PROCUREMENT PROJECT
RECOMMENDATION /
PROJECT NAME: / "[Click here and type]"
TRIM REFERENCE: / "[Click here and type]"
PAKCS REFERENCE: / "[Click here and type]"
DATE: / "[Click here and type]"
PROCUREMENT LEAD: / "[Click here and type]"
CONTACT DETAILS: / "[Click here and type]"

Note: Details from the Opportunity and Strategy Outline may be utilised in this document

1.PURPOSE AND BACKGROUND

Insert the purpose and background of this document to describe the process followed in sourcing for the University of New South Wales (UNSW).

2.METHODOLOGY OVERVIEW

The following (but not limited to) sourcing methodology has been used:

(a)Identify ‘need’ and determine RFT approach

(b)Define requirements and specifications

(c)Determine Core Team

(d)Develop RFT documentation

(e)Develop evaluation criteria and weightings

(f)Conduct Request for Tender

(g)Receive and Score Tender responses

(h)Request and review a BaFO

(i)Agree on preferred Tenderer and prepare recommendation

(j)Obtain recommendation approval (this document)

(k)Develop and offer Agreement

(l)On-going contract management

3.STAKEHOLDERS

The following UNSW personnel have been involved in this sourcing process

Name / Position / Responsibility

4.SUMMARY OF REQUIREMENTS

The requirements of pursuing the xx Services as a procurement project are to:

5.BUDGETED/ESTIMATED/HISTORIC COST FIGURES

The current spend is $.

6.OVERVIEW OF MARKET RESEARCH/ANALYSIS CONDUCTED

Detail this and the suppliers who were identified

7.STRATEGY

The sourcing and selection of an appropriate supplier arrangement to provide xx service.

The strategy agreed was to scope a tender and invite all of the above Suppliers. In the following table, pointSTxx was agreed.

Ref / Strategy / Key Benefits / Key Risks / Conclusion
ST1 / Do Nothing
ST2 / Closed RFT
ST3 / Open RFT
ST4 / Direct Negotiation with Incumbent

8.AGREED TENDER RECIPIENTS (FOR ‘CLOSED TENDERS’ ONLY)

The following suppliers were invited to provide tenders:

Supplier / Outcome

9.DETAILED EVALUATION

The following evaluation criteria was agreed. The below is an example from the Standard evaluation but if applicable another template may be used.

Evaluation Criteria / Subcategories / Weighting
Mandatory Pre-Qualification Requirements: Ability to provide the Services in the market
Gradable Requirements
Supplier Sustainability / 15%
Service Capabilities / 25%
25%
15%
5%
5%
Quality and Continuous Improvement / 10%
TOTAL: / 100%

The Supplier submissions were scored individually by each project team member and then consolidated as per the following table. Say which supplier was identified…..

10.NEGOTIATIONS

Provide a description of the process.

11.FEES AND BENEFITS

Exclusive of GST.

Supplier / Incumbent Fees pa / Bid Fees pa / BAFO Fees pa / Benefit against incumbent fees pa

Detail the commercial arrangements eg. CPI increases, fixed price etc.

12.KEY RISKS

Detail any risks which should be highlighted to the signatories of this document (table provided).

Be sure to check the supplier has the minimum insurances required by UNSW. If not, list this in the risk table below, complete the insurance level assessment form and attach it to this document.

If in a foreign currency, state that in this section, the mitigation strategy would be engaging UNSW Treasury to provide a hedge.

Risk Description / Mitigation Strategy

13.FUNDING DETAILS

Detail where the funding will be coming from for this procurement

Breakdown / Funding Source (include granting body, project ID, account code, fund code, etc)
Equipment, installation, and training
Installation site preparation
Other

14.RECOMMENDATION & BENEFIT SUMMARY

Provide the Recomendation highlights

All stakeholders mentioned in point 3 above agree to the findings of this document and recommend that an award of contract be made to xx on the following:

15.IMPLEMENTATION SUMMARY

15.1Incumbent Supplier

15.2Immediate Opportunities/Issues

15.3Transition Matters

15.4Finance Requirements –

16.PROJECT TEAM SIGN-OFF

The tables below indicates the proposed representatives of the Project Team support this recommendation.

16.1Core Team:

Name / Position / Signature / Date

16.2Steering Committee:

Name / Position / Signature / Date

17.NEXT STEPS

Capture next steps in the process.