• Section 1 - Purpose and Context
• Section 2 - Roles and Responsibilities
• Section 3 - Policy Statement
• Section 4 - Procedures
• Part A - Utilising Internal Expertise and Existing Arrangements
• Part B - Procurement Planning
• Part C - Sustainable Procurement
• What Stakeholders Should Do (Practical Check)
• Part D - Indigenous Procurement
• What Does Not Qualify
• What Stakeholders Should Do (Practical Check)
• Part E - Sole Source (Sole Supplier)
• Part F - Evaluation and Supplier Selection
• Part G - Probity and Conflict of Interest
• Part H - Approvals and Delegation of Authority
• Part I - Contracting and Execution
• Part J - Payment Term Variations
• Part K - Variations (Any Value)
• Part L - Exemptions to a Sourcing Activity
• Part M - Recordkeeping and Audit
• Part N - Compliance and Reporting Concerns
• Part O - Procurement Committee Governance
• Part P - Procurement by International Entities
• Part Q - Procurement Resources and Tools
• Part R - Sustainable and Inclusive Supplier Directories
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) This Procedure supports the implementation of the Western Sydney University Procurement Policy by providing clear and consistent guidance for staff procuring goods, services, and/or works.

(2) This Procedure must be read in conjunction with the Procurement Policy and associated governance documents. It operationalises the principles, thresholds, and compliance requirements established by the Policy.

Section 2 - Roles and Responsibilities

(3) This table outlines who is responsible for each part of the procurement process, including approvals, oversight, compliance, and contract management.

Section 3 - Policy Statement

(4) Refer to the Procurement Policy.

Section 4 - Procedures

Part A - Utilising Internal Expertise and Existing Arrangements

(5) Before engaging a new external supplier, staff must first confirm whether the required expertise or service is already available within the University or through an existing supplier engagement, contract or approved Supplier Panel. External procurement may only proceed where internal capability or existing arrangements cannot meet the requirement or where additional external expertise provides clear value.

Part B - Procurement Planning

(6) A Procurement Plan is mandatory for all procurements valued ≥$150,000 Ex GST, including Sole Source.

(7) For significant or high-risk procurements, the Procurement Plan will function as the business-case equivalent and must, at a minimum, document the business need and justification for the procurement, scope and objectives, value for money considerations and any options assessment, risk assessment and mitigation strategies, the proposed approach to market, and governance arrangements and approval pathways.

(8) Stakeholders undertaking procurement activities should refer to the Guide to Stakeholder-Led Procurement <$150,000 Ex GST on the Guide to Buying at Western Resource page to ensure that they are following the correct process.

(9) For purchases <$150,000 Ex GST, stakeholders must engage the relevant Subject Matter Expert/s, as outlined in the Regulated Categories, prior to commencing the procurement activity to seek the required advice and/or endorsement and to ensure goods and services are fit for purpose and meet required technical, regulatory, safety, and compliance standards.

(10) Procurement Services will adopt a market approach that ensures appropriate competition, transparency, and value for money, having regard to the nature, risk, and value of the procurement. Where a select tender approach is used, the number of invited tenderers must be sufficient to promote competitive tension and ensure an effective evaluation process, while remaining proportionate to the complexity and scale of the engagement.

(11) Stakeholders must not treat changes to existing contracts or engagements as new procurements to avoid variation requirements. All changes must follow the University's variation process, refer to Section 9 - Variations (Any Value).

Part C - Sustainable Procurement

(12) In accordance with the Sustainable Procurement Framework, all procurement activities must incorporate environmental, social, and economic sustainability considerations.

(13) The following table outlines required actions by procurement threshold:

(14) Procurement activities should, where relevant and appropriate, prioritise goods and services that support emissions reduction, including consideration of carbon neutral options (such as Climate Active certified goods/services), circular economy and lifecycle design principles, and supply chain information to identify and avoid climate and nature-related risks.

What Stakeholders Should Do (Practical Check)

(15) To support the integration of sustainable procurement considerations, stakeholders should:

1. Refer to the Sustainable Procurement Framework to understand relevant sustainability considerations for the procurement
2. Consider sustainability as part of planning and supplier selection, having regard to the nature, value, and risk of the procurement
3. Use available tools and resources including reviewing Section 20 – Sustainable and Inclusive Supplier Directories, to inform market understanding where relevant
4. Incorporate sustainability into evaluation and decision-making where appropriate, alongside value for money, quality, capability, and risk
5. Seek Procurement Services' guidance where required to ensure a balanced and compliant approach

Part D - Indigenous Procurement

(16) The University is committed to advancing Indigenous economic participation and supplier diversity through its procurement activities and will work toward a target of 10% addressable procurement spend with legitimate Indigenous businesses by 2030.

