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Purchase and Tender Board Policy

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Section 1 - Purpose and Context

(1) This policy establishes Western Sydney University's Purchase and Tender Board, setting out its terms of reference and membership. It also establishes the Tender Committees and their role in advising the Purchase and Tender Board in specific procurement activities.

(2) This policy should be read in conjunction with University's Procurement Policy and associated procedures and guidelines.

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Section 2 - Definitions

(3) Nil.

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Section 3 - Policy Statement

(4) The University will have a strategic approach to procurement and will have a Purchase and Tender Board to oversee all procurement activities undertaken by the University. The Purchase and Tender Board will be supported by specialist Tender Committee.

Part A - Purchase and Tender Board

Terms of Reference

(5) The Purchase and Tender Board has the following terms of reference:

  1. Oversee all procurement activities undertaken by the University and ensure the principles of procurement as outlined in the Procurement Policy are followed.
  2. Consider all tenders, and purchases over the tender threshold set in the Procurement Policy.
  3. Approve tenders or purchases on recommendation of the relevant Tender Committee.
  4. Authorise a Tender Committee to approve a tender or a category of tenders.
  5. Recommend a tender for approval by the Board of Trustees where required, or where the procurement warrants approval by the Board of Trustees.
  6. Develop the overall University procurement strategy and policy, including procurement priorities.
  7. Establish specialist Tender Committees, as required, in addition to those established in Part B of this policy.
  8. Report to the Finance and Investment Committee annually, or as required.
  9. Exercise any of the responsibilities of the Tender Committee.

Membership

(6) The Purchase and Tender Board will have the following membership:

  1. Vice-President, Finance and Resources (Chair);
  2. Three other senior staff members with relevant experience, nominated by the Vice-Chancellor and President and Vice-President, Finance and Resources.

(7) The Vice-Chancellor and President may on the recommendation of the Purchase and Tender Boardappoint a member external to the University with relevant expertise.

(8) In order to consider urgent matters the Purchase and Tender Board must have a quorum of three, including the Vice-President, Finance and Resources.

Purchase and Tender Board Support

(9) The Purchase and Tender Board will be supported by an executive officer. The executive officer will be the Director, Strategic Procurement and Services, who will also be a member of each Tender Committee.

(10) The executive officer will:

  1. provide the main point of contact for all tender processes;
  2. coordinate secretarial support for the Purchase and Tender Board and Tender Committees, including scheduling meetings and arranging papers for the Purchase and Tender Board and Tender Committees;
  3. maintain a register of all requests submitted to, and all exemptions and approvals of tenders made by the Purchase and Tender Board and Tender Committees.

Meetings

(11) The Purchase and Tender Board will meet on four scheduled occasions throughout the calendar year, and at other times as required.

Part B - Tender Committees

(12) Four Tender Committees will be established to deal with procurement activities that exceed the tender thresholds as outlined in the Procurement Policy, or any other procurement activities that result in a tender process.

(13) Tender Committees will be established to authorise tendering activities in the specialist areas of construction and infrastructure, information technology, scientific equipment and services, and general goods and services.

(14) Where there is an overlap of coverage of the goods and/or services the tender activity will be referred to the Tender Committee with the predominant usage.

(15) Each Tender Committee must have a member who is independent from the matter under review, typically from another business area but with an understanding of the issues being discussed. The Chair of the Tender Committee will appoint the independent member.

Terms of Reference

(16) Tender Committees have the following terms of reference:

  1. Ensure the principles of procurement as outlined in the Procurement Policy are followed.
  2. Assess all requests to undertake a tender or purchase over the tender threshold and approve:
    1. undertaking a selective tender process over an open tender process;
    2. specifications and other documentation for tender processes;
    3. advertising a tender process;
    4. exemptions from undertaking a tender process;
    5. membership of the evaluation panel for each tender process;
    6. appointing a Probity Adviser.
  3. Reject submissions and provide written justification.
  4. Review tender submissions and make recommendations to the Purchase and Tender Board.
  5. Recommend to Purchase and Tender Board the acceptance a variation to a tender.
  6. Provide advice and report to the Purchase and Tender Board on tender processes.

Membership

(17) The Tender Committees will have the following membership:

  1. Construction and infrastructure
    1. Executive Director, Estate and Commercial (Chair)
    2. Senior Manager, Relevant Procurement
    3. Procurement Tendering and Legal Officer
    4. Director, Strategic Procurement and Services
    5. At least one Independent Member
  2. Information technology
    1. Chief Information and Digital Officer (Chair)
    2. Relevant area Manager
    3. IT Procurement Manager
    4. Director, Strategic Procurement and Services
    5. At least one Independent Member
  3. Scientific equipment and services
    1. Dean of the relevant School (Chair)
    2. Pro Vice-Chancellor, Research and Innovation
    3. Unit head or Director, University Research Centre
    4. Director, Strategic Procurement and Services
    5. At least one Independent Member
  4. General goods and services
    1. Relevant unit head (Chair)
    2. Director, Strategic Procurement and Services
    3. At least two other members appointed by the Vice-President, Finance and Resources (at least one independent from the business area initiating the proposal)

(18) Chairs of Tender Committees may appoint additional members where specific subject matter experts are required; these may be internal or external to the University. External specialist consultants should only sit on Evaluation Panels in a technical advisory capacity. For large or complex projects, consideration should be given to splitting tasks between specialist consultants to obtain a broader variety of views and advice.

(19) In order to consider urgent matters the relevant Tender Committee must have a quorum of three, including the Chair and the Director, Strategic Procurement and Services.

(20) Nothing in this policy precludes members from the Tender Committees also being members of established Evaluation Panels.

Meetings

(21) The Tender Committees will meet monthly when there is business. Meetings may be held electronically as required.

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Section 4 - Procedures

(22) Nil.

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Section 5 - Guidelines

(23) Nil.