Assessor Resource

PSPPCM003
Procure goods and services

Assessment tool

Version 1.0
Issue Date: March 2024


This unit describes the skills required to manage the expenditure of public monies for simple procurement of low value/low risk goods and services using contractual arrangements that include simple tendering and requests for quotation. The unit requires analysis and decision making in the procurement process. It includes planning and undertaking procurement, managing contractors and completing contractual arrangements.

This unit applies to those who enter into contracts or go out to tender or manage the procurement but are not procurement professionals. Those undertaking this unit may be developing a request for tender but procurement is not a major part of their role.

The skills and knowledge described in this unit must be applied within the legislative, regulatory and policy environment in which they are carried out. Organisational policies and procedures must be consulted and adhered to.

Those undertaking this unit would work under minor supervision, while performing routine tasks in familiar contexts.

No licensing, legislative or certification requirements apply to unit at the time of publication.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions section.

1. Plan for procurement of goods and services

1.1 Identify and select options for procuring goods and services using market assessment.

1.2 Identify commercial strategy to achieve the procurement outcome set out in the business plan, achieve value for money, and meet legal and probity requirements.

1.3 Conduct risk planning for the procurement activity.

1.4 Identify process and criteria for evaluation of offers from suppliers or service providers to meet public sector probity requirements, and record them in a tender evaluation plan.

1.5 Develop procurement plan to manage procurement process and contractual arrangements.

1.6 Consult stakeholders about the planned procurement and incorporate their feedback into the procurement process.

2. Undertake procurement

2.1 Choose method for requesting and receiving offers to suit the procurement activity and comply with organisational policy and procedures and probity requirements.

2.2 Evaluate offers using specialist expertise as required and select.

2.3 Undertake notification of successful and unsuccessful suppliers.

2.4 Ensure contractual arrangements are formalised before work commences and payment is made.

2.5 Negotiate, formalise and report contractual arrangements that are legally binding to all parties and suitable to the procurement activity.

3. Manage contractors

3.1 Establish communication strategies to build and maintain relationships with contractors.

3.2 Monitor performance against contract performance indicators for quality assurance of the goods or services and to ensure compliance with contract specifications.

3.3 Monitor and review contract performance indicators to ensure relevance.

3.4 Obtain approvals for contract variations.

3.5 Investigate, document and resolve or refer disputes or complaints.

3.6 Ensure contractual obligations to contractors are met.

3.7 Maintain records to provide an audit trail and for other organisational purposes.

4. Complete contractual arrangements

4.1 Confirm goods and services received as meeting contractual specification and required outcome, and process accounts for payment.

4.2 Finalise, cancel or terminate contracts.

4.3 Evaluate and record contract performance, outcomes and management processes, to inform ongoing contract management practices.

Evidence required to demonstrate competence must satisfy all of the requirements of the elements and performance criteria. If not otherwise specified the candidate must demonstrate evidence of performance of the following on at least one occasion.

writing procurement specifications in unambiguous terms

consulting and negotiating with providers

writing, reading and/or signing contractual agreements

engaging in ongoing communication with contractors that may involve explaining or clarifying written and oral information, note-taking at meetings, active listening, and checking for understanding

providing feedback

evaluating procurement options and selecting the most suitable option

assessing goods or services provided against specifications

managing contractor performance against contract requirements

making payments and managing financial arrangements

learning skills to keep up-to-date with relevant procurement legislation, policies and procedures

Evidence required to demonstrate competence must satisfy all of the requirements of the elements and performance criteria. If not otherwise specified the depth of knowledge demonstrated must be appropriate to the job context of the candidate.

organisational procurement policies, practices and approval processes

organisation’s code of conduct and code of ethics

procurement options and methods

probity and ethical issues

codes of conduct, codes of practice and standards of individual behaviour relating to procuring goods and services, in particular identifying and managing conflict of interest, gifts and inappropriate relationships with providers

procedures for receipt and payment of goods or services

common use arrangements

procurement approval procedures

financial accountability requirements

aspects of contract law, laws of tort, trade practices law, commercial law and other legislation relating to receipt and evaluation of offers, negotiation and award of contracts

This unit contains no specific industry-mandated assessment conditions. Guidance on suggested and recommended conditions and methods can be found in the Implementation Guide.

Assessors must satisfy the NVR/AQTF mandatory competency requirements for assessors.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the range of conditions section.

1. Plan for procurement of goods and services

1.1 Identify and select options for procuring goods and services using market assessment.

1.2 Identify commercial strategy to achieve the procurement outcome set out in the business plan, achieve value for money, and meet legal and probity requirements.

1.3 Conduct risk planning for the procurement activity.

1.4 Identify process and criteria for evaluation of offers from suppliers or service providers to meet public sector probity requirements, and record them in a tender evaluation plan.

1.5 Develop procurement plan to manage procurement process and contractual arrangements.

1.6 Consult stakeholders about the planned procurement and incorporate their feedback into the procurement process.

2. Undertake procurement

2.1 Choose method for requesting and receiving offers to suit the procurement activity and comply with organisational policy and procedures and probity requirements.

2.2 Evaluate offers using specialist expertise as required and select.

2.3 Undertake notification of successful and unsuccessful suppliers.

2.4 Ensure contractual arrangements are formalised before work commences and payment is made.

2.5 Negotiate, formalise and report contractual arrangements that are legally binding to all parties and suitable to the procurement activity.

3. Manage contractors

3.1 Establish communication strategies to build and maintain relationships with contractors.

3.2 Monitor performance against contract performance indicators for quality assurance of the goods or services and to ensure compliance with contract specifications.

