Assessor Resource

PSPPROC406B
Procure goods and services

Assessment tool

Version 1.0
Issue Date: May 2024


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.

This unit covers 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, which is undertaken under limited supervision. It includes planning and undertaking procurement, managing contractors and completing contractual arrangements.

In practice, procuring goods and services overlaps with other generalist and specialist public sector or local government work activities, such as upholding and supporting the values and principles of public service, identifying and treating risks, exercising delegations, applying government processes, encouraging compliance with legislation in the public sector or local government, planning procurement, developing and distributing requests for offers, selecting providers and managing contracts.

This unit is not recommended for those who specialise in procurement. It cannot be included in the Certificate IV in Government (Procurement and Contracting).

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

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

Employability Skills

This unit contains employability skills.



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.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Competency must be demonstrated in the ability to procure goods and services consistently in accordance with legislative and organisational requirements.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Assessment must confirm the ability to:

plan a procurement activity, using templates where these are available, to a level of detail commensurate with the complexity and risk profile of the procurement

implement the procurement plan in a way that reflects the legislative and policy environment applicable to the organisation

develop a suitable contract management plan, using templates if available

manage the performance of contractors to ensure that the goods or services are delivered in accordance with the contract

act within own delegations and refer issues to higher authority when necessary.

Consistency in performance

Competency should be demonstrated by providing evidence of undertaking a range of relevant work tasks in an actual or simulated procurement environment on at least two separate occasions.

Context of and specific resources for assessment

The unit of competency is to be assessed in the workplace or a simulated workplace environment.

Access may be required to:

legislation, policy, procedures and protocols relating to procuring goods and services

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities

case studies that incorporate dilemmas, and probity requirements relating to procurement of goods and services.

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies selected for procurement

review of procurement plans, requests for quotation/tender, tender evaluation plans, selection reports, contracts, contract management plans and reports, and other documentation prepared by the candidate in a range of contexts

feedback from peers or supervisors on actions taken to monitor and review contract performance.

In all cases, practical assessment should be supported by questions to assess underpinning knowledge and those aspects of competency which are difficult to assess directly. Questioning techniques should suit the language and literacy levels of the candidate.

Guidance information for assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

PSPETHC401A Uphold and support the values and principles of public service

PSPGOV417A Identify and treat risks

PSPGOV421A Exercise delegations

PSPLEGN401A Encourage compliance with legislation in the public sector

PSPPROC411A Plan procurement

PSPPROC412A Develop and distribute requests for offers

PSPPROC413A Select providers and develop contracts

PSPPROC414A Manage contracts.

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.

Required skills

communication skills to:

write procurement specifications in unambiguous terms

consult and negotiate with providers

write, read and/or sign contractual agreements that may include complexity of language and style, using templates where appropriate

engage 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

provide feedback

teamwork skills to:

work independently or under direction as appropriate to the situation

model team leadership approaches if appropriate

respond to diversity

refer issues to the correct person

problem-solving skills to:

evaluate procurement options and select the most suitable option

assess goods or services provided against specifications

initiative and enterprise skills to apply OHS, environmental, sustainability and corporate social responsibility practices in the context of government procurement activities

planning and organising skills to:

manage contractor performance against contract requirements

make payments and manage financial arrangements

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

technology skills to:

operate organisational IT systems

use electronic procurement templates

Required knowledge

commonwealth, state or territory, and local government legislation, policies, practices and guidelines:

relating to contract management, including environmental purchasing and corporate social responsibility guidance

such as OHS and equity and diversity

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

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Market assessment may include:

structure of the market

number and quality of providers

factors and conditions which may affect supply of goods or provision of services

potential impact of intended procurement activity.

Evaluation of options may include:

stakeholder consultation

confirmation that procurement is necessary

development of a business case

comparison of internal and outsourced provision.

Probity requirements:

may include:

accountability

transparency

confidentiality

managing conflict of interest

impartiality

are maintained to:

encourage conformity to processes

facilitate accountability

ensure proponents are treated in a fair and equitable manner

encourage commercial completion

preserve public and private sector confidence in government processes.

