Procurement procedures and forms
The UQ Procurement 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:
- reduces time and effort spent on making routine procurement decisions, and
- ensures 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 Procurement 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 regularly 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.
Email UQ Procurement at procurement@uq.edu.au 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:
- a quick reference guide to requirements based on the value threshold, use the procurement decision guide (UQ login required) (PDF, 218.1 KB).
- requirements based on the specifics of your procurement, particularly the procurement type and value, use the interactive procurement decision tool (UQ login required) (XLSX, 208 KB).
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 UQ 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. All specified dollar values are in Australian dollars, excluding GST.
Commonly used forms, templates and guides
| Resource | Purpose | When required |
| Add or amend a supplier in UniFi – process map (PDF, 79.2 KB) | Workflow diagram on the add or amend a supplier in UniFi process. | For guidance when a supplier record is to be added or amended in UniFi. |
| AFRA procurement guide (PDF, 97.7 KB) | A guide to understand UQ's disclosure obligations under Australia's Foreign Relations Legislation in the context of procurement arrangements with foreign entities as defined in the legislation. | For guidance when considering to enter into a procurement arrangement with a foreign entity. |
| Buyer's guide for furniture | Step-by-step guide for the procurement of furniture using the Queensland Government approved supply arrangement. | For guidance when procuring furniture. |
| Buyer's guide for photo and video services | Step-by-step guide for the procurement of photography or videography services from UQ's pre-approved supplier list. | For guidance when procuring photo or video services. |
| Buyer's guide for professional services | Step-by-step guide for the procurement of professional services using the Queensland Government approved supply arrangement. | For guidance when procuring professional or consulting services. |
| Contractor procurement plan (DOCX, 129.4 KB) | Planning documentation to be prepared before approaching the market to record the business need for the contractor or consultant for professional services and plan the approach to market. | Mandatory for the engagement of consultants or contractors for professional services valued $50,000 or greater or of a duration of 3 months or more. Strongly recommended for any high risk engagement, regardless of value. |
| Engaging contractors for consulting and professional services guide (PDF, 539.8 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. |
| Ethical Supplier Threshold and Mandate fact sheet (PDF, 130.9 KB) | Fact sheet on the Queensland Government Ethical Supplier Threshold and Ethical Supplier Mandate and how they apply to UQ procurement activities. | For guidance when engaging suppliers for the provision of goods or services. |
| Finding supplier and industry information guide (PDF, 63.6 KB) | Guide provides options on conducting industry research and finding key industry and/or supplier related information as part of market analysis activity. | At procurement planning stage. |
| Local benefits test guide (PDF, 299.9 KB) | Guide on applying the local benefits test at UQ to evaluate benefits a supplier would bring to the local area and to allow UQ to consider broader strategic factors such as stimulating local employment, socio-economic development in local regions and supporting social objectives when making procurement decisions. | Mandatory for procurement valued over $1 million. Should be informally considered for all procurement below this threshold. |
| Local benefits test decision tree (PDF, 505.9 KB) | 1-page guide to determine if the local benefits test applies to your procurement activity, and to apply weighting and evaluation of local benefits. | Mandatory for procurement valued over $1 million. Should be informally considered for all procurement below this threshold. |
| Probity in procurement training fact sheet (PDF, 133.3 KB) | Information on accessing, completing and checking completion of UQ's probity in procurement training for both staff and non-staff and contractors who are unable to access training in Workday. | To assist UQ procurement specialists in the management of probity requirements in procurement activities. |
| Procurement brief (DOCX, 66.8 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 procurement (including consultant / contractor services) valued between $10,000 and less than $200,000. |
| Procurement conflict of interest disclosure (PDF, 1.3 MB) | For declaring and recording a procurement conflict of interest (including no conflicts for procurement of values $200,000 or greater) and associated management strategy. | Mandatory for all procurement values if there is an actual, perceived or potential conflict of Interest. Mandatory 'No-conflict' declaration is required for all procurement values of $200,000 or greater. |
| Procurement of recruitment services (PDF, 52.3 KB) | Guidance on selecting a recruitment supplier for permanent recruitment at UQ. | When seeking recruitment services for permanent professional, academic or executive roles. |
| Procurement plan (DOCX, 121.5 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. |
| Procurement Process Exemption (DOCX, 66.2 KB) | To be completed and sent to UQ 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. |
| Research infrastructure procurement (PDF, 68.8 KB) | Guidance on how UQ Procurement can assist with procurement of research infrastructure equipment. | For guidance on assistance provided by UQ Procurement in relation to procurement of research infrastructure equipment. |
| UQ contractor employment taxes checklist (XLSX, 100.8 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 and consultants. Completed checklist must be sent to FBS Tax 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. |
| UQeMarket hints and tips (PDF, 552.5 KB) | Guide with helpful hints and tips for using UQeMarket. | As required. |
| Where to buy guide (staff login required) | Online guide providing information about the first step to buy commonly purchased goods and services at UQ. | As required. |
| Working with the UQ Procurement sourcing team (PDF, 65.6 KB) | Guidance on how UQ Procurement can assist stakeholders with a procurement activity. | For guidance on strategic sourcing services provided by UQ Procurement. |
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 UQ Procurement for this form. | Mandatory for procurement activities of $5 million or more. |
| Benefits realisation report | A document detailing the definition, planning, structuring and actual realisation of the benefits of a procurement activity. Contact UQ Procurement for this form. | Mandatory for procurement activities of $5 million or more. |
| Collaborative evaluation matrix | A tool that can be used to quantify, qualify and record panel members' scores when undertaking an offer evaluation process. Contact UQ Procurement for this form. | As required. |
| Contract management plan (DOCX, 185 KB) | 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 or more. |
| 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 cannot be resolved. Contact UQ Procurement for this form. | Mandatory for procurement activities of $1 million or more. |
| Contractor performance report (DOCX, 108.7 KB) | A written report that 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 more. |
| Expression of interest | Optional market engagement document that may be used prior to an RFQ or ITO 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 UQ 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 procurement 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 UQ Procurement for this form. | Mandatory for procurement activities of $1 million or more. |
| Procurement evaluation plan (DOCX, 114.1 KB) | Evaluation planning documentation to be completed prior to receiving the offers for a tender and conducting the evaluation process. | Recommended for procurement (including consultant / contractor services) with value of $200,000 or more. |
| Procurement recommendation report (DOCX, 93.8 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 procurement (including consultant / contractor services) with value of $200,000 or more. |
| 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, 96.6 KB) | Sourcing documentation for low value procurement detailing 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, 88.6 KB) | ||
| Request to add or amend a location or ship-to address (PDF, 0.9 MB) | To add or amend a location point or a delivery point in UniFi. | As required. |
| Request to add or amend an Australian supplier (PDF, 1.5 MB) | To add or amend a domestic supplier in UniFi. | As required. |
| Request to add or amend a foreign supplier (PDF, 1 MB) | To add or amend a foreign supplier in UniFi. | As required. |
| Simple evaluation record | To record the outcome of an evaluation. Contact UQ Procurement for this form. | As required. |
| Supplier application approval guide (PDF, 58.3 KB) | Information for Heads of organisational units on approving Australian and foreign supplier application forms | As required. |
| Supplier procurement conflict of interest form (DOCX, 68.4 KB) | For a supplier / prospective supplier to disclose a conflict of interest in the provision of goods or services to UQ. | As required. |
| Unsuccessful supplier letter (DOCX, 61.2 KB) | Example template only. Can be issued to all unsuccessful offerers that submitted bids or proposals after contract is finalised with the successful supplier. | As required. |