1. Where can I obtain procurement documents (policies, guidelines, templates, etc) and what are the procedures to follow?
The Policies and Procedures page contains the following documents to ensure staff adhere to the proper policies and offer guidance when acquiring goods or services on behalf of the University. These documents apply to all University activities including foundations, centres, associations and institutes not separately incorporated.
- Procurement Policy
- Tendering Procedures
- Purchase Order Procedures
- Corporate Card Procedures (1MB PDF)
- Non-Allowable Expense Procedures (126KB PDF)
The Templates page contains the following documents to assist staff in acquiring goods or services below $200,000 (including GST).
- Request for Quotation (RFQ) template
- Evaluation criteria template
- Total Cost of Ownership (TCO) schedule
- Standard University Agreements
- Evaluation Team Member declaration
- Software licence checklist
2.What agreement should I use and do I need a confidentiality agreement for? – ie contractor / consultant / trainers / sole trader, etc. Do I need to go through OGC?
As per section 9.2 of the Delegations of Authority, the General Counsel has delegation to approve Confidentiality Agreements imposing obligations on the University to protect confidential information owned or held by third parties. Please contact the Office of General Counsel to obtain the appropriate document for the supplier to review and comment.
Please refer to the Standard University Agreements for further information.
All RFQ responses should be evaluated in a consistent and fair manner. The evaluation criteria (both qualitative and quantitative) should be defined and agreed to by evaluators prior to reviewing any response. The evaluation criteria template can be used for this purpose.
The University's External Interests Policy outlines the general standards of conduct expected by all staff members. The Buyer should ensure that all staff involved in the Request for Quotation (RFQ) development, release and evaluation stages have completed an Evaluation team member declaration.
The Standard University Agreements must be used whenever the University is purchasing goods or services, except for instances of specialised procurement.