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​​Writing a procurement plan

​The procurement plan outlines the entire procurement process, from your sourcing plan to your contract term and exit strategy.

Templates

Check if your agency has their own procurement plan template before using one of these.

What goes in the procurement plan

If you already have a business case, you may be able to draw a lot of the information you need from it. If a business case hasn't been written yet but your agency requires one, you might be able to combine the two in the same document.

1. Key project information

Include:

  • your objectives and how you plan to achieve them
  • an outline of what's being procured and the costs involved
  • how the planned approach meets the Principles of Government Procurement (eg right-sizing and proportionality, transparency, fair to all suppliers or providers, will get the right supplier or provider and the best outcome) and the Government Procurement Rules, if applicable
  • governance arrangements and approvals processes
  • key stakeholders and your plan for engaging with them
  • links to your agency's procurement strategy.

2. Sourcing plan

Check whether the good or service is covered by an existing All-of-Government or Common Capability contract.

Contracts

Include:

  • what you are looking to achieve from the procurement
  • analysis of the market
  • the type of procurement approach you'll use (eg open process or direct sourcing)
  • the economic benefits you'll seek as part of your procurement (see Rule 8)
  • risk identification, analysis and management, including how you are managing national security risks (see Rule 26)
  • how suppliers or providers and their proposals will be evaluated and what due diligence you'll conduct
  • the form of contract and how it will be managed (see Rule 34 and Rule 35).

3. Opt-outs and exemptions

Opt-outs from the Rules

Under Rule 11, your agency may opt-out of some rules in certain circumstances. If you’re doing this, include a record of any opt-outs to the Government Procurement Rules and give specific justification for the approach.

Rule 11

Under Rule 12, your agency may exempt a procurement from open advertising under certain circumstances. If you’re doing this, include the name and position of the person approving the decision to exempt the procurement from open advertising. 

Rule 12

Exemptions from your agency's own procurement policy

If your proposed approach represents a departure from your agency’s own procurement policy, include evidence of an approved formal exemption from a senior manager.

4. Contract information

Include:

  • a description of the contract that will be used
  • how the contract will be delivered and its completion date
  • how the contract will be managed during delivery.

5. Risks and probity

Include:

  • the risks associated with the project and how they will be managed.
  • how the probity process will be managed.

6. Timetable

Include:

  • a realistic step-by-step timetable for the procurement process
  • sign-offs, responsibilities and approvals.

Approval of procurement plan

It's good practice to have the procurement plan endorsed by the team and approved by an independent senior officer prior to making the approach to market.

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