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).
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