www.presenceofit.com.au/



http://www.redrock.net.au/




Scope Systems

ABN No: 41 128 664 853 Category 1 – Product


Mark Bogos – General Manager Operations

T: (08) 9245 9900

F: (08) 6245 5022

M: 0407 701 974


Website: www.scopesystems.com.au

Postal Address: Level 1/39 Harrogate Street, West Leederville, WA, 6007


SDS Group

ABN No: 66 025 760 594

Category 1 - Hosted and SaaS Solutions


Steve Solomon, Chief Executive Officer T: (08) 6142 6401 M: 0402 358 263

F: (08) 6313 0602


Website: www.sdsgroup.com.au

Postal Address: Suite 168, 580 Hay Street Perth, WA, 6000

Orders Via: E-mail - [email protected]

http://www.scopesystems.com.au/


http://www.scopesystems.com.au/



http://www.sdsgroup.com.au/




Serco Australia Pty Ltd

ACN No: 44 003 677 352


Lylea McHahon, Driector Service Solutions M: 0409 014 389

F: (02) 9964 9924


Website: http://www.serco-ap.com.au

Postal Address: Level 23, 60 Margaret Street Sydney, NSW, 2000

Orders Via: E-mail – [email protected]

TechnologyOne

ACN No: 010 487 180

Category 1 - Product, Hosted and SaaS Solutions


Trevor Irwin, State Manager WA T: (08) 9210 2321 M: 0402 279 108

F: (08) 9210 2301


Website: www.technologyonecorp.com

Postal Address: 1 Agnew Way, Subiaco WA, 6008

Orders Via: E-mail - [email protected]

or Fax - (08) 9210 2301


http://www.serco-ap.com.au/



http://www.technologyonecorp.com/




UXC Eclipse Pty Ltd

ABN No: 40 051 758 199 Category 3 - Implementation and

Application Support Services

Justin Martin T: (08) 6363 6000

F: (08) 6363 6063

E: [email protected] or [email protected]

Website: www.uxceclipse.com.au

Postal Address: Level 14, 108 St Georges Terrace, Perth, WA 6000

Orders Via: Email - [email protected] or [email protected]




http://www.uxceclipse.com.au/





BUYING RULES Public Authorities will purchase Finance Solutions and/or Implementation and Application Support services, in accordance with the following Buying Rules.

Any purchase of ancillary products under Category 1 or purchase of services under Category 3 – Implementation and Application Support services, is at the public authority’s discretion.

For the purposes of these Buying Rules:

A “solution” refers to:

• a Product

• a Hosted Service

• Software as a Service (SaaS).

A “service” refers to:

• an implementation service, inclusive of all subset services associated with the implementation;

• an application support service, inclusive of all subset activities associated with the application support.

Other Policy Requirements Buyers should be aware of the following requirements under State Supply Commission policies and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA: Requirement Applicable to purchases made under this CUA?

Buyers must publish details of their purchase, or any variation to any purchase under this CUA, on TendersWA.

Yes, for all purchases above $50,000.

Buyers must record the purchase on the agency’s contract register, as instructed within the buying agency’s financial management manual.

Yes, for all purchases above $50,000.

Buyers must submit a procurement plan, and, contract management plan to the State Tender Review Committee.

Yes, for all purchases above $5,000,000, unless the Accountable Authority approves otherwise in accordance with SSC policy.

Buyers must submit an evaluation report and any contract variation memo(s) to the State Tender Review Committee.

Yes, for all purchases or variations above $5,000,000, except where the Executive Director, GP, Department of Finance approves otherwise.

Buyers must involve the Department of Finance

Yes, where the total estimated value of the proposed procurement or variation is $250,000 or above, in accordance with the terms and conditions of its partial exemption.

Buyers must obtain approval from an authorised officer of the Department of Finance to purchase through an alternative arrangement to this CUA.

No, this is a non-mandatory CUA.



PURCHASING REQUIREMENTS – Finance Solutions CUA

CATEGORY 1 NEW Solutions OR NEW Customer Contracts under: • Category 1 – Finance solutions.