3.3 Monitor and review contract performance indicators to ensure relevance.

3.4 Obtain approvals for contract variations.

3.5 Investigate, document and resolve or refer disputes or complaints.

3.6 Ensure contractual obligations to contractors are met.

3.7 Maintain records to provide an audit trail and for other organisational purposes.

4. Complete contractual arrangements

4.1 Confirm goods and services received as meeting contractual specification and required outcome, and process accounts for payment.

4.2 Finalise, cancel or terminate contracts.

4.3 Evaluate and record contract performance, outcomes and management processes, to inform ongoing contract management practices.

Evidence required to demonstrate competence must satisfy all of the requirements of the elements and performance criteria. If not otherwise specified the candidate must demonstrate evidence of performance of the following on at least one occasion.

writing procurement specifications in unambiguous terms

consulting and negotiating with providers

writing, reading and/or signing contractual agreements

engaging in ongoing communication with contractors that may involve explaining or clarifying written and oral information, note-taking at meetings, active listening, and checking for understanding

providing feedback

evaluating procurement options and selecting the most suitable option

assessing goods or services provided against specifications

managing contractor performance against contract requirements

making payments and managing financial arrangements

learning skills to keep up-to-date with relevant procurement legislation, policies and procedures

Evidence required to demonstrate competence must satisfy all of the requirements of the elements and performance criteria. If not otherwise specified the depth of knowledge demonstrated must be appropriate to the job context of the candidate.

organisational procurement policies, practices and approval processes

organisation’s code of conduct and code of ethics

procurement options and methods

probity and ethical issues

codes of conduct, codes of practice and standards of individual behaviour relating to procuring goods and services, in particular identifying and managing conflict of interest, gifts and inappropriate relationships with providers

procedures for receipt and payment of goods or services

common use arrangements

procurement approval procedures

financial accountability requirements

aspects of contract law, laws of tort, trade practices law, commercial law and other legislation relating to receipt and evaluation of offers, negotiation and award of contracts

This unit contains no specific industry-mandated assessment conditions. Guidance on suggested and recommended conditions and methods can be found in the Implementation Guide.

Assessors must satisfy the NVR/AQTF mandatory competency requirements for assessors.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify and select options for procuring goods and services using market assessment. 
Identify commercial strategy to achieve the procurement outcome set out in the business plan, achieve value for money, and meet legal and probity requirements. 
Conduct risk planning for the procurement activity. 
Identify process and criteria for evaluation of offers from suppliers or service providers to meet public sector probity requirements, and record them in a tender evaluation plan. 
Develop procurement plan to manage procurement process and contractual arrangements. 
Consult stakeholders about the planned procurement and incorporate their feedback into the procurement process. 
Choose method for requesting and receiving offers to suit the procurement activity and comply with organisational policy and procedures and probity requirements. 
Evaluate offers using specialist expertise as required and select. 
Undertake notification of successful and unsuccessful suppliers. 
Ensure contractual arrangements are formalised before work commences and payment is made. 
Negotiate, formalise and report contractual arrangements that are legally binding to all parties and suitable to the procurement activity. 
Establish communication strategies to build and maintain relationships with contractors. 
Monitor performance against contract performance indicators for quality assurance of the goods or services and to ensure compliance with contract specifications. 
Monitor and review contract performance indicators to ensure relevance. 
Obtain approvals for contract variations. 
Investigate, document and resolve or refer disputes or complaints. 
Ensure contractual obligations to contractors are met. 
Maintain records to provide an audit trail and for other organisational purposes. 
Confirm goods and services received as meeting contractual specification and required outcome, and process accounts for payment. 
Finalise, cancel or terminate contracts. 
Evaluate and record contract performance, outcomes and management processes, to inform ongoing contract management practices. 
Identify and select options for procuring goods and services using market assessment. 
Identify commercial strategy to achieve the procurement outcome set out in the business plan, achieve value for money, and meet legal and probity requirements. 
Conduct risk planning for the procurement activity. 
Identify process and criteria for evaluation of offers from suppliers or service providers to meet public sector probity requirements, and record them in a tender evaluation plan. 
Develop procurement plan to manage procurement process and contractual arrangements. 
Consult stakeholders about the planned procurement and incorporate their feedback into the procurement process. 
Choose method for requesting and receiving offers to suit the procurement activity and comply with organisational policy and procedures and probity requirements. 
Evaluate offers using specialist expertise as required and select. 
Undertake notification of successful and unsuccessful suppliers. 
Ensure contractual arrangements are formalised before work commences and payment is made. 
Negotiate, formalise and report contractual arrangements that are legally binding to all parties and suitable to the procurement activity. 
Establish communication strategies to build and maintain relationships with contractors. 
Monitor performance against contract performance indicators for quality assurance of the goods or services and to ensure compliance with contract specifications. 
Monitor and review contract performance indicators to ensure relevance. 
Obtain approvals for contract variations. 
Investigate, document and resolve or refer disputes or complaints. 
Ensure contractual obligations to contractors are met. 
Maintain records to provide an audit trail and for other organisational purposes. 
Confirm goods and services received as meeting contractual specification and required outcome, and process accounts for payment. 
Finalise, cancel or terminate contracts. 
Evaluate and record contract performance, outcomes and management processes, to inform ongoing contract management practices. 

Forms

Assessment Cover Sheet

PSPPCM003 - Procure goods and services
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

PSPPCM003 - Procure goods and services

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: