Planning the Purchase

Market Research

What suppliers are available?

Consider consulting with the Industry Capability Network (ICN) or accessing the free guide to Tasmanian businesses, BIZTAS to identify local capability

Defining the specification

The specification is the description of your Agency's requirements. In order to prepare the specification you need to understand what is required? Which requirements are mandatory? If the specification is not appropriate then the end result may not meet your needs.

Purchasing method

What purchasing method will you need to undertake?

The purchasing method you must follow will depend on:

• whether there is an existing contract;
• market characteristics - eg how many suppliers, identifying how competitive the market is etc;
• the value of the proposed purchase, including ongoing costs such as maintenance agreements (for more information see purchasing thresholds); and
• how well defined the requirement is and the complexity of the project (in such cases it may be appropriate to undertake a multi-stage purchasing process).

Is it appropriate to:

• seek approval for direct/limited submission sourcing under Treasurer's Instruction 1114 (refer to Direct/limited submission sourcing for further information);
• purchase from a disability enterprise (refer to Purchasing from Businesses that Employ Persons with Disabilities for further information) or
• use a common-use contract?

Evaluation

Do you need an evaluation committee?

What evaluation criteria, including weightings (if relevant) and evaluation methodology will be used?

Potential Impacts

What are the potential impacts on local suppliers?

What are the community, industry and economic impacts?

How should they be addressed?

Have you considered the impact of specific procurement policies such as those relating to possible climate change and environmental impacts?

Procurement documentation

What procurement documentation should be used in the circumstances?

Are there any Crown law templates available? Refer to the template documentation under Resources.

Probity Adviser

Do you need to employ a probity adviser?

A probity adviser is recommended when a purchase is of high value or is likely to be contentious.

Risk management

Do you need to consider risk assessment and risk management?

Contract documentation and contract management

What contract documentation is appropriate?

Note: If Crown Solicitor template pro forma procurement documentation has been used (refer Resources), the form of contract is set out in that documentation.

Is approval to include a confidentiality provision required? (Refer to from the Crown Contracts Confidentiality Policy)

Do you need a formal contract management plan?