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Guidelines for Developing a Simplified Acquisition Plan

Guidelines for Developing a Simplified Acquisition Plan. When Should Simplified Acquisition Plans Be Used?.

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Guidelines for Developing a Simplified Acquisition Plan

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  1. Guidelines for Developing a Simplified Acquisition Plan

  2. When Should Simplified Acquisition Plans Be Used? • Prior to approaching the marketplace, business units are required to complete and submit a Simplified Acquisition Plan for approval to the Assistant Director, Procurement and Contracting for purchases between $5,500 and $110,000 (GST Inclusive). • The Assistant Director, Procurement and Contracting, will consider the Simplified Acquisition Plan and determine the most appropriate procurement method to approach the market. • For purchases greater than $110,000 (GST Inclusive) a full Acquisition Plan is required. Please contact the Procurement Unit for further assistance.

  3. How to complete a Simplified Acquisition Plan…

  4. Step One Select the appropriate Project Type from the drop-down box: • Goods, Services, Goods and Services, or Consultancy. • The following information may assist in determining if a project is a Consultancy or a Contract for Services: • Consultants generally provide independent expert advice; • There is an expectation that the Consultant will exercise his or her own skill and professional judgement independent of the agency; • Recommendations made by Consultants are generally for decision-making or for management action; and • Tasks performed for a Contract for Service are generally under the direction of an employee of DECS. • Contact the Procurement Unit for further assistance in determining Project Type, if required.

  5. Step Two Specifications • Specifications are detailed descriptions of the goods and/or services to be provided. • Examples are provided below (1) Specifications for the engagement of a Contractor to undertake an evaluation of a DECS program may include: • A description of the data which will be evaluated; • The details of the roles and responsibilities of the Contractor and DECS; • The format and content of any documentation required; and • Timelines associated with the project. (2) Specifications for the procurement of a desktop computer may include: • Minimum system requirements to ensure compatibility with the DECS environment; • Any complementary equipment required (mouse, keyboard, speakers); • The quantity required; • Details of the proposed timelines; and • Minimum warranty period and any after-sales support services required. • Please refer to Accredited Purchasing Unit ‘Guidelines for Writing Specifications’ (http://www.decs.sa.gov.au/docs/documents/1/GuidelinesforWritingSpeci.pdf) or contact the Procurement Unit for further assistance.

  6. Step Three • Determine if the good/service to be procured is a once-off requirement or ongoing requirement.

  7. Step Four • Provide a summary of the goods and/or service you are proposing to procure. • Please indicate if the requirements are part of a phased/staged project as the Procurement Unit need to be aware of possible future requirements that may be linked to the overall requirements.

  8. Step Five Anticipated Value • Determine the anticipated value of the goods and/or services to be procured. • Please note that the anticipated value should be inclusive of all extension options. • The following factors may provide a basis for determining the value: • The value of previous projects with a similar scope; • Market research; and • Budgetary requirements.

  9. Step Six Ensure you have obtained expenditure authority approval from the appropriate financial delegate. • Evidence of expenditure approval can be attached as a separate briefing. • Alternatively, the appropriate delegate can grant expenditure approval by signing off as Action Director on the Simplified Acquisition Plan. • Please note that expenditure approval must be sought for the value of the contract, inclusive of extension options.

  10. Step Seven Identify the contract term, if applicable. • The Contract Term is particularly relevant for the provision of services. For goods, please indicate the proposed delivery/implementation date. • Please note you should include any extension options (e.g. Contract Term is two years, with the option to extend for a further two-year term).

  11. Step Eight Propose a contract start date. • The proposed start date will give the Procurement Unit an indication of project timelines. • In determining a proposed start date, adequate time should be allocated to undertake the procurement process. • An indicative timeframe for the process is as per the table on the right. Please note however, the actual timeframe associated with each project is dependent upon the process undertaken, project complexities, contract requirements and individual circumstances.

  12. Step Nine • Provide a list of at least 3 providers who can provide the goods and/or services required (including contact details). • In the ‘Comments’ section, provide a brief description of the providers listed ie. why they have been selected. • If you have not listed at least 3 providers, provide justification for varying from the standard procurement process.

  13. Step Nine (continued) • Please note: • It is a requirement that at least 3 providers are approached to obtain a written quote. • The requirement for 3 written quotes is considered to have been met if less than 3 responses are received. • It may be acceptable to approach less than 3 providers in some circumstances (e.g. intellectual property belongs to one particular organisation/individual; specialist knowledge/expertise; bona fide sole supplier). • The Simplified Acquisition Plan must be approved before providers are formally approached to provide a quote.

  14. Step Ten

  15. Step Ten (continued) • A risk is defined as an event/circumstance which will impact on project outcomes. • Risks can be related to a number of factors, including: • Financial/budgetary; • Time; • Service Delivery; and • Legal. • Identify any risks which may impact on your project • Assess the likelihood of the risk: Low/Moderate/High. • Detail any consequences if the risk arises. • Detail any mitigation strategies to minimise the risk. • Refer to the Accredited Purchasing Unit ‘Managing Risk in Contracting.’ (http://www.decs.sa.gov.au/docs/documents/1/ManagingRiskinContracting.pdf)

  16. Step Eleven • List the evaluation criteria which will be used to evaluate the quotations from potential providers. • The evaluation criteria are attributes which will be used to assess potential providers. • Refer to specifications (in Step 2) as a starting point for developing evaluation criteria.

  17. Where to from here? If you have any further queries, please contact the Strategic Contracts Team on 8226 1610.

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