APPLICATION:

• Thresholds are inclusive of the initial Solution purchase and one standard Maintenance (Assurance) support term

• Maximum Customer Contract term of 5 years

up to $2.5 million Request sufficient written quotations from the panel members within the subcategory (i.e. product, hosted, SaaS or bureau).

≥ $2.5 million Request written quotations from ALL panel members within the subcategory.

EXISTING Solutions under category 1 – Finance Solutions. APPLICATION:

• Can be used for: Licence Top Up Licence Maintenance (Assurance) support term renewal Addition of new modules to existing systems Purchase of Ancillary products Once-only renewal of new Customer Contracts.

• Customer Contract term not to exceed 5 years.

Unlimited value Place the Order using the Order form template for the required product(s).

CATEGORY 3

SERVICES under • Category 3 – Implementation and Application Support services; APPLICATION:

• Maximum Customer Contract term of 5 years • Issue quote and establish the Customer Contract using the Order form template.

$0 to $250,000 Pick and Buy from a panel member(s) demonstrating relevant technical skills and experience and value for money.

$250,001 to $2.5m Request sufficient* written quotations from qualified suppliers#



$2,500,001 to $10m

Request written quotations from ALL panel members.

≥$10M Request written quotations from ALL panel members AND issue an open tender.

*“Sufficient quotations” means an adequate number of bids from bona fide sources of supply so

as to ensure open and effective competition. See: SSC Open and Effective Competition Policy page

# “Qualified suppliers” mean suppliers that are qualified to supply the services in the required

Category(s).

Notes: 1. Please consult the contract manager if you have queries on the application of the

buying rules.

2. Buyers should check each individual contractor’s details as to which communication method is preferred for placing orders.

3. If you are using a contractor for the first time, you will probably need to establish a new account.

4. Agencies may use Category 3 of CUAFHPS2012 and/or ICT Services CUAICTS2015 to seek quotes for these services. This is to be done in accordance with the rules and conditions of each CUA (i.e. numbers of suppliers to be invited at different value thresholds, order/quote forms. If the same requirement is being sought under both CUAs, the scope will have to be the same. Please contact the Contract Manager and/or your agency's Government Procurement contact to assist.

5. Microsoft MS Dynamics has been selected as a suitable finance solution for CUA FHPS2012. Agencies that have an enterprise agreement or participate in the whole of government enterprise agreement are to seek quotes from CUA 150910 - Microsoft Licenses - Whole of Government or CUA 150910D - Microsoft Licenses - Education & Training Sector.

6. Product provided under contract RFP20003-02 – Contract with Oracle Corporation Australia Pty Ltd for the Supply, Implementation and Support of Corporate Business Services (eBusiness suite) is not to be purchased through this CUA. Refer to the Oracle CUA0419312 or contact [email protected]

Cloud information for buyers Cloud computing offers potential benefits for agencies including cost savings and improved business outcomes. However, there are a variety of information security risks that need to be carefully considered. Risks will vary depending on the sensitivity of the data to be stored or processed, and how the chosen cloud vendor (also referred to as a cloud service provider) has implemented their specific cloud services.

As well, agencies have obligations under the State Records Act 2000 for the proper management of government information they hold.

When selecting a cloud computing service provider, agencies are encouraged to consider the authoritative information and checklists contained in the following documents:

• Cloud Computing Security Considerations. This paper was produced by the Defence Signals Directorate and provides a list of thought provoking questions to help

http://www.finance.wa.gov.au/cms/State_Supply_Commission/Procurement_Policy/Open_and_Effective_Competition.aspx

http://www.finance.wa.gov.au/cms/State_Supply_Commission/Procurement_Policy/Open_and_Effective_Competition.aspx



agencies understand the risks that need to be considered when using cloud computing. This paper is available from the Australian Signals Directorate website http://www.asd.gov.au/ click on the Information Security tab.

