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☂. SUMMARYY. $. ✍. STRATEGIC PROCUREMENT. UPDATE PROCUREMENT POLICY & PROCEDURE . AGENDA Audit Result Terminology Clarification Standard Operating Procedures (SOP) for the procurement processes. Procurement Thresholds. Exemption Thresholds Exemption Approval
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☂ SUMMARYY $ ✍ STRATEGICPROCUREMENT UPDATE PROCUREMENT POLICY & PROCEDURE
AGENDA • Audit Result • Terminology Clarification • Standard Operating Procedures (SOP) for the procurement processes. • Procurement Thresholds. • Exemption Thresholds • Exemption Approval • Managing Flow-On Work • Chief Financial Officer (CFO) review • Use of non-staff members in a tender process • Procurement Flow Chart • UTS • The. • The • The… uts.edu.au
Terminology Clarification • ProcurementSteeringCommittee (PSC): • Responsiblefortenders > $250,000. • As per the SOP, approvesall procurement plan and recommendation documents. • Ensures sourcing activity is consistent with policy and associated SOP. • Thereviewrole of thisCommitteecanbereplaced byan existingProject ControlGroup. • The PSC will review the majority of procurement projects. • Project Control Group (PCG): • When procurement activity is directly related to the scope of the PCG, the PCG can assume the review role of the PSC eg. Broadway Building • Note: An alternate Steering Committee may be formed if the project requires specific knowledge or experience or the project is highly sensitive. Eg. VC search uts.edu.au
Terminology Clarification • Project teams or working groups: • Hasatleast threemembers, and are responsible for completing all phases of a tender project, including research, stakeholder engagement, strategy development, approaching the market, evaluations, negotiations, contract development, communications and implementation. • Are required to keep all information confidential & must declare any conflicts. • Subject Matter Experts can be engaged when necessary but such experts provide advice only & do not score. • Value of procurement activity: • The value of a supply arrangement over its entire term. • Includes all contract extension options and potential flow-on work. • Where a supply agreement will not provide a commitment to expend funds (for example, a Standing Offer Agreement), the expected expenditure level under the agreement should be used. • For lower value goods/services, where an agreement is not required, it means the value of a one-off purchase order or the cumulative value of purchases through a supplier over a 12-month period. • Where the exact value is unknown, the best estimate is made for the term of the procurement. uts.edu.au
Standard Operating Procedures (SOP) for the procurement processes • Through the introduction of Standard Operating Procedures (SOPs), UTS aims to ensure consistency and transparency in the selection of suppliers, because: • UTS is accountable for the expenditure of public funds. • The selection and appointment of providers must be transparent and professional. • Standard are verifiable by external third party audit, if required. • Additional SOPs may be introduced from time to time to accommodate the requirements of specific procurement categories. • The UTS Procurement website maintains an up-to-date list of all procurement-related SOPs, procedural guides, templates and forms relevant to this Policy.
Procurement Thresholds uts.edu.au
Exemption Thresholds Goods and ServicesCapital WorksApproval uts.edu.au
Exemption Approval • Single source supplier: • Clear and beyond doubt. • Documented recent market testing to support conclusion. • For example, unique items such as art works. • Direct negotiation: • Legitimate reason to negotiate with single supplier. • For example, a provider made the best offer from a poor response to the competitive process. • Adopt an external contract: • NSW or Commonwealth Government contract. • Another Australian University or University Consortia contract. • Select tender: • A special reason is required to invite a select number of suppliers. • For example, niche markets where there are limited providers. • Emergencies: • Used when there is an emergency. uts.edu.au
Managing Flow-On Work A supplier’s engagement may result in the need for further related flow-on work. • Flow-on work is new work, directly related to the initial engagement and not anticipated in the initial scope of work. • Staff must use best endeavours to anticipate the potential for flow-on work prior to seeking initial quotes/tenders. • The total value of further engagements is not to exceed the lesser of: • 50% of the total cost of the initial engagement • $20,000 excluding GST. • Authorisation is sought via a Procurement Policy exemption form where: • The limit is exceeded. • There is sufficient justification to retain the initial supplier. uts.edu.au
Chief Financial Officer (CFO) review • The CFO will first review procurement activity exceeding $100,000. • The CFO precedes the Senior Executive, Finance Committee or UTS Council approvals. • Prior to awarding any contract, the CFO must approve: • The Procurement Plan documentprior to release of any tender. • The Recommendationdocumentprior to awarding any contract uts.edu.au
Use of non-staff members in a tender process • Special needs involving a non-employee in a tender process, must meet the following requirements: • Sign an agreement adapted by Legal to outline their obligations, including: • Abide by UTS policies and directives including the relevant procurement SOP’s. • Sign the UTS Conflict of Interest and Confidentiality Declaration. • Ensure probity is not compromised and comply with the Conduct and Practice for Procurementcodes. • May not: • Exceed 30% of the tender evaluation voting power. • Act in the capacity of project leader (officially or unofficially). • Develop tender documentation other than to provide input into the specifications. • Communicate with potential suppliers unless invited by the Project Leader. • Non-employee analysis on behalf of the project team during the evaluation stage, should: • Be critically reviewed, especially during the evaluation phase. • See team members score proposals based on their own judgment, an essential point. • Not unduly influence the opinion of the project team members.
Procurement Flow Chart uts.edu.au
OUR WEBSITE E-MAIL ADDRESS GOTO GOOGLE MAP www.fsu.uts.edu.au/procurement procurement@uts.edu.au THE MAP We are located on Level 6 Building 10, Broadway Financial Services Unit CONTACTUS. STRATEGICPROCUREMENT A OFFICE OF THE FINANCIAL SERVICES UNIT WHERE WE ARE & HOW TO CONTACT US
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