Transcript Guidelines to Developing a Simplified Acquisition Plan
Guidelines for Developing a Simplified Acquisition Plan
When Should Simplified Acquisition Plans Be Used?
Prior
to approaching the marketplace, business units are required to complete and submit a Simplified Acquisition Plan for approval to the Assistant Director, Procurement and Contracting for purchases between $5,500 and $110,000 (GST Inclusive).
The Assistant Director, Procurement and Contracting, will consider the Simplified Acquisition Plan and determine the most appropriate procurement method to approach the market.
For purchases greater than $110,000 (GST Inclusive) a full Acquisition Plan is required. Please contact the Procurement Unit for further assistance.
How to complete a Simplified Acquisition Plan…
Step One
Description of Need Project Type
:
(Step 1) Once-off Purchase Specifications Attached:
Yes
OR
Ongoing Requirement
No Provide brief description of good/service. Attach additional information if more space required.
Select the appropriate Project Type from the drop-down box: Goods, Services, Goods and Services, or Consultancy.
The following information may assist in determining if a project is a Consultancy or a Contract for Services:
Consultants generally provide independent expert advice; There is an expectation that the Consultant will exercise his or her own skill and professional judgement independent of the agency; Recommendations made by Consultants are generally for decision making or for management action; and Tasks performed for a Contract for Service are generally under the direction of an employee of DECS.
Contact the Procurement Unit for further assistance in determining Project Type, if required.
Step Two
Description of Need Project Type
:
(Step 1) Specifications Attached:
Yes
Once-off Purchase
No
OR
Ongoing Requirement (Step 2)
Provide brief description of good/service. Attach additional information if more space required.
Specifications
Specifications are detailed descriptions of the goods and/or services to be provided.
Examples are provided below (1) Specifications for the engagement of a Contractor to undertake an evaluation of a DECS program may include:
A description of the data which will be evaluated; The details of the roles and responsibilities of the Contractor and DECS; The format and content of any documentation required; and Timelines associated with the project.
(2) Specifications for the procurement of a desktop computer may include:
Minimum system requirements to ensure compatibility with the DECS environment; Any complementary equipment required (mouse, keyboard, speakers); The quantity required; Details of the proposed timelines; and Minimum warranty period and any after-sales support services required.
Please refer to Accredited Purchasing Unit ‘Guidelines for Writing Specifications’ ( http://www.decs.sa.gov.au/docs/documents/1/GuidelinesforWritingSpeci.pdf
) or contact the Procurement Unit for further assistance.
Step Three
Determine if the good/service to be procured is a once-off requirement or ongoing requirement.
Description of Need Project Type
:
(Step 1) Once-off Purchase Specifications Attached:
Yes
OR
Ongoing Requirement
No
(Step 2) (Step 3)
Provide brief description of good/service. Attach additional information if more space required.
Step Four
Provide a summary of the goods and/or service you are proposing to procure. Please indicate if the requirements are part of a phased/staged project as the Procurement Unit need to be aware of possible future requirements that may be linked to the overall requirements. Description of Need Project Type
:
(Step 1) Once-off Purchase Specifications Attached:
Yes
OR
Ongoing Requirement
No
(Step 2) (Step 3)
Provide brief description of good/service. Attach additional information if more space required.
(Step 4)
Step Five
Anticipated Value (GST Inclusive): Expenditure Approval Attached: Proposed Contract Term (inc. Extensions): Proposed Contract Start Date:
$0.00
(Step 5)
Yes No
Anticipated Value
Determine the anticipated value of the goods and/or services to be procured.
Please note that the anticipated value should be inclusive of all extension options. The following factors may provide a basis for determining the value:
The value of previous projects with a similar scope; Market research; and Budgetary requirements.
Step Six
Ensure you have obtained expenditure authority approval from the appropriate financial delegate.
Evidence of expenditure approval can be attached as a separate briefing.
Alternatively, the appropriate delegate can grant expenditure approval by signing off as Action Director on the Simplified Acquisition Plan.
Please note that expenditure approval must be sought for the value of the contract, inclusive of extension options.
Anticipated Value (GST Inclusive): Expenditure Approval: Proposed Contract Term (inc. Extensions): Proposed Contract Start Date:
$0.00
(Step 5)
Attached - Yes No Sought as part of approval to this Acquisition Plan
(Step 6)
Step Seven
Identify the contract term, if applicable.
