Significant Procurement Plan
When to use a Significant Procurement Plan?
When the estimated total project/purchase/s value is:
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>$500,000 (GST ex.), or
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When recommended by the Strategic Procurement Administrator, Financial and Business
Services.
Instructions for use of this document: Guidelines for drafting this document are in red italics.
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Notes:
Objective: In order to facilitate the procurement objectives, the procurement plan must
address all the business, management, technical and other significant considerations that
will control the procurement. The specific content of plans will vary, depending on the
nature, circumstances, and stage of the acquisition. In preparing the plan, the planner must
follow the applicable instructions in this document, together with the University’s
Procurement and Purchasing Policy and Procedure and the Queensland Procurement Policy
(QPP).
Business and management issues - The Significant Procurement Plan should describe
the contractual aspects of the procurement program and management activities:
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Project / Procurement Summary
Internal Demand Analysis
Cost, Budgeting, and Funding
Supply Market Analysis
Procurement Objectives
Proposed Procurement Strategy
Supplier Notification List
Key Performance Indicators (KPI’s) - Contract Management
Evaluation Criteria and Mandatory Requirements
Other considerations - The Significant Procurement Plan should discuss topics such as
safety, environmental impact, privacy impact, and security as judged appropriate to the
actual acquisition process:
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Sustainability Considerations
Risk Assessment and Quality Assurance
Participants in Procurement Plan Developments - The Significant Procurement Plan
should list the individuals who participate in preparing the Plan and their detailed contact
information (e.g. Finance Manager, Researcher).
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Project Governance, Financial Delegation and Stakeholders
Approval
Milestones for the Acquisition Cycle - The Significant Procurement Plan should finally
include a time-based procurement milestone chart showing the major events of the
procurement process in chronological order e.g., procurement plan approval, procurement
request package preparation, Request for Tender (RFT) issue.
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Action Plan
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Significant Procurement Plan
1.
Project / Procurement Executive Summary
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Insert detailed information on the project/procurement including a title description
Insert brief background information
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List the objective/s and benefits and risks that undertaking this procurement will deliver to the University
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Insert the total estimated procurement value including the estimated total cost of ownership. $XXX,XXX.XX
(GST ex.)
Identify the funding sources to be charged
Insert an overview of the financial arrangements or budgetary considerations in place to ensure adequate
funding will be available to finance the proposed project/procurement.
Has a Business Case been prepared? If yes, please attach the approved Business Case.
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1.1
Type of Project/Procurement - Categorisation
Check all
applicable boxes
Supply of Goods
Asset purchase
Standing Offer Arrangement
Supply of Services
GITC General and Module Order required
Other (Details: ……………………………………………………………………………………)
2.
Internal Demand Analysis
Provide information on your findings from conducting a Demand Analysis (internal scan) for the requirement
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3.
Define the product/s or service/s.
Why do you need this product/s or service/s? Provide the business requirements, key issues and how the
product/s or service/s is linked to the organisational strategy.
Discuss feasible procurement alternatives (can you use an alternative material/service?).
What is the demand for this product/s or service/s? Provide a detailed spend analysis.
If the product/s or service/s is currently or previously supplied were there any issues?
Will you need it again in the future? Can you purchase for future years?
Who will be the users and stakeholders for this product/s or service/s?
Do other faculties, departments or campuses require the same item or service? Can you aggregate your
requirements?
Are there any clearly drawn insights gained from the Demand Analysis?
Cost, Budgeting and Funding
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4.
Provide budget estimates
Detail how the estimates were derived
Set forth the established cost goals for the procurement and the rationale supporting them
Are sufficient funds available in the applicable budget
Supply Market Analysis
Provide information on your findings from conducting a review of the market and potential suppliers for your
requirement
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Are there a large number of suppliers able to bid for this product/s or service/s? Will it be effective to issue an
invitation publicly or is it better to limit the invitees?
What degree and type of competition exists between suppliers?
What is the nature and quality of the supply chain?
Is there substitute or alternative product/s or service/s available?
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5.
Is there an existing Supply Arrangement you can utilise?
Are the suppliers locally based?
Could there be sustainability impacts within the supply market from this procurement?
Is USQ a valued customer, or potentially a valued customer, to the applicable suppliers?
Results of Research and Analysis
Summarise the results of the demand and market analyses, including the key insights for the development of
procurement objectives and strategies.
6.
Procurement Objectives
List the procurement objectives for this project/procurement.
Outline how the significant procurement supports the achievement of the University’s procurement objectives.
Show that the objectives for the procurement are based on the outcomes of the previous demand and market
analyses.
7.
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Proposed Procurement Strategy
Based on the evaluation of options, provide a statement recommending the proposed procurement strategy and
how it will best satisfy the procurement objective(s).
If applicable, detail how competition will be sought, promoted, and sustained for spares and repair parts.
Check the applicable boxes
Is a site visit and / or industry briefing required?
Invitation Tool / Documentation:
YES
NO
Request for Offer (RFO) or Request for Tender (RFT)
Request for Information (RFI) (market sounding only)
Location:
Expression of Interest (EOI) (first stage of a multi-stage
procurement process)
___________________________________________
Supply Market Approach:
Method of Advertising (if applicable)
Sole Supply * (only one genuine supplier in market)
Limited * (indicate total no. of suppliers __________)
Standing Offer Arrangement
USQ Website (mandatory for public advertising)
The Courier Mail
Toowoomba Chronicle
(SOA description. __________________________)
Open market (the market is competitive).
