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Tender Process
Between $20,000 - $200,000
A tender process must be applied for all proposed transactions with a total purchase value between $20,000 and $200,000 (AUD) over the contractual term, including extension options where the contractual term does not include a provision for an extension.
To ensure transparency and probity, the University uses an eTendering portal to publish RFx (see below definition) and other market activities requiring responses from suppliers. The portal also allows the University to reach a large number of potential suppliers and run tenders in an efficient, and cost-effective way. Strategic Procurement manages the eTendering process in consultation with the Requestor.
All University RFx are open (available to all suppliers) except where there are exceptional reasons not to, such as confidentiality issues or sensitive nature of requirements. Closed tenders (limited to selected suppliers) must be approved by the Director, Procurement Services This will be based on an assessment of complexity, scope, opportunities, risks and confidentiality or sensitivity issues associated with the procurement objectives, as well as the level of competition in the supply market.
Over $200,000
In addition to the above, the following process must also be applied for all proposed transactions with a total purchase value of $200,000 (AUD) or more over the contractual term, including contract extensions where the contractual term does not include a provision for an extension. It may also be applied for lower value transactions, at the discretion of Strategic Procurement.
- Step 1 - actioned by Strategic Procurement
- In collaboration with the Requestor, compile a Procurement Plan and Tender Evaluation Panel (TEP)
- In consultation with the Requestor, develop the appropriate RFx
Set tender closing date - After closing date, open tender responses and forward to TEP, including any late responses clearly identified
- Ensure all documents are properly recorded and managed
- Involve the Legal & Risk Office if the proposed transaction arrangements deviate from standard University contracts/agreements
- Negotiate formal agreement arrangements with the preferred tenderer, if required.
- Step 2 - actioned byTender Evaluation Panel (TEP)
- In collaboration with the Requestor, compile a Procurement Plan and Tender Evaluation Panel (TEP)
- Declare any conflicts of interest
- Completed the ICAC Conflict of Interest Course
- Must not accept any gifts or benefits (meals, invitation to events etc.) associated in any way with the tender process
- Determine if there are extenuating circumstances permitting consideration of late responses
- Evaluate the responses
- Step 3 - actioned byTEP Chairperson & Strategic Procurement
- Following evaluation, complete a Memorandum with recommendation for the successful tenderer, for approval by the delegated expenditure authority in that faculty or division. Where necessary a Procurement Report will be drafted by Strategic Procurement
Tender terminology
See definitions below of commonly used tendering acronyms.
- Request for Quote (RFQ)
A RFQ is a standard business process whose purpose is to invite suppliers to bid on specific products or services.
- Request for Tender (RFT)
A RFT is a document which contains detailed specifications or scopes of work and requires a detailed response with full pricing.
- Request for Proposal (RFP)
A RFP is a document used to canvass potential solutions from suppliers when the specifications or requirements are unclear or less prescriptive. It requires suppliers to propose solutions as to how the scope will be met, as well as complete pricing details.
- Expressions of interest (EOI)
An EOI does not necessarily bind the supplier to provide pricing details and is often issued to seek preliminary information from potential suppliers before being followed by an RFT or RFP.
- Request for Information (RFI)
A document used to gather information about suppliers and their capabilities prior to a formal procurement process.
- RFx
A term that encompasses the entire eTendering process and can include any of the following: RFQ, RFT, RFP, EOI, RFI and EOI.
