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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, 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.