Our Procurement Framework
Our procurement framework complies with the policies and directives of the Victorian Government Purchasing Board, established under the Financial Management Act 1994.
Our procurement framework is supported by five policies:
Governance
Procurement is embedded across the organisation and aligns with business planning. It focuses on strategic planning and transparency to provide a consistent market approach and better procurement decisions.
Complexity and capability assessment
Procurement decisions are based on an assessment of complexity and our capability to conduct the procurement. Procurement can only proceed when we determine we have the necessary capability to meet the complexity of the procurement activity.
Market analysis and review
Market analysis determines the capacity of the market to supply and the opportunities for market-based solutions. A review of requirements and processes in response to market analysis determines the most appropriate path to market.
Market approach
We use a structured, measured approach to informing, evaluating and negotiating with suppliers.
Contract management and contract disclosure
Contract management is escalated to a high-level consideration early in the planning process to arrive at an integrated end-to-end procurement framework.
Directives
All procurement activity must meet the following directives:
Value for money
This means making a balanced judgement of a range of financial and non-financial factors, taking into account the mix of quality, cost and resources; fitness for purpose; total cost of ownership; and risk.
Accountability
The Accountable Officer has the flexibility to conduct procurement activities using appropriate capability to provide value-for-money outcomes.
Probity
High standards of behaviour and actions in the conduct of procurement processes, including equity, confidentiality, avoiding conflicts of interest, and consumer/supplier confidence in the integrity of government procurement processes.
Scalability
Scalability refers to the relationship between the complexity of a procurement project and the capability of the organisation to conduct it to achieve a good procurement outcome.
Forward procurement activity plan
The summary forecast of our procurement activity for the current financial year, expected to exceed $100,000, is published in accordance with the Victorian Government Purchasing Board Governance Policy by 31 August each year. It is available on the Department of Treasury and Finance website as part of the department's forward plan.
The Forward Procurement Activity Plan is provided solely for information purposes. It should not be relied upon for any reason.
Supplier Code of Conduct
We are committed to ethical, sustainable and socially responsible procurement. To help ensure our suppliers maintain the same values as the Victorian Government, the government has established a Supplier Code of Conduct.
The code outlines the minimum ethical standards in behaviour that suppliers will aspire to meet when conducting business with, or on behalf of, public sector departments or agencies in the areas of:
- integrity, ethics and conduct
- conflict of interest, gifts, benefits and hospitality
- corporate governance
- labour and human rights
- health and safety; and
- environmental management.
Visit the Victorian Government Purchasing Board website to view the code, or to access the supplier fact sheet or frequently asked questions documentation.
How to make a procurement complaint
We are committed to ensuring our procurement activities comply with the Victorian Government Purchasing Board’s policies and procedures, and are underpinned by high levels of probity, accountability and integrity.
Find out more about the board’s policies.
To report a concern or complaint about a process or probity matter relating to a procurement activity of the SRO, contact our procurement or staff member you are dealing with.
Most issues are the result of misunderstanding or process error and can be rectified quickly and easily. If the issue is not resolved, you can make a formal complaint.
Complaints are handled in a fair, consistent and transparent manner. The following process is followed:
Step 1: Making a procurement related complaint
If you have a complaint or concern relating to a procurement process and which to lodge a complaint about the process, you should email Department of Treasury and Finance’s Chief Procurement Officer (CPO) via procurementresourceunit@dtf.vic.gov.au and provide:
- a concise written statement clearly setting out the basis of your complaint
- specific details for the complaint including an explanation of how the complaint may impact the person or organisation making the complaint
- any relevant background information including prior actions or correspondence involving the commission in relation to the issue
- copies of all relevant documentary evidence supporting the complaint.
Step 2: Complaint investigation process
Within five working days of receipt of your complaint:
- you will receive a written acknowledgement of your complaint.
- The Department of Treasury and Finance (DTF) will record the complaint on their register.
- The CPO will appoint a designated investigation manager to investigate the complaint.
Within 20 working days of receipt of your complaint:
- The designated investigation manager will investigate the complaint.
- The DTF will provide you with a written response containing the outcome of the complaint.
If additional information is required, or the services of external parties are required to advise on elements of the complaint, there will be an extension of time. This will be based on the number of working days between the request for, and receipt of additional information and/or advice sought.
Step 3: Complaint outcome
Once DTF has responded to you with a written complaint outcome, DTF will record the outcome in their register. If you disagree with the outcome of your complaint, you may refer your complaint to the Victorian Government Purchasing Board for review.
Complaints submitted to the board must be lodged by letter or email within 10 working days of the receipt of the findings by the DTF to the following address:
Victorian Government Purchasing Board
Department of Treasury and Finance
GPO Box 4379
Melbourne 3001
Email: vgpb@dtf.vic.gov.au
