General Queries

Frequently Asked Questions - General Queries
  1. What does Procurement Services do?
  2. What benefits do Procurement Services provide, and to who?
  3. How do I assess the value of Procurement?
  4. What do I do if I'm unhappy with the goods/services I have purchased through a preferred supplier?
  5. What if I can get a good discount but the value is over my Corporate Card limit?
  6. Can a supplier use the University as a testimonial?
  7. Can I purchase goods from overseas and how does the warranty work?
  8. Is there a supplier blacklist?
  9. Can I use a University owned vehicle to travel to clients and how do I get it?
  10. Do I still need to get a quote if the addition of GST takes the purchase price over $10,000?

1. What does Procurement Services do?


Procurement Services works with different University departments and bodies to analyse their plans, requirements and historical spending with suppliers. We then use this information to make decisions to procure goods and services more effectively and efficiently.
Our goals are to:

  • Optimise performance, value and quality
  • Minimise bottom line costs through cost takeouts, avoidance and price reductions
  • Evaluate total life-cycle management costs and total cost of ownership
  • Promote competitive, auditable and transparent supply opportunities through the tender process
  • Promote the University as 'customer of choice' to the supplier community
  • Increase the value of each dollar spent
  • Promote sustainable and Corporate Social Responsibility (CSR) practices

2. What benefits do Procurement Services provide, and to who?


The University spends approximately $300 million annually on non-capital, non-salary goods and services.

The benefits of Procurement Services go beyond price savings to reduce the total cost of ownership:

  • Reduction in cost per unit
    Pricing improvements
    Supply chain savings
    Reduced lifecycle costs
  • Change in consumption volume
    Demand management
    Specification review
  • Improved operating efficiency
    Reduced procurement and non-procurement related operating expenses
    Performance Monitoring
  • Improved supply chain management
    Socioeconomic goals
    Optimised supplier relationships

Procurement Services works to find both dollar savings and process improvements that can lead to substantial savings. The University, industry suppliers and ultimately the community benefits when the University can better define its purchasing requirements and provide committed purchase volumes, and in return industry suppliers can provide better pricing and solutions.

Through closer supplier relationships, more efficient processes can be developed.

E-procurement and increased visibility in purchasing can result in standardisation, decreased costs and time, and improved quality.

3. How do I assess the value of Procurement?


The value is based on the probable sum payable to the provider over the term of the contract. If the value is $100,000 per annum for two years, then the value of the contract is estimated at $200,000. If there was an option to extend the Contract for a further year then the value is estimated as $300,000. Values are to include GST, as this is the total amount payable to the supplier.

4. What do I do if I am unhappy with the goods/services I have purchased through a preferred supplier?


If any issues with the supplier arise throughout the life of the contract, an established escalation procedure (via the Agreement) could ensure that the appropriate persons are engaged to resolve any issues. This procedure should cover both escalation within the supplier’s account management structure and also escalation within the University.

Any instances of unacceptable performance or failure to deliver the product / service to the agreed level, should be recorded as part of the supplier performance management process and managed, where necessary, via the escalation process.

5. What if I can get a good discount but the value is over my Corporate Card limit?


Please follow the University’s Corporate Card Procedures (1MB PDF) regarding its use and any requests for limit increases.

6. Can my supplier use the University as a testimonial?


Please refer to the University Brand Guidelines for the correct method to use the University and the logo as a testimonial

7. Can I purchase goods from overseas and how does the warranty work?


The University’s standard suite of agreements developed by the Office of the General Counsel provides for warranty requirements. Please refer to the Standard University Agreements.

8. Is there a supplier blacklist?


The University does not currently have a formal supplier blacklist. However Procurement Services can assist with conducting credit reports on suppliers if you are unsure of their financial stability. Please contact Procurement Services to discuss further.

9. Can I use a University owned vehicle to travel to clients and how do I get it?


Please refer to Fleet Management or contact the Fleet Management office for further information.

10. Do I still need to get a quote if the addition of GST takes the purchase price over $10,000?


University Purchase Orders are to be issued for all purchases above $10,000 (including GST), except those acquired using the University Corporate Card and Library information resource orders