Key elements of a commercial strategy may include:

consultation with key stakeholders

expenditure budget meets organisational requirements for probity and accountability

procurement process agreed by users and documented, and meets legal and probity requirements

approvals obtained

contractual arrangements that capture and address identified risks, protection of all parties, and include performance indicators that provide the basis for due performance.

Contractual arrangements may include:

verbal and written orders

purchase order

government credit cards

petty cash

memoranda of understanding/memoranda of agreement

in-house service level agreements

contracts

standing offers

inter and intra-government agreements.

Legislation, policy and procedures and probity requirements may include:

commonwealth or state and territory legislation

council rules and by-laws

equal employment opportunity and anti-discrimination law

commonwealth, and state or territory government procurement guidelines, including environmental purchasing guidelines

organisational policies and practices

probity guidelines

financial management requirements.

Stakeholders may include:

end users, customers or clients, and sponsors

current or potential providers or suppliers

technical or functional experts or advisers

commonwealth, state or territory, and local government

the organisation

other public sector organisations

employees, unions and staff associations

industry bodies

local communities

lobby groups and special user groups.

Methods for requesting and receiving offers may include:

requests for quotation

direct purchases using existing supply agreements, such as standing offers

oral quotations

written quotations

direct purchases from retail or wholesale outlets

electronic commerce.

Reporting may include:

gazettal notices

public notification

Gazette Publishing System (GaPS)

electronic

verbal

annual reports

internal and/or external

statistical reports.

Records may include:

purchase requests and orders

simple procurement submissions and proposals

invoices and payment requests

statements and petty cash vouchers

offer and contract documents

evaluation process documentation

records of authorised decisions

corporate credit card transaction statements

records of supplier performance

gazettal notices

financial statements

asset registers

records of conversation

actions taken to manage identified conflict of interest.

Organisational purposes may include:

reports and other documents

future procurement planning and contract management

accountability requirements

Ministerials.

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
Market assessment is used to identify and select options for procuring goods or services in accordance with business plan requirements, legislation, policy and procedures, and probity requirements. 
Commercial strategy is identified to achieve the procurement outcome set out in the business plan, achieve value for money, and meet legal and probity requirements. 
Risk planning is conducted for the procurement activity according to procedures, delegations and guidelines. 
Process and criteria for evaluation of offers from suppliers or service providers are identified to meet public sector probity requirements, and are recorded in a tender evaluation plan. 
Procurement plan is developed to manage procurement process and contractual arrangements in accordance with legislation, policy and procedures, and probity requirements. 
Stakeholders are consulted about the planned procurement and their feedback is incorporated into the procurement process. 
Method for requesting and receiving offers is chosen to suit the procurement activity and comply with organisational policy and procedures and probity requirements. 
Specialist expertise is used to assist in evaluation of offers as required. 
Evaluation and selection of the offer are made according to tender evaluation plan, and organisational policy and procedures. 
Notification of successful and unsuccessful suppliers/providers is undertaken according to procurement plan, and organisational policy and procedures. 
Work does not commence and payment is not made until contractual arrangements are formalised. 
Contractual arrangements that are legally binding to all parties and suitable to the procurement activity are negotiated, formalised and reported according to organisational policy and procedures. 
Communication strategies are established to build and maintain relationships with contractors. 
Performance is monitored against contract performance indicators for quality assurance of the goods or services and to ensure compliance with contract specifications. 
Contract performance indicators are regularly reviewed to ensure relevance. 
Approvals are obtained for contract variations according to organisational and contractual requirements. 
Disputes or complaints are investigated, documented and resolved or referred according to contractual provisions. 
Contractual obligations to contractors are met. 
Records are maintained according to organisational and legal requirements to provide an audit trail and for other organisational purposes. 
Goods and services received are confirmed as meeting contractual specification and required outcome, and accounts are processed for payment according to organisational procedures. 
Contracts are finalised, cancelled or terminated according to contractual arrangements. 
Contract performance, outcomes and management processes are evaluated, and lessons learnt are recorded and used to inform ongoing contract management practices. 

Forms

Assessment Cover Sheet

PSPPROC406B - Procure goods and services
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Assessment Record Sheet

PSPPROC406B - Procure goods and services

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

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Overall assessment result: Competent Not yet competent

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