Attachment 1 – New VGPB Procurement Process Report (PPR) by jayjkayelle

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									                                                                                                  Strategy and Policy, Government Services Group
                                                                                                              Department of Treasury and Finance


                            PROCUREMENT PROCESS REPORT - TENDERS
                                                     Request for Approval
                                                           [Name of Department1]
To:              Accredited Purchasing Unit (APU)                                                    APU Reference Number:
                 Victorian Government Purchasing Board (VGPB)                                        [If available no.]

                 Financial Delegate                                                                  Tender no. .:
                 Other [Provide details]


                                                                                                     File no.:
Project Title:                                                                                       VGPB Reference Number:



1. Business Unit Details

Contact person:                                                                       Telephone:
Position:
Business Unit/Division/Portfolio:

2. APU Details

Contact person:                                                                       Telephone:
Position:

3. Procurement Proposal              [Provide highlights/synopsis of the Procurement Proposal]:




4. Procurement Arrangement
Contract Type
[Tick the appropriate boxes below]
Standing Offer Agreements
                       State Purchase Contract (SPC)                                              Open State Purchase Contract (OSPC)
                       Departmental (ie used exclusively by the department))
            Strategic Procurement Plan (SPP)
            One-Off Supply                                                              Other …………………………                    [please specify]

Procurement Type
[Tick the appropriate boxes below]
            Goods2                          Services2                        Consultancy3

Contract Category4 ………………………………………………………………………..

1
    All blue italic sections require input. These sections can be removed before submission of the PPR to the APU.
2
    Some project may involve goods and services. In such instances tick the category representing the highest value
3
    Refer to the VGPB Procurement Policies for a definition of Consultancy. Also consult your APU to confirm the definition.
Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                            1
                                                                                                                             Strategy and Policy, Government Services Group
                                                                                                                                         Department of Treasury and Finance


5. Procurement Process
[Tick the appropriate boxes below]

            Open Tendering
            Selective Tendering (ROI/EOI)
            Limited Tendering (Exemptions)
            Other [please specify] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Exemption
□ Exemption from open tendering with 3 tenders obtained
□ Exemption from both open tendering and obtaining three tenders
□ Schedule One Exemption [Provide copy of Certificate of Exemption]

6. Invitation Details


Date Requests Invited: ___/___/___ Date Requests Closed: ___/___/___
Request Period: [Number of working days request was open, inclusive of the days the request commenced and closed]
Date of Supplier Briefings, (if applicable): ___/___/___
Number of Offers Received: [Number of offers received including late offers]
Number of Offers Shortlisted:
Method of Advertisement/Notice: [Tick the appropriate boxes below]
            VGPB web site                                            The Herald Sun                                          The Age                         The Australian
            Other [Provide details]


7. Evaluation Process [Details of the evaluation process including:]

      List evaluation criteria and weightings

      The outcome of any post-tender negotiations.

Basis for selecting the preferred supplier(s)

8. Tender Summary                                                                             Total Cost/Rates (incl. GST)                          Evaluation Score
Shortlisted tenderers                                                                [Total cost/rate per recommended tenderer]               [Score/ranking per recommended
                                                                                                                                              tenderer]
[Names of shortlisted tenderers, if any]




Recommended tenderer(s)                                                              [Total cost/rate per shortlisted tenderer]               [Score/ranking per shortlisted
                                                                                                                                              tenderer]
[Name of the recommended/selected tenderer(s) including the
Australian Business Number(s)]




4
    Refer to the UNSPC Code used for the Contract Publishing System
Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                                                        2
                                                                                                    Strategy and Policy, Government Services Group
                                                                                                                Department of Treasury and Finance




9. Contract Details [proved attachments if appropriate]

Contract Period or Term
Estimated Start Date: ___/___/___                                        Estimated End Date: ___/___/___
Options to Extend: [The number and length of each option to extend, e.g. 2 x 1-year extensions. Indicate whether the options to extend will be
discretionary (at the department’s prerogative) and/or conditional (eg upon satisfactory performance of contract obligations)]


