The following resources have been developed to help public officers better understand the specific requirements and processes involved in SA Government procurement and contract management.
How to find the resources you need? Documents are sorted by the following topics
- Guidelines (Planning & sourcing)
- Templates (Planning & sourcing)
- Tools (Planning & sourcing)
- Guidelines, templates & tools for contracting and contract management
- Tools for PARS & approvals
COMING SOON: New document searchable document library filtered by category, topic and stage of a procurement.
- This guideline provides practical guidance to public authorities on the principles and approaches to Commissioning. It is intended to create a shared understanding of the core concepts, processes and terminology applied in Commissioning and to facilitate collaboration and communication across government and the not-for profit (NFP) sector.
Complexity and capability assessment guideline
- This guideline provides guidance on how to assess the complexity of a procurement and resulting contract and ensure the public authority has the appropriate capability to undertake the associated procurement and contract management activities.
Developing a specification guideline
- This guideline provides practical advice about developing a written specification for procuring goods and services.
- This guideline provides information and practical advice regarding the disposal of goods. It provides an understanding of the disposal process, including methods of disposal.
Economic and social procurement guideline
- This guideline promotes and explains the key concepts of economic and social procurement and provides practical guidance to public authorities on how to consider these concepts in their procurement planning.
- This guideline provides practical advice about how to plan for an evaluation.
- This guideline provides practical advice regarding the supplier selection process, including the stages of the evaluation process, key considerations and other useful hints.
Forward procurement planning guideline
- This guideline sets out the requirements for public authorities to complete their Procurement Activity Reporting in accordance with TI 18 and the Procurement Governance Policy.
Gifts, entertainment and benefits guideline
- This guideline provides advice about best practice in relation to offers of gifts, entertainment and other benefits during a procurement process or when managing a contract. The aim to assist public employees to identify and manage the risks relating to offers of gifts and benefits from third parties, such as suppliers at any time through the procurement process
Governance arrangements guideline
- This guideline provides guidance on establishing suitable procurement governance structures/arrangements for procurement and contract management within their agency.
- This guideline seeks to promote green procurement outcomes and encourage public authorities and suppliers to improve practices that balance different procurement priorities, achieve value for money and minimise the impacts on the environment.
- This guideline provides guidance and practical advice to properly plan for and undertake industry engagement activities with confidence.
Intellectual Property in procurement guideline
- This guideline provides guidance about the application of the South Australian Government’s Intellectual Property Policy in the context of procurement.
International obligations guideline
- This guideline provides a summary of the government’s international obligations relevant to covered government procurement by procuring entities.
Market approach strategy guideline
- This guideline provides advice on market approaches when procuring goods and services and for using the standard market approach templates.
- This guideline provides practical guidance on how to undertake a needs analysis and details the benefits that can be achieved and the considerations that are needed to determine a clear and justifiable procurement need.
- This guideline provides information about the key issues in negotiation in government procurement activities. It also provides practical advice to assist officers to perform effectively during negotiations with suppliers.
Not-for-Profit Quality Assurance Framework guideline
- This guideline provides practical guidance on quality assurance accreditation for procurements involving the Not-For-Profit (NFP) sector.
- This guideline provides information and practical advice about establishing a panel arrangement (contract) and selecting suppliers from an existing panel contract.
Probity and ethical procurement guideline
- This guideline provides information and practical advice regarding probity and the ethical procurement of goods and services.
Procurement or grant guideline
- This guideline is to promote a consistent approach when distinguishing between a procurement and a grant.
Rebates and discounts guideline
- This guideline provides direction regarding rebates and discounts in procurement activities.
- This guideline provides practical advice about managing risk in the procurement (including contract management) of goods and services.
- This guideline provides information and practical advice when obtaining specialist procurement or contract advice.
- This guideline provides practical advice on when and how to provide a supplier debrief following the conclusion of a procurement process.
Supply market and supply chain analysis guideline
- This guideline provides practical advice for analysing supply markets and/or supply chains in planning a procurement.
