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  1. Finance
Authority Source: Chief Operating Officer
Approval Date: 21/05/2024
Publication Date: 23/05/2024
Review Date: 21/05/2027
Effective Date: 21/05/2024
Custodian: Chief Financial Officer
Contact: cfo@canberra.edu.au
Accessibility: Public
Status: Published
In developing this policy the Â鶹´å had regard to the provisions of section 40B(1)(b) of the Human Rights Act 2004 (ACT).
Procurement Policy
Purpose:
  1. The purpose of this Policy is to set out the framework that governs how goods and services including infrastructure are purchased for the Â鶹´å of Canberra (Â鶹´å) and how the resultant contracts are managed to achieve ongoing value for money to the Â鶹´å.
  2. This Policy, together with the Finance Governance Policy, Investment Policy, Treasury Policy, and the suite of procedures made under these policies, form part of the Â鶹´å’s Procurement Framework. The Framework has been developed to:
    1. assist the Â鶹´å to meet its financial management obligations;
    2. ensure that Â鶹´å funds and resources are used only for Â鶹´å purposes;
    3. ensure that appropriate financial controls are developed, documented and applied to prevent the abuse or misuse of Â鶹´å funds and other resources;
    4. ensure that the Â鶹´å’s procurement processes are undertaken with a high level of accountability, transparency and probity; and
    5. maintain ethical and fair treatment for all potential suppliers.
Scope:
This Policy applies to all Â鶹´å staff, members of Council and Council Committees, controlled entities, affiliates and volunteers.
Principles:
Effective Governance
  1. All procurement activities must be undertaken in accordance with:
    1. ‘Connected ’ the Â鶹´å’s decadal strategic plan for 2023-2032
    2. the Â鶹´å's Charter of Conduct and Values;
    3. the Financial Governance Policy; and
    4. all other policies and procedures in the Â鶹´å’s Procurement Framework.
  2. The Â鶹´å will:
    1. establish accessible, pragmatic, and user-friendly procurement processes that align with the nature, value, and risk of each procurement; and
    2. use the Â鶹´å’s mandated and pre-qualified suppliers when appropriate.
Value for Money
  1. All procurement activities will be undertaken in a manner that seeks value for money taking into consideration factors such as fitness for purpose, total cost of ownership, and risk assessment.
  2. The Â鶹´å will implement robust contract management processes that foster positive relationships with suppliers, ensuring ongoing value.
Accountability
  1. Procurement activities and processes will be undertaken in a manner that:
    1. promotes efficiency, effectiveness and sustainability in procurement and contract management activities; and
    2. employs accountability, ethics, transparency, and probity.
Responsibilities:
Who Responsibilities
Associate Director, Strategic Procurement
  • Promotes the implementation of, and monitors compliance with the Procurement Policy across the Â鶹´å.
  • Proposes changes to the Procurement Policy in consultation with stakeholders.
  • Maintains and updates documentation under the Â鶹´å Procurement Framework, including relevant templates.
  • Reviews and proposes changes to Contract Management Procedures under the Â鶹´å Procurement Framework in consultation with the Office of the General Counsel.
Audit and Risk Management Committee Oversight of the Â鶹´å’s governance, risk and compliance frameworks including policies, procedures, information systems and systems of internal control surrounding key financial and operational processes.
Legislation:
This Policy is governed by the following legislation:

The Â鶹´å of Canberra Act 1989 (ACT).
Supporting Information:
Supporting information for this Policy is:
 
  1. Financial Governance Policy
  2. Â鶹´å Procurement Framework documentation, which includes, but is not limited to:
    1. Contract Management Policy and Procedure
    2. Indigenous Procurement Strategy
    3. Procurement Procedure
    4. Sustainability Strategy
Definitions:
Terms Definitions
Contract Management The process of creating, implementing, and reviewing contracts.
Procurement The end-to end process of acquiring goods and services required to fulfill business requirements. Procurement encompasses contract management and asset disposal.
Â鶹´å Procurement Framework The structured and standardised set of processes, policies, and guidelines that the Â鶹´å employs when acquiring goods, services, or works.  It provides a systematic approach to procurement activities, ensuring transparency, efficiency, and accountability throughout the procurement process.