(17) For procurements valued <$150,000 Ex GST, staff are encouraged to engage legitimate Indigenous businesses where practical. The University may directly engage a legitimate Indigenous business without a competitive process, consistent with the Sustainable Procurement Framework and the University's commitment to supporting Indigenous economic participation.

(18) When identifying and engaging an Indigenous business, Procurement Services and stakeholders must ensure the business is legitimate and verifiable, not just Indigenous-affiliated. A business can be treated as a legitimate Indigenous business where one of the following applies:

1. The business is certified by Supply Nation (minimum 51% Indigenous owned, managed and controlled); or
2. The business is registered with Supply Nation or an Indigenous Chamber of Commerce recognised by Procurement Services (minimum 50% Indigenous ownership); or
3. The business provides other reasonable evidence confirming Indigenous ownership and control, sufficient for the University to substantiate the classification if audited or reported externally.

(19) Other reasonable evidence may include (where certification or registration is not held):

1. Written confirmation from the business owner confirming Indigenous ownership and control
2. Written confirmation of ownership structure (e.g. company extract, constitution, partnership agreement)
3. Confirmation from a recognised Indigenous organisation, community body or land council
4. Other documentation accepted by Procurement Services that reasonably demonstrates Indigenous ownership and control

What Does Not Qualify

(20) A business must not be classified or reported as an Indigenous business where:

1. it employs Indigenous staff or consultants but is not Indigenous owned;
2. it has Indigenous shareholders but does not meet minimum ownership thresholds;
3. it works with Indigenous subcontractors but is not itself Indigenous owned; or
4. its Indigenous ownership and control cannot be reasonably substantiated.

What Stakeholders Should Do (Practical Check)

(21) Before directly appointing the supplier:

1. Check Supply Nation or an Indigenous Chamber of Commerce listing where available
2. Confirm the business meets ownership thresholds
3. Obtain and attach appropriate evidence (e.g. certification, registration, declaration or other supporting documentation) to the procurement activity
4. Contact Procurement Services if unsure before using this method of direct Indigenous procurement

Part E - Sole Source (Sole Supplier)

(22) Sole supplier (sole source) procurement is permitted only where goods or services can be obtained from one supplier only, due to limited or no alternative suppliers being available. This includes situations where goods or services must be sourced directly from an original equipment manufacturer (OEM) or an authorised provider to maintain compatibility, warranties or technical support arrangements.

(23) All sole supplier procurements must be supported by a documented sole supplier justification form explaining why competition is not possible and must be approved in accordance with relevant financial delegations.

(24) As part of Procurement Services' assurance controls, compliance checks will be conducted on sole supplier procurements under $150,000 Ex GST to confirm the appropriateness of the procurement approach and approval by financial delegates, and to ensure the fairness and integrity of the procurement process. Financial delegates must only approve sole supplier arrangements where the justification clearly demonstrates a legitimate sole supplier circumstance.

(25) In alignment with the Sustainable Procurement Framework and the Procurement Policy, legitimate Indigenous suppliers may be directly appointed for procurements up to $150,000 Ex GST. Direct appointment under this provision requires the completion of a sole supplier justification.

Part F - Evaluation and Supplier Selection

(26) Evaluations must be conducted against pre-defined, documented criteria to ensure transparency, consistency, and fairness.

(27) Conflict-of-Interest declarations are required for all individuals involved in the evaluation, including single evaluators for lower-value procurement.

(28) It is best practice to involve three evaluators to support transparency and balanced decision-making. A single evaluator may be appropriate for low-risk or straightforward procurement, provided the rationale is documented.

Part G - Probity and Conflict of Interest

(29) All perceived, potential, or actual conflicts of interest must be declared and managed in accordance with the Integrity Compliance and Reporting Policy (Conflicts of Interest, Gifts, Benefits).

(30) Where an external consultant participates in a procurement activity, all parties involved must complete a Conflict of Interest Declaration on the Integrity Reporting Register prior to engagement in the process.

(31) Information relating to supplier proposals or submissions must not be shared outside formal procurement processes.

(32) Where appropriate, and depending on the risk profile of the procurement, the University may engage an independent external probity advisor to oversee the process and provide assurance of fairness, transparency, and integrity.

(33) Stakeholders must not engage in discussions with potential or existing suppliers that could influence, or be perceived to influence, the outcome of a procurement process.

(34) Any breach of these requirements compromises the integrity of the University's procurement process and may result in cancellation of the procurement process, and the need to recommence the process to ensure fairness and transparency.

Part H - Approvals and Delegation of Authority

(35) Approval authority for procurement activities is exercised in accordance with the University's Delegations of Authority Policy.

(36) Additional approvals are required in the following circumstances:

Part I - Contracting and Execution

(37) Where applicable, supplier engagements must be formalised with a valid Purchase Order and/or valid contract, prior to the commencement of services or delivery of goods.

(38) Contracts should be established using the standard University terms or relevant terms under NSW Government Procurement Schemes.

