Procurement at DTF

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

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 assess the complexity and the capability of the entity to conduct the procurement. Procurement only proceeds when an organisation determines it has 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

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 plan

We publish a summary of our forecast procurement activities. This is in accordance with the Victorian Government Purchasing Board’s governance policy.

The forward procurement activity plan 2018-19 is provided solely for informational purposes. It should not be relied upon for any reason.

All planned procurements are subject to change at any time at the Department’s discretion.

All published estimated market release dates are indicative only, and are subject to endorsement of a suitable procurement strategy.

This information does not represent a solicitation or invitation to supply, or a commitment by the Department to purchase the described goods and services.

Procurements identified on this plan are expected to have a value greater than $100,000.  

How to make a complaint about procurement

The department places a high level of importance on the way it conducts procurement processes and how it interacts with the market. Complaints will be handled in a consistent, fair and transparent manner in accordance with the following process:

Step 1: Making a procurement related complaint 

If you have a complaint or concern relating to a procurement process and wish to lodge a complaint about the process you should  email the Chief Procurement Officer via procurementresourceunit@dtf.vic.gov.au

Step 2: Complaint investigation process

Within 5 working days of receipt of your complaint:

  • You will receive a written acknowledgement of your complaint. 
  • The department will record the complaint on the department’s register. 
  • The Chief Procurement Officer (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 department 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 the department has responded to you with a written complaint outcome, the department will record the outcome in the department’s register. If you disagree with the outcome of your complaint, you may refer the complaint to the Victorian Government Purchasing Board (VGPB) for review. All complaints submitted to the CPO will be reported annually to the VGPB for publication in the VGPB Annual Report.

Below is a diagram of the complaints management framework:

Reviewed 03/09/2018
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