Procurement
Flinders University procures a wide range of goods and services each year through Colleges and Portfolios.
Procurement Services assists in a number of specialist areas, including:
- Providing professional advice, guidance, and support;
- Evaluation of tenders and the selection of preferred suppliers across a broad range of product and service categories; and
- Negotiating supply agreements and goods and services contracts which provide ‘value for money’ for the University.
The University has a number of contracts with preferred suppliers for an increasing range of goods and services – where a preferred supplier already exists the University expects them to be used to ensure that the favourable terms and competitive prices already negotiated are realised.
Please note that the information on this site is “commercial-in-confidence” and for use by Flinders University staff only. The content is not to be communicated to any other person or party, this will be deemed a breach of probity regulations.
What you need to know before you conduct purchasing at Flinders University with the aim of achieving ‘value for money’ whilst using ‘fair trading’ practices.
Step 1: Check for a Preferred Supplier
The University has established contracts with preferred suppliers for a range of Goods and Services. To explore these categories please refer to Preferred suppliers
Step 2: Determine the Purchase Value
The process of selecting a supplier must ensure that ‘value for money’ is obtained and ‘fair trading’ is observed. A number of options exist and the process to be used will depend on the nature and the value of the items to be purchased. The requirements for quotations are in the table below.
It is recognised that there will be occasions where there are insufficient suppliers to meet purchasing policy requirements for multiple quotes. In such cases, these quotations should be obtained from the available suppliers and an Exemption from Quotation form be completed and approved.
Any conflict of interest, real or perceived, must be declared when selecting a supplier.
The “Value” referred to, relates to the total estimated cost value of a purchase (exclusive of GST) and not to individual line items. This may include the initial cost of the item, plus all related costs such as delivery and installation, optional parts, maintenance and consumable items over the term of the contract. Raising multiple purchase orders to reduce the individual costs of any one transaction is referred to as “splitting an order” and is not permitted.
| Value | Alternatives |
|---|---|
| <$5,000 | Single oral or written quote |
| $5,000 to <$10,000 | Two oral or written quotes |
| $10,000 to <$15,000 | Two written quotes |
| $15,000 to <$100,000 | Three written quotes |
Procurements above $100,000 (ex GST) will require the development of an Acquisition Plan (approved by the University's Strategic Procurement Committee [SPC] or delegate) which considers a range of factors including value, risk, market forces, and other relevant aspects. The optimum market strategy will be determined in conjunction with Procurement Services and may include one of the following approaches:
- Open-market Tender (e.g., Request for Proposal or Quote), or
- Selective Tenders (with a targeted number of providers), or
- Direct Negotiation (with a limited or single provider).
Procurement Services can further assist through the process which may include the following activities:
- Development of specifications and the market approach documents.
- Determination of the evaluation process.
- Determination of the contract documents to be used (with Legal Services).
- Approaching the market.
- Evaluation of offers.
- Negotiation with suppliers.
- Development of the contract (with Legal Services).
Approval
Under the SPC Terms of Reference, procurements valued between $100,000 and $200,000 (ex GST) need approval from the Associate Director, Procurement Services. Procurements valued above $200,000 (ex GST) need SPC approval.
It is important to consider the Total Contract Value (TCV) when determining the procurement cost. The TCV considers more than the initial purchase costs, and includes all other costs associated with the contract for that supplier. This can include purchase costs, licence fees, maintenance costs over the term of the contract, implementation costs from the supplier and consumables costs.
Please note: the SPC meets once a month to discuss pending acquisitions so this needs to be factored into your purchase timeline. See SPC Meeting Schedule
Further information
Staff shall ensure that they are not or are not perceived to be in a conflict of interest with any supplier. Those staff who have, or may be perceived to have, a vested interest in the outcome of the purchase should disclose any conflict to their supervisor and discuss whether they should exclude themselves from any role in the purchase.
Managing risk is fundamental to good purchasing and contracting. Staff involved in procurement decision making are expected to include identifying, analysing, evaluating, treating and monitoring risks as part of the procurement process in accordance with the University’s Risk Management Policy.
Contracts are important legal documents that protect the interests of the University and its clients and affiliates. Sound management of contracts is critical to the University's ongoing operations and is a central element in the University's risk management strategies. See Contracts management
The Strategic Procurement Committee (SPC) approves all purchases over $200,000 (ex GST) and meet on a monthly basis.
| Closing date for submissions | 2023 SPC meeting dates |
|---|---|
| 13 January | 20 January |
| 3 February | 10 February |
| 24 March | 31 March |
| 28 April | 5 May |
| 19 May | 26 May |
| 16 June | 23 June |
| 21 July | 28 July |
| 18 August | 25 August |
| 22 September | 29 September |
| 20 October | 27 October |
| 03 November | 10 November |
| 17 November | 24 November |
| 01 December | 08 December |
| *** Please note: All dates are subject to change depending on Committee member availability. |
Membership of the SPC
- Mark Gregory, Vice President, Corporate Services (Chair)
- Richard Porter, Chief Financial Officer
- General Counsel & University Secretary
- Luke Havelberg, Interim Chief Information Officer
- Shane Jennings, Director, Property, Facilities & Development
- Two College Representatives, both on an 18-month tenure, so each College is represented on the SPC over a 5-year cycle.
Sturt Rd, Bedford Park
South Australia 5042
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CRICOS Provider: 00114A TEQSA Provider ID: PRV12097 TEQSA category: Australian University
