Before your project begins, assemble your team, set up accountability and governance measures, identify key stakeholders and set up record-keeping processes.
If your project results in a Significant Service Contract there may be additional requirements for approvals and planning.
Significant Service Contracts are contracts that are:
These contracts must be managed according to the requirements of the Significant Service Contracts Framework.
The size and composition of your project team will depend on the nature, scope, value, level of risk and complexity of the procurement.
The team should have:
For example, your team might include:
The procurement specialist is usually responsible for planning and managing the procurement process, and chairing the evaluation panel.
Try to assemble a team that can remain involved in the project throughout the procurement.
Consider what will be needed to get approval to proceed at each stage. Different agencies require different types of documents.
At some agencies you might have to do a separate business case and procurement plan for high-value, high-risk major new procurements and only a summary procurement plan for an on-going low-value, low-risk existing project.
Check your agency’s policy guidelines to find out what the requirements are. You can also use the diagram below to assess your agency's documentation requirements.
Identify who your key internal and external stakeholders are at the start of the procurement process.
An analysis of stakeholders will:
To develop a framework for managing different types of stakeholder relationships, map the power and influence of relevant stakeholders against their interest and aspirations.
RASCI is a useful tool to help identify different categories of stakeholders.
RASCI stakeholder categories
Under the Public Records Act 2005, all agencies are required to create and maintain full and accurate records in accordance with normal, prudent business practice. This includes activities carried out by contractors on an agency’s behalf. These records must be available over time and are discoverable under the Official Information Act.
For procurement this means that all records relating to the planning, approach to market, supplier selection, negotiation, award of contract, contract management and review must be retained.
‘Records’ are defined as any information that is compiled, recorded or stored in any format.