Procurement of Goods and Services Process Checklist Purpose This process checklist is to ensure that all necessary steps are followed in the Procurement of Goods and Services through the Request for Tender, Request for Quotation and Council Resolution. A copy f this checklist should head the records kept for such procurement. RFQ Route RFT Route Council Resolution Value below $100,000 over 3 year period Value over $100,000 over a 3 year period Procurement over $2 million Need identified, timescale of requirement and Need identified, timescale of requirement and Need identified, timescale of requirement and value assessed value assessed value assessed, including whether there is a need to point a Probity Auditor Procurement approved by Head of School / All parties engaged that are affected by the All parties engaged that are affected by the Portfolio procurement procurement All parties engaged that are affected by Advice taken where necessary on whether Advice taken where necessary on whether procurement Professional / Technical / Occupational Health & Professional / Technical / Occupational Health & Safety / Environment experts need be involved in Safety / Environment experts need be involved in the process the process Advice taken where necessary on whether Business case written Business case written Professional / Technical / Occupational Health & Safety / Environment experts need be involved in the process Templates completed, RFQ number and advice (if Permission to tender obtained from Ruling body ie Procurement approved by Council Resolution required) from Manager, Procurement Heals of Schools / Director of Portfolios / Council RFQ documents reviewed by Manager Templates complete, EFT number and advice (if Tender and Contract documentation written Procurement required) form Manager, Procurement RFQ entered onto Tenderlink Tender documents approved by Manager Tender and Contract approved by Legal Services Procurement Submissions listed and entered onto submission Tender documents approved by Legal Services RFT and accompanying documentation entered list onto Tenderlink Evaluation team assessed Quotes RFT and accompanying documentation entered Tender submissions listed and entered onto onto Tenderlink submission list Selected Quote signed off by Tendering Head of Tender submissions listed and entered onto Evaluation team assessed Tenders School / Director of Portfolio submission list
Procurement of Goods and Services Process Checklist Purpose This process checklist is to ensure that all necessary steps are followed in the Procurement of Goods and Services through the Request for Tender, Request for Quotation and Council Resolution. A copy f this checklist should head the records kept for such procurement. RFQ Route Value below $100,000 over 3 year period RFT Route Value over $100,000 over a 3 year period Council Resolution Procurement over $2 million Need identified, timescale of requirement and value assessed Need identified, timescale of requirement and value assessed Need identified, timescale of requirement and value assessed, including whether there is a need to point a Probity Auditor Procurement approved by Head of School / Portfolio All parties engaged that are affected by the procurement All parties engaged that are affected by the procurement All parties engaged that are affected by procurement Advice taken where necessary on whether Professional / Technical / Occupational Health & Safety / Environment experts need be involved in the process Advice taken where necessary on whether Professional / Technical / Occupational Health & Safety / Environment experts need be involved in the process Advice taken where necessary on whether Professional / Technical / Occupational Health & Safety / Environment experts need be involved in the process Business case written Business case written Templates completed, RFQ number and advice (if required) from Manager, Procurement Permission to tender obtained from Ruling body ie Heals of Schools / Director of Portfolios / Council Procurement approved by Council Resolution RFQ documents reviewed by Manager Procurement Templates complete, EFT number and advice (if required) form Manager, Procurement Tender and Contract documentation written RFQ entered onto Tenderlink Tender documents approved by Manager Procurement Tender and Contract approved by Legal Services Submissions listed and entered onto submission list Tender documents approved by Legal Services RFT and accompanying documentation entered onto Tenderlink Evaluation team assessed Quotes RFT and accompanying documentation entered onto Tenderlink Tender submissions listed and entered onto submission list Selected Quote signed off by Tendering Head of School / Director of Portfolio Tender submissions listed and entered onto submission list Evaluation team assessed Tenders
Procurement-of-Goods-and-Services-Process-Checklist.docx