*
___________________________________________
Other (please list alternative method)
____________________________________
Ensure that a Policy Exemption Request - Partial has
been completed
8.
Supplier Notification List
Insert details of the suppliers that you recommend should be notified of this project/procurement upon its release (if
applicable). If indicating potential suppliers please describe briefly your explanation for their selection.
Supplier Name
<Add additional rows as
necessary>
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Contact Person
Contact Details
Name:
Address:
Position:
Phone:
Name:
Address:
Position:
Phone:
Email:
Email:
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Are the identified suppliers interested in providing a quote?
Yes
No
Have preliminary enquires been made?
Yes
No
9.
Sustainability Considerations
Insert details of the sustainability considerations/impacts, objectives and procurement response for this
project/procurement.
Objective
(Offer or response required)
e.g. The USQ Supplier supports sustainability in
its operations
The RFQ ask for demonstration of commitment
to sustainability
e.g. Minimised packaging with the goods
The RFQ to ask the offeror about the
packaging included with the required goods.
e.g. Minimising energy consumption during peak
usage periods
The RFQ to ask for energy performance
indicators.
Key Performance Indicators (KPI’s) - Contract Management
10.
Insert the Key Performance Indicators (KPI’s) that will be used to measure the performance of the supplier under
contract, once they are selected.
Key Performance Indicators (KPI’s) (following are examples only of performance indicators)
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Reporting requirements
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Measurable improvements in business operations
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Data Collection on Service Level performance
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DIFOT (Delivered in Full on Time)
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Consistency and quality of product
 After sales service etc.
Contract Management
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Detail how the contract will be administered.
In contracts for services, detail how inspection and acceptance corresponding to the scope of work performance
criteria and milestones will be enforced.
11.
Evaluation Criteria and Mandatory Requirements
Mandatory Requirements - List those requirements that are considered non-negotiable
(following are examples only of mandatory criteria)
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Public Liability Insurance
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Workers Compensation Insurance
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Queensland Building and Construction Commission Licence
Evaluation Criteria - List the Evaluation Criteria
(following are examples only of evaluation criteria)
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Sustainability
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Cost of Services
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Demonstrated Experience in XXXXX
 Delivery or lead time etc.
How will each criteria be assessed?
12.
Risk Assessment and Quality Assurance
Indicate the risk level determined from the USQ Procurement Risk Assessment Matrix.
Extreme
High
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Moderate
Low
Indicate the certified Quality Assurance Standard determined for this Project/Procurement.
Quality Assurance Standard certified to:
AS_______
No certified QA system required
Risk Factors
Insert a summary of your findings from completing a risk management plan.
Risk
e.g. Equipment does not operate as expected
Impact
(High/Low)
High
Likelihood
(High/Low)
Low
Plan to Reduce Risk
e.g. Equipment is not delivered on time
High
Low
Monitor status with supplier on a
regular basis.
e.g. USQ’s OH&S considerations
High
Low
Include an OH&S Officer in the
evaluation panel.
Ensure the technical specifications
provided to supplier are complete
and unambiguous.
Technical Compatibility with Existing Systems
Detail all significant conditions affecting the purchase, such as:
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Requirements for compatibility with existing or future systems or programs;
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Any known cost, schedule, and capability or performance constraints.
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Detail technical, cost, and schedule risks and describe what efforts are planned or underway to reduce risk and the
consequences of failure to achieve goals.
Security Considerations
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For procurements dealing with classified matters, detail how adequate security will be established, maintained, and
monitored.
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For information technology procurements, detail how University information security requirements will be met.
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For procurements where physical access to a University-controlled facility and/or routine access to a Universitycontrolled information system by a contractor is required, detail how University requirements for personal identity
verification of contractors will be met.
12.
Action Plan
Complete the time-based procurement milestone chart below showing the major events of the procurement process in
chronological order:
Key Activity
Target Date
Action Officer
e.g. Significant procurement plan approval
e.g. Specifications completed
e.g. Request documentation complete
e.g. Request documentation endorsed by Tender
Committee
e.g. Request advertised
e.g. Request closes
e.g. Offer evaluation and recommendation
e.g. Evaluation report completed and endorsed by Tender
Committee
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e.g. Contract awarded
e.g. Contract commencement date
13.
Project Governance, Financial Delegation and Stakeholders
Project Governance Team/Procurement Team/Stakeholders
Name
Title
Responsibilities
Procurement Officer
e.g. Author of this Procurement Plan
OH&S Officer
Ensure OH&S compliance
Evaluation Panel
Name
Title
e.g. Chair
Responsibilities
Probity, leadership, evaluation and
reporting
Is there an actual, perceived or potential conflict of interest with any member of the evaluation panel?
YES
NO
Approval
This Significant Procurement Plan has been reviewed by the Evaluation Panel, as stated above, and complies with the
Queensland Procurement Policy and the University’s Procurement and Purchasing Policy and Procedure. It is
recommended that the Tender Review Committee endorse this Plan.
Role
Signature
Name
Date
Account
Department ID
Project
Management Accountant
Financial Delegate
Tender Evaluation Panel
Tender Evaluation Panel
Tender Evaluation Panel
PeopleSoft Coding
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