Consider requirements#

You should be clear about what you want to buy, what services you’ll need and what the costs are. You may need to get an expert involved, for example, a quantity surveyor or architect.

Use this information to start documenting the procurement requirements.

Confirm funding#

Discuss the procurement with your property advisor to get their support and confirm funding is available.

Prepare a procurement plan#

The procurement officer prepares the procurement plan using one of our templates. It outlines:

• the procurement requirements
• how you will approach the market
• how you will evaluate the proposals you receive from suppliers.

Procurements less than $10,000#

You do not need to use one of the procurement plan templates, but your property advisor might ask for some of the details of the project. We recommend you talk to your property advisor as they may know of similar projects or available funding.

The procurement sponsor must provide written approval for the purchase.

Procurements more than $10,000#

You must use one of our procurement plan templates. Procurements of $100,000 or more must use one of the full plan templates.

Reserved rights guidance#

The new procurement templates include reserved rights clauses. This gives the ability to award further works to a successful contractor beyond the original scope, providing it meets the criteria of the clauses.

To use reserved rights, you first need to conduct a typical open tender procurement, utilising the Contract Works Procurement Plan – Full, ensuring the reserved rights clause is included and consistent throughout the plan, RFT, and recommendation.

When ready to award further works, use the Reserved Rights Procurement Plan. This is a shorter plan which references the original procurement and outlines what is being procured now.

Until further notice, email us your Reserved Rights Procurement plan.

Email: [email protected]

This is for procurement to make sure reserved rights are being used correctly.