Contingencies
Total Estimated Contract Value (incl. GST)
[The total (whole-of-life) value of this contract including the value of all options to extend and GST where applicable. Where a schedule of rates or fee
options is used, provide an estimate of the likely total expenditure and the basis of the estimation. Attach the schedule of rates or fee options. Where
a contingency is factored into the contract value, specify the per centage and dollar value of the contingency]

Contract Price Variation Provisions
[Details of any price variation provisions/mechanisms in the proposed contract]



Project Governance Framework [Provide Details]




Contract Management Structure/Arrangements [Category Management/Continuous Improvement Arrangement}]




Transition in/out Arrangements [Provide Details]




Savings [Estimated value for money/cost benefit (if applicable)]




Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                                 3
                                                                                                   Strategy and Policy, Government Services Group
                                                                                                               Department of Treasury and Finance


10. Background and Strategic Context

Please attach business case that outlines the following sub-points:

      Whole of Government Context

      Relationship to other government policies/projects/programs

      Extent of regulatory reduction

      Extent of efficiency improvement

      Extent of environmental sustainability addressed in outcome

      Extent of consultation with other department ‘buy-in’

      Extent of outer budget engagement

      Sourcing options considered

      Market engagement strategy

      Value for money assessment

      Gateway review outcome

      Compliance with any previous APU/VGPB requirements


11. Environmental Sustainability [Tick the appropriate box below]
            The recommended tenderer(s) documented an approach to environmental issues and commitment to continual improvement
            in environmental performance

            The recommended tenderer(s) Environmental Management System (EMS) satisfies project requirements or the tenderer(s)
            documented appropriate measures to address environmental sustainability issues

            The contract is to include provisions for environmental commitments

            This project has very limited environmental impact


12. Ethical Purchasing Policy5 [Tick the appropriate boxes below]
            The recommended tenderer(s) satisfies the Ethical Purchasing Policy (EPP) Ethical Employment Standard
            The recommended tenderer(s) satisfies the Ethical Purchasing Policy (EPP) – Mandatory Safety Net
            The contract is to include provisions for compliance to the Ethical Purchasing Policy
[Were any shortlisted tenderers disqualified from the procurement process on the basis of failing to satisfy the ethical employment standard? If so,
provide the name and ABN of tenderers extent of input from IRV/WRA)]

13. Information and Communications Technology (ICT)6
Departure from default position for IP software                Yes/No
            ICT Expenditure Approval Requirement applies (> $250,000):
ICT/ETS Approval Number


5
  The ethical purchasing policy applies to all procurement activities (goods and services) valued $100,000 or more. It must be applied to
purchases less than $100,000 from suppliers in high-risk industries, eg textiles, clothing and footwear; cleaning services; and security
services. It does not apply to purchases from existing Whole-of-Government contracts, Open Standing Offer Arrangements (multiple
departments) or Departmental Standing Offer Arrangements (single department). The lead department for such contracts is responsible
for addressing the policy.
6
    Refer to DTF website for full details www.dtf.vic.gov.au, under < Services Government/ICT Services >
Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                                4
                                                                                               Strategy and Policy, Government Services Group
                                                                                                           Department of Treasury and Finance


Comments:
       ICT Expenditure Approval Requirement does not apply :
       No ICT Related Procurement

          Departmental ICT Director has determined this procurement does not fit within the Efficient Technology
         Services (ETS) component of the Shared Services Strategy

           Overall project approval value below ICT Expenditure Approval Requirement threshold

           Other [please specify]


14. Victorian Industry Participation Policy (VIPP) 7 [Tick the appropriate boxes below]

           VIPP Statements were provided by shortlisted tenderers (if applicable)
           VIPP Implementation Plans were provided by shortlisted tenderers (if applicable)
           The contract is to include provision for VIPP commitments
           VIPP does not apply
15. Risk Management                  [Tick appropriate boxes below]

           Risk Management Plan8
           Public Liability Insurance: [Company, policy no. and expiry date]
           Product Liability Insurance: [Company, policy no. and expiry date]
           Professional Indemnity Insurance: [Company, policy no. and expiry date]
[Details of the financial or performance checks conducted against the recommended tender(s). Provide details of any warranties, guarantees or
securities required of the recommended tenderer(s) including the type and value. If a risk management plan was prepared, was the procurement
process undertaken in accordance with the plan?]

