Key policies that apply to procurements in this value range are:
Start at step B.1 below and follow the entire process
You will need to identify who can supply the required goods or services.
For procurements of this value you only need to identify one supplier, however you will still need to justify that the supplier's offer represent value for money. If you are unsure whether a supplier's offer represents value for money, you might like to quickly compare offerings online.
► Search for a supplier that can fulfil your requirement.
You may like to consider:
- Indigenous Supplier (see Supply Nation).
- Australian Disability Enterprises (see BuyAbility).
- Local or over the counter providers.
- Online providers.
► Seek quote(s) from the supplier(s) you have identified (verbal may be sufficient).
Note
Always ensure that the effort during the procurement process is commensurate with scale and scope of the procurement (CPRs 4.4 e).
Generally written quotes are not needed for this value procurement.
Sometimes supplier’s terms will include a ‘contingent liabilities’ clause. A contingent liability is a potential liability that may occur depending on the outcome of an uncertain future event (see RMG No. 414). These are often found with venue hire, software licensing, product warranty and when you click on the ‘I agree’ to online terms and conditions.
► Check the supplier’s terms and conditions for contingent liabilities. If this clause is included, or you are unsure, seek advice from your central procurement area or in-house legal advisors.
► Seek written delegate approval for any contingent liabilities. This approval may be combined with the next step: Step 3: Obtain Delegate Approval under PGPA Section 23.
Once you have obtained your quote(s) you will need to seek approval for your procurement.
► Seek approval to enter into an arrangement.
- Verbal approval may be sufficient at this value if a credit card is being used for payment, or if the Delegate certifies the invoice/receipt at Step 4: Formalise order.
- If written approval is required, this may be recorded by email.
Once relevant approvals have been obtained, you can place the order. This may be done by one of the following:
► Pay by credit card (either over the counter, phone or online)
OR
► Accept the suppliers quote. This may be done verbally or by email. If done verbally you should record this in some form.
OR
► Place a purchase order. If neither of the two processes above are suitable you may choose to raise a purchase order. Usually for procurements of this low value and low risk, it is unnecessary. However, if you choose to use your entity's purchase order process, ensure you include appropriate terms and conditions and seek written acceptance from the supplier (an email is sufficient). We recommend using the Commonwealth Purchase Order Terms.
Note: Use of Credit Card and Invoice Payments
Payment by credit card is the preferred method of payment for purchases under $10k (see RMG No. 417). Payment may be made by credit card when you place an order or on receipt of goods or services. A tax invoice or receipt MUST be retained as proof of the transaction.
If the supplier does not accept credit card payments, they will need to submit a tax invoice for payment through your entity's Financial Management Information System (FMIS). The delegate's signature on an invoice sent for payment is a sufficient record of approval.
If using an invoice, ensure that you are compliant with RMG No. 417 - Supplier Pay On-time or Pay Interest Policy which requires Non-corporate Commonwealth Entities (NCEs) to make payment no later than 20 days following the acknowledgement of the satisfactory delivery of goods or services and the receipt of a correctly rendered invoice.
Where the Customer and the Supplier both have the capability to deliver and receive electronic invoices (e-invoices) through the Pan-European Public Procurement On-Line (PEPPOL) framework and have agreed to use e‑invoices, the maximum payment term is 5 calendar days.
You are required to retain all relevant documents in accordance with the Archives Act 1983. Relevant documents include any documents that record decisions and/or approvals, including those with signatures.
► File documents in accordance with your entity's records management practices.
- Archives Act 1983
- Freedom of Information Act 1982
- Commonwealth Procurement Rules (CPRs) 7.2 - 7.5 - Records
