Issuing a request for quote
The panels and request functions are available through AusTender’s Dynamic Sourcing for Panels (DS4P). Entities are encouraged to submit all Requests for Quote (RFQ) through DS4P, which offers a simple and consistent way to use the panel. Entities that cannot access DS4P should contact the MAS and People Panel Contract Management Team or the AusTender help desk at tenders@finance.gov.au.
Entities are strongly encouraged to use the forms designed for the relevant panel and made available on the panel webpages. Separate forms are available for:
- MAS Panel
- Recruitment and Service People Panel
- Labour Hire Services People Panel
- Professional Contractor Services People Panel.
To maximise competition under Clause 9.14 of the Commonwealth Procurement Rules (CPRs), entities should approach multiple service providers within the relevant service category wherever possible. The number of quotes sought should match the scale and scope of the requirement, as outlined in Clause 4.4e of the CPRs.
Entities should consult internal procurement advisors, as there may be entity-specific requirements when deciding an approach to market or accessing DS4P. It is important to document the reasons for the chosen approach, including the number of quotes requested and the method for assessing value for money. Competition is a key element of the Commonwealth Procurement Framework.
Early engagement with service providers is permitted and can be a valuable part of the procurement planning process. By engaging with the market before formally approaching providers, entities can gain insights into provider capability, capacity, emerging trends, and potential delivery approaches. This helps entities better understand what the market can offer, refine their requirements, and develop a more informed and effective procurement strategy.
Entities are encouraged to download the relevant RFQ form from the panel webpages and complete it offline. Once complete, the form should be uploaded into the DS4P and published to the selected service providers.
Further guidance on completing request processes in DS4P is available on AusTender.
Entities may negotiate more competitive rates or innovative pricing structures with service providers. When doing so, entities must treat all service providers approached to submit a quote in an equitable manner.
When seeking quotations, entities should allow adequate time for service providers to prepare and submit their responses.
Requirement to issue RFQs to SMEs
Under the panel arrangements:
- for procurements valued under $125,000 (including GST), only SMEs may be approached unless paragraph 5.5 of the CPRs is used.
- for procurements with an estimated value of $125,000 (including GST) and above, it is Government policy that at least one SME must be included in the request for quotation (RFQ). If there is no SME available under the relevant service sub-category or an SME has advised it does not have capacity and capability to deliver the required services, an entity should clearly explain and document this as part of its procurement process.
Entities are encouraged to support procurement officials in researching Australian SME businesses.
These requirements aim to increase opportunities for SMEs to compete for Australian Government contracts. Greater participation supports capability building and maximises opportunities for Australian and SME business.
If no SME exists in the relevant service sub-category or an SME does not have capacity and capability to deliver the required services, an entity must clearly document this as part of its procurement process. The Flexibility Framework also allows entities to approach suppliers that are not on the panel when needed.
Each entity is responsible for meeting these SME engagement requirements. Finance will undertake compliance checks to confirm entities are meeting these obligations.
Issuing an Order for Services
The Order for Services form on the relevant panel service webpages should be used for panel procurements. Separate forms are available for the MAS panel and each People Panel service. Using the form ensures the terms and conditions of the overarching arrangement apply to each procurement. The form also provides a consistent structure for orders under the panel and supports efficient engagement between entities and service providers.
Issuing an order creates a separate contract between the service provider and the entity. The contract will reflect the rates in the head agreement unless a lower rate has been negotiated or an alternative pricing arrangement, such as fixed pricing, is stated in the order.
Entities must ensure they only engage service providers approved for the relevant service category. If a service provider accepts an order category for which it is not approved, this will constitute a breach of the head agreement and must be reported to Finance.
Entities should consult internal procurement advisers before issuing final documents to ensure internal processes are followed and all required approvals have been obtained.
A service provider must not subcontract any aspect of the ordered services without prior written approval from the entity. Any subcontractors listed in an order are considered approved for the purposes of the contract.
Further information is available in the Best Practice Guide for Approaching the Market.
