goods_and_service_procurement_practice_guide.doc

22 ver december 2017 the standardised request

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22 Ver. December 2017
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The standardised Request template developed by Finance includes examples of commonly used selection criteria. The use of appropriate, well-defined selection criteria enables potential suppliers to focus their submissions. This assists the evaluation panel to assess the relative strengths and weaknesses of each potential supplier. Obtain approval for an open tender process Once the need and specification have been determined, formal approval from your agency is necessary to undertake the purchase. When seeking approval to proceed with the procurement, you are required to ensure that the approving officer is aware of the estimated cost of the requirement and that there is an approved budget. It is not acceptable to split a purchase into smaller parcels in order to avoid having to conduct a competitive process. 23 Ver. December 2017
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Contract Formation If the procurement planning is well managed, then the contract formation should be a smooth process. Best value for money will drive the decision making. Step 4 – Competitive Procurement The following describes the competitive process undertaken for open tenders. Advertise the request The request period should provide sufficient time to encourage potential suppliers to submit an offer and for the offer to be a competitive offer. When setting the timeframe consider the value, complexity or strategic nature of the Request. As a guide, a common period is four weeks, with two weeks the minimum required by SSC policy. For covered procurements, Free Trade Agreements require public authorities to provide potential suppliers with a minimum of 25 calendar days to prepare and lodge a submission in response to a tender request. Refer to Appendix - Buy Local / Free Trade Agreements for additional information. Advertise the Request on the Tenders WA system ( www.tenders.wa.gov.au ). The Request document should be attached for download by potential suppliers. We strongly recommend that potential respondents to your Request are only able to source your Request through Tenders WA. You may choose to make the Request document available for collection, or available by email or post. If potential respondents are able to source copies of your Request document from anywhere other than Tenders WA, please ensure the details of those who collected or were emailed/posted your Request are recorded in Tenders WA. If the details of these potential respondents are not recorded in Tenders WA, they will not receive any addenda to the Request. For non-routine or complex procurements, it may prove beneficial to issue the draft Request to industry for comment before it is formally released to the market. This allows potential suppliers to advise whether the documentation is deficient, onerous or biased and to advise how it may be improved. However, be cautious of a conflict of interest when seeking advice from the private sector. Providing professional advice on the preparation of a Request may exclude potential suppliers from tendering for the work.
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