Procurement Process

This page is intended to provide University staff with a general understanding of the procurement process. The Procurement process in administered through WesternNow which has several Knowledge Articles to provide step by step details on the services Procurement provide.

Purchase Orders (PO’s) are now raised through the new WesternNow Portal! For guidance/information on how to raise a PO on this new platform please watch the below tutorial video (staff login required).

For assistance please contact Procurement and Corporate Services via WesternNow in the first instance.  Procurement offer the following services.

  • Purchasing of Goods and Services – all values
  • Creating and amending Supplier details
  • Software Deployment
  • Telephony
  • Travel
  • Stationery
  • Contracts
  • GIPA Compliance
  • Assets
  • Disposal of a non-leased asset
  • Print
  • PO Compliance
  • Software Purchases

How to purchase (goods and services) at Western?

  1. Are you seeking to purchase a restricted item?
    1. Legal services, IT hardware, IT software, construction and associated services refer to Restricted Items Knowledge Article for a full list and ‘How to’ steps to purchase these items
    2. If no, refer to step 2
  2. What is the total cost of the purchase?

Total Cost of Ownership

Procurement Requirements

Approvals Required

Contracts Required

Less than $5K

  • No quote required
  • Pay via a credit   card (preferred)
  • Or raise a   Purchase Order (PO) in WesternNow Financial Delegate
  • Financial Delegate

N/A

$5K - $50K

  • 1 written quote   required and raise a purchase order in WesternNow
  • Financial Delegate
    (Approval obtained through WesternNow)

WSU Purchase Order Terms and Conditions (issued with the PO)

$50K - $250K

  • Procurement Plan   via WesternNow
    - 3 written quotes
  • Generate Purchase   Order
  • Line Manager
  • Financial Delegate
  • Procurement Delegate

The type of contract used will be either a standard form template approved by the Office of General Counsel or a bespoke contract, depending on the type of Procurement activity and level of risks involved.

Procurement’s Contract Management - o assist in the first instance to ensure the agreement is appropriate to the nature and value of the goods and services required. Please raise a Procurement Plan or General Enquiry – Contracts ticket to contact Contract Management.

$250K +

  • Tender process to be undertaken – submit a Procurement Plan via WesternNow
  • Line Manager
  • Financial Delegate
  • Procurement Delegate

In all cases when procurement activities are being undertaken the following basics should be adhered to:

  • There is a business need for the transaction.
  • The business area has sufficient budget to meet the total costs of the procurement. In addition to the goods or services, these costs may include installation, training, improving infrastructure or hiring additional staff to support the purchase.
  • Transactions are not split to circumvent policy.
  • Total Cost of Ownership must include total purchase value over the term of engagement
  • Any variation or deviation from the Procurement Matrix will require Strategic Procurement approval. Please raise a Procurement Plan to obtain this approval.
  • The appropriate Delegate must approve Procurement activities to be initiated

Process for $50K - $250K

Procurement Process for 50K - 250K

Process for $250K +

Procurement Process for 250K +

Restricted Items / Preferred Suppliers

Restricted Items
The University has authorised certain business units to negotiate and secure contracts for particular goods and/or services on its behalf.  Only those nominated areas are authorised to procure for these items. These restrictions are approved by the Vice-President, Finance and Resources. Refer to the Knowledge Article for specific items and processes

Preferred Suppliers
These are a list of suppliers who supply specific goods and/or services to the university. All goods or services with a preferred supplier are listed in the Restricted Items Knowledge Article. All purchases must go through Strategic Procurement or the relevant business unit to procure.

GIPA

Government Information (Public Access) Act 2009 (GIPA) mandates Government Contracts with a value over $150K (inc GST) be available to the public. Completion of the procurement process will enable compliance with GIPA – Contract disclosure.

It is the responsibility of the Delegate to ensure that GIPA requirements are met for Procurement activities and that the GIPA Contract Register is kept up to date with all subsequent variations. Refer to the GIPA knowledge Article for further details

Financial Delegates

The authority to purchase on behalf of the University is vested in nominated positions as outlined in the Delegations of Authority Policy.

The Financial Delegate (or holder of the appropriate delegation) for a procurement transaction is responsible to ensure that they are satisfied of all of the appropriate procedures and process have been followed before authorising the purchase transaction.

Contract Management Process

Strategic Procurement will assist with determining the appropriate standard contract form for the activity. If you require contract assistance, please raise

  • Procurement Plan (purchasing new goods and service)
  • General Enquiry – Contracts