ICT Procurement

Early Market Research Guide

Early market research helps you to understand what types of digital products or services are available. It also identifies potential suppliers before you begin a formal procurement process.

It’s an exploratory exercise and can be formal and complex or as simple as searching the internet or making  a phone call.

To assist you in capturing the above planning process, you can use the Early Market Research Report template

Probity in Procurement

Achieving an ethical, transparent approach requires that the procurement rules be clear, open, well understood and applied equally to all parties to the process;

Sourcing Process

This document provides the end-to-end sequence of steps in the ICT sourcing process from start to finish.

Procurement Brief (UQProcure)

For procurement activities up to $200,000, a procurement brief must be submitted to document the evaluation summary, the outcome of the supplier quotation process, and the recommendation of the preferred supplier.

The same brief can also be used to seek an exemption, where applicable, for procurements up to this threshold. 

Should you require support please reach out to ICT Procurement at ict.procurement@uq.edu.au

Procurement Plan
(UQProcure)

A Procurement Plan is mandatory for procurement of all goods and services with a value of more than $200,000.

For procurements of $200,000 or more, please reach out to ICT Procurement at ict.procurement@uq.edu.au for support in developing your procurement strategy.

Conflict of Interest

A conflict of interest (COI) must be declared when personal relationships, interests, loyalties, or benefits such as friendships, financial stakes, gifts, or affiliations could influence or appear to influence your impartiality in a procurement decision.

Refer to the enterprise procurement guidelines.

Expression of Interest (EOI) Pack

Use the EOI pack to:

• assess market’s capability to meet UQ’s objectives and requirements
• identify potential and interested suppliers
• gather insights to support the development of an internal business case

Request for Quote (RFQ) Pack

Use the RFQ pack to outline UQ’s requirements and request quotes for the supply of ICT products and/or services.

It is recommended for straightforward procurements valued up to $1 million.

It is optional for purchases under $50,000, though it may still be helpful in guiding the process.

Invitation to Offer (ITO) Pack

Use the ITO Pack to invite offers for a solution that meets UQ’s defined requirements.

An ITO is not mandatory for procurements under $1 million. However, ICT Procurement may recommend its use based on the complexity, risk level, or potential impact of the procurement.

Evaluation Pack

Use this for sourcing activities over $200,000.

Evaluation Pack includes evaluation plan and evaluation scorecard.

Reference Check (Due Diligence)

To verify the supplier’s past performance by obtaining feedback from nominated referees regarding services delivered within the past three years.

This ensures the supplier’s claims are accurate and supports UQ’s procurement evaluation.

Procurement Recommendation Report

To record the outcome of UQ’s evaluation of supplier quotes or offers, including the recommended supplier, products, and services.

This is mandatory for procurements over $200,000, including consultant and contractor services.

For procurements under $200,000, a completed Evaluation Scorecard summary is sufficient and can be attached to the Procurement Brief.

Negotiation Plan

To outline the negotiation strategy key objectives, priorities, fallback positions and roles of each negotiation team member, ensures alignment, preparedness and consistency when engaging suppliers.

It is typically used after evaluation and before contract award.

Recommended for complex or high risk or high value (> $1million) engagements.

Cyber Security Assessment Report (Due Diligence)

To determine whether the cloud service meets UQ security requirements and actions that need to be performed to mitigate risks identified due to missing or weak controls.

Required when procuring cloud services.

For further info regarding this assessment, contact Cyber Security Risk and Assurance at cyber-risk@uq.edu.au

Supplier Financial Assessment (Due Diligence)

Supplier Financial Assessment helps ensure that the vendor is financially stable and capable of delivering services over the contract term.

It is recommended to conduct this assessment when the contract represents high value or poses significant risk to service delivery. 

UQ engages a 3rd party to perform these services. Please contact ict.procurement@uq.edu.au for further information.

ICT contract templates

Contact ICT Procurement to request templates.

These must be used strictly in accordance with their associated guidelines, even where an Approved Supply Arrangement is used.

Mandatory for:

• ICT procurements valued at or above $200,000
• ICT consultancy engagements valued at or above $10,000.
• ICT consultancy engagements may require contracts based on risk and value.

Please contact ict.procurement@uq.edu.au to request templates.

Managing Process (PDF, 182.5 KB)

This document provides the end-to-end sequence of steps in the ICT contract management process.

ICT Contract Kick-off Meeting

This document serves as a template to guide and record the initial contract kick-off meeting between UQ and a supplier, ensuring mutual understanding of roles, expectations, and contract management processes.

ICT Contract Management Checklist

This checklist ensures that ICT contracts are effectively managed throughout their lifecycle, from initiation to closure.

ICT Contract Classification Tool

This tool assists UQ staff in assessing the complexity, risk, and value of ICT contracts to classify the contract to the appropriate categories (i.e transactional, focussed, leveraged or strategic).

ICT Contract Management Plan

(Short Form)

Use this short form plan for transactional, focussed and leveraged ICT contracts by outlining key information, performance measures, and obligations to be recorded and maintained in UQProcure.

ICT Contract Management Plan

(Long Form)

Use this long form plan for strategic ICT contracts by outlining roles, responsibilities, performance measures, governance, obligations and risk controls to support relationships at UQ.

Low risk licence review checklist (DOCX, 86.7 KB)

Used to assist in the review of licence/subscription terms for low risk software licence and cloud subscription agreements.

All software or data licences and cloud service subscriptions (unless Legal Services has been engaged).

Guidelines for using supplier terms and conditions

Used to assist in the review of supplier terms and conditions for low risk ICT agreements.

All ICT agreements less than $100,000 where supplier terms are being considered.

Legal fact sheets

Fact sheets to help you understand and review contract terms and conditions.

As needed.