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.

Procedures, templates and forms

Other elements of the UQ Procurement Framework align with the Procurement Policy including:

the Procurement Procedure
the Probity and Integrity in Procurement Procedure
the Payee Creation and Maintenance Procedure
mandatory forms and templates.

These outline the mandatory controls - including processes, documentation and approvals - which help you follow the principles set out in the Procurement Policy.

The documents on this page are secure - UQ login required. All specified dollar values are in Australian dollars, excluding GST.

Email UQ Procurement at procurement@uq.edu.au if you have any questions or feedback.

Procurement decision guide and where to buy guide

Procurement decision guide

Use the procurement decision guide (UQ login required) (PDF, 270.3 KB) to understand the requirements for the plan, source and manage stages of the procurement process. Procurement activities with a higher impact or risk profile may have more detailed process and documentation requirements.

The guide must be used in conjunction with the:

Where to buy guide

Use the where to buy guide (UQ login required) to find out where to go when you need to buy frequently purchased goods or services at UQ. If you're buying goods or services as part of a larger program of work, such as a project, please contact UQ Procurement (procurement@uq.edu.au) for help and advice specific to your needs.

Payee request forms and process map

Before you complete a new request, download the UQ payee list (requires Reportal access) to check if the payee is active in UniFi. If you do not have Reportal access please contact your Finance team for help.

If you're procuring services you'll also need to complete a pre-engagement questionnaire (for entities) or the UQ contractor employment taxes checklist (for individuals / sole traders) to ensure UQ is correctly engaging the payee as a contractor or employee. Refer to Tax at UQ for more information.

The UQ contractor engagement and management guide can also help you effectively plan, source, manage and evaluate the contractor relationship.

Resource	Purpose
Add or amend a payee in UniFi – process map (PDF, 195.9 KB)	Workflow diagram on the add or amend a payee in UniFi process. To be referenced when a payee record is to be added or amended in UniFi.
Request to add an Australian payee (PDF, 388.4 KB)	To add an Australian payee to UniFi to facilitate payment. An Australian payee is an individual or organisation with an Australian address. Payees include suppliers of goods and services.
Request to add an international payee (PDF, 376.1 KB)	To add an international payee to UniFi to facilitate payment. An international payee is an individual or organisation with an overseas address. Payees include suppliers of goods and services.

Procurement brief/exemption and plan

Hard copy procurement templates are no longer accepted.
All staff can access UQProcure to record procurement activities.

Resource	Purpose
Procurement brief (UQProcure)	Mandatory for procurement (including consultant / contractor services) valued between $50,000 and less than $200,000. Mandatory for procurement under $50,000 to seek approval of alternative procurement strategy (exemption) as detailed in the Procurement Procedure. The procurement brief is 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.
Procurement plan (DOCX, 123.9 KB)	This document is for collaboration with a procurement specialist. All approvals must be completed in UQProcure. A procurement plan is mandatory for procurement of all goods and services with a value of $200,000 or more. If you're spending $200,000 or more contact UQ Procurement (procurement@uq.edu.au) for help with developing your procurement strategy in UQProcure. This file can be used to capture information about the business need for the good or service and plan the approach to market.

Resource

Purpose

Procurement brief (UQProcure)

Mandatory for procurement (including consultant / contractor services) valued between $50,000 and less than $200,000.

Mandatory for procurement under $50,000 to seek approval of alternative procurement strategy (exemption) as detailed in the Procurement Procedure.

The procurement brief is 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.

Procurement plan (DOCX, 123.9 KB)

This document is for collaboration with a procurement specialist. All approvals must be completed in UQProcure.

A procurement plan is mandatory for procurement of all goods and services with a value of $200,000 or more.

If you're spending $200,000 or more contact UQ Procurement (procurement@uq.edu.au) for help with developing your procurement strategy in UQProcure. This file can be used to capture information about the business need for the good or service and plan the approach to market.

Procurement conflict of interest materials

Resource	Purpose
Payee conflict of interest guide (PDF, 114.6 KB)	To determine when and how to disclose a conflict of interest in relation to a payee activity, including suppliers of goods or services.
Procurement conflict of interest disclosure instructions (PDF, 0.9 MB)	Instructions for procurement specialists in FBS, ITS and P&F only, for procurement activities with a contract value of $200,000 or more. To use to invite procurement stakeholders to submit and record procurement conflicts of interest for the procurement activities they support or manage.
Procurement conflict of interest - casual, unpaid and contract staff disclosure form (PDF, 0.9 MB)	For casual, unpaid and contract staff to disclose a procurement conflict of interest and associated management strategy.
Procurement conflict of interest - supplier / prospective supplier disclosure form (PDF, 807.3 KB)	For a supplier / prospective supplier to disclose a procurement conflict of interest and associated management strategy.
Procurement conflict of interest - third party disclosure form (PDF, 0.9 MB)	For third parties (e.g. UQ students, probity advisors, external experts) to disclose a procurement conflict of interest and associated management strategy.
Staff procurement conflict of interest guide	Interactive guide which provides advice to UQ staff on how to identify, manage and monitor procurement conflicts of interest.

Procurement guides

Resource	Purpose
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. To be referenced when considering to enter into a procurement arrangement with a foreign entity.
Buyer's guide for furniture	Step-by-step guide for procuring furniture using the Queensland Government approved supply arrangement.
Buyer's guide for professional services	Step-by-step guide for the procurement of professional or consulting services using the Queensland Government approved supply arrangement.
Engaging contractors for consulting and professional services guide (PDF, 55.6 KB)	Guide listing considerations to keep in mind 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. To be referenced when engaging suppliers for the provision of goods or services.
Finding supplier and industry information guide (PDF, 63.8 KB)	Guide provides options on conducting industry research and finding key industry and/or supplier related information as part of market analysis activity. To be used at the procurement planning stage.
Local benefits test guide (PDF, 300.1 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 other values.
Local benefits test decision tree (PDF, 60.3 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 other values.
Probity in procurement training fact sheet (PDF, 133.3 KB)	Information for UQ procurement specialists in FBS, ITS and P&F 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.
Procurement of recruitment services (PDF, 156.7 KB)	Guidance on selecting a recruitment supplier for permanent and contractor recruitment for professional, academic or executive roles.
UQ contractor engagement and management guide	Guidance on the lifecycle of the relationship between UQ and commercial contractors, to ensure obligations of both UQ and contractors are understood and delivered. To be referenced when planning the engagement of a contractor, and throughout the entirety of the relationship between UQ and the contractor.
UQeMarket procure-to-pay – process map (PDF, 105 KB)	Workflow diagram outlining responsibilities of the stakeholders involved in the procure-to-pay process for UQeMarket orders.
UQeMarket hints and tips (PDF, 552.5 KB)	Guide with helpful hints and tips for using UQeMarket.

Procurement sourcing and management templates

Resource	Purpose
Contract management plan (DOCX, 121.1 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.
Contractor performance report (DOCX, 64.3 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.
Procurement evaluation plan (DOCX, 118.1 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, 101.3 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.
Request for quote (RFQ) (sections 1-5) (DOCX, 106.9 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. Recommended for procurement activities between $50,000 and less than $200,000. Mandatory for procurement activities between $200,000 and less than $1 million.
Request for quote (RFQ) (section 6) (DOCX, 97.9 KB)
Unsuccessful supplier letter (DOCX, 62.3 KB)	Example template only. Can be issued to all unsuccessful offerers that submitted bids or proposals after contract is finalised with the successful supplier.