Value-adds in Government procurement guideline
- This guideline provides direction regarding value-adds in Government procurement activities.
Value for Money in procurement guideline
- This guideline provides practical advice on how to achieve better value for money outcomes in procurement and contract management processes.
Whole-of-Life costing guideline
- This guideline provides practical guidance on how to use and calculate whole-of-life costing in procurement.
- This template can be used to assist in planning for all procurements valued above $55,000. It is designed to meet the requirements of Treasurer’s Instructions 18 and the Procurement Planning Policy and provides suggestions about the minimum details to be included in an approach to market.
Deed of confidentiality template
- This template is intended to be used in procurements where respondents (or other external parties) are provided with sensitive information.
- This template is intended to be used for the disposal of a procurement and provides suggestions about the minimum details to be included in a Disposal Plan.
- This template is intended to be used to document the evaluation process for all complex and strategic procurements and is to be attached to the Acquisition Plan. It provides suggestions about the minimum details to be included in an Evaluation Plan.
- Confidentiality and conflict of interest declaration template forms part of the Evaluation Plan template and is intended to be used as a declaration for confidentiality and conflicts of interest.
Industry Engagement Plan template
- This template will assist officers properly plan and undertake their Industry Engagement activity with confidence and be well informed in knowing how to manage risks appropriately while maintaining their obligations relating to probity, accountability, and transparency
Invitation for Expression Of Interest (EOI) templates
This template is part of the standard market approach templates which support consistent procurement practice across government and makes it easier for suppliers. It should be used when seeking expressions of interest from potential suppliers.
- Part A- Expression of Interest (EOI)- Process guideline
- Part B- EOI & ITS- Specification template
- Part C- Expression of Interest (EOI)- Supplier response form
Invitation to Supply (ITS) templates
This template is part of the standard market approach templates which support consistent procurement practice across government and makes it easier for suppliers. It should be used for complex and strategic procurements.
- Part A- Invitation to Supply (ITS)- Process guideline - ITS Procurement process Guidelines
- Part B- EOI & ITS- Specification template
- Part D- Invitation to Supply (ITS)- Supplier response form
- Part D- Invitation to Supply (ITS)- Evaluation criteria question bank
MoAA for the alignment of Procurement Frameworks under TI 18 template
- This template is intended to be used for an administrative arrangement for the alignment of procurement frameworks for the purposes of clause 9 of Treasurer’s Instructions 18 – Procurement issued under section 41 of the Public Finance and Audit Act 1987
- This template provides suggestions about the details to be included in a Negotiation Plan which set out the guiding principles and procedures for conducting a negotiation.
- This template provides an example for undertaking a Post Sourcing Review for complex and strategic procurements.
Purchase Recommendation template
- This template is intended to be used for all procurements valued above $55,000. It is designed to meet the requirements of the Sourcing Policy and provides suggestions about the minimum details to be included in a Purchase Recommendation and Evaluation Report.
Request for Information (RFI)- Response form
- This template is part of the standard market approach templates which support consistent procurement practice across government and makes it easier for suppliers. It can be used when gathering information and opinions from supplier / industry.
Request for Quote (RFQ) template
This template is part of the standard market approach templates which support consistent procurement practice across government and makes it easier for suppliers. It should be used for transactional and routine procurements.
Respondent letters
Risk Management Plan (Procurement) template
- This template is intended to be used for managing risk for all complex and strategic procurements and is to be attached to the Acquisition Plan.
Risk assessment template and examples
- This template contains table for documenting risks and provides examples for officers to reference when undertaking their own risk assessment.
- This template will assist officers properly plan and undertake a supplier debrief in accordance with the Supplier debrief guideline
How to connect with local Aboriginal businesses
- This tool guides officers on how to connect with local Aboriginal businesses and covers some frequently asked questions about this process.
- This tool provides an overview of the steps to undertake a needs analysis.
Not-for-Profit Quality Assurance Framework checklist
- This checklist can assist ensure quality assurance accreditation has been properly considered in a procurement process involving the Not-for-Profit (NFP) sector.
