Procurement Policy

Policy overview

1 Purpose

To establish clear principles that support a compliant Procurement process.

2 Scope

This policy applies to all Procurement regardless of funding source or Settlement method.

3 Policy Statement

This policy and its subordinate Policy Instruments sets out the processes designed to achieve positive Procurement outcomes for the University.

In addition to satisfying the Principles set out below, this Policy affirms that all Procurement activities will be conducted:

  • by appropriately trained staff; and
  • within approved authorisation limits and in accordance with the Financial Delegations Schedule.

4 Principles

The University endeavours to:

  • select Procurement options and deployment methods that drive value for money and achieve organisational objectives;
  • work across Agency boundaries to maximise savings and benefits;
  • obtain more efficient and effective outcomes for the University through in-depth understanding of University needs, Supplier capabilities and market conditions and trends;
  • continuously improve capability and performance within the Procurement function by:
    • focusing on outcomes;
    • building internal capability;
    • monitoring and managing the performance of Procurement Expenditure;
    • identifying opportunities for improvement; and
    • engaging with internal clients to better understand their needs.
  • use Procurement processes to advance economic, environmental and social objectives;
  • consider whole of life assessment for the acquisition of Goods and/or Services;
  • manage Procurement appropriately and responsively through planning and risk management;
  • undertake Procurement with integrity by:
    • being accountable for the delivery of timely outcomes using public resources;
    • ensuring Procurement decisions are transparent and defensible; and
    • meeting the expected standards of Probity and accountability.

5 References

Nil.

6 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

7 Policy Information

Accountable Officer

Deputy Vice-Chancellor (Enterprise Services)

Responsible Officer

Deputy Vice-Chancellor (Enterprise Services)

Policy Type

Executive Policy

Policy Suite

Procurement Procedure

Procurement Threshold and Authorisation Schedule

Subordinate Schedules

Approved Date

1/4/2020

Effective Date

1/4/2020

Review Date

1/4/2023

Relevant Legislation

Financial Accountability Act 2009

Financial Accountability Regulation 2019

Financial and Performance Management Standard 2019

Modern Slavery Act 2018

Queensland Procurement Policy 2021

Related Policies

Code of Conduct Policy

Corporate Credit Card Policy

Fraud and Corruption Management Policy

Leasing Policy

Petty Cash Policy

Professional Services Policy

Risk Management Policy and Procedure

Related Procedures

Corporate Credit Card Procedure

Employee Conflict of Interest Procedure

Leasing Procedure

Petty Cash Procedure

Related forms, publications and websites

Corporate Procurement Plan (under development)

Financial Delegations Schedule

Procurement Guideline

Procurement Strategy (under development)

Queensland Government Supplier Code of Conduct

Tender Timeline

Transactional Payments List

USQ Tender Probity Framework and Plan

Definitions

Terms defined in the Definitions Dictionary

Expenditure

Decreases in economic benefits during the Reporting Period in the form of outflows or depletions of Assets or incurrences of liabilities that result in decreases in equity. This encompasses losses as well as expenses that arise in the ordinary course of business....moreDecreases in economic benefits during the Reporting Period in the form of outflows or depletions of Assets or incurrences of liabilities that result in decreases in equity. This encompasses losses as well as expenses that arise in the ordinary course of business.

Goods and/or Services

Goods and/or Services can be either produced by the University for which fees can be charged, or acquired by the University. Goods and/or Services produced are tangible and/or intangible products which are the outcome of human effort and/or knowledge that the University is either obliged to charge or has a right to charge a third party for the provision of these products. Goods and/or Se...moreGoods and/or Services can be either produced by the University for which fees can be charged, or acquired by the University. Goods and/or Services produced are tangible and/or intangible products which are the outcome of human effort and/or knowledge that the University is either obliged to charge or has a right to charge a third party for the provision of these products. Goods and/or Services acquired are tangible and/or intangible products which are the outcome of human efforts and/or knowledge acquired to meet University needs. Goods and/or Services can be in the form of physical goods or intangible services.

Procurement

The entire process by which all classes of materials, facilities and services are obtained by the University. This can include the functions of planning, design, establishing standards, evaluating risk, writing specifications, selecting Suppliers, developing contracts and method of payment and subsequent disposal....moreThe entire process by which all classes of materials, facilities and services are obtained by the University. This can include the functions of planning, design, establishing standards, evaluating risk, writing specifications, selecting Suppliers, developing contracts and method of payment and subsequent disposal.

Purchasing

The method for acquiring the Goods and/or Services required. This can include credit cards, purchase orders and/or leasing arrangements....moreThe method for acquiring the Goods and/or Services required. This can include credit cards, purchase orders and/or leasing arrangements.

Supplier

An organisation known to be capable of supplying the required Goods and/or Services....moreAn organisation known to be capable of supplying the required Goods and/or Services.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

Definitions that relate to this policy only

Agency

A department or a statutory body as those expressions are defined in the Financial Accountability Act 2009.

Probity

Probity is evidence of ethical behaviour in a particular process.

Settlement

A method of acquisition such as Purchasing, leasing, renting and/or hiring activities.

Keywords

Purchasing, Corporate Credit Card, Credit Cards, Goods, Goods and/or Services, Consultants, Contractors, Expenditure, QITC, Professional Services, Services

Record No

13/405PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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