Data Centre as a Service (DCaaS) Multi Use List

7. Agencies seeking servicesAgencies use the Service Catalogue to find Suppliers that meet their requirements. Agenciesmust then follow the Commonwealth Procurement Rules to select a Supplier. The Agency willnegotiate a Work Order with the preferred Supplier, detailing the specific work to beundertaken.Seeking services on the Service CatalogueConsistent with Schedule 4 Operational Rules of the Deed:1. Agencies will undertake an internal assessment of their requirements. This will involvereviewing services in the Service Catalogue and securing internal approval to approachthe market. AGIMO will provide guidance to the Agency on using the Service Catalogueand the development of their Request for Quotation (RFQ).2. Agencies send AGIMO their approved RFQ for DCaaS Services.3. AGIMO will forward the RFQ to Suppliers whose services match the requirements.4. Suppliers provide Quotations to AGIMO, who will forward these on to the Agency.5. Agencies then undertake their own Value for Money Assessment and secure the internalapprovals and funding to undertake the work.6. Following this approval, Agencies and Suppliers negotiate to form a Work Order.7. The Work Order must be provided to AGIMO prior to execution for review. The reviewwill check that services are consistent with the offering on the Service Catalogue.Statistics of Work Orders will also be kept to measure the amount of work arising fromthe MUL. These statistics will then be used to measure whether the MUL is providingvalue to the government.8. Once the Work Order is signed, the Supplier can undertake the work.Seeking services not on the Service CatalogueAgencies may approach AGIMO proposing new services that could be provided through the MUL.If these proposed new services are within the scope of the MUL:1. AGIMO will publish a general request on the AGIMO website and send an email to theregistered Contact Officer for each Supplier.2. Suppliers have the following options:a. Suppliers who already offer the wanted service through the Service Catalogueshould respond to AGIMO explaining this and provide and RFQ response;b. MUL Suppliers who do not currently provide the wanted service to the MUL, butwould be able to/prepared to do so, should submit a Service Details Form todatacentres@finance.gov.au with their RFQ response; andc. New Suppliers may respond to the RFQ by completing the AFI pack onAusTender.3. Once the new service has been approved it will be added on to the Service Catalogue.4. AGIMO will coordinate the approved responses and forward them to the Agency.5. Steps 5-8 are the same as above.These steps are outlined in the process map below.Data Centre as a Service (DCaaS) Multi Use List – Guidance for Suppliers | 7

8. ReportingMonthly ReportingAs agreed in the Deed Clause 19, Suppliers on the MUL are required to provide AGIMO withmonthly reports by the 5th Business Day of every calendar month. This information will be usedto monitor the effectiveness of the MUL.To provide a monthly report:1. Download the Monthly Report Template (Schedule 5 of the Deed).2. Follow the instructions on the template.3. Email the completed form to the DCaaS MUL Contact Officer atdatacentres@finance.gov.au.Notifiable EventsShould any notifiable events (Deed Clause 19.2) occur, the Supplier should advise AGIMO inwriting by emailing the DCaaS MUL Contact Officer at datacentres@finance.gov.au.Feedback from AgenciesThe Operational Rules (Deed Schedule 4) provide for Feedback by Agencies. At the conclusion ofeach relevant Work Order, or otherwise as agreed with AGIMO, an Agency will assess aSupplier’s performance against the following criteria:a) quality of service;b) accuracy;c) responsiveness;d) understanding of Agency needs/requirements;e) professionalism and experience of Personnel working on the service; andf) value for money.The feedback will be in the form of a numerical score against each criterion. The scoring scale isas follows:1. Did not meet needs / expectations;2. Met some needs / expectations;3. Met all needs / expectations; and4. Exceeded all needs / expectations.Agencies are required to complete and submit their feedback to AGIMO. This is For Official useOnly information and will be shared with other Agencies on a confidential basis. An Agency mayat its discretion, provide a copy of the completed evaluation form to the Supplier.This feedback arrangement will not replace any process or arrangements that Agencies andSuppliers wish to use in order to deliver performance feedback. Any issues in relation toperformance management and a Supplier’s performance evaluation should be resolved betweenthe Agencies and Suppliers, in accordance with the dispute resolution procedures in theWork Order, Schedule 2, Clause 12.9. Leaving the MULUnder clause 20.3 of the Deed, the Supplier may resign from the MUL on provision of 30 daysprior written notice to AGIMO.Data Centre as a Service (DCaaS) Multi Use List – Guidance for Suppliers | 9

10. Appendix B: DefinitionsThe following definitions will apply to this Guidance for Suppliers, in addition to those termswhich are defined in the body of this document:AFImeans the Application for Inclusion to join the MUL.AFI Closing Time 2pm, Australian Capital Territory Time, 29 May 2014AFI ResponseAgencyAGIMOApplicantContractDeedFMA AgenciesSupplierWork Ordermeans a response to this AFI.means any one or more of the following as the contextrequires:all agencies subject to the Financial Management andAccountability Act 1997 (Cth);all bodies subject to the Commonwealth Authorities andCompanies Act 1997 (Cth);all other bodies governed by the Governor-General or aMinister of the Commonwealth or over which theCommonwealth exercises control;and all bodies governed by a State Governor or by aMinister of a State or Territory or over which a State orTerritory exercises control (including departments inState or Territory Governments).the Australian Government Information ManagementOffice is a business group of the Department of Financeand Deregulation.an entity or person who has responded with an AFIResponse or, where the context requires, is potentiallyresponding with an AFI Response.has the meaning given to that term in the Deed.means the DCaaS MUL Head Agreement in the formincluded in the AFI.all agencies subject to the Financial Management andAccountability Act 1997 (Cth)an entity or person who has entered into a Deed with theCommonwealth.has the meaning given to that term in the Deed.Data Centre as a Service (DCaaS) Multi Use List – Guidance for Suppliers | 10