PROCUREMENT PROJECT
TENDER/QUOTE EXEMPTION REQUEST
PROJECT NAME:
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TRIM REFERENCE:
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PAKCS REFERENCE:
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DATE:
"[Click here and type]"
PROCUREMENT LEAD:
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CONTACT DETAILS:
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Note: • Delete all Guide Notes in the final draft of this document
1.
SUMMARY
School / Centre / Faculty
Project Lead
Budget Owner / Grant Recipient
Purchase of (Goods or Services)
Currency ($AUD, other)
Estimated Value of Contract to be
Awarded (inc. GST)
(include equipment, delivery,
installation, acceptance testing,
and training)
Supplier(s)
1.
2.
3.
2.
RESEARCH/BACKGROUND/CONTEXT
[insert]
Guide Note: Provide responses to the following questions.
•
How was the need for this particular type of equipment/service identified
•
What research/project will it be supporting?
•
Who will it be used by and/or benefit?
3.
SUMMARY OF SERVICE REQUIREMENTS
[insert]
Guide Note: What capability/specification should the equipment/service include?
4.
EXEMPTION DETAILS
4.1
Exemption Type
(Select one of the following three options, delete remainder)
Quotations (>$30k, <$250k incl GST):

Exemption sought to gather only one or two quotes (less than the required three
quotes)
Tender (>$250k incl GST):

Exemption sought to conduct a closed/select tender instead of an open/public tender
Tender (>$250k incl GST):

4.2
Exemption sought to conduct direct negotiations with a single supplier instead of a
closed/select or open/public tender
Basis of Exemption
[insert]
Guide Note: Provide details on the basis for the exemption ie. why it is impracticable to obtain the
required number of quotations, or go to open tender as required by UNSW Policy.
Please ensure justifications are supported as opposed to unsupported– e.g.
-
“Supplier A is the only supplier”, is an unsupported statement
“After desktop research using the internet and discussions with colleagues and suppliers it
was determined that Supplier A is the only supplier”, is a supported statement
For research projects please also refer to
https://www.fin.unsw.edu.au/secure/unsw_allstaff/Files/Procurement/Excemption.html for assistance
in justifying exemption.
5.
RISK ANALYSIS
[insert]
Guide Note: Detail risks of proceeding with tender exemption; to achieving Value for Money, high
public profile or visibility of project etc
6.
EXEMPTION REQUEST – PROJECT TEAM
Guide Note: At least one (1) staff member requesting the exemption must be the budget owner /
grant recipient. Be sure to also include key stakeholders as signatories.
6.1
The following UNSW staff members request that this exemption be granted on the basis
described in Section 4. The UNSW staff members and stakeholders acknowledge that:
(a)
project requirements have not been designed around a single favoured supplier;
(b)
after due inquiry there is no conflict or potential conflict of interest associated with the
supplier selection or procurement process (Signed Declaration of Interest are
attached);
(c)
alternate suppliers have been thoroughly investigated; and
(d)
negotiations have been conducted with the supplier(s) to ensure value for money has
been achieved.
Staff Details
Date
Signature
Name
[Position – Area]
Name
[Position – Area]
Name
[Position – Area]
Name
[Position – Area]
7.
EXEMPTION GRANTED
[insert]
Guide Note: If this is a tender exemption >AU$250k incl GST, then Strategic Procurement is the only
organisational unit authorised to approve the exemption. If <AU$250k incl GST, then the exemption
must be approved by the relevant financial delegate or budget owner.
I recommend this exemption
Name - Financial Delegate for the budget spend
Date
Position
I approve this exemption in accordance with UNSW Procurement policies and procedures.
Susie Gorgievski (change to suit)
Director – Strategic Procurement
8.
Date
SUPPORTING DOCUMENTATION
Guide Note: Attach any relevant supporting documentation with level of detail appropriate to project $
value and risk
Supporting Documentation
1.
Approved Project Submission or Opportunity and Strategy outline
2.
Signed Declarations of Interest for the Project Team
3.
Evaluation Report
4.
Any supporting industry/market reports