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Buying

NOTICE - THE BUYING PAGES ARE BEING UPDATED TUES 25 - FRI 28 JULY 2017

We apologise for any inconvenience caused.

 

Do you need to buy goods and/or services on behalf of UNSW?

This may include:

  • Office Supplies
  • Printing and Publishing
  • Food and Catering
  • Couriers
  • Furniture, Office Chairs
  • Utilities
  • Audio Visual Equipment and Electrical Appliances
  • IT, Computers, Telecommunications, IT Professional Services
  • Research Equipment and Lab Supplies
  • Marketing Services
UNSW Buying Principles

The University is always accountable for how it spends public funds.

When making any purchase decisions, the following principles are to be adhered to:

  • Value for money – do the goods and/or services represent the best value for money for the University?
  • Probity and equity – have the goods and/or services been sourced ethically with no conflict of interest?
  • Risk management – do the goods and/or services pose any risk? 
  • Fit for purpose – will the goods and/or services fulfil the intended role?

Sustainability must also be considered. For example, environmental impact, energy consumption, how long the good will last, ongoing maintenance, waste generation and cost of disposal.

If in doubt about any of the above consult the Procurement Procedure or email procurement@unsw.edu.au

How do I search these pages?

There are two main search pages for you to search for suppliers of goods and/or services:

  1. category/sub category (Includes 14 main supplier categories and approximately 70 sub categories): or
  2. a combination of sub category/ supplier name/ A-Z. 

When searching for goods and/or services you will notice the suppliers are labelled as either Preferred Supplier, Panel Supplier or Approved Supplier. See the table below.

Use a Preferred Supplier or a Panel Supplier wherever possible. It will save you time and money.

  • Strategic Procurement have already negotiated contracts with these suppliers
  • Preferred Suppliers do not require more than one quote unless the cost is more than $250k.
  • Risk has been considered 

quotethresholdtable.jpg

Note: Some suppliers may be labelled with one or more supplier type, depending on the good and/or service.

You may like to use the Request For Quote (RFQ) form when obtaining quotes.

Other essential things staff need to know about buying
  • Clearly define what you are looking for, and when requesting quotes make sure all suppliers have access to the same information.
     
  • When deciding what to purchase, always consider:
  • Splitting the purchase of goods and/or services to get around thresholds is not allowed. For example, the number of quotes required for the spend level, or the required staff seniority level for sign off. 
     
  • Any purchase worth $150,000 or more needs to be made available publicly - this is a NSW Government requirement under the GIPA Act. Email Strategic Procurement for more information and to provide copies of all relevant documents.
     
  • When engaging with suppliers and any procurement process - receiving gifts, benefits or extensive hospitality is not allowed. See the Gifts and Benefits Procedure for more details.
     
  • If the goods and/or services need to be paid in a foreign currency email Strategic Procurement.
     
  • UNSW will pay suppliers after the goods and/or services have been received and within 30 days of receiving an invoice.
What do I need to know about risk?

Risk must always be considered when purchasing goods and/or services.

When looking at risk think about: the type of goods and/or service, the cost, supplier reputation, ability to deliver, the likelihood there will be issues with the goods and/or services and; if there are possible issues, the consequences of this should a problem arise.

Use the table below as a guide:

  • Low (green) – for example ‘off the shelf’ goods, ‘plug and play’, ‘not complex’
  • Medium (yellow) – some complexity – contact Strategic Procurement
  • High (orange/red) – high value, high complexity – contact Strategic Procurement

For Medium and High Risk contact Strategic Procurement

risk_asessment.jpg

When Should I contact Strategic Procurement?

Contact Strategic Procurement if you:

  • have any questions or are unsure about UNSW buying principles and/or risk
  • would like to go to tender

When must I contact Strategic Procurement?

  • if the value of the good and/or service is over $150k*
  • if the purchase is potentially high risk
  • if there are any potential Occupational Health and Safety (OH&S) concerns with the purchase
  • if a non-standard contract is required
  • if you are using an overseas vendor

procurement@unsw.edu.au

*if the value of the good and/or service if over $150k. It is a legal requirement for the university to record all processes and documents relating to any expenditure over $150k in TRIM. If a good and/or service us valued at $250k or more, Strategic Procurement will assist with the sourcing strategy, managing the contract and payment terms.

Who is my buyer and what is their role?

Who is my buyer?

All divisions, faculties and departments have staff who are nominated as buyers. Check the Buying Network list or contact the Finance Helpdesk via financehelp@unsw.edu.au or extension 53330 to find out who your buyer is.

What is the role of the buyer?

UNSW buyers understand the University’s procurement and purchase order procedures and guidelines

Buyers:

  • raise purchase requests and purchase orders
  • may be able to give advice on purchases
  • know who the appropriate financial delegate to approve the purchase is – Register of Delegations
  • confirms the receipt of goods and/or services in the system; and
  • ensures appropriate record keeping is adhered to in TRIM.

Once the goods and/or service has been received, Accounts Payable arranges payment within 30 days of receiving the invoice. 

Buying Forms and Procurement Templates

Buying Forms
PRP1 - Purchase Requisition Form (under $10,000)

Purchase requisition Form (under $10,000)

PRP2 - Purchase Requisition form (over $10,000)

Purchase Requisition Form (over $10,000)

PDCF - Purchasing Defaults Change Form

Purchasing Defaults Change Request Form

DCST - Add or Amend an Existing Ship to Location Form

Add or Amend an Existing Ship to Location Form

RFQF - Request for Quote Form

Request for Quotation Form

CDIF - Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form

TOF - Tender Opening Form

Tender Opening Form

Purchasing Training

FIN-104 Purchasing Training for new staff is available online.

To register for the Purchasing module go to myUNSW and search under the course code FIN. 

Approval is not required for Finance online training. 

Once you register for training the module will be available to you in Moodle the following day. 

To do the training go to myUNSW and click on the Moodle icon to the top right of the page to log into Moodle. 

You will find the training module in your Moodle Dashboard. 

If you have any questions about registering for online training please contact Finance Training Information fti@unsw.edu.au

How to register for online training.

Procurement templates
Approval Request

Approval Request

Evaluation Criteria and Weightings

Evaluation Criteria and Weightings

Evaluation Scorecard

Evaluation Scorecard

Initial Data Package

Initial Data Package

Insurance level assessment

Insurance Level Assessment

Market Analysis Factsheet

Market Analysis Factsheet

Opportunity and Strategy Outline

Opportunity and Strategy Outline

Procurement Project Recommendation

Procurement Project Recommendation

Project Team Membership and Declaration

Project Team Membership

Declaration of Interest

Purchase Order Terms and Conditions

Purchase Order Terms and Conditions

Projects Site Services and Installation sign-off Checklist

Projects Site Services and Installation Sign-off Checklist

Successful Letter

Successful Letter

Tender Exemption

Tender Exemption

Unsuccessful Letter

Unsuccessful Letter

Need help?

For detailed information about procurement go to the  Procurement Policy and Procedure