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A Procurement Plan is required for any purchase valued at over $50K. Procurement Plans are to be completed prior to any purchasing activity commencing and are intended to provide an outline of the activities that will be undertaken during the procurement.
Two pro-formas are available for use covering procurement valued at less than $250K and for when a tender is undertaken. These are intended as a guide and cover the key elements required when planning procurement:
- The outcome of the procurement: Generally this would be to obtain goods, enter into a contract or establish a supplier panel.
- An indication of the value of the procurement: This may refer to the project budget or be guided by discussions with suppliers. The value of the procurement will govern the process to be followed and is intended to provide an indication as to the size and complexity of the work to be undertaken.
- Which suppliers will be approached for the procurement and how they have been identified: These may be previous suppliers, recommendations from consultants, NSW Government or University supplier panels. In the case of a tender, this may also be a general approach to the market through a public advertisement.
- How the requirement information will be provided to the suppliers: Generally this would be by email using a quote or tender pro-forma to ensure that all suppliers receive the same information and are able to provide a suitable response.
- How responses will be received from the suppliers: This will generally be by email, use of tenderlink or some other means that ensures that all respondents are treated equally.
- Evaluation criteria: Outline how the proposals will be evaluated and what criteria will be used. For generic items this may be on price alone. For more complicated service based requests this may include mandatory criteria and a mix of qualitative and price to ensure a balanced approach. For procurement over $20K, evaluation criteria must be completed prior to commencing the process and can be advised to the suppliers for transparency and to allow them to provide a more tailored response.
Business units may develop their own Procurement Plan templates which are to contain the key points above and be reviewed by the Associate Director Procurement prior to use.