Procurement
Policies
The Victorian Government Purchasing Board's procurement framework is supported by five policies. They are:
Governance
Governance structure embeds procurement across the organisation and ensures alignment with business planning. It encompasses greater focus on upfront strategic planning and transparency to provide consistency of market approach and better value-for-money procurement decisions.
Complexity and capability assessment
Procurement decisions based on an assessment of complexity and the capability of IBAC to conduct the procurement. Procurement can only proceed when IBAC determines it has the necessary capability to meet the complexity of the procurement activity.
Market analysis and review
Market analysis determines the capacity of the market to supply and the opportunities for market-based solutions. A review of requirements and processes in response to market analysis determines the most appropriate path to market.
Market approach
IBAC must continuously be applying a structured, measured approach to informing, evaluating and negotiating with suppliers.
Contract management and contract disclosure
Contract management is escalated to a high-level consideration early in the planning process to arrive at an integrated end-to-end procurement framework.
Directives
All procurement activity must meet the following directives:
Value for money
This means making a balanced judgement of a range of financial and non-financial factors, taking into account the mix of quality, cost and resources; fitness for purpose; total cost of ownership; and risk.
Accountability
The Accountable Officer has the flexibility to conduct procurement activities using appropriate capability to provide value-for-money outcomes.
Probity
High standards of behaviour and actions in the conduct of procurement processes, including equity, confidentiality, avoiding conflicts of interest, and consumer/supplier confidence in the integrity of government procurement processes.
Scalability
The relationship between the complexity of a procurement project and the capability of the organisation to conduct it to achieve a good procurement outcome.
Annual procurement plan
This summary forecast of IBAC procurement activity is published in accordance with the Victorian Government Purchasing Board's Governance Policy.
Disclaimer: The IBAC Annual Procurement Plan 2021/22 is current as at July 2021. All planned procurements are subject to revision or cancellation. The information in the plan is provided for planning purposes only, it does not represent a solicitation or constitute a request for proposal, nor is it a commitment by IBAC to purchase the described goods or services. Requests for Tender will be advertised on the Victorian government tenders website at www.tenders.vic.gov.au.
Supplier Code of Conduct
IBAC is committed to ethical, sustainable and socially responsible procurement. In ensuring that our suppliers maintain the same values as the Government, the State has established a Supplier Code of Conduct (the Code).
The Code outlines the minimum ethical standards in behaviour that suppliers will aspire to meet when conducting business with, or on behalf of, the State in the areas of:
- integrity, ethics and conduct
- conflict of interest, gifts, benefits and hospitality
- corporate governance
- labour and human rights
- health and safety; and
- environmental management.
Visit the Victorian Government Purchasing Board website to view the code, or to access the supplier fact sheet or frequently asked questions documentation.
How to make a procurement complaint
IBAC is committed to ensuring its procurement activities comply with the Victorian Government Purchasing Board (VGPB) policies and procedures, and are underpinned by high levels of probity, accountability and integrity.
To find out more about the VGPB policies, visit Victorian Government Purchasing Board.
To report a concern or complaint about an IBAC process or probity matter relating to a procurement activity, contact the IBAC team or staff member you are dealing with. Most issues are the result of misunderstanding or process error and can be rectified quickly and easily. If the issue is not resolved, you can make a formal complaint to IBAC. Complaints are handled in a fair, consistent and transparent manner. The following process is followed:
Step 1: Making a procurement related complaint
If you have a complaint or concern relating to a procurement or probity activity carried out by IBAC, email the Chief Procurement Officer via procurement@ibac.vic.gov.au and provide the following information:
- a concise written statement clearly setting out the basis of your complaint
- specific details for the complaint including an explanation of how the complaint may impact the person or organisation making the complaint
- any relevant background information including prior actions or correspondence involving IBAC in relation to the issue
- copies of all relevant documentary evidence supporting the complaint.
Step 2: Complaint investigation process
Within five working days of receipt of your complaint:
- You will receive a written acknowledgement of your complaint.
- If further information is required to address your concern, you will be given a minimum of 10 working days to provide the required documentation, unless the matter is urgent.
- As soon as all the information is collected, IBAC will work to reach a resolution within 20 working days of receiving your last correspondence.
- IBAC will provide you with a written response (an outcome letter) advising you of the outcome of the complaint and any follow on action.
If additional information is required, or the services of external parties are required to advise on elements of the complaint, there will be an extension of time. This will be based on the number of working days between the request for, and receipt of additional information and/or advice sought.
Step 3: Complaint outcome
If you disagree with the proposed resolution provided in the outcome letter, you may refer your complaint to the Victorian Government Purchasing Board (VGPB) for investigation.
Complaints submitted to the VGPB must be lodged by letter or email within 10 working days of the receipt of the findings by IBAC to the following address:
Victorian Government Purchasing Board
Department of Treasury and Finance
GPO Box 4379
Melbourne 3001
Email: vgpb@dtf.vic.gov.au
General conditions