• ADRI Advice on managing the recordkeeping risks associated with cloud computing. This paper was produced by the Australasian Digital Recordkeeping Initiative (ADRI) and contains considerations and a checklist for agencies to help assess the recordkeeping risks associated with the use of cloud computing. This paper is available from the ADRI website http://www.adri.gov.au.

Insurances and liabilities Refer to the Quote Form for the insurances and liabilities agreed under this CUA. Please note that the RiskCover approved use of this contract and the acceptance of the indemnities and release clauses therein is only for the Finance Solutions specifically included under the provisions of this CUA. Any reduction in the indemnities or releases is not automatically approved and will have to be referred to RiskCover together with a specific risk assessment for consideration.

Pricing Supplier price schedules are a useful guide to planning procurements. Prices are the maximum allowed and Buyers should seek quotes to obtain a ‘best price’.

Price Variation The Price is fixed for the first year of the Term. On each anniversary of the Contract Commencement Date, the Price will be varied by the Consumer Price Index (Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth).

The Contractor shall apply in writing for the Contract Authority’s approval each time a revised price is to be applied to the Contract. Twenty one (21) days prior notice is required for a Price Variation request. Documentation will be required to justify applications for revised Contract prices during the term of the Contract.

No price variation is payable unless and until approved by the Contract Authority.

Any request by the Contractor for back-payment of price variations will not be considered.

Payment by Purchasing Card The Government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by Government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Complimentary Feedback and Complaints Resolution Government Procurement aims to continuously improve the services it provides to customers and welcomes feedback on the level of satisfaction experienced under this contract or with the contractor(s) performance. If you are dissatisfied with the goods and/or service provided

http://www.asd.gov.au/

http://www.adri.gov.au/



by the contractor or have any specific concerns, these should be discussed in the first instance directly with the contractor.

If the problem or issue is not resolved to your satisfaction, please log your complaints via Finance’s online Feedback Management System.

The online system provides for both complimentary feedback and complaint resolution considerations.

http://www.finance.wa.gov.au/cms/complaints.aspx



FREQUENTLY ASKED QUESTIONS 1. Why has Category 2 of the Finance, Human Resources and Payroll

solutions CUA been cancelled?

As the majority of procurement related to human resources and payroll systems arising out of the Shared Services decommissioning process has been completed the panel is no longer necessary.

2. What is an existing solution?

An existing solution is one that is currently used to provide for an agency’s day to day Finance management needs.

3. What is classified as a license top-up?

A licence top-up is the purchase of additional licenses for an existing solution.

4. In regards to the request for quotation template – will the current ICT Request template be used?

No, a new template has been developed for this CUA and is available through the Contracts WA website.

5. Can I buy from Category 3 without having bought from Category 1?

Agencies can buy services from Category 3 without having used Category 1.

6. What are we testing the market for?

Buyers are expected to use the CUA to procure a solution having first undertaken sufficient research and decided not to obtain the Oracle eBusiness product through the existing whole of government contract.

The CUA has “pre-qualified” suitable Finance solutions but not to the individual agency level. Agencies should be testing solutions to meet their requirements and value for money.

7. Do we need to negotiate software licenses?

Suppliers placed on the CUA will have negotiated to a level that the Head Agreement and standard Customer Contract clauses are acceptable. However, as the Customer Contract (and any Software Licence Agreement) is not formed until the buyer releases a request, the supplier responds to it and there is agreement, there may be Customer Contract and Software Licence Agreement terms that require negotiation. Government Procurement officers will work with agencies to ensure negotiation of licenses based on individual agency need



8. Do we need a procurement plan?

Yes, procurements with an estimated contract value above $5M must submit a Procurement Plan to STRC for endorsement through Government Procurement.

9. Do we need to submit an evaluation report to STRC?

Yes, all contract award recommendations (evaluation reports) with a total estimated contract value of above $5M require STRC endorsement prior to contract award through Government Procurement.

10. Do procurements of above $250,000 require Department of Finance Government Procurement involvement?

Yes, procurements of above $250,000 require Department of Finance Government Procurement involvement. Agencies with procurements under $250,000 are encouraged to contact Government Procurement officers for assistance.

