public procurement of goods and services, by discussing the steps that need to be taken to effect such procurement in the manner prescribed by R.A. 9184, otherwise known as the “Government Procurement Reform Act,” and its IRR-A. This process includes activities like ordering, expediting, receiving, and fulfilling payment. For details regarding procurement policies, please see Procurement Services website. University units have a number of responsibilities related to receiving goods and services. University employees with questions about a particular situation should contact the Tax Department. A procurement policy helps to ensure that the University can buy efficiently and obtain value for money from its suppliers. This module is intended to equip the trainee with knowledge, skills and attitudes necessary to carry out procurement of goods, services and works efficiently and effectively. Tender. University employees should neither solicit nor accept money, loans, credits, entertainment, favors, services or gifts from current or prospective suppliers. Issued pursuant to the University Policy on Procurement of Goods and Services.. Probity should be integrated into all procurement planning and should not be a separate consideration. Provide input to establish the evaluation criteria that will be used to assess the offers from tenderers. If only one supplier is available and qualified to fulfill the requirements 3. After both parties have signed, a purchase request is to be processed with the Procurement Report and signed contract attached. Standing Orders are used to create a Purchase Order for recurring goods/services (e.g.sub-contracts, temp services, equipment maintenance services). Requisitioning – Process of communicating a need for supplies or services. Sources for the goods or services should be considered in the following order: An Internal Service Provider is a university unit that provides goods and/or services to another university unit. Complete and sign a conflict of interest and confidentiality agreement declaring any actual, potential or perceived conflicts of interest. Procurement Services only considers valid those submissions from suppliers that meet the bid requirements and are sent to Procurement Services by the specified deadline. Additional purchasing requirements needed to comply with the Uniform Guidance can be found on the Procurement Services website. Guidance for help in choosing the appropriate address for receiving goods is available on the Procurement Services website. Informed by the specifications that the university unit provides, Procurement Services develops and issues a Request for Information (RFI), Request for Quotation (RFQ) or Request for Proposal (RFP) to solicit bids from suppliers. Purchasing: $49,999 and under 2. Involves all costs associated with ownership and is based on the whole of lifecycle analysis. Understand and oversee the supplier’s performance, and notify Procurement Services of any significant performance issues. Must not accept any inducement, gift or hospitality from a tenderer that might compromise the integrity of the selection process. This includes contracts available to the University from the Victorian Government or other consortiums and buying groups of which the University is a member. Regardless of the uniqueness, every procurement management process consists of 3 Ps', namely Process, People, and Paperwork. The Procurement of Goods and Services Procedure will be communicated throughout the University community in the form of: The Procurement of Goods and Services Procedure will be implemented throughout the University via: 2. There may be extenuating circumstances where an exemption to the Procurement Policy is required. It consists of collaborative and relationship-building activities targeted at the most strategic and critical supply partners. Supply chain sustainability is integral to sustainable procurement. When a vendor has access to this type of information, units must involve Procurement Services in the transaction. These items should be generic in nature to allow for sufficient competition in meeting them; they should neither reference nor be written specific to a particular brand, model or company. It estimates the accumulated costs of acquiring, operating, maintaining and disposing or decommissioning procured goods or services. Effective Date: July 1 , 2016 . Defined as complete and confirmed integrity, uprightness and honesty. The objective of the SOP is to describe the complete process for procuring goods and services in the company, starting from the indenting stage to the receipt of the material/service, till … If only one supplier provides the good or service. As part of an ... ment procedure. It is generally good practice to price transactions and collect quotes from a variety of sources before selecting one. Cardholders should contact Procurement Services as needs arise or are identified for 1) purchases to any one supplier or for any one good or service for $5,000 or more; 2) more than $25,000 in purchases of any good or service in one year; or 3) more than six purchases of any good or service in a year. Procurement activity that takes into consideration the real or potential impacts associated with the production or sale of goods and/or services including: health, safety, human rights, ethical production, social justice, indigenous businesses, fair trade, diversity, access, and purchasing locally and domestically made goods and/or services. Once an invoice is paid, Procurement Services’ ability to provide assistance in resolving disputes is diminished. These items should be general in nature to allow for sufficient competition in meeting them; they should neither reference nor be written specific to a particular brand, model or company. Procurement of goods and services for the university must be conducted in an open and competitive environment to ensure that prices paid are fair and reasonable. This is to be evidenced by an appropriate market analysis and assessment. The University is required to implement and maintain an effective internal control framework over procurement activities. Must act objectively and fairly throughout the tender process to ensure all tenderers are given an equal chance to succeed with their response and that