Procurement Request and Approval Form
v3.1
Purpose. This form is completed by the requesting officer to describe a proposed purchase, its value, risk and market approach, and to obtain the delegate's approval before the market is approached.
1.When to use this form
Complete this form for every purchase of goods or services over $5,000, every consultancy of any value and every new or extended funded service agreement. Purchases under $5,000 are made by purchasing card or purchase order under the card procedure.
2.Describing the need
State what is needed and why, the outcome it will achieve, the alternatives considered and the consequences of not proceeding. Attach the specification or statement of requirements. Do not name a preferred supplier unless a panel or exemption applies.
3.Value, budget and market approach
Estimate the total value over the full term including options and GST. Confirm the budget line and that funds are available. Select the market approach that matches the threshold in the procurement policy and explain any request for exemption.
4.Risk and probity
Rate the complexity and risk of the purchase using the procurement risk matrix. Identify any conflicts of interest for the requesting officer and proposed panel members and attach the declarations. Note any privacy, security, social procurement or accessibility requirements.
5.Approval
The delegate must hold the financial delegation for the full estimated value in the delegations register and must not be on the evaluation panel. The approved form is saved to the procurement file and the procurement is registered in the contracts register.