11. How do we purchase Software Maintenance?

Software maintenance is purchased using the buying rules for an ‘existing solution’ from suppliers qualified for the Product sub-category.

12. Can we get quotes with a business case?

As part of an agency’s market research for the business case, an agency can informally deal with vendors to gather information on products and/ or services and obtain indicative pricing from the Price Schedules provided on the Contracts WA website. Agencies should note that the Price Schedules are indicative pricing and are not quotes. These price schedules represent the maximum that agencies may be required to pay and better offers may be obtained through the quote process. Agencies can use the Price Schedules as indicative pricing for market research purposes, but should not seek quotes from vendors at this stage.

13. How is Microsoft MS Dynamics to be purchased?

Microsoft MS Dynamics has been selected as a suitable finance solution for CUA FHPS2012. Agencies that have an enterprise agreement or participate in the whole of government enterprise agreement are to seek quotes from CUA 150910: Microsoft Licenses - Whole of Government or CUA 150910D: Microsoft Licenses - Education & Training Sector.

Agencies that do not have an enterprise agreement are encouraged to seek quotes from CUA 150910, CUA 150910D and this CUA to determine Value for Money.

14. The Customer contract term is not to exceed 5 years – Can Agency Buyers apply for extension options?

Agency Buyers can apply for a longer term than five years by seeking an exemption from the Open and Effective Competition Policy. Any exemption from the Buying



Rules of the CUA should be sought from the Director ICT Sourcing, through the relevant Assistant Director, ICT Sourcing.

15. Am I required to use the Contractor’s terms and conditions?

No. The Contractor has agreed to the Department of Finance’s Request Conditions and General Conditions of Contract (July 2011). Agencies should not agree or sign any alternative terms and conditions. There are some agreed changes with:

• CSC • Deloitte; • Fujitsu; • IBM; • Infor Global; • Oakton; • Red Rock; • Serco Australia; • Technology One; and

Please contact the Contract Manager for copies of the amended terms and conditions for these suppliers.

16. How do I buy products where contracts are still under negotiation?

An agency wishing to buy any product not available under the CUA would need to seek an exemption from the CUA to seek quotes from suppliers for those products in accordance with SSC policy requirements. Before an exemption from the CUA may be approved the agency would be required to demonstrate that the suppliers currently on the CUA are not able to meet their requirements. Items for consideration could be suitability of products available from suppliers currently on the CUA.

17. How do I buy hosting services for an existing solution?

Apply the buying rules for a “NEW Customer Contracts”.

18. How do I buy hosting services for products that are not able to be hosted by CUAFHPS2012 suppliers?

Where an agency wishes to purchase a product solution (e.g. Smartstream) and a hosting service provider is not available for that product through CUAFHPS2012, the hosting service is out of scope of the CUA. Agencies are to procure the product through CUAFHPS2012 and hosting services either through the CUA169209 - Data Centre Facilities and Associated Management Services (non-mandatory) or through normal procurement methods following SSC policies.



NEED MORE INFORMATION? Appendices

Appendix 1: Accessing CUA Information online

Forms and Tools Quote Form

Contractors Details Price Schedules

Links to CUA information

Government Contracts Directory

Still need more information?

Contact the Contract Manager

https://www.contractswa.finance.wa.gov.au/resources/Quote_Form_-_CUAFHPS2012_Appendix_2.dot?


http://www.contractswa.finance.wa.gov.au/category.jsp?order=alpha&STMP=121105084537531


APPENDIX 1: ACCESSING CUA INFORMATION ONLINE The options available to you to access CUA information including contracted prices, contractor details and order forms will depend on the procurement system used in your agency. Systems available to you could include Oracle or SAP.

If you experience any difficulties locating CUA information, please call the Service Centre on 6551 2020.

Public Authorities with No Dedicated Procurement System If your agency has no dedicated online procurement system, access the CUA information via Contracts WA.

http://www.contractswa.finance.wa.gov.au/