Procurement processes

Procurement Policy

The Procurement Policy (opens in a new window) outlines the actions that must be followed to procure goods, depending on the level of expenditure involved.

The overall objective of the University's Procurement Policy is to ensure that goods and services are obtained expeditiously and economically, that operational requirements are satisfied and that legislative requirements are met.

The procurement procedures have been developed to meet the following criteria:

  • Accountability of the University
  • Ensuring accountability of participating officers for their decisions and actions
  • Equity for all parties concerned
  • Value for money

These pages are intended to provide University staff with a general understanding of the procedures involved in purchasing goods and services for the University.

Full details on how to conduct Procurement on behalf of the University are contained in the Procurement Policy

Procurement oversight for larger purchases is carried out by Tender Committees which are outlined in the Purchase and Tender Board Policy

Procurement Processes

As the value of a purchase becomes greater, greater pre-planning is required to make the procurement successful and secure value for money for the University. This may involve completing a procurement plan, conducting a tender process or making a submission to a Tender Committee to ratify the results of a supplier selection.

The best results will be achieved by allowing sufficient time for the procurement to be conducted and seeking advice from the Procurement group to assist with your planning.  The earlier Procurement advice is sought, the greater the impact it will have on assisting with the process.

A list of the current procurement processes based on value is shown below:

Thresholds (excluding GST)MinimumNotes
Less than $5KNo quote requiredUse corporate credit card where possible
Less than $30K (Consultants only - account code 7107)1 written quoteOne-off engagement of consultant. Attach copy of quote and other relevant information in Oracle I-Procurement
More than $5K to $50K3 written quotesAttach copies of quotes and other relevant information in oracle I-Procurement
Less than $150K (procurement of scientific equipment or accessories to match existing assets for research or teaching continuity or maintenance agreement with equipment OEM or sole agent)1 written quoteWhere supplier can be proven to be the only Australian agent for equipment. Attach copy of quote and proof of OEM or sole agency in Oracle I-Procurement
More than $50K to $250K3 written quotes and submission to the Associate Director, Procurement or as per clause 67.Use University pro-formas and complete a procurement plan prior to procurement action commencing. Attach copies of quotes and other relevant information in oracle I-Procurement
More than $250kA Tender process must be undertaken. A Procurement Plan is to be completed and the results of the tender approved by the relevant Tender Committee , Template documents to support the Tendering process must be completed. Further information is available from the Procurement Office.

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.
  • The Code of Conduct is followed.

Restricted Items

The Procurement Policy outlines items that are in a restricted category and can only be purchased by responsible business areas.
These are referred to in Part F of the Policy and detailed in the associated information. Restricted items include:

  • Motor vehicles
  • IT hardware
  • IT software
  • Construction and associated services
  • Travel
  • Legal Services

Where the procurement of a Restricted Item is required, the business area nominated in the Policy is to be contacted and they will arrange for the procurement to be undertaken.

Tendering

Procurement Plan templates to support a Tender process are available on the Procurement plans page. For assistance please contact the Procurement office.

Where suppliers are required to submit responses via a Tender Box to ensure probity and security, the electronic TenderLink system is to be used. Staff access to TenderLink is controlled through the Procurement area.  Please contact the Supervisor Purchasing and Assets to arrange access.

Financial Delegates

The authority to purchase on behalf of the University is vested in nominated positions as outlined in the Delegations Policy - Section 2 'Holders of Delegations` and is subject to the conditions and principles attached as outlined in Section 3 of that document.

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

Payment Methods

The University employs a number of different methods to pay for goods and services. These are set out below with a description of the type of transaction for which it is appropriate:

Purchase/ payment method:Intended for purchase of:
Corporate Credit Cards
  • Consumable items normally under $5,000
  • Travel and accommodation charges
  • Subscriptions
Fuel Cards
  • Fuel for University vehicles
Purchase Requisitions
  • General procurement from suppliers
  • Expensive consumables
  • Assets
Contracts
  • Agreements for construction of assets, e.g. buildings
  • Maintenance agreements
  • Service agreements
  • Significant consulting agreements

The method chosen should be appropriate to the nature and value of the goods and services required.

University Corporate Credit Cards

Corporate Credit Cards are for official business purposes only. Misuse of cards will result in revocation and may result in disciplinary action being taken by the University.

Corporate Credit Card is a preferred method of purchasing goods and services from external suppliers/contractors (other than asset items and larger value purchases) generally up to the value of $5,000.

Full details are available in the Corporate Credit Card Policy


Fuel Cards

The University arranges to issue two (2) fuel cards with all University-owned vehicles.

All fuel purchases shall be obtained via the fuel cards. Corporate Credit Cards should not be used for fuel purchases except during any change-over of a vehicle where fuel cards are not yet available.

The only costs that can be charged to petrol cards are fuel and oil. Personal expenditure is not allowed.

Record Keeping

Records of all procurement activities must be kept by the business area conducting the purchasing and filed in the TRIM system. Records include, copies of quotes or tender responses, Purchasing Plans, minutes of Tender Evaluation Committees, approvals from Financial Delegates, contract documentation and any other relevant documentation to support the decision made by the University with regard to the selection of suppliers.