the integrity of the process is upheld. Inventory carrying costs – interest charges on financial investment in inventory, insurance premiums for covering your inventory, storage costs, deterioration of items in inventory For all goods, works and services worth more than £50,000 (excluding VAT), you must provide proof of competitive tendering procedures. When purchasing with sponsored funds, the retention requirements may be much longer; questions regarding retention requirements should be directed to Sponsored Programs. Contact Procurement Services to request a change or extension. Despite these drawbacks, there are some situations in which a sole source process is in the best interest of the university: When submitting a request to deviate from the standard competitive bid process, the university unit must complete the Sole Source Justification Form and submit all necessary attachments. Probity is defined as complete and confirmed integrity, uprightness and honesty. Procurement Services is charged with the responsibility of maintaining an open and competitive process for procuring goods and services. TCO is calculated over the whole life of the procurement and contract lifecycle. If there is a dispute about whether or not there is a Sole Supplier the assessment shall be determined by Procurement and Director, Finance. University employees with questions about whether a transaction constitutes a donation should direct questions to the University Controller. Suppliers may only direct shipments to either a university address or other university-approved location. The Tender Evaluation Panel members must have adequate technical and operational knowledge and background about the goods and/or services required such that they are capable of providing meaningful input to the Tender process. Mandatory Criteria: these are pass/fail criteria. The Manager, Procurement has the authority to decide whether the complexity and sensitivity of a project may warrant the appointment of a probity auditor.In summary, procurement decisions are to be made in a transparent manner, which allows them to be understood and justified subsequently. The purpose of this Policy and Procedure on Procurement of Goods and Services (hereafter “Policy”) is to establish a standard professional procurement policy and elaborate standard procedures to ensure that IUCN obtains value for money in all its procurement activities and that procurement is conducted in an efficient and cost effective manner that respects sustainability, the environment and ethical principles. Is the meeting of business needs for materials, goods, utilities and services in an environmentally-friendly, responsible and ethical way. Assist in addressing tenderer queries for response via the eTendering tool, if required. Victorian Government Purchasing Board Website, The COO/CFO (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure, The Manager, Procurement (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the (title above). Confirm that all purchases were allowable and within budget and spending limits. Procurement Services is the authorized organization to conduct the competitive bid process. An open and competitive purchasing environment requires that information pertinent to the bidding process be kept confidential until the conclusion of the process. University employees who receive Freedom of Information Act (FOIA) requests should contact the university’s FOIA Office. These are typically both qualitative and quantitative measures. School or Section entering the Purchase Requisition/Order, Chief Operating Officer and Chief Financial Officer, Only relate to business of the university and must not be of a personal nature, Be approved in accordance with the university’s Delegations of Authority Policy. Although Procurement Services conducts the competitive bid process, university units have responsibilities as well. While Procurement Services’ involvement is required for some of these steps, its staff can assist with any and all steps. Verify the business appropriateness of each transaction. This method should undergo a strict approval process from management before being used. Special approval does not exempt a transaction from the remainder of the procurement policy, including the competitive bid process. The general process for obtaining three quotes is as follows: If a successful supplier is determined, a purchase request is to be raised and all quotes are to be attached. Sign-off on the selection of the successful tenderer that delivers the best Value for Money to the University. The first step in the purchasing process is to determine the need. Mandatory Criteria are to be assessed first, with any non-compliant submissions as agreed by the Tender Evaluation Panel eliminated. Assess the responses according to the requirements and the value for money proposition. Accounts Payable is responsible for processing the payment of goods and services to suppliers in compliance with university policies and standard processes, external regulations and legal requirements. The university requires and encourages competition among suppliers in providing goods and services to the university. Your proof should be a report on the tenders you have received, together with your decision on which to accept. Regental approval must be obtained before proceeding with the transaction. Procedure Owner: The Procurement Services  website contains a variety of resources, including a restricted commodities table and reporting form for unauthorized purchases. If there are any order-related problems, including discrepancies in pricing or amount, incorrect or missing items, etc. Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process.. Procurement generally involves making buying decisions under conditions of scarcity. Exemptions to the procurement policy and procedures may only be sought in exceptional circumstances based on business necessity and merit (such as instances of genuine commercial or confidential matters) or cases of extreme urgency, and cannot be used for avoiding competition. A formal statement or offer made in response to an invitation to supply specified goods or services, and which contains an estimated cost for the goods or service. 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