Reporting

Agencies are required to report:

  • awarded contract information annually in their annual reports;
  • information relating to the Government's Buy Local Policy requirements, quarterly to Treasury;
  • details of all contracts entered into by the agency with a total value of $50 000 or more (excluding GST), on the Tenders website within ten working days of being awarded; and
  • complaints information annually to Treasury for the Procurement Advisory Group.

Performance reports on building and construction contractors and consultants are also required to be provided to Treasury upon completion of a relevant contract. Agencies are also to undertake regular audits of procurement activity.

Specific details are set out below.

Tenders website

The following table summarises the procurement information that agencies are required to include on the Tenders website.

What is reported?

Information on:

  • all open procurements (open procurements are generally required for purchases valued at $250 000 or more); and
  • all contracts awarded with a value of $50 000 or more (excluding GST). This includes contract extensions resulting from approval under Treasurer's Instruction 1115(2).

When reporting the total value of a contract, the value is to be calculated including the value of any options to extend that may be exercised. When reporting the total period of the contract, the period is to be calculated including any options to extend that may be exercised.

Treasurer's Instructions 1110 and 1212 set out details of the specific information that is required to be included.

Is it mandatory?

Yes.

How is it reported?

The information is reported on the Tenders website.

Who is responsible for providing the information?

Heads of Agency.

In practice, each agency has officers that are registered users of the Tenders website. These users have the ability to coordinate the placement of new tenders on this website and updating it with tender outcomes.

Call the Systems Analyst at Treasury on (03) 6166 4100 if you are unsure who your agency users are.

When is it reported?

Information on open tenders must be displayed on the Tenders website when the tender is opened.

Information on awarded contracts must be displayed on the website within 10 working days of the contract being awarded.

 

Annual Reports

The following table summarises the procurement information that agencies are required to include in their Annual Reports.

What is reported?

Information:

  • on contracts awarded during the financial year with a value of $50 000 or more (excluding GST), including contracts awarded following exemptions and identifying those contracts awarded under Treasurer's Instructions 1127 and 1231 (Procurement from businesses that provide employment to persons with disabilities);
  • on all contracts (regardless of value) awarded during the financial year as a result of approval pursuant to Treasurer's Instructions 1114, 1115(2) and 1217;
  • relating to support for local business, together with a statement of compliance with the Treasurer's Instructions including a summary of major issues;
  • on all procurements where an exemption from the requirement to disaggregate has been approved pursuant to Treasurer's Instructions 1119(5) and 1225(5); and
  • on all approvals granted during the financial year for the inclusion of a confidentiality provision pursuant to Treasurer's Instruction 1401 (whether related to a procurement or otherwise).

Treasurer's Instructions 1111 and 1213 set out details of the specific information that is required to be included and include explanatory information, definitions and examples as appropriate. 

Is it mandatory?

Yes.

Who is responsible for reporting the information?

Heads of Agency.

In practice, the officer(s) responsible for preparing the Agency's Annual Report will collate the necessary information.

Officers managing tender or quotation processes should ensure they forward relevant information to their coordinating officer(s).

When is it reported?

Ministers are required to table agency annual reports on or before 31 October each year.


Complaints Reporting

Agencies are required to report annually on any procurement-related complaints made each financial year. The following table details the procurement complaints reporting requirements:

What is reported?

Summary information on procurement-related complaints made during the financial year.

Both building and construction/roads and bridges and goods and services complaints are to be reported.

For further information see Treasurer's Instructions 1117 and 1219.

Is it mandatory?

Yes.

How is it reported?

By memo or email to Treasury. If by email, forward to purchasing@treasury.tas.gov.au

Who is responsible for reporting the information?

Heads of Agency.

In practice, each agency has a designated complaints officer who will usually provide the relevant information to Treasury.

When is it reported?

Information is due to Treasury within 30 days of the end of the financial year.


Performance Reports for Prequalified Contractors and Consultants

The following table summarises agency performance reporting requirements for prequalified building and construction contractors, for contracts with a project value of $250 000 or more, and prequalified consultants, where the contract value exceeds $10 000:

What is reported?

Information on the performance of building and construction contractors and consultants.

For further information, see Treasurer's Instruction 1220.

Is it mandatory?

Yes.

How is it reported?

Performance Reports relating to building and construction are provided to Treasury either by mail or email. If by mail, forward to the Manager, Contracts, Procurement and Property Branch. If by email, forward to prequalified@treasury.tas.gov.au.

Treasury may, where appropriate, release these reports to other Tasmanian Government inner-Budget agencies and to other jurisdictions in accordance with the requirements of the relevant prequalification scheme to which they apply.

Who is responsible for reporting the information?

Heads of Agency.

In practice, the officer in charge of the project will forward the information.

When is it reported?

Upon completion of the contract, or when it is terminated due to unsatisfactory performance.

 

Audit requirements

The following table summarises agency audit requirements:

What is audited?

For building and construction/roads and bridges - a percentage of the agency's major works undertaken during each financial year, together with, from 1 March 2012, a percentage of the agency's direct/limited submission sourcing procurements approved pursuant to Treasurer's Instruction 1217.

For goods and services - for each financial year, a percentage of the agency's direct/limited submission sourcing procurements approved pursuant to Treasurer's Instruction 1114 and a percentage of an agency's contract extensions approved pursuant to Treasurer's Instruction 1115(2).

For further information, see Treasurer's Instructions 1128 and 1214.

Is it mandatory?

Yes.

How is it reported?

By memo or email to Treasury. If by email, forward to purchasing@treasury.tas.gov.au.

Who is responsible for reporting the information?

Heads of Agency.

When is it reported?

Annually with an extract of the report to be forwarded to Treasury within 2 months of the completion of the audit.

 

Agency websites

The following table summarises the information that agencies are required, by the Treasurer's Instructions, to include on their website:

What is reported/included?

  • Information on all approvals granted during the financial year for the inclusion of a confidentiality provision pursuant to Treasurer's Instruction 1401 (whether related to a procurement or otherwise); and
  • copies of all non-procurement contracts with a value over $2 million, pursuant to Treasurer's Instruction 1402 (or where publishing the contract is not practicable, contact details of an officer able to provide access to the relevant documents and a summary of the relevant contract details).

For further information see Treasurer's Instruction 1401.

Is it mandatory?

Yes.

How is it reported?

The information is reported on the agency's website.

Who is responsible for reporting the information?

Heads of Agency.

When is it reported?

Within 10 working days of a contract being entered into.


Reporting to Department of Treasury and Finance

The following table summarises the information that agencies are required, by the Treasurer's Instructions, to report on to Treasury on a regular basis:

What is reported?

Information on:

  • all procurements for which an exemption from the requirement to disaggregate has been approved pursuant to Treasurer's Instructions 1119(5) and 1225(5); and
  • contracts with a value of $50 000 or over not awarded to Tasmanian businesses.

Refer to Treasurer's Instructions 1111 and 1213.

Is it mandatory?

Yes.

How is it reported?

By memo or email to Treasury. If by email, forward to purchasing@treasury.tas.gov.au.

Who is responsible for reporting the information?

Heads of Agency.

When is it reported?

Quarterly


Reporting by Department of Treasury and Finance

The following table summarises reporting undertaken by Treasury and Finance (in addition to the usual agency reporting requirements):

What is reported?

All exemptions from the requirement to use prequalified contractors and consultants (see Treasurer's Instructions 1207 and 1216).

Is it mandatory?

Yes.

Who is responsible for reporting the information?

Treasury and Finance

Where and when is it reported?

Annually in the Treasury Annual Report.

 

Back Home