16. Probity                [Tick the appropriate boxes below]


           All internal evaluation team members (public officers) [Have indicated awareness of obligations under the Code of Conduct for the
Victorian Public Sector]

           All external evaluation team members (private sector) signed a Conflict of Interest Declaration and a
    Confidentiality Agreement

If any member did not provide a Conflict of Interest Declaration and/or Confidentiality Agreement, provide details why, in an attachment
to this form.
[Provide details of any conflicts of interest and confidentiality matters that arose and how they were addressed, in an attachment to this
form.]
           Probity Adviser engaged                     Name of Probity Advisor: ……………………………………………
           Probity Auditor9 engaged                    Name of Probity Auditor: ……………………………………………
           Probity Auditor report confirms the project’s adherence to Probity Principles
[Provide attachment if applicable]



7
  VIPP Statements are required from shortlisted tenderers in procurement activities valued $3 million or more (metropolitan) and $1
million or more (regional). VIPP Statements and Implementation Plans are required from shortlisted tenderers for all procurement
activity valued $10 million or more (metropolitan) and $2.5 million or more (regional). Consult your APU on whether VIPP Statements
and Implementation Plans must be attached to this PPR.
8
  Risk management plans are required for procurement valued in excess of $10 million and complex procurements less than $10 million.
9
  A probity auditor may be used if the procurement is $10 million or more; sensitive; or complex.
Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                           5
                                                                                        Strategy and Policy, Government Services Group
                                                                                                    Department of Treasury and Finance


17. Contract Management Details

Project Manager:                                            Telephone:
Position:
Business Unit/Division:
Contract Manager:                                           Telephone:
Position:
Business Unit/Division:

18. Approvals

Branch/Division/Business Unit
I certify that:
1.    The procurement process for [insert Project Name] complies with VGPB Procurement Policies (2002)
2.    All relevant procurement documentation is attached or available on file.
3.    I certify that funds are available
Name: ……………………………………… ...........................................................Position: ..…………………………………………………
Date: ………………………………………… ......................................................... Signature: .…………………………………………………

Accredited Purchasing Unit (APU) 10
     Approved                        Endorsed                                    APU Number
Name: ……………………………………… ...........................................................Position: ..…………………………………………………
Date: …………………………………………                                   Signature: .…………………………………………………

Victorian Government Purchasing Board (VGPB) 11
     Approved                        Noted                       Deferred        VGPB Number: ……………………...
Name: ……………………………………… ............................................................ Position: ..………………………………………………..
Date: ……………………………………….. ...............................................................Signature:……………………………………………….




10
   APU to ‘approve’ if the value or nature of the procurement is within its delegation and approval limit. APU to ‘endorse’ the
procurement if it requires VGPB approval. An APU may request VGPB approval for a procurement within its delegation and approval
limit.
11
   The VGPB only notes the outcome of a Strategic Procurement Plan, ie how a preferred tenderer(s) was selected. All other types of
referrals to the VGPB are ‘approved’.
Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                                 6
                                                                              Strategy and Policy, Government Services Group
                                                                                          Department of Treasury and Finance


Departmental Use Only
Financial Delegate
         Approved
Name: ……………………………………………………… Position: …………………………………………….……
Date: …………………………………………………………Signature: ………………………………………………..
Minister/ Secretary/Deputy Secretary/Executive Director (where appropriate)
            Approved
Name: ……………………………………………………… Position: ………………………………………………….
Date: …………………………………………………………Signature: ………………………………………………..




Schedule of Attachments
Tender Brief
Tender Evaluation Report with a summary of the financial comparison
Schedule of Rates or Fee Options, if any
Certificate of Exemption (if applicable)
Conflict of interest and or confidentiality issues, if any
Probity Auditor Report, if any
VIPP Statements and Implementation Plans, if applicable]
Other if applicable




Procurement Process Report - Tenders
Version 2
Release Date: June 2009                                                                                       7

								
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