We are here to help you buy the products and services that you need to deliver your educational outcome requirements.
Our role is to:
The State Supply Commission’s (SSC) policies provide a framework for goods and services procurement that reflects best practice principles and arrangements. The Department of Education and Training must ensure that these policy requirements are used for buying all goods and services.
State Supply Commission polices can be viewed at www.ssc.wa.gov.au/procurement02.asp
Back to topThe Government Contract Directory: Schools Edition provides an overview of whole of Government contracts (Common Use Arrangements) and DET contracts. It’s format is similar to an online magazine with turning pages, images and hyperlinks. For each contract there is a link to a contact person and a buyers guide. Please note the contact details for DET ICT contracts in particular. The Schools ebook can be accessed at http://www.dtf.wa.gov.au/cms/schools/schoolse.pdf
Back to topLink to Information and Communication Technologies (ICT) for advice.
intranet.det.wa.edu.au/groups/ict_purchasing/
Back to topThe fundamental question once you have identified what you want to buy:
Is it available on a common use arrangement?
If it is – you must use that common use arrangement.
Schools in regional areas should contact their Regional Buying Centre www.dtf.wa.gov.au/cms/pro_content.asp?ID=1850 or Client Procurement Services for advice.
A Common Use Arrangement (CUA) is a whole-of-government standing offer arrangement, awarded to a single supplier or a panel of suppliers for the provision of specific goods or services commonly used within government. CUAs are aggregated supply arrangements that enable public authorities and other specified parties to source products and/or services.
A CUA is an efficient buying tool that streamlines the purchasing process between public authorities and suppliers. When orders are placed using a CUA, the standing offer is accepted and a binding contract commences for that particular quantity of products or services.
The majority of CUAs are mandatory and all public authorities must use these arrangements as their exclusive source of supply for the goods and/or services covered by the CUA.
In keeping with the government’s commitment to the Buy Local Policy, public authorities located in country areas have the discretion to purchase products and/or services from local suppliers. As such, if a mandatory CUA features a Perth-based supplier then public authorities may choose to buy from a local or regional supplier offering value for money.
A Buyers’ Guide is developed for each CUA and all purchases made against a CUA must be made in accordance with the relevant Buyers’ Guide.
Refer to the Schools Contract Directory which is an electronic list of most commonly used CUAs for the Department of Education and Training and Schools and includes all relevant DET contracts: http://www.dtf.wa.gov.au/cms/schools/schoolse.pdf
Please note in particular the contact details for DET ICT contracts.
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The Department of Treasury and Finance operates several Regional Buying Centres that provide specialist support to government agencies undertaking regional procurement. Covering the Mid West, South West, Great Southern and Goldfields/Esperance regions, the centres coordinate and streamline government purchasing in these areas and encourage agencies to source goods and services from local suppliers where appropriate.
The Regional Buying Centres offer a range of services to regional schools and District Education Offices. These include:
Further information can be accessed at www.dtf.wa.gov.au/cms/pro_content.asp?ID=1850
For Advice on ICT purchasing: intranet.det.wa.edu.au/groups/ict_purchasing/
The State Supply Commission has recently made some important chances to the procurement policies which are detailed below.
Back to topRequests for Exemption must be made to the Deputy Director General, Finance and Administration before you undertake the purchase or you give a commitment to buy. Request for Exemption must be made on the approved templates. The Request for Exemption must be justified and provide proof of research to support the request. Requests for Exemptions are required in the following instances:
A key change has been to the buying thresholds that determine the way in which you buy goods and services. Please note that all threshold values include GST.
Up to $5000 you can now make a direct purchase.
Between $5000 and $20,000 verbal quotations (usually 3 - 5) must be sought. You must record on the Verbal Quotation Form the names of the suppliers you have approached and the price they quoted. The basis on which you made your decision must be recorded and placed on file.
Between $20,000 and $150,000 written quotations must be sought. Client Procurement Services (the old Contract Services area) or Regional Buying Centres where available must be involved with all purchases above $20,000. Please refer to DET’s ICT contracts area for advice on ICT contracts. A written quotation ensures that you go through a balanced evaluation process and that the Department gets the best outcome it can get. Client Procurement Services will help you develop the Request document, evaluate the offers and award the contract.
$150,000 and above public tenders must be called. Client Procurement Services (the old Contract Services area) or Regional Buying Centres where available must be involved with all public tenders. Please refer to DET’s ICT contracts area for advice on ICT contracts. A Public tender process means that your requirement is advertised in the West Australian and on the Government’s Bulletin Board (Gem). Client Procurement Services will help you develop the Request document, evaluate the offers and award the contract.
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The Department of Treasury and Finance (DTF) has funded a Level 2 Procurement Assistant to provide support for metropolitan schools nominated by Swan, Peel-Fremantle and Canning Districts Offices/Directors to participate in this project. Originally planned to cease at the end of Term 2, the project has now been extended until the end of the 2008 school year.
The Procurement Assistant will contact suppliers for quotes on behalf of the particiapting schools.
Potential Outcomes:
If you are part of the School Buying Project you can use the Verbal Quotation Form for purchases between $1,000 and $20,000. The form should be emailed to schoolbuying@det.wa.edu.au
Procedures for this Project can be found here.
Please contact Paul Arangio on 9264 5134 for information about this project.
Many schools undertake domestic and international school excursions. Travel includes both domestic and international travel for students and teachers. Excursion funds are usually administered through school accounts and may include contributions from the Department of Education and Training, the school, the Parents and Citizens’ Associations, students and teachers. Advice from the State Supply Commission has given us a better understanding of how these excursions should be managed. Client Procurement Services has developed templates to assist in this process. If you need help in planning a school excursion complete the School Excursion Questionnaire and forward to Client Procurement Services.
Parent funded excursion
Where the excursion is funded entirely by parents, P&Cs or other private sources, a competitive process should be undertaken. A quotation from at least two travel agents is recommended to demonstrate value for money. The School Excursion Request for Quotation and School Excursion Evaluation templates are attached to help you obtain these quotes.
School/Government funded excursion
Where a school excursion includes any school or government funding, a competitive process that complies with the State Supply Commission policies must be undertaken.
Where the school funded component is more than $5,000 but less than $150,000, a Request for Exemption from a written competitive process may be made to the Deputy Director General, Finance and Administration. Contact Client Procurement Services for advice on this process.
If an exemption is approved, a minimum of two quotations from travel agents will be required to demonstrate value for money. The School Excursion Request for Quotation and School Excursion Evaluation templates must be used to document the quotations and the buying decision.
Where the school funded component is more than $150,000, a Public Tender process must be undertaken. Client Procurement Services will work with you to develop and award a contract for the excursion.
Please contact Client Procurement Services for assistance on 9264 4712.
Back to topThe Procurement Practice Guide provides an effective ‘how to’ framework for public sector contracting for products and/or services. Understanding and adhering to these guidelines will help you achieve efficient purchasing outcomes.
Please view the Introduction to the contents of the Guide.
For further assistance Client Procurement Services can be contacted 9264 4712.
Our Purchasing team undertakes the following work for the DET:
For assistance, please contact: purchasers@det.wa.edu.au
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What is a reverse auction?
An auction that takes place on the internet. Suppliers bid online - and the lowest price generally wins!
Reverse auctions can provide:
Contact Vince Rodino for more information on 9264 4279 or emai: vince.rodino@det.wa.edu.au