Quotes and contract purchasing

NSW Government Contracts

University staff are to use NSW Government or other procurement consortium contracts where they exist for goods and services.  Suppliers on these types of contracts have been pre-approved meeting standards set down by the NSW Government Department of Services Technology and Administration or the establishing agency. A list of NSW Government contracts and guides for their use is available on the NSW Procurement website (opens in a new window).

The contracts may have single or multiple suppliers and can be for specific products and costs or a more general panel supply arrangement where pricing has to be sought for specific products. Where a contract has a panel of multiple suppliers, University staff are encouraged to obtain quotes from these suppliers to determine the best value for money outcome. These contracts will generally provide good pricing but it is often possible to obtain competitive prices below those offered on Government contracts.

The University is an approved user of contracts for goods and services established by the NSW Government. The Supervisor Purchasing & Assets can assist with advice on NSW Government Contracts and arrange for access to these contracts if necessary.

Inability to Obtain Quotes / Sole Supplier

In unusual situations it may not be possible to obtain quotations or go to tender because a single supplier exists.  If this situation is deemed to exist, the reasons to carry out the procurement by Direct Negotiation is to be documented and submitted to the CFO (for purchase value up to $250K) or the relevant Tender Committee (for value over $250K) for endorsement. This is referred to as a Sole Supplier arrangement. A Procurement Plan for Sole Supplier template (DOCX, 115.87 KB) (opens in a new window) is available to facilitate this.

Procurement by direct negotiation has inherent risks and University staff involved should be familiar with ICAC publications covering Direct Negotiations available on the ICAC website (opens in a new window).

Direct Negotiation should only be considered:

  1. Where there is only one available supplier for the goods and/or services;
  2. Where there is an ongoing or associated project and there is a compelling case to continue with a particular supplier;
  3. Where there is a legitimate reason to renew or rollover a contract;
  4. In cases of genuine emergency.