Following a planning process that is in line with the value and complexity of your procurement exercise, you need to consider the steps involved in executing your chosen strategy. 

In this stage you will:

  • engage with suppliers by obtaining and evaluating their offers
  • negotiate the contract to obtain the best value for money
  • receive the goods or services.

Choosing a supplier

Before considering a formal procurement process, there may be existing supplier arrangements that suit your needs.

UQeMarket

See UQeMarket for more information.

Preferred supplier arrangements

UQ arrangements

UQ has a number of standing offer arrangements (SOAs) that are available to UQ staff. They include:

  • minor refurbishments and building upgrades
  • photography and videography 
  • dental laboratory services
  • executive recruitment

Contact Procurement for details of how to access these arrangements.

Government arrangements

As a statutory body, UQ can access most government standing offer arrangements. You can view current Queensland Government standing offer arrangements. If you want to use a government arrangement, contact Procurement.

Formal procurement process

You will have identified the most appropriate procurement process in the planning stage, the most common procurement processes conducted at UQ are:

  • request for quote (RFQ)
  • invitation to offer (ITO).

This overview covers both processes, highlighting the steps and guidelines you should follow.

Drafting invitation documents

The first step of the process is to draft the invitation document, which you will send to suppliers to obtain quotes.

If you are conducting: 

Issuing the invitation documents

For an RFQ process, you should email the invitation documents to the potential offerors. You should give all potential offerors the same information and the same amount of time to respond. We recommend the you give suppliers a minimum of 2 weeks to respond to ensure they have sufficient time to provide as much detail as possible.

For an ITO process, the Procurement team will issue the documents to the potential offerors you nominate via QTenders. Qtenders is an online tendering system administered by the Queensland Government which allows suppliers to download the tender documentation and upload their tender responses.

We recommend that you give suppliers a minimum of 3 weeks to respond.

While the invitation is in market

For any formal procurement process, it is preferred that all members of the evaluation panel do not have direct contact with potential suppliers during the time that the invitation (RFQ or ITO) is advertised.

The invitation documentation specifies a contact person. They should be the only person suppliers contact for any questions or clarifications. Suppliers should put all clarifications in writing to ensure there is no ambiguity.

The contact person needs to ensure that information provided to any supplier is also provided to the other suppliers in the interests of fairness and transparency. This is often achieved by issuing an addendum that does not identify the supplier who has asked a question or requested clarification.

Evaluating quotes

The key steps in a basic procurement evaluation are:

  1. Write an evaluation plan (DOC, 49KB).
  2. All panel members must complete an evaluation panel conflict of interest declaration (DOC, 92KB).
  3. Check quotes for compliance with mandatory requirements. Reject any non-complying quotes as unacceptable.
  4. Assess the strengths and weaknesses of quotes against the evaluation criteria.
  5. Evaluate technical requirements along with the supplier's experience and expertise and capability to deliver.
  6. Consider pricing.
  7. Prepare a summary of compliant quotes, usually in the form of a comparative matrix.
  8. Select the preferred supplier and prepare a justification for the selection.

A collaborative evaluation matrix (XLS, 17KB) is an optional tool that you can use to quantify, qualify and record panel member's scores during an offer evaluation process.

For more information on evaluating quotes, read the:

Contract negotiation

In a competitive offer process, negotiation with potential suppliers should not take place before:

  • the offers have been fully evaluated
  • a preferred offeror (or a short list of offerors) has been identified as a result of this evaluation.

Price is often perceived as a starting point for many procurement negotiations. However, you should first explore the wider opportunities to improve the overall 'value for money' package offered by negotiating better terms and conditions, including:

  • technical support aspects: warranties, life-cycle support, maintenance agreements
  • financial aspects: deposits, payment terms, discounts, payment schedule, travel costs
  • risk management aspects: bonds and financial guarantees, insurances, warranties, type of contract used, service standards, liquidated damages clauses
  • management information aspects: access to information, reporting, documentation, attendance at progress meetings
  • time frames: completion dates, delivery dates, milestone achievement, length of contract
  • general matters, including packaging and freight, use of specified personnel, sub-contracting arrangements.

After these matters have been negotiated, it would be appropriate to negotiate on price.

All negotiations should be conducted ethically ensuring:

  • improper tactics are avoided
  • mutual agreement and satisfaction from you and the supplier is reached
  • cooperation, not confrontation. This does not require you to abandon any thoughts of competition. Rather, you should seek ways of ‘enabling’ the other side to lower their demands as opposed to forcing them.

See the negotiating agreements guide from the Queensland Government procurement guides for more advice on:

  • how to successfully plan a negotiation
  • different negotiation styles.

Awarding the contract

Once you have chosen a preferred supplier you must notify them and draft the contract. You can use the letter of acceptance template (DOC, 69KB) to notify the supplier.

For an:

If a supplier wants to vary the Conditions of Contract, legal advice will be required.

Do not make any commitment, payment or allow work to commence until contractual arrangements are formalised.

In order to raise a requisition in UniFi, please ensure the successful supplier is registered, by following the Establishing and Maintaining Suppliers in UniFi Procedures [9.40.04]

To amend or add a new supplier, submit the relevant form to vendors@uq.edu.au:

When raising a requisition, make sure you select the correct ship-to location code and purchasing categories:

Unsuccessful suppliers

You must advise all unsuccessful suppliers who've submitted a quotation or tender offer of the outcome by letter.

You may use the unsuccessful supplier letter template (DOC, 64KB) to detail:

  • that they have been unsuccessful
  • the successful supplier's name
  • the opportunity for feedback on their submission pending a written request.

You can provide feedback in writing or via a debrief meeting, but it's preferred that you provide it in writing.

A debrief meeting is conducted to provide unsuccessful suppliers with:

  • the opportunity for feedback on their submission
  • a clear understanding of the strengths and weaknesses of their submission so that they can improve and develop the strengths of their offers in future.

The debrief should:

  • be carefully prepared in advance from the evaluation record
  • be rehearsed and delivered consistently to all suppliers
  • be conducted formally with a record of conversation maintained, including the names of people involved
  • have at least 2 UQ representatives present, for telephone or face-to-face, to eliminate confusion over what was said
  • include at least 1 officer who was actively involved in evaluating the submission so they can speak knowledgeably in the debrief
  • provide the reasons why a tender was not successful
  • explain how the tender performed against the evaluation criteria
  • answer any concerns or questions from the supplier, within certain limits.

The debrief meeting should not:

  • be a discussion of competitors offers
  • be a method of challenging the decision.

Publishing contract award

In line with Queensland Procurement Policy, UQ must disclose procurement results. Procurement will contact you to obtain information if required.

For contracts of:

  • $10,000 and over, we must publish basic details of the contract
  • $500,000 and over, we must publish details of the contract and disclose the procurement method.