This fact sheet lists the current contractors and outlines the process for entities1 to move to a new data centre environment.
The Data Centre Facilities Supplies Panel (DCFSP)
The updated panel augments our existing arrangements under the Data Centre Facilities Panel (DCFP) and offers entities a more scalable and flexible method to meet a wide range of requirements.
The DCFSP provides entities with a simplified procurement process, better pricing and pre-agreed contract terms for the procurement of high quality data centre supplies.
This panel demonstrates a significant move forward in our approach to simplifying and streamlining Government’s procurement of ICT.
What is the difference between the DCFSP and the DCFP
Entities will enter into supplies contracts rather than leases to procure supplies from facilities located around Australia.
Who can use the Panel
The panel is the mandatory procurement avenue for Non-Corporate Commonwealth Entities subject to the Public Governance, Performance and Accountability Act 2013 (PGPA Act). Non-Corporate Commonwealth Entities that wish to opt out of Whole of Government ICT arrangements must follow the Opt-Out Process.
The following entities may opt-in to the panel:
- Corporate Commonwealth Entities;
- All other bodies governed by the Governor-General or a Minister of the Commonwealth or over which the Commonwealth exercises control; and
- All bodies governed by a State Governor or by a Minister of a State or Territory or over which a State or Territory exercises control (including departments in State and Territory Governments).
When to use the Panels
An entity must use either the DCFP or the DCFSP when making its next data centre investment decision. The investment decisions or trigger events are lease expiry, outsourcing contract expiry, major asset replacement, building move, end-of-life of the data centre, or significant change in data centre capacity.
Benefits of the DCFSP
- Reliability: increased availability and redundancies in a high availability data centre will reduce risk to entities core business.
- Pre-Qualification: panel contractors have been assessed and selected through an open tender process. This reduces the procurement and legal costs to entities.
- Ease of Comparison: detailed service descriptions and comparable pricing models on facilities allow entities to choose the types and levels of service they require from these contractors.
- Environmental Impact: consolidating data centre sites and moving to a data centre on the panel reduces costs through a smaller data centre footprint.
- Monitoring and Reporting: better visibility of running costs, which can lead to better management practices. E.g. power and cooling costs are known.
Panel members include:
- Australian Data Centres Pty Ltd
- Canberra Data Centres Proprietary Limited
- Datacom Systems (ACT) Pty Ltd
- Datapod (Australia) Pty Limited
- Digital Sense Hosting Pty Ltd
- Fujitsu Australia Ltd
- Hewlett Packard Australia Pty Ltd
- iiNet Ltd
- iseek Communications Pty Ltd
- Macquarie Telecom Pty Ltd
- Metronode Pty Ltd
- NextDC Limited
- NTT Com ICT DC Solutions (Australia) Pty Ltd
- Pacnet Services (A) Pty Ltd
- Red Cloud Ltd
- Vocus Data Centres Pty Ltd.
Entities are requested to contact the Department of Finance (Finance) prior to visiting these facilities so Finance can provide updates.
How to use the Panel
Liaise with Finance
Entities should consider data centre requirements 18 to 24 months prior to a trigger event and are encouraged to contact Finance to discuss requirements including timelines, space (m2), power and power densities (kW/rack), additional services, location preferences and dependencies.
As the panel was established after an open tender process, entities may chose to either directly source from the panel or release a Request for Quotation (RFQ). If directly sourced then the entity can move directly to negotiating their requirements for the facility with that contractor.
If an RFQ is preferred, Finance will work with the entity to develop an RFQ. Once this has been agreed, Finance will release the RFQ to panel contractors who can meet the entity’s requirements and seek quotes.
Once the responses have been received, Finance will evaluate the financial component and the entity will evaluate the technical component. The entity will then conduct a value for money evaluation and prepare a report for the approving delegate recommending a preferred contractor.
Negotiate the requirements
Once a facility has been chosen, the entity will work with the preferred contractor to finalise and agree requirements. These might include timelines, set up costs, ongoing costs, power density, telecommunications connections, cross-connects, security clearances, subcontractors, technical requirements, availability required, and/or the ability to grow or reduce space.
Following agreement on the requirements, entities should then:
- Secure financial approvals from the delegate;
- Draft a contract order form encompassing the agreed requirements;
- Forward the contract to Finance for QA and approval in writing; and
- Execute the contract order form.
It is the entity’s responsibility to ensure that the procurement complies with the Commonwealth Procurement Rules and entity specific Accountable Authority Instructions.
- For more information please call the ICT Procurement hotline on 02 6215 1597 or email firstname.lastname@example.org.