- This glossary provides a list of definitions and terms (and their common acronym where applicable) used throughout the South Australian Government Procurement Policy Framework and related documents.
Specification development process map
- This tool provides an overview of the six steps for the specification development process.
Guideline
Contract management general requirements guideline
- This guideline provides direction and guidance on general contract management matters.
- This guideline provides guidance for Contract Owners and Contract Managers on how to effectively set up contract management practices in order to achieve value for money.
Contract Extensions and variations guideline
- This guideline provides practical advice and guidance on how to manage contract extensions and variations.
- This guideline provides guidance for Contract Owners and Contract Managers on how to effectively close a contract.
Templates
Annual Contract Review template
- This template assists a contract manager to undertake an annual review of a contract and provide to senior management/governance committee so that lessons can be learned and issues addressed.
Contract Closure Report template
- This guideline provides guidance for Contract Owners and Contract Managers on how to effectively close a contract.
Contract Extension and/or variation letters templates
- Contract extension and variation letter
- Contract extension letter
- Contract extension letter (existing right)
- Contract variation letter
- Contract waiver letter
Contract Management Plan template
- This template is designed to meet the requirements of Treasurer’s Instruction 18 and SA Government Procurement Framework and provides suggestions about the details to be included in a Contract Management Plan.
Standard Agreement user guides
- Guideline for use of standard government contracts
- Annexures to guideline for use of standard government contracts
Standard Goods and Services Agreement
- Standard Goods and Services Agreement template
- Special conditions clause bank
- Execution block bank
- Standard Purchase Order terms and conditions
- Minor Works Agreement
Standard Purchase Order terms and conditions
Standard Minor Works Agreement
Standard Not-for-Profit Funded Services Agreement
- Standard Not-for-Profit Funded Services Agreement template
- Standard Not-for-Profit special conditions clause bank
Tools
- This checklist can be used at the conclusion of a procurement process to help with compliance with PC027 – Disclosure of Government Contracts.
It is important to note that this is an example only and that the sequence of tasks and disclosure activities may vary depending on the public authority’s Internal Procurement Framework, the nature of the contract, and the roles and responsibilities of staff.
- This checklist is to be used to support the handover of goods and services contracts from the sourcing phase to the contract management phase. This checklist should be used for routine, complex and strategic contracts, to ensure effective contract handover has been completed.
Contract transition (in and out) planning checklist
- This checklist can be used to record the activities necessary to manage the transition in and transition out phases of contracts for goods and services.
Approval flow chart- Direct market approach CE approval requirements
- This tool assists officers assess if a direct market approach needs to be approved by the Chief Executive or can be approved by an authorised person.
Approval flow chart- Engaging a non-South Australian business contract approval requirements
- This tool covers the approvals required to award a contract to a non- SA business.
Approval flow chart- Limited market approach CE approval requirements
- This tool assists officers assess if a limited market approach needs to be approved by the Chief Executive or can be approved by an authorised person.
Approval flow chart- Open market approach CE approval requirements
- This tool assists officers assess if a open market approach needs to be approved by the Chief Executive or can be approved by an authorised person.
Fact sheet- South Australia Business definition
- This fact sheet aims to provide public authorities with information about the specific requirements in relation to South Australian business engagement and with clarity and application of the definition of a South Australian Business.
Fact sheet- Reporting of standing offers and secondary procurements
- This fact sheet aims to provide public authorities with clarity on reporting requirements for standing offers and secondary procurements, captured under:
- SA Government Procurement Framework
- PC 027 – Disclosure of Government Contracts (PC 027)
- Treasurer’s Instructions Accounting Policy Statements 101.K (APS 101.K)
- This fact sheet is specific to Across Government contracts and aims to provide public authorities with clarity on who is responsible for which reporting requirements regarding Across Government standing offers and secondary procurements.
- The supporting Across Government Contracts Register is provided to enable public authorities to search for and identify suppliers for each across government contract.