| (1) | This instruction applies only to the procurement of building and construction and roads and bridges and is to be read in conjunction with Instructions 1201 to 1229.
Further information, including a definition of "building and construction" and "roads and bridges" and information on the types of services that fall under these categories is located in the Buying for Government section of www.purchasing.tas.gov.au.
Refer to Instructions 1101 to 1124 for information in relation to procurement of goods and non-construction related services. |
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| The term "contract" refers to all contracts awarded by an agency and includes those contracts entered into following the granting of an exemption in accordance with Instruction 1217. |
| (2) | Details of all procurements undertaken by an agency, with a total value of $50 000 or over (excluding GST) must be entered on the Tenders section of www.purchasing.tas.gov.au, under the ‘Open for Bids’, or ‘Contracts Awarded’ sections as required.
The following sections explain the circumstances under which reporting is required. |
| Open Procurement (whether by way of a tender process or otherwise): |
| (3) | For every open building and construction procurement, with a total value of $100 000 or over (excluding GST), or roads and bridges procurement with a total value of $250 000 or over (excluding GST), the following details must be displayed on the Tenders section of www.purchasing.tas.gov.au under ‘Open for Bids’:
For each advertised procurement: |
 | (a) | the name and address of the procuring agency; |
| (b) | the procurement title; |
| (c) | the identifying number; |
| (d) | the opening date; |
| (e) | the closing date and time; |
| (f) | the category; |
| (g) | a description of the procurement; |
| (h) | any conditions for participation; |
| | A ‘condition for participation’ means any pre-requisites (or mandatory requirements) for participation in a procurement. These requirements are assessed as either being ‘met’ or ‘not met’ by a supplier in the first stage of evaluation of their submission.
Examples of conditions for participation include –
- Solvency and financial viability;
- Mandatory insurance policies/levels;
- OH&S standards or EEO requirements etc;
- Relevant licences;
- Professional accreditations or registrations;
- Compliance with draft contract terms;
- Inclusions on a multi-use list; and
- Compliance with conditions of tender.
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| (i) | information about how to obtain documents – contact details and/or location; |
| (j) | enquiry officer – names and details; |
| (k) | lodgement information – instructions and location; |
| (l) | the timeframe for the delivery (estimated contract period); |
| Where the provisions of the Australia - United States Free Trade Agreement (AUSFTA) apply, the time limit for submission of applications for pre-registration or pre-qualification must also be included in the notice. Refer to the Australia - United States Free Trade Agreement Guidelines for further information. The time limit for submission of such applications should be included in the “additional information” field.
In order to display the above information on the Tenders section of www.purchasing.tas.gov.au the following details of the open procurement will also be required for recording purposes, but will not be published. |
| (m) | estimated contract value; |
| (n) | anticipated contract award date; and |
| (o) | whether only contractors pre-qualified to undertake government building and construction works above the value referred to are eligible to tender. |
| Agencies should, where possible, complete the “Prospective Tenderers” section of the Tenders web site by inserting the names of suppliers who have been supplied with tender documentation in relation to any one particular tender. This information should be inserted on a weekly basis after the opening of the tender up until its closure date. This information will provide information to assist sub-contractors identify business opportunities with major contractors. |
| Awarded Contracts |
| (4) | Agencies must ensure that the details of awarded contracts are displayed on the Tenders section of www.purchasing.tas.gov.au within ten working days of the contract being awarded.
Further information on reporting awarded contracts information can be found in the Buying for Government section of www.purchasing.tas.gov.au, under Purchasing Framework (Disclosure of Information). |
| (5) | For every procurement that is awarded with a total value of $50 000 or over (excluding GST), the following details must be displayed on the Tenders section of www.purchasing.tas.gov.au under ‘Contracts Awarded’: |
| (a) | the procurement title; |
| (b) | the identifying number; |
| (c) | whether the contract was awarded as a result of an exemption or selective tender process; |
| (d) | the date the contract was awarded; |
| The date that the contract is awarded is the date that the actual written contract is signed by both parties (or the date that counterparts are exchanged). |
| (e) | commencement date of the contract; |
| (f) | total period of the contract; |
| (g) | the period of any options to extend the contract; |
| (h) | each successful supplier’s name and business address; |
| (i) | the total value of the contract; |
| (j) | the value of any option to extend the contract; |
| An option is to be valued in accordance with the terms of the contract. Where the value of the option cannot be exactly calculated, an estimate will suffice. |
| (k) | total number of bids received; |
| A bid is any offer from a business lodged in response to a request for tender, request for quotation, expression of interest, request for proposal or request for information. |
| (l) | number of Tasmanian bids received; |
| A Tasmanian bid is any offer from a Tasmanian business lodged in response to a request for tender, request for quotation, expression of interest, request for proposal or request for information. A Tasmanian business is a business operating in Tasmania that has a permanent office or presence in Tasmania and which employs Tasmanian workers. |
| (m) | the name and address of the procuring agency; |
| (n) | a description of the procurement; and |
| (o) | the procurement method used. |
| For procurement valued at $50 000 or more but less than $100 000 (less than $250 000 for roads and bridges projects) where a quotation process has been undertaken pursuant to Instruction 1206, the following additional information must be included: |
| (p) | the name and the State or Territory of the businesses that were invited to submit a quotation. |
| (6) | In order to display the above information on the tenders section of www.purchasing.tas.gov.au the following details of the awarded procurement will also be required for recording purposes, but will not be published: |
| (a) | details of any exemption granted including the reason the exemption was granted under the provisions of Instruction 1217, and the date the exemption was granted; and |
| (b) | enquiry officer – names and details. |
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