The Vice-Chancellor’s Committee approved a new Procurement Policy [9.40.01] in November 2019 as part of a revised UQ Procurement Framework. The framework supports UQ's strategic objectives by enabling business-driven procurement decisions. It enables these by facilitating:

  • compliant and efficient processes
  • a strategic approach to sourcing
  • well-managed commercial relationships.

The Procurement Framework will:

  • reduce time and effort spent on making routine procurement decisions
  • ensure that there is clear accountability and defensibility for more significant decisions.

You can learn more about the UQ Procurement Framework by reading the Procurement Policy [9.40.01].

Procedures, templates and forms

Other elements of the UQ Procurement Framework have been updated to align with the new policy, including:

  • the Procurement Procedure
  • the Probity and Integrity in Procurement Procedure
  • mandatory forms and templates. 

To help support the UQ community in making sound and efficient procurement decisions, we continuously review all Procurement forms, templates and guides. Updates are published as they become available.

Make sure you download the current version each time you use a form, template or guide.

Contact Enterprise Procurement if you have any questions or feedback.

Procedures

The Procurement Procedure and Probity and Integrity in Procurement Procedure outline the mandatory controls — including processes, documentation and approvals — which help Procurement stakeholders follow the principles set out in the Procurement Policy [9.40.01]. 

Decision guide and tool

There are two resources to help you understand the requirements for the Plan, Source and Manage phases of the procurement process.

To see:

Both the guide and tool must be used in conjunction with the: 

Procurement activities with a higher impact or risk profile may have more detailed process and documentation requirements.

If you use the Procurement Decision Tool, send any feedback to Enterprise Procurement at procurement@uq.edu.au. Your feedback will help us improve the tool. 

Forms, templates and guides

These forms, templates and guides support the implementation of the Procurement Policy [9.40.01] and the Supplier Creation and Maintenance Procedure [9.40.04].

These documents are secure - UQ login required.

Commonly used forms, templates and guides

Resource Purpose When required
Add or amend a supplier in UniFi – process map (PDF, 82.3 KB) Infographics on the add or amend a supplier in UniFi process. For guidance when a supplier record is to be added or amended in UniFi.
Contractor Procurement Plan (DOCX, 128.2 KB) Procurement planning documentation to be prepared before approaching the market to record the business need for the contractor for professional services or consultant and plan the approach to market. Mandatory for the engagement of consultants or contractors for professional services for value threshold of $50,000 or greater [GST Exclusive].
Declaration of Conflict of Interest For declaring and recording a Conflict of Interest (including no Conflicts for procurements of values $200,000 or greater) and associated management strategy. Mandatory for all procurement values if there is an actual/perceived/potential Conflict of Interest.
Mandatory 'No-Conflict' declaration is required for all procurement values of $200,000 or greater.
Engaging contractors for consulting and professional services guide (PDF, 69.5 KB) Guide listing considerations to keep in mind when engaging contractors for consulting and professional services. For guidance when engaging contractors for consulting and professional services.
Procurement Brief (DOCX, 75.7 KB) Evaluation documentation to capture and record the outcome of UQ’s evaluation of supplier quotes / offers and the recommendation of the preferred supplier and products and services for endorsement of the Budget Holder and approval of the Financial Delegate of the purchase transaction. Mandatory for procurements (including consultant / contractor services) with value between $10,000 and less than $200,000 [GST Exclusive].
Procurement Plan (DOCX, 180.7 KB) Procurement planning documentation to be prepared before approaching the market to record the business need for the good or service and plan the approach to market. Mandatory for the procurement of all goods and services (except for the engagement of consultants or contractors for professional services) with a value of $200,000 or greater [GST Exclusive].
Procurement Process Exemption (DOCX, 66.7 KB) To be completed and sent to Enterprise Procurement for approval of an exemption, in situations where full compliance with the UQ Procurement Policy and Procedure is not feasible or not in the best interests of UQ. As required.
UQ Contractor Checklist (XLSX, 96 KB) Completion of this mandatory checklist at the pre-engagement stage will ensure UQ is correctly engaging with its workers as contractors or employees. The checklist also identifies any superannuation or payroll tax obligations that UQ will have with a genuine contractor/consultant engagement. Mandatory during pre-engagement stage for all Contractors/Consultants. Completed checklist is required to be sent to FBS Tax (fbs-tax@uq.edu.au) for review and approval.
UQeMarket procure-to-pay – process map (PDF, 120 KB) Workflow diagram outlining responsibilities of the stakeholders involved in the procure-to-pay process for UQeMarket orders. For guidance on the procure-to-pay process for UQeMarket.

