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Goods and services tools and templates

Tools and templates for goods and services procurement.

Accreditation under the goods and services procurement framework

Use the Accreditation assessment tool to prepare an application for accreditation under the goods and services supply policies:

Aligning with the goods and services procurement framework

Use the Self assessment alignment tool to assess how your organisation’s goods and services policy aligns with the goods and services supply policies:

Governance - goods and services procurement policy

Use the procurement performance management tool to review goods and services procurement performance and capability:

Contract management planning strategy - goods and services procurement guide

Use the contract management planning tool to prepare a contract management planning strategy for goods and services procurement:

Environmental impact in procurement- goods and services procurement guide

Use the environmental impact rating tool to assess environmental impact.

Preparing a supplier engagement plan- goods and services procurement guide

The supplier engagement plan tool is an example showing how to analyse various supplier groups:

Developing a procurement activity plan- goods and services procurement guide

Use the following tools when developing a procurement activity plan:

Developing a procurement strategy - goods and services procurement guide

The procurement strategy plan template sets out the subjects to be included in a procurement strategy.

Achieving value for money - goods and services procurement guide

VFM evaluation checklist template provides a template for identifying and measuring VFM drivers

Non financial performance indicators checklist shows a range of performance objectives relevant to the procurement when determining value for money

Complexity - goods and services procurement guide

Initial complexity assessment tool determines whether a procurement category is transactional in nature

Detailed complexity assessment tool evaluates the complexity level of non-transactional procurement categories

Application of complexity drivers to four complexity quadrants checklist describes the typical characteristics of goods and services in each quadrant.

Capability - goods and services procurement guide

Use the Capability assessment tool and template contains the performance standards used to assess capability

This VGPB VPS Capability framework provides a starting point for managers to articulate the capabilities needed in procurement roles, and align them with the capabilities required more broadly across the Victorian Public Sector:

Creating a procurement business case - goods and services procurement guide

The procurement business case structure lists a range of factors that may be relevant in preparing a case to justify going to market, allocating resources and committing funds.

Aggregated purchasing - goods and services procurement guide

Use the Application to access a State Purchase Contract when requesting access to a State Purchase Contract

Supplier feedback over the procurement process - goods and services procurement guide

The supplier debriefing template details the information that should be collected and recorded during the debriefing:

Insurance provisions - goods and services procurement guide

The Insurance risk assessment tool assists in determining the level of risk for the three types of insurance Public liability, Product liability and Professional Indemnity

Specification writing - goods and services procurement guide

Outline statement of requirements for service

Outline statement of requirements for goods

Develop an offer template - goods and services procurement guide

Preparing an offer template sets out what to include in the offer template. It sets out topics for low complexity procurement and additional topics as the complexity of the procurement increases

Contract management and contract disclosure - goods and services procurement guide

Use the contract risk segmentation tool to identify procurement risks associated with a category of goods and services. The tools can also be used to identify individual risks for a contract

Use the defining criticality to business assessment tool to calculate how significant a procurement is to an organisation’s core business

Use the following templates to define and plan contract management processes

Use the financial tracking checklist to check that the financial benefits are clearly associated with the contract

Use the contract insurance checklist to record details of a contractor’s insurance policies and use the checklist to check that the insurance is current

Use the contract governance checklist to check that the appropriate delegation of authority, stakeholder engagement and probity is in place for a contract

Use the contract transition-in checklist to plan for the transition into a new contract

Use the contract transition-out checklist to plan for the transition out of a contract

Use the RACI template to record roles against tasks or deliverables within a contract

Use the KPI and supplier performance scorecard tool to record how a supplier performs

Use the supplier customer satisfaction survey as an internal tool to receive qualitative feedback from users about the services provided by a contractor

Use the contract issues log to record and track issues affecting a contract

Market approach templates

The following market approach templates are available:

Templates and tools that support the market approach documents

Use the conflict of interest declaration to declare whether private interests influence procurement

Use the Deed of confidentiality when goods or services require confidentiality protection

Contract templates

The following contract templates are available:

Templates and tools that support the contract documents

Use the VGPB Guidance notes for template agreements for information on how to use the Template Agreements, including which Template Agreement to select for your procurement:

VGPB Guidance notes for template agreements

Insert the model clauses for uniforms into contracts when buying uniforms and personal protective equipment

On 12 September 2017 all of the VGPB standard form contracts were refreshed to reflect legislative change. The contract refresh matrixes describe the changes made to the contracts:

Support

Contact the goods and services team if you can’t find what you need or require help to use any of these tools.

Reviewed 25 November 2019

Buying for Victoria

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