����������

Buying rules

Buying process

All Purchases:

1. Identify the need for outcome and solution(s) that may deliver this to your organisation.

2. Market research, identifying solution(s) available and indicative pricing from:

• Marketplace only where no viable alternatives are identified outside the Marketplace; or
• Marketplace and other non-CUA sources where alternatives exist in the market.

Proceed according to estimated contract value below.

Note: where the purchase price is anticipated to exceed $250K, Agencies should consult with the Department of Finance Agency Procurement team as soon as possible.

Purchases Up to $50K

3. Confirm any additional internal procurement requirements with your Agency’s internal procurement team. Where applicable, first satisfy these requirements.

Note: Some Agencies have additional requirements that must be first satisfied before proceeding with procurements up to $50K.

4. You may purchase directly through the Marketplace.

This should be done through your MS or AWS Account rather than credit card purchase where possible, ensuring you receive the benefits of the relevant Enterprise Agreement (EA). Please refer to the following page for more details.

5. Please record the contract within your Agency’s contract register.

Purchases Greater than $50K

3. Test the market. Customers must seek quotes / pricing for options in accordance with WA Procurement Rules and your own Agency’s buying guidelines. This generally includes:

• Written Quotes: Up to $250K the Customer must seek written quotes, some of this may be available through the Marketplace or elsewhere within the broader ICT market.

Note: In some cases, fixed prices for solutions directly integrating with the cloud environment may be listed in Marketplace and directly used for evaluation purposes.

• Request for Tender: Above $250K involves an open tender process. Marketplace vendors may be invited to respond to this along with other in market vendors, and may choose to reference Marketplace in their Offer. Department of Finance must be involved in procurements at this value.

Alternatively, where the Marketplace solution is identified as the only suitable solution the Agency must document this and seek appropriate approvals (internally and/or from Finance based on delegation schedules and WA Procurement Rules). In this scenario the Customer may not be required to complete Steps 3 and 4.

4. Evaluate any offers, quotes or pricing and clearly document the value-for-money decision in an Evaluation Report commensurate with the value, risk and complexity of the contract.

Note: for lower value or less complex requirements a one-page summary may suffice.

5. Where a Marketplace solution is recommended after sufficient market testing, the Customer may then source through the relevant Marketplace.

This should always be done through a Customer’s EA Account for either MS Azure or AWS Marketplace purchases rather than through purchasing card. This enables the spend to be captured against the account and CUA, contributing to commitment amounts that drive savings and other benefits.

Credit card / purchasing card purchases do not deliver additional benefits.

6. Please record the contract within your Agency’s contract register.

For further information please refer to the FAQs in the accordion below or select the relevant contact:

The CUA Manager:

• CUAAWS2020 – Rob Larkins 
• CUAMS2019 – Roz Carter

Agency Procurement Services Team:

Please refer to the Agency Procurement Services Contact List for the appropriate team leader to contact for your agency.

Is my Marketplace purchase considered a CUA purchase?

Marketplace purchases are within scope of CUAMS2019 and CUAAWS2020, but on a non-mandatory basis in both cases.

Customers may opt to source these through the CUA or outside of the CUA. Given the direct integration with AWS and Azure Clouds, it is often an efficient means of purchasing complementary products / services. Additionally, purchasing through account(s) setup under these arrangements contributes to any commitment amounts with AWS or Microsoft.

Can I make Marketplace purchases using a credit card

It is possible to make Marketplace purchases using a credit card, however this will not be captured under your EA Account and thus be deemed off-CUA spend that does not contribute toward Agency or ���������� commitment values.

For both efficiency and in delivering the greatest benefit to WA ���������� any Marketplace purchases should be made through your EA Account rather than using credit card/purchasing card.

How much do Marketplace purchases contribute to AWS and/or Azure spend commitments?

• 100% of Azure Marketplace fees contribute to commitment amounts. If $100K is spent in the Azure marketplace this will contribute to government Azure commitment amounts, provided this is linked to your account.
• 50% of AWS Marketplace fees (excluding professional services) contribute to your Agency’s AWS Contract Year commitment.

Do AWS or MS Discounts apply to Marketplace purchases?

Marketplace purchases are with third party vendors that have their own pricing and discount regimes in place, which are independent of Microsoft or AWS.

Do Marketplace solutions operate under the same T&Cs as Microsoft or AWS?

No, Marketplace purchases will also require acceptance of any third-party T&Cs, however there is currently some standardisation of these occurring, and “government T&Cs” may be included in future for some commonly sourced options.