Strategic Procurement Procurement Recommendation

1. Overview

Project Name [insert]

Reference number(s) [Annual procurement plan and/or business unit reference number]

High level overview of objectives and outcomes [insert]

Total contract value

*convert if in foreign currency to AUD

$ (AUD) (excl GST) Contract [insert contract type]

Contract details

Start Date Click or tap to enter a date.

End Date: Click or tap to enter a date.

Extension period [free text]

Engagement type Choose an item.

Faculty & School; or

Division & Department[insert initiating area] Length of contract

Initial term: [insert]

Extension period(s): [insert]

Estimated benefit (from Strategy)

Cost reduction (% or $)

Cost avoidance (% or $)

N/A

Actuals benefit

Cost reduction $

Choose an item.

Cost avoidance $Choose an item.

Other:

Previous contract cost (total value)

$ Proposed contract cost

(total value)

$

(x)% increase

(x)% decrease

Approval representative of Procurement Strategy

[insert name and position]; or

[strategy not developed, or not approved]

Budget owner approving benefits

[insert name and position]

Funding type Choose an item. Panel established Choose an item.

Procurement lead [insert name and position] Preferred supplier(s) [insert details]

Procurement planned timeframe (wks) [insert weeks planned] Procurement completion

(wks) [insert weeks from start date]

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 1

2. Overall recommendation

3. Delegate Approval

Approval to commit funds with the preferred supplier(s) for the amount contained within this Recommendation. Approval to execute the contract, may or may not be sought at this point in time of the process. Refer to section 3.

Status Position Signature Date Comments

Submitted by

Endorsed/Not Endorsed

Approved/Not ApprovedNote: This document requires financial delegation approval (DOA) DOA may need to be accompanied by a DFO Approval Cover Page. This is when the CFO or VP is required

to provide delegation DOA must occur at the recommendation stage as this approval signifies commitment of funds by UNSW

4. Checklist

Type of activity Choose an item.

Has legal been involved in legal departures Choose an item.

Has risk been involved in review of identified risks Choose an item.

Probity adviser appointed or advice provided Choose an item.

GIPA reporting Choose an item.

Project information/Key Considerations [include high level outcomes including any major departures or important considerations that should be shared with the delegate]

Installation or Commencement date [include high level details of any important information associated with the installation, delivery or commencement including mobilisation etc]

If you have already completed all negotiations associated with execution of a contract, please include the contract for execution with this document and any memorandums or additional documents relating to the execution of the contract

Contract ready for execution Choose an item.

Procurement strategy attached Choose an item.

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 2

4. Evaluation Process- Phase 2

Number of suppliers invited (quotes sought)

[include suppliers invited]

Number of quotes required by the Policy [insert no of quotes required]

Phase 2(a)- initial screen of responses

(x) number of responses were received on (x) date.

These were screened for complying/non-compliance including minimum form/content requirements.

Outcome:

(x) supplier(s) were deemed non-compliant and were not assessed further All supplier(s) were deemed compliant and moved to the next phase of

evaluation

Phase 2(b)- the evaluation team(s) evaluated responses based on criteria

Responses were scored, strengths, weaknesses and commentary for supplier(s) were recorded by the Procurement lead.

A total score for each Supplier was recorded. This may have resulted from moderation scores or averages.

Outcome

Option 1- (x) supplier was deemed the preferred and no other suppliers were deemed suitable to be evaluated further; or

Option 2- (x) supplier(s) were shortlisted and progressed to the next phase of evaluation (or)

(x) supplier(s) did not meet the requirements adequately and were deemed unsuitable to be evaluated further

Phase 2(c)- negotiation and nomination of preferred supplier(s)

Shortlisted and/or the Preferred Supplier(s) may have been requested to, clarify their response further, present to the evaluators. Scores may have been reviewed and reference checks, due diligence and value add initiatives may have been considered. Negotiation including pricing, legal and commercial departures may have been considered during this phase.

Outcome

Option 1- (x) supplier(s) was deemed appropriate for the evaluators to recommendation by the delegate and contract be executed with the preferred supplier(s)

Option 2- (x) supplier(s) were not deemed suitable to move to recommendation phase.

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 3

5. Conflict of Interest

Conflict of Interest forms completed [insert number of forms]

Conflicts of Interest declared

Choose an item.

Identified:Actions:

Confidentiality provisions considered Choose an item.

4. Contracting details

Preferred Supplier(s)[insert suppliers’ detail]

ABN [insert ABN number]

Financial health (if required) [insert financial viability rating] or [N/A]

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 4

5. Evaluation scoring summary (non-pricing)

Insert here scoring summary. You can use graphs and diagrams and ensure you include insights for example justification for scoring, explanations for gaps between scores and reasons for shortlisting.

5. Evaluation scoring summary (pricing)

Insert here the pricing methodology used, the outcomes and include any insights including negotiation or clarifications. This should include analysis of options issued by UNSW and any departures or changes to plan

6. Clarifications, strengths, weaknesses and presentations

Insert clarifications that may have impacted shortlisting, scoring and describe the key strengths, weaknesses of suppliers assessed

6. Overall recommendation

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 5

7. Risks Risk description Mitigation Strategy

Overall rating 1 Choose an item.

8. Benefits (detail benefits estimated, achieved and any value-add considerations. If the summary on page 1 is sufficient to explain the benefits estimated and achieved, please delete this section)

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 6

9. Contract departuresOnly include items that are considered major, or which may materially impact the recommendation. These must be notable for the delegate. This may include closed items to be mitigated or reviewed prior to contract execution. If none exist, delete this table.

Risk rating

[insert details]

Choose an item.Legal

Choose an item.

Low[insert details] Choose an item. Legal Choose an item.

Low[insert details] Choose an item.

Legal Choose an item.

Low[insert details] Choose an item.

Legal Choose an item.

Low[insert details] Choose an item.

Legal Choose an item.

Low[insert details] Choose an item.

Legal Choose an item.

Low

Evaluation Team Endorsement (include additional as required including, procurement sponsor, project team or subject matter experts etc)Name Capability Responsibility Signature &

DateCOI signed

[insert name] Procurement Lead

Partner with the business area to facilitate and guide evaluators through the phases of evaluation to achieve value for money outcomes for UNSW

[e-signature][date]

[e-signature][date]

[insert name] Evaluator Evaluate and score responses. Provide commentary and make recommendations based on outcomes during the phases of evaluation.

[e-signature][date]

[e-signature][date]

[insert name] Evaluator Evaluate and score responses. Provide commentary and make recommendations based on outcomes during the phases of evaluation.

[e-signature][date]

[e-signature][date]

[insert name] Evaluator Evaluate and score responses. Provide commentary and make recommendations based on outcomes during the phases of evaluation.

[e-signature][date]

[e-signature][date]

Procurement Recommendation (all UNSW procurement activity)[Name of Activity] 7