• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - Engagement of consultants involving expenditure of between $30,000 and $99,999
• Part B - Consultancies involving an expenditure of $100,000 or more
• Part C - GST
• Section 4 - Procedures
• Section 5 - Guidelines

The Consultants - Appoitment to UWS Policy is being expired effective 16 December 2014. The subject matter is now covered in the Procurement Policy.

Note: The arrangements relating to purchase and tender for goods and services, and the value thresholds for the requirements to seek quotes or tenders have been amended with the introduction of the revised Procurement Policy on 1 February 2011. Please contact the Associate Director Procurement to discuss transitional arrangements until this policy is reviewed.

Section 1 - Purpose and Context

(1) This policy establishes the framework within which formal delegated approvals can be exercised with respect to the appointment of external consultants to the University for any project or professional activity. The policy applies to all consultancies involving proposed expenditure above $30,000 pa. Special approval requirements are identified with respect to major consultancies with a dollar value above $100,000.

(2) The purpose of the policy is to ensure that appropriate procedures are followed in respect of competitive selection and appointment of consultants to the University and that senior management of the University are aware of substantial consultancies before any commitment to engage the consultant is entered into. The additional requirements outlined in this Policy supplement the Purchasing and Procedures Policy.

Section 2 - Definitions

(3) Nil.

Section 3 - Policy Statement

Part A - Engagement of consultants involving expenditure of between $30,000 and $99,999

(4) In order to engage an external consultant for any study or activity involving a contract fee of over $30,000 and less than $100,000, the responsible University Division and Unit must:

1. Establish a clearly defined specification as to the nature of the consultancy; the work required of the consultant; the timeframe within which the work must be completed; and the reporting requirements associated with the activity. These statements must be in sufficient detail to obtain formal quotations from a minimum of three (3) external consulting providers. The prepared specification must be submitted to the relevant Deputy Vice-Chancellor for approval before it is issued to the consulting firms.
2. Wherever possible, more than three (3) quotations should be obtained. All quotations are to be in writing. Following receipt of quotations, the Unit Head should prepare a submission evaluating the outcomes and recommending an engagement. These submissions are to be submitted to the relevant Deputy Vice-Chancellor for expenditure approval and, subject to that approval, then forwarded on to the Purchase and Tender Board for formal Board endorsement. Under no circumstances should the University be contractually committed to the consultancy until the approvals of the relevant Deputy Vice-Chancellor and the Purchase &Tender Board have been obtained.

(5) Each DVC will be responsible for reporting to the University Executive quarterly (end March, June, September and December) all approvals granted for consultancies. The format for reporting is at Attachment 1.

Part B - Consultancies involving an expenditure of $100,000 or more

(6) In the case of major consultancies expected to involve an outlay of more than $100,000 there is a requirement to call for formal tenders. A full consultancy specification must be produced and submitted to an appropriate DVC for approval prior to issue.

(7) Tenders can either be by selective invitation or open tender. The submission to the DVC for approval should indicate the preferred basis of tender (selective or open), and if selective, the basis of determination of the consultants invited to tender.

(8) The DVC will submit the tender specification for the consultancy to the UWS Executive for information, and if necessary, comment prior to approval and issue of the tender specification.

(9) Following receipt of tenders (which must be via the formal Purchase &Tender Board process) the responsible unit will make a recommendation concerning appointment to the responsible DVC. The DVC will consider whether there is a need to again refer the matter to the Executive prior to awarding the contract.

Part C - GST

(10) All dollar values quoted in this policy exclude GST.

(11) Attachment 1 - Report to Executive - Consultancies Involving Between $30,000 &$99,999

Section 4 - Procedures

(12) Nil.

Section 5 - Guidelines

(13) Nil.