PROCUREMENT PROJECT
TENDER/QUOTE EXEMPTION REQUEST
DATE:
"[Click here and type]"
PROJECT NAME:
"[Click here and type]"
TRIM REFERENCE:
"[Click here and type]"
PAKCS REFERENCE:
"[To be completed by Strategic Procurement– For Tender
Exemptions]"
PROCUREMENT LEAD:
"[For Tender Exemptions please contact Strategic Procurement ]"
Note: • Delete all Guide Notes in the final draft of this document
1.
PROJECT DETAILS
Project Lead
[insert]
School / Centre / Faculty
[insert]
Budget Owner / Grant Recipient
[insert]
Description of (Goods or
Services)
[insert]
Currency ($AUD, if not specify
other)
[insert]
Estimated Value of Contract to be
Awarded (excl. GST and over
term of Contract, include
equipment, delivery, installation,
acceptance testing, and training)
[insert]
Supplier (if known)
[insert]
2.
PURPOSE OF THIS DOCUMENT
The purpose is to request an exemption from the Procurement policy and procedure for the
procurement of [insert description of activity].
3.
EXEMPTION DETAILS
3.1
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):
3.2

Exemption sought to conduct a closed/select tender instead of an open/public tender

Exemption sought to conduct direct negotiations with a single supplier instead of a
closed/select or open/public tender
Basis of Exemption
[Detail the basis for the exemption is being requested]
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.
Reasons for this may include, but are not limited to when:
•
The required supplies or services are available only from one source;
•
The item is a component of equipment in service and obtainable only from the manufacturer
of the original equipment (OEM);
•
The item must be compatible with existing equipment for reasons of:
- satisfactory operation, staff training already carried out, or prior investment
- in spares and maintenance facilities;
•
Only one supplier has the necessary expertise or facilities for supply of the equipment with
backup support and warranty;
•
A limited increase in quantity is required to an item already being supplied or manufactured;
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
4.
SUMMARY OF REQUIREMENTS
[Insert a summary of the product and service requirements for this purchase]
Guide Note:
Be careful to ensure that specifications are designed in the first instance around an actual ‘need’, and
not around the capability of any one single favoured supplier]
What capability/specification should the equipment/service include?
5.
RESEARCH/BACKGROUND/CONTEXT
[Insert details of appropriate market research and analysis that was undertaken to identify options,
and list the names of suppliers identified by this process].
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?
6.
RISK ANALYSIS
[insert details of any known risks of proceeding with this tender exemption]
Guide Note: Detail risks of proceeding with tender exemption; to achieving Value for Money, high
public profile or visibility of project etc
7.
RECOMMENDATION OF SUPPLIER
[Insert details of the recommended supplier. Explain why any capable suppliers may have been
excluded]
8.
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.
8.1
The following UNSW staff members request that this exemption be granted on the basis
described in Section 3 and recommend that [insert description of goods or services] be
purchased from [insert supplier name].
8.2
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
Name
[Position – Area]
Name
[Position – Area]
Name
[Position – Area]
Name
[Position – Area]
Date
Signature
9.
EXEMPTION GRANTED
Guide Note: Delete the Option that is not applicable.
Quotations (>$30K, <$250K incl GST):
A quote exemption can be approved by a person with the correct Financial Delegation within the area
of where the expenditure sits (e.g a budget owner). A copy of this approved exemption and any
quotations obtained must be attached to the purchase order in NS financials.
Tender (>$250K incl GST):
A tender exemption >AU$250k incl GST can only be approved by Strategic Procurement. A copy of
the approved tender exemption and any supporting document must be attached the purchase order in
NSF Financials.
Option 1 - For Quotation exemption:
I recommend this exemption in accordance with UNSW Procurement Policy and procedure:
[Insert name] – Project Lead
Position:
In accordance with UNSW Procurement Policy and procedure, I approve this exemption:
[Insert name] - Budget Owner/Financial Delegate
Position:
Option 2 - For Tender Exemption:
I recommend this exemption in accordance with UNSW Procurement Policy and procedure:
[Insert name] – Project Lead
Position:
I support this exemption in accordance with UNSW Procurement Policy and procedure,:
[Insert name] - Budget Owner/Financial Delegate
Position:
I approve this exemption in accordance with UNSW Procurement Policy and procedure:
[insert name] – Strategic Procurement
Position: Procurement Manager [insert]/Director Strategic Procurement
10.
SUPPORTING DOCUMENTATION
Guide Note: Attach any relevant supporting documentation with level of detail appropriate to project $
value and risk (delete if not attached)
Supporting Documentation
1.
Approved Opportunity and Strategy outline
2.
Signed Declarations of Interest for the Project Team
3.
Evaluation Report
4.
Any supporting industry/market reports