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Procurement Review Committees for Building and Construction
Each Agency is required to establish a Procurement Review Committee for the purposes of reviewing all building and construction (including roads and bridges) procurements valued at $50 000 or over (excluding GST). The purpose of the review is to ensure that procurement is undertaken in accordance with the Government's procurement policies and principles.
Set out below is information relating to the operation of Procurement Review Committees. The information details the matters that need to be referred to a Committee, the information that should be provided to a Committee, and suggests a format for submitting an evaluation to a Committee for endorsement.
The mandatory requirements relating to Procurement Review Committees for building and construction are set out in Treasurer's Instruction 1218.
The Procurement Review Committee's primary role is to review the process for all procurements valued at $50 000 or over to ensure a fair and equitable process has been followed. The Committee must consider the following:
The Procurement Review Committee must consider all evaluation processes for procurements valued at $50 000 or over including processes that result from an exemption approved by the Secretary of Treasury or following an approval to procure by way of a direct/limited submission sourcing procurement process under Treasurer's Instructions 1217 or 1231.
In all cases where a review of the procurement process is required, the review is to take place prior to any contract being awarded and prior to advice being provided to participants of the outcome or negotiations being entered into with the preferred supplier.
Agencies may extend the role of their Procurement Review Committee beyond that set out above. For example, other functions of an Agency's Procurement Review Committee could include:
A Procurement Review Committee can also be a focus of procurement data collection within an agency, for example: information on awarded contracts can be collected from the information that is submitted to the Committee, and included in the Agency's Annual Report.
Treasurer's Instruction 1218 recommends that an Agency's Procurement Review Committee consist of at least three members being:
A quorum should consist of the Chairperson and at least two members. Some agencies may wish to increase the membership of their Procurement Review Committees, and have a panel type arrangement, to allow for the absence of some members, or for a situation where a member may be involved in a particular procurement.
It is recommended that the Procurement Review Committee should be a high level committee, preferably chaired by a Deputy Secretary or Corporate Services Director of an agency.
The Procurement Review Committee must be provided with sufficient information to enable it to be satisfied that any process undertaken was in accordance with government procurement principles and practices.
To enable the Procurement Review Committee to undertake a review of any procurement, it will need to consider:
If the usual tender or quotation process has not been undertaken, evidence of an exemption or approval for direct or limited submission sourcing (under Treasurer's Instruction 1217 or 1231), whichever is applicable, should be provided to the Committee.
The decision of the Committee to endorse, or not endorse, the procurement process should be communicated to the Chairperson of the Evaluation Panel and to any other relevant staff. A copy of the Committee's endorsement of the procurement and evaluation process must be provided, with the Evaluation Report, to the person responsible for approving the awarding of the contract (refer Treasurer's Instruction 1211). Where the value of the procurement is $100 000 or over (for building and construction) or $250 000 or over (for roads and bridges), the Head of Agency is responsible for approval of the preferred tenderer.
The Treasurer's Instructions set out the principles, policies, and procedures to be observed in government procurement and disposal.
In addition to the Treasurer's Instructions, Treasury has issued several publications providing guidance to agencies or detailing other mandatory requirements relating to government procurement. Publications to refer to include:
Links to template documentation and checklists which may be of assistance, are provided below:
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