ICT procurement

If you’re planning to procure information and communication technology (ICT) products or services, it’s important to follow the correct processes.

These processes are designed to:

reduce costs
ensure compliance with UQ and Queensland Government policy, and
meet UQ’s contractual obligations.

All ICT procurement must comply with the UQ Procurement Procedures and the ICT Procurement Framework.

ICT includes:

computers and tablets
software
printers
audiovisual products and services
mobile phones
ICT infrastructure
IT contractors and consultants.

New procedures and forms

We've published:

the ICT Procurement Framework (UQ login required) and the ICT Contract Management Local Standard Operating Procedure (UQ login required).
a suite of ICT procurement procedures, forms and guidance.

Ensure that you follow the procedures and use the forms for any new or commenced ICT procurement activities. If you have any feedback, please contact ICT Procurement.

Help and advice

The ICT Procurement team oversees UQ’s ICT procurement activities in support of the ICT category owner, UQ’s Chief Information Officer (CIO).

Contact the ICT Procurement team at ict.procurement@uq.edu.au for more information or help with procurement activities.

We can help you:

acquire goods and services to meet your business needs
comply with the ICT Procurement Framework
obtain best value for money
ensure that you and the University are not exposed to undue personal or commercial risk.

We provide support across all phases of ICT procurement, including:

advising on existing approved supply arrangements
advising on procurement strategies
reviewing procurement plans
reviewing tender documentation
reviewing evaluation plans
reviewing commercial terms of ICT contracts
providing probity briefings
managing communications with suppliers
assisting with contract management
QTenders submissions.

ICT supply arrangements

Approved supply arrangements

UQ has access to approved supply arrangements that make it easier, faster and more cost-effective to purchase certain ICT products and services.

These arrangements can include pre-agreed terms relating to specifications, quality, delivery, warranty, refunds, payment terms and pricing.

Where a supply arrangement exists, you should purchase the items you require through the established supply channel. For information on existing ICT supply arrangements, contact ICT Procurement.

UQeMarket

You must purchase commonly used ICT products through UQeMarket, unless there is a genuine and documented requirement to seek alternative products.

This includes:

How to purchase ICT products through UQeMarket

Software and information security

Before you consider a new software product (even if it's free), you must check UQ’s software catalogue.

When considering new software, you must ensure that UQ’s information and cyber security requirements are met. This applies to all:

licensed software
cloud solutions, and
free software and cloud services.

This may mean that some popular, low-cost cloud solutions are not appropriate for use by UQ.

For information on UQ’s information and cyber security requirements, read the Application Security Standard (UQ login required) or submit an IT request.

If the software is a cloud-based application, read our guide to using cloud applications safely for details on security assessments and key risks to be aware of.

Software licences and subscriptions to cloud services are ICT contracts. Refer to the terms and conditions guidance below for information on who is authorised to accept these terms.

Contracts

Reviewing contract terms and conditions

When procuring ICT products and services, it’s important to consider the contract terms and conditions, as these may put UQ at risk.

ICT contract terms can only be accepted by an appropriate ICT contract delegate or sub-delegate.

The person coordinating the procurement (procurement coordinator) must:

ensure the terms and conditions are accurate and do not contain any unacceptable risks. This includes seeking legal advice where necessary
provide a brief to the appropriate ICT contract delegate or sub-delegate.

The ICT contract delegate or sub-delegate must decided whether to accept the terms.

Refer to the forms, templates and guidelines below for help you reviewing terms and conditions, and creating a brief.

Registering contracts

All ICT contracts that are above the threshold for registration specified in the ICT Contract Management Local Standard Operating Procedure must be recorded in the ICT contracts register.

Contact the ICT Procurement team at ict.procurement@uq.edu.au for more information or help with registering contracts.

Procedures, forms and guidance

Procedures

When procuring ICT products and services, you must follow the:

Forms, templates and guidelines

You must use the ICT-specific forms and templates below when required. If there is no ICT-specific form or template, use the standard procurement forms and templates.

All documents are secure – UQ login required.

You must submit specific documentation for review by UQ’s Chief Information Officer (the ICT category owner) if:

an ICT procurement has a total contract value above $200,000, or
you’re seeking an exemption.

The required documentation includes procurement plans, recommendation reports and process exemptions. Email your documentation to the ICT Procurement team.

Planning

Please refer to the Procurement brief/exemption and plan under Procurement procedures and forms.

Sourcing

Resource	Purpose
Sourcing Process	This document provides the end-to-end sequence of steps in the ICT sourcing process from start to finish. The accompanying RACI matrix outlines roles and responsibilities, key stakeholder groups involved, and relevant documents produced at each step.
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.

Recommendations and contracts

Resource	Purpose	When required
ICT procurement evaluation summary Contact ICT Procurement to request template.	Spreadsheet to document the evaluation of offers against UQ’s requirements and stated evaluation criteria, and to calculate weighted scores based on agreed moderated scoring. For complex procurements that are conducted via ITO, this may be used as a second step, to collate the scoring of detailed requirements by evaluation panel members for the purposes of moderation.	If an RFQ is undertaken, and as useful for moderation of EOI and ITO evaluations.
ICT contract and procurement brief (DOCX, 97.6 KB)	Used to document the essential elements of an ICT contract and associated procurement, and provide the ICT Contract Sub-delegate with information required to ensure that appropriate due diligence has been undertaken.	All software and cloud services contracts ICT contracts greater than $200,000.
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. Contact ICT Procurement for advice on contract terms for your procurement.
ICT contract execution checklist (PDF, 199.5 KB)	A checklist used to ensure all steps are followed when preparing an ICT Contract for execution or acceptance. This includes a number of pre-contract activities (e.g. due diligence)	If preparing an ICT Contract for execution or acceptance.

Guidance

Resource	Purpose	When required
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.