Annex A

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					                         [Name of Department]

               Strategic Procurement Plan


                                       [Project Name]

                                                   [Date]




                                 Acquisitions of goods and services over $10 million
                                        and/or high risk or complex projects




Instructions for use of this document: Guidelines for drafting this document are in italics. Each plan will
need to be customised as the length and details will vary according to complexity.




Strategic Procurement Plan
Version 2
Release Date: June 2009                                                                                  1
                                                                                                     Strategic Sourcing, Government Services Group
                                                                                                                Department of Treasury and Finance


 Approval                                                                                              Departmental Reference Number
              Accredited Purchasing Unit

              Victorian Government Purchasing Board
 Department ......................................................................................

 Procurement Manager:.......................................................................           Tel. No. ......................................



 1. Executive Summary
 That the following Plan for [insert brief details as appropriate] be approved.
 Include details of other associated contracts such as specialists to assist the progression of the contract.




 2. Scope of Requirement
 Scope and general description of outputs or products and estimate of the demand. Procurement objectives should be
 identified.




 3. Estimate of Value
 Provide estimate of cost(s) over total contract term e.g. purchase cost, lease costs, maintenance cost, whole-of-life,
 project value, NPV and annual cost.




 4.   Budget/Financial Considerations
 Overview of the financial arrangements or budgetary considerations in place to ensure adequate funding will be
 available to finance the proposed contract.




 5.   Background
 Information on how the project originated and any other detail of significance to acquisition eg links and relationship to
 the agencies corporate plan.




 6. Strategic Analysis – Business Case
 Confirmation or evidence that a Business Case has been prepared and cost / benefits have been considered:
 - Key objects
 - Business needs
 - Critical success factors
 - Current / proposed spend (volume/trends)
 - Demand profile.



Strategic Procurement Plan
Version 2
Release Date: June 2009                                                                                                                                  2
                                                                                       Strategic Sourcing, Government Services Group
                                                                                                  Department of Treasury and Finance



 7. Policy Matters Affecting the Procurement
 Details of any other government policies as:
 - Opportunities for participation by local businesses (VIPP & SME)
 - Environmental impacts
 - Efficient Government.



 8. Market Analysis
 This should provide detail on Market Structure, Supply Chain factors, Market capability and Impact of procurement on
 market such as level of competition, economic conditions and pricing structures and trends.



 9. User/Stakeholder Expectations
 How customer expectations are going to be fulfilled, user requirement, selection of the evaluation criteria, consultation
 with community, industry, performance measures and benchmarks.




 10. Evaluation Criteria and Methodology
 Outline the evaluation criteria and methodology eg weighted matrix analysis. Procurement objectives such as value-
 for-money would be reflected in the evaluation criteria.




 11. Procurement Methodology
 Procurement methodology would address issues such as:
 - Pre invitation proposals (advance notice on web, pre-tender meetings, market consultation on draft user
     requirements)
 - Public market approach (Expression of Interest, Requests for Tender and Selective Tender etc);
 - Information briefings.


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 12. Procurement Timeframe
 This would detail the timelines for all stages of the process such as research, planning, tendering, contract awards.




 13. Tender Management
 Outcome action to receive and respond to questions, brief suppliers, conduct site visits and undertake negotiations.




Strategic Procurement Plan
Version 2
Release Date: June 2009                                                                                                    3
                                                                                Strategic Sourcing, Government Services Group
                                                                                           Department of Treasury and Finance



 14. Risk Management and Mitigation Issues
 A Risk Management Plan should be prepared and attached as an annex to the report.

 It is also desirable to include critical success factors.




 15. Probity Plan
 A Probity Plan should detail each step of the process, and state if a probity auditor (external or internal) is to be
 engaged. Information on probity auditing is available from the VGPB website at
 http://www.vgpb.vic.gov.au/polguid/guid1b.htm.




 16. Procurement Team Details
 Details of the proposed Procurement Team should be provided. Guidelines on Procurement Teams are available
 from the VGPB website at http://www.vgpb.vic.gov.au/polguid/guid1a.htm.




 17. Category/Contract Management Arrangements
 Management arrangements should be detailed here and resources identified to manage the contract through its life.




 18. Reporting and Monitoring Arrangements
 Details of the reporting and monitoring arrangements to ensure achievement of the plan. This may require
 information to be provided at regular intervals and the results of the Plan published in annual report. The reporting
 arrangement may need to be negotiated and settled with the approving authority.




 19. Transitional Issues (in/out)
 Where appropriate, provide brief details of proposed arrangements where there are transition-in and transition-out
 arrangements.




 20. Asset Management and Disposal Arrangements
 Describe proposals for long term management and disposal of assets supplied against this plan, if appropriate.




Strategic Procurement Plan
Version 2
Release Date: June 2009                                                                                             4
                                                                                                               Strategic Sourcing, Government Services Group
                                                                                                                          Department of Treasury and Finance



    PROPOSED


    Name :........................................................................


    Title ...................................                                        Date ..............................
    Proposer to be person authorised within the department or agency to make this submission in accordance with
    department or agency protocols.




    ENDORSED / APPROVED1



    ………………………………………………..                                                             Date ..............................
    Chair APU




    APPROVED


    ………………………………………………..                                                             Date ..............................
    Chair VGPB




1
 A department APU is able to approve requisition up to and including the accreditation tier granted by the VGPB.
Requisitions with a value in excess of a department’s accreditation tier must be endorsed by a department’s APU
and submitted to the VGPB for approval.
Strategic Procurement Plan
Version 2
Release Date: June 2009                                                                                                                            5

				
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