• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - UWS Purchase & Tender Board - Terms of Reference
• Part B - Composition of the Board
• Part C - Quorum and Meetings
• Section 4 - Procedures
• Part D - Quotations
• Part E - Tenders
• Opening and Recording of Tenders
• Part F - Special Conditions
• Part G - Procurements under Government Contracts
• Part H - Bulk Purchases
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) This policy complements the UWS Purchasing Procedures and should be read in conjunction with the Purchasing Procedures document.

Section 2 - Definitions

(2) Nil.

Section 3 - Policy Statement

Part A - UWS Purchase & Tender Board - Terms of Reference

(3) The UWS Purchase and Tender Board shall :

1. call and invite formal tenders for supply of goods or services where the value of the contract is likely to exceed $100,000;
2. consider quotations and tenders for purchases or contracts with a value in excess of $20,000;
3. approve the letting of contracts and tenders subject to University accounting procedures and application of expenditure delegations;
4. recommend variations to procedures and conditions to be followed by the University for purchase of goods, services, equipment, motor vehicles, minor works, maintenance contracts and capital works.

Part B - Composition of the Board

(4) The Purchase and Tender Board (PT Board) shall consist of:

1. the Director Finance (or in his absence, the Manager Financial Operations ) as Chair;
2. the Manager Financial Operations;
3. one (1) nominee from each of the following University Centres:
   1. Each Academic College (4)
   2. Office of Research Services
   3. Library
   4. Information Technology
   5. Office of Capital Works and Facilities
   6. Office of the Academic Registrar
   7. Communication and Marketing.

(5) The Supervisor Purchasing and Assets will function as Secretary to the PT Board.

Part C - Quorum and Meetings

(6) Quorum for any meeting of the PT Board shall be six (6) members of the PT Board (50% + 1).

(7) The PT Board shall meet monthly, as a minimum. Meetings will, however, be normally scheduled on a fortnightly basis on the first and third Monday of each month.

(8) The person presiding at any meeting of the PT Board shall , in relation to a motion, have a deliberative vote and, in the case of an equality of votes, shall have a casting vote.

Section 4 - Procedures

(9) These procedures and conditions apply to the acquisition of all goods and services other than where a UWS wide procurement contract has been formally negotiated and put in place for the procurement of a class or type of item. UWS wide contracts will themselves be approved via the Purchase and Tender Board.

(10) UWS wide contracts exist for:

1. procurement of Personal Computers (refer UWS Information Technology Procurement Unit );
2. procurement of Mobile Phones (refer UWS Team Leader Telecommunications in Information Technology );
3. procurement of Stationery and General Office Supplies via Corporate Express (refer Supervisor Purchasing and Assets - Finance Office );

(11) New Contracts as negotiated will be advised as updates to this Policy.

(12) Procurements must be referred to the UWS Purchase and Tender Board where they involve:

1. general stores or materials not covered by a UWS wide purchase contract and with an order value in excess of $20,000;
2. furniture, equipment, plant, scientific apparatus, motor vehicles, with a procurement value in excess of $20,000;
3. maintenance, minor works or capital works expenditure contracts arranged via Office of Capital Works and Facilities and with a value in excess of $100,000 for any work. Contracts for these works with a value between $20,000 and $100,000 to be reported to the Board using the proforma;
4. contracts for services such as printing, advertising, promotion with a contract value in excess of $20,000;
5. contracts or agreements for the supply of services to UWS with a contract value in excess of $20,000.

Part D - Quotations

(13) For any procurement or agreement where the value exceeds $20,000 but is less than $100,000 Centres may either request the Supervisor Purchasing and Assets to obtain quotes, or may directly obtain, three (3) written quotations from reputable suppliers for the procurement. All suppliers should be provided with a common definition of the item to be supplied. Quotes should be in writing. Centres should assess quotations and make written recommendations to the Purchase and Tender Board concerning the preferred supplier. In normal circumstances Centres will be expected to accept the lowest quote unless it does not meet the standards specified in the call for quotations.

(14) All motor vehicle purchases (or trade-ins of vehicles) must be co-ordinated through the UWS Purchasing and Assets Unit in Finance. Only the Purchasing and Assets Unit is authorised to arrange for purchase quotes on vehicles.

(15) For procurements below $20,000 Centre Managers should ensure that as a minimum, three (3) quotations are obtained (and recorded). These quotes need not however be referred to the Purchase and Tender Board. They shall however, be part of the documentation submitted to the approving officer with Delegation to approve the procurement.

(16) For procurements below $1,000 quotes are not required, but Managers are responsible to ensure the University is receiving value for money.

Part E - Tenders

(17) For procurement of goods and services with a value in excess of $100,000 per item or contract, formal tenders must be called. The Supervisor Purchasing and Assets should be consulted as to requirements and procedures to be followed where the officer arranging the procurement is unsure of UWS process. Centres can develop the tender specification provided they comply with the UWS tender conditions set out below.

