We call quotes to comply with the State Supply Commission Open and Effective Competition Policy.
Calling quotes enables the agency to target specific suppliers who they feel can meet the contract requirements. It also encourages competition within the market place and ensures a best value for outcome for the Department.
Less than $5000 = ONE verbal quote (purchase price)
$5001 - $20,000 = Sufficient number of verbal quotes (usually between 3 & 5 quotes is considered sufficient)
$20,001 - $150,000 = Formal Quotation process to be called by Client Procurement Services (DTF)
$150,001 and above = Formal Tender process to be called by Client Procurement Services (DTF)
When purchasing from a Common Use Arrangement (CUA) be sure to check the How do I Buy Section of the respective Buyer’s Guide. Most CUAs have unique buying rules.
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If you're having difficulty obtaining a second quote from suppliers, a Non-Quote is considered a quote. If a contacted supplier doesn't respond to your request for quote this is considered an attempt to seek value for money.
If you're unable to source a second quote because the goods or services are considered unique to a particular supplier, then an Exemption from Obtaining Competitive Quotes Request must be completed.
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A lot of the current CUAs are Mandatory for the metropolitan region only. In this instance if you are buying from within the Perth Metropolitan Area and a CUA exists for the goods and services that you are wanting to purchase, then you MUST use the appropriate CUA.
There are also CUAs that are mandated across the entire state.
As a lot of the CUAs are “Pick & Buy” Regional Centres are encouraged to refer to the CUA Website to determine whether an alternative to the need to call quotes is available. The CUAs can also be used by Regional Buyers to determine a base price when seeking quotes. Please note that as a Regional Centre if you a sourcing quotes from the Metropolitan Area for goods/services that are covered buy a Mandatory CUA, then you MUST use that CUA.
To purchase goods or services outside of a mandatory CUA an Exemption from Purchasing from a CUA Request must be made.
In most instances YES. The raising of a Purchase Order is effectively the official engagement of a vendor/contractor to provide the Deptartment with goods or services. It is considered the contract of supply.
The Current Exemptions to raising an iProcurement Requisition document details those goods and services that do not require a purchase order to be raised order for a payment to be made.
If you have already received goods or services without raising a purchase order, a Confirmation Order should be raised. By raising a Confirmation Order you ensure compliance with both SSC and Departmental policy as well as aid the Deptartment in providing important information that is reported to the SSC on an annual basis (the Who Buys What and Buy Local Reports).
If in doubt as to whether a purchase order should be raised or not, please contact the Purchasing Team at: purchasers@det.wa.edu.au
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To cancel a Purchase Order, simply send an email to: purchasers@det.wa.edu.au
Be sure to quote the Name of the Vendor of the Order you want cancelled.
If you have already Receipted the Purchase Order you will need to UNRECEIPT it first.
To do this first return to the iProc Home Page.
1) Click on the Requisition Status Tab (the third Tab)
2 Click on Receiving (the third option within the Requisition Status Tab)
3) Click on the Correct Receipts Link (located below the third circle on the left hand side of the screen).
When you have located the Requisition of the Order you want to UNRECEIPT, put the number zero (0) in the white box that appears in the middle of the line.
If the requisition is made up of more than one line, be sure to put the number zero (0) in all the lines
Scroll to the bottom of the page and click on the Correct button.
Then click on the Submit button.
Once the Purchase Order has been unreceipted, then send your request to cancel the Purchase Order to the “purchasers” email address.
Payments against Blaket Orders cannot be receipted using iProcurement. In instances where you are required to make a payment for goods or services against a Blanket Order raised in Oracle, you must forward the invoice to Client Procurement Services for processing.
Simply attach a completed Payment Voucher (http://www.det.wa.edu.au/education/finance/finance/accounting_services.html) to the invoice and Client Procurement Services staff will 'release' the invoice amount against the relevant Blanket Order. A release number is then recorded on the Payment Voucher and together with the invoice is forwarded to the Accounting Services Branch for payment.