Why disclose contracts?
Disclosing details of a contract:
- secures open government
- allows independent oversight of contracting activities
- fosters a culture of openness
- supports accountable decision making
How to disclose contracts?
Step 1: Review requirements for disclosing contracts
For goods and services – See Contracts disclosure - goods and servcies guide
For construction – See Publishing details of procurement undertaken (Construction Direction and Instruction 5.1)
Step 2: Collate summary details of the contract
Collate information about the contract:
- title
- identification number
- category of contract: Goods and services, construction, other
- reference code for the contract
- summary details of the contract
- value
- start and end dates
- service provider details
- Agency contact for further information
Step 3: Prepare the contract for disclosure
For higher value contracts, some Agencies are required to disclose the full text of the contract.
Prepare the contract for disclosure, considering:
- if there is a need to redact information
- intellectual property ownership.
Any redactions should be kept to a minimum. The location of information redacted should be clearly described.
Do not publish to a website information for which the Agency does not hold intellectual property rights. Advise that such information is available on request.
For goods and services – see Contract disclosure - goods and services guide
For construction – see Disclosure of contracts and variations to contracts (Attachment 1 to Construction Instruction 5.1)
Step 4: Local Agency process
Contact the Agency’s procurement governance unit for the process to follow.
Often, a template form will be completed setting out details of the contract. Supporting documents, such as a copy of the contract, may be needed.
Submit contract disclosure template and documents, requesting that details of the contract be disclosed.
Step 5: Update Agency contract register
Update the Agency’s contract register, where a register is in use.
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare, and manage these. Follow Agency procedures for managing conflicts of interest.
Address Agency rules
Consult Agency procurement team for advice on meeting:
- procurement rules and policies
- Agency specific rules and policies
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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