PROCUREMENT PROCESS CONSIDERATIONS

TIPS

1. Officials should consult their entity’s central procurement team early in the planning process, for advice on meeting obligations under the Framework and the entity’s  Accountable Authority Instructions.

2. Officials must ensure that any specifications are based on performance and functional requirements and any international standards, rather than technical specifications.  Specification by reference to a particular product or proprietary intellectual property, such as trademarks, copyrights and patents should also be avoided.  Where such references are necessary, words such as ‘or equivalent’ must be included in the specification.

3. Ensure the delegate is aware of the intended approach to market and, depending on the nature, complexity and risk of the procurement, is involved in the planning stages of the procurement.

4. Procurements should be sufficiently flexible to enable innovative and value-enhancing approaches to be considered as part of the evaluation process.

5. Entities should generally not accept risks which another party is better placed to manage, and where an entity is best placed to manage a particular risk, it should not seek to inappropriately transfer that risk to a supplier.

6. Entities should ensure there is appropriate separation of procurement duties and responsibilities, for example by having different officials responsible for: evaluating submissions and subsequently recommending a potential supplier; and approving the spending of relevant money.

7. If a procurement is valued at or above the relevant thresholds, entities need to ensure they consider where relevant:

8. Entities need to determine how this is incorporated into the request documentation, what information tenderers are required to provide, and how this will be evaluated.

Last updated: 03 January 2019