The Contract Term is particularly relevant for the provision of services. For goods, please indicate the proposed delivery/implementation date. Please note you should include any extension options (e.g. Contract Term is two years, with the option to extend for a further two-year term).
Anticipated Value (GST Inclusive): Expenditure Approval: Proposed Contract Term (inc. Extensions): Proposed Contract Start Date:
$0.00
(Step 5)
Attached - Yes No Sought as part of approval to this Acquisition Plan
(Step 6) (Step 7)
Step Eight
Anticipated Value (GST Inclusive):
Expenditure Approval: Proposed Contract Term (inc. Extensions): Proposed Contract Start Date: Propose a contract start date.
The proposed start date will give the Procurement Unit an indication of project timelines.
In determining a proposed start date, adequate time should be allocated to undertake the procurement process.
An
indicative
timeframe for the process is as per the table on the right. Please note however, the actual timeframe associated with each project is dependent upon the process undertaken, project complexities, contract requirements and individual circumstances.
$0.00
(Step 5)
Attached - Yes No Sought as part of approval to this Acquisition Plan
(Step 6) (Step 7) (Step 8)
Simplified Acquisition Plan Development/Approval Development of RFQ documentation RFQ called Evaluation of Responses Negotiations with Short listed Respondents Simplified Purchase Recommendation Development and Approval Supplier notification and Contract formalisation Up to 1 week Up to 1 week 2 weeks 1-2 weeks Up to 1 week Up to 1 week 2weeks
Step Nine
Potential Providers
List at least 3 potential providers including internal resource alternatives.
Comments
Provide brief comments if required. E.g. Is this the current provider or is there an existing contract? Justification For Less Than 3 Providers (If Applicable) If you have listed less than 3 providers, provide justification for varying from standard procurement process. E.g. Bonafide sole supplier? Compatibility? Specialist experience and knowledge? Research as to whether rates are competitive?
Provide a list of at least 3 providers who can provide the goods and/or services required (including contact details).
In the ‘Comments’ section, provide a brief description of the providers listed ie. why they have been selected.
If you have not listed at least 3 providers, provide justification for varying from the standard procurement process.
Step Nine (continued)
Please note:
It is a requirement that at least 3 providers are approached to obtain a written quote.
The requirement for 3 written quotes is considered to have been met if less than 3 responses are received.
It may be acceptable to approach less than 3 providers in some circumstances (e.g. intellectual property belongs to one particular organisation/individual; specialist knowledge/expertise; bona fide sole supplier). The Simplified Acquisition Plan must be approved before providers are formally approached to provide a quote.
Step Ten
R i i s k A n a l l y s i i s : : L i i s t t p o t t e n t t i i a l l r r i i s k s a n d m i i t t i i g a t t i i o n s t t r r a t t e g i i e s .
.
Risk
E.g. Procurement of good/service exceeds proposed budget. E.g. Good/service not procured by a specified deadline. Attach additional information if more space required.
Likelihood
Moderate High
Consequence
Expenditure approval for additional funding to be sought. Additional funding not approved, resulting in failure to procure good/service. Requirements may need to be rescoped. Reduction in service delivery due to delays in procuring good/service.
Mitigation
Ensure specifications are realistic and have a clearly defined scope. Ensure adequate market research is undertaken prior to approaching the market. Ensure sufficient time allocated for procurement activities.
Step Ten (continued)
A risk is defined as an event/circumstance which will impact on project outcomes.
Risks can be related to a number of factors, including: Financial/budgetary;
Time; Service Delivery; and
Legal.
Identify any risks which may impact on your project Assess the likelihood of the risk: Low/Moderate/High.
Detail any consequences if the risk arises.
Detail any mitigation strategies to minimise the risk.
Refer to the Accredited Purchasing Unit ‘Managing Risk in Contracting.’ ( http://www.decs.sa.gov.au/docs/documents/1/ManagingRiskinContracting.pdf
)
Step Eleven
Evaluation Criteria: List criteria (in addition to Value for Money) which will be used to evaluate potential providers. E.g. Demonstrated experience with projects of a similar scope. E.g. proposed methodology and approach. E.g. Demonstrated ability to provide customer service to a large number of clients. E.g. Demonstrated ability to deliver good/services within specified timelines. Attach additional information if more space required.
List the evaluation criteria which will be used to evaluate the quotations from potential providers.
The evaluation criteria are attributes which will be used to assess potential providers.
Refer to specifications (in Step 2) as a starting point for developing evaluation criteria.