Quotation Process Checklist - Goods and Services



|QUOTATION PROCESS CHECKLIST |

|ALL GOODS OR SERVICES |

|Version 2 - July 2020 |

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|Title of procurement | |

|Procurement number | |

|Prepared by | |

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This checklist will assist you in procuring goods and services (including leases or rentals of equipment) via a quotation process.

It provides an overview of the mandatory requirements an agency is required, by the Treasurer’s Instructions (TIs), to adopt during a procurement process.

It is important that this checklist be used in conjunction with the TIs and Better Practice Guidelines (BPGs).

An agency may wish to:

• adapt the checklist to include agency specific requirements, additional steps or best practice processes;

• modify the checklist to reflect the TIs requirements for multi-staged procurement methods; or

• incorporate this checklist as part of their internal Procurement Review Committee approval process.

Additional information and resources, including a checklist appropriate for an open tender process, can be found on the Purchasing website, at purchasing..au.

|PLANNING |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|1.2 |Procedures are in place to ensure that |TI PP-3 | | | | |

| |persons making submissions are dealt with | | | | | |

| |fairly, equitably and impartially throughout | | | | | |

| |the quotation process. | | | | | |

|1.3 |There is a process to identify and record all|TI PF-5 | | | | |

| |conflicts of interest, including details of | | | | | |

| |any actions to manage identified conflicts. | | | | | |

|1.4 |Where appropriate, specific policies or |TI PF-2 | | | | |

| |processes are applied to the procurement in |TI PF-3 | | | | |

| |accordance with the requirements of the TIs. |TI PP-3 | | | | |

| | |TI FC-17 | | | | |

| |This may include policies relating to climate| | | | | |

| |change and the environment, use of the TTCC | | | | | |

| |or the Tasmanian Wood Encouragement Policy. | | | | | |

| |More information on these policies is | | | | | |

| |detailed in the TIs or BPGs. | | | | | |

|1.5 |The Buy Local Policy is adhered to and a |TI PF-2 | | | | |

| |pre-procurement local impact assessment | | | | | |

| |prepared and approved. | | | | | |

|QUOTATION DOCUMENTATION |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|2.2 |The RFQ documentation provides all the |TI PP-3 | | | | |

| |information necessary to enable potential | | | | | |

| |suppliers to prepare appropriate submissions.| | | | | |

|2.3 |The Economic and Social Benefits Test is |TI PF-2 | | | | |

| |included as an evaluation criterion with a | | | | | |

| |minimum weighting of at least 25% and | | | | | |

| |suppliers are requested to provide an | | | | | |

| |Economic and Social Benefits Statement as | | | | | |

| |part of their response. | | | | | |

|2.4 |The Crown Law templates (without material |TI PP-3 | | | | |

| |amendment) are used to prepare the RFQ | | | | | |

| |documentation, or the RFQ documentation is | | | | | |

| |approved by Crown Law. | | | | | |

|INVITING, RECEIVING, EVALUATING SUBMISSIONS |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|3.2 |At least two quotes are sought from Tasmanian|TI PF-2 | | | | |

| |businesses, where Tasmanian capability |TI PP-2 | | | | |

| |exists. | | | | | |

|3.3 |Details of businesses issued with the |TI PP-3 | | | | |

| |procurement documentation are recorded. | | | | | |

|3.4 |Where addenda are issued or changes are made |TI PP-3 | | | | |

| |to procurement documentation, all | | | | | |

| |participating suppliers are provided with | | | | | |

| |uniform information. | | | | | |

|3.5 |There are processes to ensure information |TI C-1 | | | | |

| |provided by potential suppliers is treated as| | | | | |

| |confidential. | | | | | |

|3.6 |There is a secure facility for the receipt of|TI PP-3 | | | | |

| |the submissions at the designated lodgement | | | | | |

| |location. | | | | | |

|3.7 |Submissions are not opened until after the |TI PP-3 | | | | |

| |closing time. | | | | | |

|3.8 |The acceptance of a late submission is given |TI PP-3 | | | | |

| |appropriate consideration. | | | | | |

|3.9 |If a participating supplier is provided with |TI PP-3 | | | | |

| |an opportunity to correct unintentional | | | | | |

| |errors of form, the same opportunity is | | | | | |

| |provided to all participating suppliers. | | | | | |

|3.10 |A submission is not considered for evaluation|TI PP-3 | | | | |

| |unless conditions of participation, if they | | | | | |

| |have been established, are met. | | | | | |

|3.11 |If offers are received from an agency, |TI PF-2 | | | | |

| |statutory authority, GBE or SOC, the price | | | | | |

| |reflects full cost attribution (unless there | | | | | |

| |are no private sector suppliers). | | | | | |

|3.12 |The recommended supplier is a recognised |TI PP-3 | | | | |

| |legal entity. | | | | | |

|ACCEPTING AN OFFER, CONTRACTS, UNSUCCESSFUL SUPPLIERS |

|Checklist|Refer to |Y |N |N/A |Comments | |

|item | | | | | | |

|4.2 |The Crown Law templates (without material |TI PP-3 | | | | |

| |amendment) are used to prepare the contract |TI C-1 | | | | |

| |documentation, or the contract documentation | | | | | |

| |is approved by Crown Law. | | | | | |

|4.3 |If required, there is approval for the |TI C-1 | | | | |

| |inclusion of a confidentiality provision | | | | | |

| |pursuant to the Government’s confidentiality | | | | | |

| |policy. | | | | | |

|4.4 |The approval of a confidentiality provision |TI C-1 | | | | |

| |(see 4.3) is reported on our website. | | | | | |

|4.5 |All participating suppliers are advised of |TI PP-3 | | | | |

| |the outcome of the procurement process. | | | | | |

|4.6 |If the value of the contract is $50 000 or |TI PF-5 | | | | |

| |more, all required details of the contract | | | | | |

| |awarded are displayed on the Tenders website | | | | | |

| |within 10 days of the award of contract. | | | | | |

|4.7 |There are processes to ensure that all |TI FR-4 | | | | |

| |necessary reporting and auditing requirements|TI C-1 | | | | |

| |are met. | | | | | |

|4.8 |Debriefing interviews, if requested, are |TI PP-3 | | | | |

| |held. | | | | | |

|CHECKLIST FINALISATION |

|Officer responsible for Quotation Process| |

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|Date checklist finalised | |

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