(39) If a contract cannot be finalised using standard University terms, or where adjustments to clauses are required, advice from the Office of General Counsel (OGC) must be obtained prior to execution. Note, NSW Government scheme agreements cannot be amended.

(40) Contracts must be signed by the supplier before execution by an authorised University delegate, in accordance with the Delegations of Authority Policy.

(41) All contracts managed by Procurement Services are saved in TRIM in accordance with the University's Records and Archives Management Policy.

(42) For stakeholder-led procurements valued <$150,000 Ex GST where a contract is required, the Stakeholder must engage the Procurement Services Team prior to contract execution to support contract drafting, execution and GIPA declaration requirements (where applicable).

(43) Where the total contract value is (or is anticipated to be) ≥$136,363 Ex GST, the contract must be declared on the University's GIPA Contract Register available on the GIPA Contract Disclosure web page.

Part J - Payment Term Variations

(44) Standard terms of payment with the University are 30 days from date of invoice, following the supply of goods or services.

(45) Where a variation to standard University payment terms is required, a request for Invoice – Supplier Terms Variation (located on the Service Catalog - Staff Portal) must be submitted to the Finance Office for consideration.

Part K - Variations (Any Value)

(46) A variation is a formal change to an existing contract or purchase order that alters the original scope, value, duration, deliverables, or contractual terms.

(47) Purchase Order Variations
Where a variation requires a purchase order uplift or amendment, Stakeholders must engage Procurement Services to facilitate the required procurement system and administrative actions.

(48) Contract Variations
Where a formal contract is in place, Procurement Services must be engaged to facilitate the variation process, including ensuring appropriate documentation, approvals, contract administration actions, and execution requirements are completed.
Variations include, but are not limited to:
a.    Increases or decreases to contract value, including cumulative changes over the contract term.
b.    Extensions to the contract term beyond the originally approved period.
c.    Changes to the scope of goods, services, and/or works being delivered.

(49) Stakeholders must submit a variation request through the Procurement System and provide sufficient justification and supporting documentation, including revised scope, updated pricing, extension rationale, or changes to delivery schedules, as applicable.

(50) Variations that result in the total contract value ≥$136,363 Ex GST must be included on the University's GIPA Contract Register, available on the GIPA Contract Disclosure web page.

Part L - Exemptions to a Sourcing Activity

(51) Refer to the Exemptions List for activities that are exempt from undergoing a competitive sourcing process. Any exemption outside of those included on the list must be approved by the Chief Financial Officer.

(52) Other activities that are exempt from a competitive procurement process are:

1. Emergency Procurement, requiring completion of the Emergency Procurement Form and submission of supporting quote(s) by the stakeholder. Procurement Services will review the documentation prior to Purchase Order creation.

Part M - Recordkeeping and Audit

(53) All procurement documentation must be retained for audit and compliance:

1. Scopes of work/specifications
2. Quotes
3. Evaluation summaries
4. Approvals

(54) Procurement Services conducts periodic audits on Stakeholder-led Procurement activities.

Part N - Compliance and Reporting Concerns

(55) Staff must not approve or engage a supplier without appropriate delegation of authority.

(56) Delegates should not exercise a delegation unless provided with sufficient details about the subject matter of that delegation and be satisfied that there is a proper trail of accountability.

(57) Suspected fraud, misconduct, or breach of policy must be reported to a line manager and the Director, Procurement Services.

(58) Procurement activities that are not undertaken in alignment with this procurement procedure are considered non-compliant. In such cases, the staff member’s supervisor will be notified, and repeated non-compliance will be managed under the disciplinary procedures set out in the Enterprise Agreements.

Part O - Procurement Committee Governance

(59) The Procurement Committee is responsible for reviewing high-value and/or high-risk procurement submissions to ensure alignment with Western Sydney University's strategic, ethical, probity, and value-for-money objectives.

(60) Procurement activities must be referred to the Procurement Committee for review when any of the following stages or conditions apply:

Part P - Procurement by International Entities

(61) This section applies where Western Sydney University's overseas operations, campuses, subsidiaries, or controlled entities undertake procurement activities.

(62) Local Policy Alignment

1. Overseas entities must follow their approved local procurement policy and procedures where established.
2. Where the procurement value exceeds the locally approved threshold, the University's central procurement team is to be engaged to assist with ensuring that sourcing, evaluation, and contracting activities remain consistent with the central procurement policy.

Part Q - Procurement Resources and Tools

(63) Stakeholders conducting procurement activities valued between $50,000 and $150,000 must use templates and support resources provided on the Guide to Buying at Western web page.

Part R - Sustainable and Inclusive Supplier Directories

(64) To support the University's sustainable procurement goals, staff are encouraged to utilise the following directories to identify diverse, ethical, and sustainable suppliers:

Section 5 - Guidelines

(65) Refer to the Procurement Process Flow.