Other forms, templates and guides

Resource Purpose When required
Benefits Management Plan A document outlining the roadmap for benefits realisation and activities necessary for achieving the planned benefits from a procurement activity including the timelines and the tools and resources necessary to ensure the benefits are fully realised over time.
Contact Enterprise Procurement for this form.
Mandatory for procurement activities of $5 million and greater.
Benefits Realisation Report A document detailing the definition, planning, structuring and actual realisation of the benefits of a procurement activity.
Contact Enterprise Procurement for this form.
Mandatory for procurement activities of $5 million and greater.
Collaborative Evaluation Matrix This spreadsheet matrix is a tool that can be used to quantify, qualify and record panel member's scores when undertaking an offer evaluation process.
Contact Enterprise Procurement for this form.
As required.
Contract Management Plan (DOCX, 185 KB) A document that contains all the key information about how a contract will be managed including establishing systems and processes to ensure that the contractor complies with the terms and conditions during the performance of the contract.
 
Mandatory for procurement activities of $1 million and greater.
Contract Performance Report A progressive document prepared during the contract term as a means of documenting performance of the contractor for UQs internal use or as justification for termination of the contract, if identified issues are unable to be resolved.
Contact Enterprise Procurement for this form.
Mandatory for procurement activities of $1 million and greater.
Contractor Performance Report (DOCX, 108.7 KB) A written report than evaluates the Contractor’s performance which should be completed before final payment to the Contractor to ensure that all elements of the specification have been met. This Report can be used when considering the Contractor for future work or for similar projects. Mandatory for engagements of Contractors/Consultants with procurement values of $50,000 or greater.
Expression of Interest Optional market engagement document that may be used prior to an RFQ or ITO in order to, better understand UQ’s requirements and the market’s capacity to meet those requirements, gather information to inform an internal business case, and in some cases shortlist suppliers to be included in a subsequent procurement activity.
Contact Enterprise Procurement for this form.
Recommended if it is required to better understand UQ’s requirements and market capabilities.
Invitation to Offer (ITO) Sourcing documentation for high value procurements setting out UQ’s objectives and requirements and the goods or services required, and inviting suppliers to provide a quote / offer to meet UQ’s needs.
Contact Enterprise Procurement for this form.
Mandatory for procurement activities of $1 million and greater.
Procurement Evaluation Plan (DOCX, 177 KB) Evaluation planning documentation, to be completed prior to receiving the offers for a tender and conducting the evaluation process. Recommended for procurements (including consultant / contractor services) with value of $200,000 [GST Exclusive] and greater.
Procurement Recommendation Report (DOCX, 162.5 KB) Evaluation documentation to capture and record the outcome of UQ’s evaluation of supplier quotes / offers and the recommendation of the preferred supplier and products and services. Mandatory for procurements (including consultant / contractor services) with value of $200,000 [GST Exclusive] and greater.
Procurement Tendering  Timeline (XLSX, 40.1 KB) Guide to timelines when procuring via a tender process. For guidance
Request for Quote (RFQ) (sections 1-5) (DOCX, 93.9 KB) Sourcing documentation for low value procurements setting out the goods or services required and inviting suppliers to provide a quote / offer to meet UQ’s needs. Mandatory for procurement activities between $200,000 and less than $1 million.
Recommended for procurement activities between $50,000 and less than $200,000.
Request for Quote (RFQ) (section 6) (DOCX, 82.3 KB)
Request Setup of New Ship to Location (PDF, 0.9 MB) To add a new location point or a new delivery point in UniFi. As required.
Request to Add or Amend an Australian Supplier To add or amend a Domestic Supplier in UniFi. As required.
Request to Add or Amend a Foreign Supplier To add or amend a Foreign Supplier in UniFi. As required.
Simple Evaluation Record To record the outcome of an evaluation.
Contact Enterprise Procurement for this form.
As required.
Unsuccessful Supplier Letter (DOCX, 61.2 KB) Example template only.
Can be issued to all unsuccessful Offerors that submitted bids or proposals after contract is finalised with the successful supplier.
As required.