Download Procurement Project Recommendation

PROCUREMENT PROJECT
RECOMMENDATION
PROJECT NAME:
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TRIM REFERENCE:
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PAKCS REFERENCE:
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DATE:
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PROCUREMENT LEAD:
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CONTACT DETAILS:
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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, point STxx 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
9.
Outcome
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%
25%
25%
Service Capabilities
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
13.
Mitigation Strategy
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
15.1
Incumbent Supplier
15.2
Immediate Opportunities/Issues
15.3
Transition Matters
15.4
Finance Requirements –
16.
PROJECT TEAM SIGN-OFF
The tables below indicates the proposed representatives of the Project Team support this
recommendation .
16.1
Core Team:
Name
16.2
Position
Date
Signature
Date
Steering Committee:
Name
17.
Signature
Position
NEXT STEPS
Capture next steps in the process.