ICT Supply

Purpose of this policy

To provide schools with quality assured information and communication technology (ICT) products and services:

  • for a reduced and competitive cost
  • without having to conduct tenders or obtain quotes.

Policy

Schools are encouraged to use preferred suppliers to:

  • access competitive pricing which has been negotiated on the basis of guaranteed or anticipated purchasing
  • have protection provided by the Department’s contracts on warranty, pricing and problem solving issues
  • be able to purchase directly from the pricing schedule without having to call tenders or obtain quotes
  • obtain equipment that has been technically evaluated by independent, professional companies.

Note:   If the preferred suppliers are not used, the products and services pricing schedule should be used as a benchmark.

Background

The Information Technology Division (ITD) has responsibility for developing cost effective arrangements with preferred suppliers. 

Agreements are entered into after a public tender process for which the Department has:

  • obtained all necessary purchasing approvals
  • ensured that these suppliers are reliable and committed to providing lower prices and quality equipment to schools.

Products and services

This table describes the sourced products and services.

Product or
service type
Description

CASES21 equipment

A single supplier is usually selected through a tender process to provide equipment for the CASES environment. 

See: ICT Products and Services Pricing Schedules

Hardware

For each piece of hardware the ICT Products and Services Pricing Schedules provides:

  • up to date prices
  • technical and support information
  • a panel of between 1 and 4 suppliers
  • purchasing procedures. 

Note: The CASES preferred supplier is included in the panel of hardware suppliers.

Hardware includes:

  • file servers (including Uninterruptible Power Supplies)
  • computers including:
    • netbooks
    • notebooks
    • desktops
  • multi function devices
  • printers
  • interactive whiteboards
  • video conferencing products
  • local area network products.

Software

The Department maintains arrangements with software suppliers so that software applications can be provided to schools.

See: Software for more information about:

  • products
  • acquisition
  • licensing issues
  • Microsoft's operating systems requirements
  • work at home software.

Operating lease facility

Other ICT Products and Services Pricing schedules.  This information provides:

  • information on arranging a lease
  • issues determining whether to lease or buy
  • comparisons between lease options.

Purchasing documentation

This table describes documents used to place an order.

Document Description

Purchase order

Purchase orders must include:

  • school:
    • name
    • address
    • contact person
    • telephone number
  • supplier:
    • contract number from the ICT pricing schedule quoting “This Order is made pursuant to Contract [insert supplier’s contract number]”
    • name
    • address
  • products and/or services:
    • description
    • quantity
  • prices and additional charges such as freight charges, when required
  • delivery instructions.

Note 1: The purchase order forms:

  • part of the Department's contract with the supplier
  • a separate contract between supplier and the school. 

Note 2: Title and responsibility for purchased items transfers to the purchasing organisation upon acceptance of the terms.

Attachments

Attachments may be required to show:

  • the date from which the supplier is to be given access to site, such as for site preparation or delivery
  • requirements for:
    • product or service integration
    • acceptance testing
    • documentation to be provided with products or services
    • training
  • terms of payment (if different from the default terms of the agreement with payment occurring within thirty days of receiving an invoice)
  • penalty or damage clauses in additional to the default requirements
  • work plan and required delivery dates for provision of products and services.

Related policies