(18) The seeking of a formal tender requires:

1. the production and approval of a written tender specification which clearly sets down full details of the procurement in a manner that will allow suppliers to understand the University's requirements and any conditions attaching thereto (such as delivery date; warranty; payment terms etc.).
2. telephone number, address and name of the person/s to contact regarding information about the tender;
3. the identification of suppliers to be invited to tender. As a minimum, three (3) reputable suppliers shall be invited. For contracts involving expenditure in excess of $250,000 consideration should be given to calling public tender or including a minimum of 5 firms in the tender request.
4. that tenderers are requested to submit their tenders in sealed envelopes and lodge these in the UWS Tender Box located at Building M16, Hawkesbury Campus, Richmond by a clearly nominated tender closing date and time. The Supervisor Purchasing and Assets must be consulted as to any other tender close dates and times so that the University can ensure co-ordination of Purchase & Tender Box openings and meetings of the Purchase and Tender Board. The preferred standard date and time for tenders to close is Fridays at 2.00 pm.
5. after opening and recording, copies of tenders received will be onforwarded to the relevant Centre for full assessment and written report and recommendation to Purchase and Tender Board.

(19) All written quotation advertised or called for shall include:

1. specification and/or description of goods, services and concessions and works;
2. telephone number, address and the name of the person/s to contact regarding information about the quotation;
3. specify the manner in which quotations shall be submitted;
4. notify the closing date and the location of where the quotation must be delivered or deposited

(20) The Tender Box shall:

1. be located in Building M16, Hawkesbury Campus, Richmond
2. be secured with 2 locks, each lock to have wards diverse from the other, the key to one lock to be in the possession of the Chair and the key to the other lock in the possession of the Supervisor Purchasing and Assets
3. the duplicate key to each lock shall be lodged with the University's Campus Security Services at Richmond
4. be opened in the presence of at least 2 members of the PT Board immediately after the time fixed for the closing of the tenders.

Opening and Recording of Tenders

(21) To deal with each tender received:

1. each tender shall be immediately numbered and initialled by the 2 members of the Purchase and Tender Board present at the time of opening;
2. the particulars of each tender received and opened shall be entered in a tender schedule which shall be signed by the members;
3. the schedule shall indicate the names of tenders, the tendered price, deposits (if any), and the names of those tenderers who submit a 'no tender'.

(22) The Purchase and Tender Board will consider all formal tenders at its next scheduled meeting. Normally, the PT Board will meet within 14 calendar days of the closing date of formal tenders to consider acceptances.

(23) The PT Board may declare informal or reject any tender received without a deposit, where a deposit has been required from a tenderer as a condition of tender.

(24) Deposits must be held in trust until a tender is accepted, after which refunds will be made to unsuccessful tenderers.

(25) A register shall be kept in order to record the receipt and disposal of all tender deposits.

Part F - Special Conditions

(26) Where it is necessary under special circumstances to purchase goods, services, concessions and/or works with a value in excess of $20,000 without calling or invitation of quotations or tenders, such action can only be authorised by the Vice-Chancellor, the Chief Operating Officer or the Director Finance and for goods or services to the limit of their approved Delegations. All such action must be reported to the next meeting of the Purchase and Tender Board and to the Vice-Chancellor.

(27) The Purchase and Tender Board may determine whether a tender shall be called by selected or public tender, and in the case of the latter, prescribe the manner in which it shall be notified.

(28) Tenders for service contracts shall not normally be invited to cover a period in excess of 3 years. The PT Board has the power in special circumstances to extend any current service contract for a maximum period of 24 months in circumstances where this is seen to be in the best interests of the University. All such decisions and reasons therefore shall be recorded by the PT Board.

(29) No tender shall be considered which is received after the time advertised or fixed for its receipt unless there are special circumstances that, in the opinion of the PT Board, justify a departure from the rules. The circumstances under which a late tender is considered shall be recorded in the Purchase and Tender Board's minutes.

(30) The PT Board shall recommend the acceptance of any tender subject to availability of funds as, in its opinion, it is most advantageous of the University, although such tender may not be the lowest received, provided that if a tender other than the lowest be accepted, the reasons therefore, shall be recorded in the minutes.

(31) The PT Board shall not be bound to accept any tender and when it considers it advisable, may call fresh tenders.

(32) The rates of the accepted tender may be supplied on formal written request to the PT Board by any tenderer for the contract. The PT Board has the right to refuse to release details where confidentiality was a condition of the successful tenderer or where it is deemed not to be in UWS's interests from a competitive viewpoint.

Part G - Procurements under Government Contracts

(33) Where a Government Contract is in existence covering goods or services, UWS Centres may purchase under the Government Contract without seeking quotes. Procurements under Government Purchase Contracts with a value in excess of $20,000 must still be referred to the Purchase and Tender Board for approval.

(34) The Supervisor Purchasing and Assets can advise if goods or services are available under a Government Contract and whether such contracts are assessed as offering the lowest cost procurement option. (Note: from time to time it can be possible to obtain competitive prices below a Government Contract).

Part H - Bulk Purchases

(35) For bulk purchases from a supplier, where the individual item prices may not reach normal written quotation/ tender criteria (e.g. procurement of various small quantities of different grades of printing paper stock) but where the total bulk purchase exceeds $20,000, three (3) written quotations must be obtained and submitted to the Purchase and Tender Board for approval.

Section 5 - Guidelines

(36) Nil.