(1) This Policy was approved by the Vice-Chancellor on 22 April 2013.
(2) To define the rules for procurement.
(3) The Procurement Procedure documents how to comply with this Policy.
(4) This Policy applies throughout the University to all procurement activities, regardless of the source of funding.
(5) All purchasers who commit or incur expenditure against any funds administered by the University (including funds provided by external sources such as research grants) are accountable for such expenditure and are responsible for ensuring Procurement is undertaken in accordance with the following principles:
(6) The procurement of goods and services can only be undertaken by purchasers holding a relevant delegation authority in accordance with the Financial Delegations Policy. There must be a legitimate business need for the purchase, and an approved budget.
(7) Any real or perceived conflict of interest in relation to procurement activities must be reported and managed in accordance with the Code of Conduct.
(8) Purchasers must not split the value of goods and services into components of a lesser value to avoid any requirement of this Policy or to subvert a financial delegation requirement.
(9) The Procurement Services Manager is responsible for the authorisation and approval of purchase requisitions and purchase orders and may reject any requisitions or orders that are not consistent with this Policy.
(10) The initiator of a requisition or order is not permitted to authorise that requisition or order.
(11) Probity plans and probity advisers must be used for all procurement activity that is greater than $1,000,000,and for procurement that is complex or is considered a high risk. Further detail and advice on the use of probity plans and advisers can be obtained from the Procurement Services Manager.
(12) Purchasers must not use University funds to procure:
(13) Purchasers must ensure that the goods and services they procure on behalf of the University comply with relevant University and Australian standards and any legislation specifically related to the provision of the goods and services.
(14) Purchasers involved in procurement activities are prohibited from accepting gifts or extensive hospitality from current or prospective suppliers. Modest hospitality (such as lunch, tea, coffee) associated with a meeting to discuss the procurement of goods and services is acceptable but restaurant lunches/dinners, the provision of alcohol or tickets to events is not. Suppliers should not pay for travel or associated accommodation when purchasers are travelling to view prospective goods and services. Purchasers must not accept any gifts from prospective suppliers (including minor items such as bottles of wine or chocolates) as this could be perceived to produce a conflict of interest.
(15) Suppliers with whom the University has a contract for goods and services where that contract was facilitated in accordance with this Policy will be deemed 'Contracted Suppliers' and their use by purchasers is mandatory, unless an exemption is granted by the COO (after advice from the Procurement Services Manager). Contracted Suppliers (and the process for gaining exemptions) are detailed on the Deakin Contracted and Preferred Suppliers website.
(16) Suppliers used on regular occasions may be deemed 'Preferred Suppliers' with their use restricted to the quotation requirements of Schedule A of the Procurement Procedure. Preferred Suppliers are detailed on the Deakin Contracted and Preferred Suppliers website.
(17) Goods and services provided by all suppliers should be subject to periodic review and/or market testing by the Sponsor area. Periods of engagement should generally be set at three years with two further one-year extensions.
(18) Purchasers will purchase goods and services from Contracted Suppliers, unless an exemption has been granted by the COO (after advice from the Procurement Services Manager).
(19) The COO (after advice from the Procurement Services Manager) may consider a request for a general exemption to the requirement to use contracted suppliers, where the goods and services are not subject to an exclusive contract. Any general exemptions will be listed on the Deakin Contracted and Preferred Suppliers website.
(20) Where there are no contracted or preferred suppliers, or a contracted or preferred supplier is not used, purchasers must select a supplier for the goods and services in accordance with the requirements of Schedule A of the Procurement Procedure based on the value of the proposed purchase.
(21) For travel-related goods and services, purchases must also be made in accordance with the Travel Policy.
(22) For workstations, printers, copiers/scanners and facsimile devices, purchases must be made through the Deakin University Workstation Scheme (DUWS) or the Deakin University Printer Scheme (DUPS) unless an exemption has been provided by the Director, eArchitecture to the use of either scheme. Exemptions should be sought and received in writing. The provision of an exemption in accordance with this clause will not override any other compliance requirements outlined in this Policy.
(23) When procuring information and communication technology (ICT) software, hardware or services, purchasers must comply with any current University ICT Standards.
(24) For motor vehicles, purchases will be made by the Executive Director, Campus Services, who will endeavour to maximise the purchase of environmentally-friendly vehicles that provide the best blend of suitability for purpose, lowest emissions and greatest fuel efficiency, with these factors to be equally weighted with economic considerations when investigating vehicle fleet purchases.
(25) Purchasers must notify the Financial Services Manager, Corporate Finance, of any proposed purchases where the transaction involves payment with a foreign currency, before undertaking the transaction (this does not apply to credit card purchases or approved staff travel).
(26) The University will endeavour to procure goods and services that are aligned with the objectives of the Environmental Sustainability Policy and Sustainable Procurement Strategy.
(27) The Procurement Services Manager will define sustainable procurement priorities and promote the principles of continuous sustainability improvement with suppliers.
(28) Where an exemption to a particular procurement requirement outlined in this Policy or the Procurement Procedure is necessary or a Sponsor area wishes to source the goods and services from only one supplier or not from a contracted supplier, then a Certificate of Exemption Form must be submitted to the Procurement Services Manager who will make a recommendation to the COO. The COO may grant an exemption to the procurement requirements outlined in Schedule A of the Procurement Procedure where:
(29) An exemption only applies to the process of market engagement and does not excuse the procurement activity from other approval processes.
(30) The COO may refer a Certificate of Exemption to the Vice-Chancellor or a committee or subcommittee of the University for endorsement.
(31) Purchasers must conduct a quotation process as outlined in the Procurement Procedure for the procurement of goods and services of a value less than $300,000 and a tender process for the procurement of goods and services of a value greater than $300,000, unless an exemption has been granted as outlined in clause 28 above.
(32) Purchasers must obtain authorisation to commence a tendering process from a staff member within their Sponsor Area or at an aligned higher level with a financial delegation for general expenditure of at least $300, 000 (GST exclusive) (refer to the Financial Delegations Policy).
(33) Wherever possible any tender request document must be prepared using a University standard form contract document as the basis of the document.
(34) A request for tender document must be approved by the University Solicitor and the Procurement Services Manager, Campus Services Division before the request invitation is released.
(35) Tenders must be released through an advertisement in a statewide newspaper and uploaded to the University's e-tender portal Tenderlink or by release to the open section of Tenderlink.
(36) The Procurement Services Manager will provide tender boxes for the lodgement of tenders by respondents and will open these tender boxes on behalf of the Sponsor area.
(37) Accurate and complete records must be maintained throughout all procurement processes and filed in accordance with the University's Information and Records Management Policy and Information and Records Management Procedure, and the Procurement Procedure.
(38) Other than for corporate card purchases, all procurement activities are subject to payment in accordance with the University's terms and conditions, as defined by the Chief Financial Officer. The University will not pay in advance for goods and services except where a legitimate deposit is required to secure the goods and services. Any advance payment must be reflected in the contract for the goods and services.
(39) Any breaches of this Policy by a staff member (or student) will be investigated and may lead to internal disciplinary proceedings and/or, if appropriate, criminal proceedings.
(40) Refer to the Procurement Procedure.
(41) For the purpose of this Policy: