Procurement plan, Merrigal Secondary College STEM building program
Procurement plan template with packages, method and dates
A procurement plan has to decide, before any tender goes out, how each part of a program will be bought, why that method fits its value and the rules, when each contract is needed and who approves it. This five page plan for an $18.6 million Victorian school building program sets eight packages with value and method, a timeline, evaluation weightings, approvals and a probity file.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Cover
- Panel cover with the school, the program and the plan date.
- 1. Program and purpose
- The building program, the rules that apply and the tender thresholds.
- 2. Packages, values and methods
- Eight packages adding to $18,600,000 with a method and reason for each.
- 3. Timeline
- Tender release, award and completion for each package.
- 4. Evaluation criteria
- Weightings for main works, consultants and limited tenders.
- 5 and 6. Approvals and probity
- Who approves each decision and what the probity file holds.
How to adapt this document
First, list your packages and estimate each value on the same tax basis as your rules' thresholds, then pick the method from the rules, not habit. Second, if you are a private client, keep the structure but set your own thresholds, such as three quotes above $20,000, and keep the reason column. Third, set the evaluation weightings for each package type before any documents go out and publish them with the tender.
Which law the terms follow
The plan applies Victoria's Ministerial Directions and Instructions for Public Construction Procurement, made under the Financial Management Act 1994 (Vic). Direction 3.2 requires an open tender, a selective tender to suppliers on a government register, or a limited tender under the Instructions. Instruction 3.2.1 allows a limited tender to one supplier under $75,000 including GST, and requires at least three invitations for works from $75,000 to $750,000 and construction services from $75,000 to $300,000. Furniture and equipment are goods and follow the state's goods and services policies instead. Other states and the Commonwealth set their own procurement rules.
What makes this document work
Each method is justified by value and rule
Every package carries its value and the reason for its method: the $48,000 geotechnical report and $72,000 building surveyor may go to one supplier because each is under $75,000; the $620,000 early works need three invitations; the $15,105,000 main works go to a selective tender of at least five register builders.
No splitting to dodge a threshold
The early works are separated from the main works only because they must finish first, during the December 2027 school holidays, and the plan says so, adding that splitting a package to avoid a method is not permitted. Eight packages add to $18,600,000 including GST.
Weightings are set before release
The evaluation table fixes weightings for three kinds of tender, such as 40% price, 25% capability, 20% methodology around a live school and 15% local jobs for the main works. Criteria cannot change after release, and panel members sign conflict declarations before seeing a submission.
Questions people ask
What is the difference between open, selective and limited tenders?
An open tender is advertised to any supplier. A selective tender invites suppliers from a prequalified register or shortlist. A limited tender invites one or a few suppliers directly and is usually allowed only below set value thresholds or in special circumstances. Public buyers must follow the method their rules require for each value.
Why are procurement values stated including GST?
Because the thresholds that decide the method are set including GST in the Victorian construction instructions, so comparing an estimate excluding GST against them would understate the value and could lead to the wrong method. Whatever your rules say, state values on the same basis as the thresholds and say which basis you used.
Can a large project be split into smaller packages?
Yes, when there is a genuine reason, such as work that must happen at a different time, a different trade or a specialist service. Splitting a single piece of work into parts mainly to bring each under a lower threshold is not allowed. Record the reason for every split in the plan, as this program does for the early works.
Who should sit on a tender evaluation panel?
At least three people with the knowledge to judge the submissions, often a project lead, a technical expert and someone independent of the project, with a probity adviser on large tenders. Each signs a conflict of interest declaration before seeing submissions and scores independently before the panel moderates the results together.
What goes in a procurement probity file?
The record that lets anyone check the process later: the method and its reason, the invitation list or notice, every question and answer, conflict declarations, individual and moderated scores with reasons, the approval and the notices to unsuccessful tenderers. It protects buyers and suppliers when a decision is questioned.
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