Assessor Resource

PSPPROC409A
Receive and select offers

Assessment tool

Version 1.0
Issue Date: April 2024


This unit covers the receiving and selecting of offers as a result of a formal request for offer process. It includes receipt and evaluation managing the distribution and receipt of offers, selecting preferred providers, formalising contractual arrangements, and debriefing the market and other stakeholders.

In practice, receiving and selecting offers may overlap with other public sector generalist and specialist work activities such as acting ethically, complying with legislation, applying government processes, working with diversity, using resources, etc.

This unit replaces PSPPROC403A Award contracts. The units are not equivalent, as receipt of requests has been added.

There is however, multi-unit equivalence between new and superseded units. The combination of:

PSPPROC401A Plan procurement + PSPPROC402A Request and receive offers+ PSPPROC403A Award contracts

is equivalent to the combination:

PSPPROC408A Develop requests for offers+ PSPPROC409A Receive and select offers

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 specifies the evidence required to demonstrate achievement in the unit of competency as a whole. It must be read in conjunction with the Unit descriptor, Performance Criteria, the Range Statement and the Assessment Guidelines for the Public Sector Training Package.

Units to be assessed together

Pre-requisite units that must be achieved prior to this unit: Nil

Co-requisite units that must be assessed with this unit: Nil

Co-assessed units that may be assessed with this unit to increase the efficiency and realism of the assessment process include, but are not limited to:

PSPETHC401A Uphold and support the values and principles of public service

PSPGOV406B Gather and analyse information

PSPGOV422A Apply government processes

PSPLEGN401A Encourage compliance with legislation in the public sector

PSPPOL404A Support policy implementation

PSPPROC407A Establish procurement need

PSPPROC408A Develop requests for offers

Overview of evidence requirements

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of the Employability Skills as they relate to this unit (see Employability Summaries in Qualifications Framework)

receipt and selection of offers in a range of (3 or more) contexts (or occasions, over time)

Resources required to carry out assessment

These resources include:

legislation, policy, procedures and protocols relating to receiving and selecting offers

case studies and workplace scenarios to capture the range of contracting situations likely to be encountered

Where and how to assess evidence

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when receiving and selecting offers, including coping with difficulties, irregularities and breakdowns in routine

receipt and selection of offers in a range of (3 or more) contexts (or occasions, over time)

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of 2 or more of:

case studies

demonstration

portfolios

questioning

scenarios

simulation or role plays

authenticated evidence from the workplace and/or training courses

For consistency of 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

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 AND KNOWLEDGE

This section describes the essential skills and knowledge and their level, required for this unit.

Skill requirements

Look for evidence that confirms skills in:

using communication and negotiation with contractors and other stakeholders involving complex oral and written exchanges

networking, within probity boundaries, with diverse clients, contractors and end users

responding to diversity, including gender and disability

reading and applying complex documents such as contracts, legislation and guidelines and ensuring legal and probity officers are satisfied

analysing and comparing written information to ensure key elements from the specification and procurement plan are captured in the written contract

applying occupational health and safety and environmental requirements in the context of receiving and selecting offers

Knowledge requirements

Look for evidence that confirms knowledge and understanding of:

Commonwealth/State/Territory Government legislation, policies, practices and guidelines relating to award of contracts, including environmental purchasing guidelines

procurement policies, practices and approval processes

probity principles and issues

ethical issues related to receipt and selection of offers

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

equal employment opportunity, equity and diversity principles

public sector legislation including occupational health and safety and environment

The Range Statement provides information about the context in which the unit of competency is carried out. The variables cater for differences between States and Territories and the Commonwealth, and between organisations and workplaces. They allow for different work requirements, work practices and knowledge. The Range Statement also provides a focus for assessment. It relates to the unit as a whole. Text in italics in the Performance Criteria is explained here.

Request for offers may include

invitations to submit:

a tender

a proposal

a quotation

an expression of interest

Requests for offers must incorporate

elements necessary to make proper offer

lodgment procedures

information to be supplied by bidder

draft contracts

general/special conditions of contracts

specifications

terms and conditions

Probity principles are

accountability

transparency

confidentiality

management of conflicts of interest

maintained to:

ensure conformity to processes

facilitate accountability

ensure proponents are treated in a fair and equitable manner

encourage commercial competition

preserve public and private sector confidence in government processes

Offers may include

delivery of goods for use or into store

provision of services

maintenance agreements

leasing agreements

consultancies

research and development

Evaluation must include

processing offers

determining value for money

checking/investigation

collation of information

comparative statements

accountability

and may include staged procurement

Allocation of business may include

many successful bidders

many contracts as a result of a single request for offer

Contracts may include

memoranda of understanding/memoranda of agreement

in-house option directives

common use arrangements/standing offers

inter/intra-government agreements

deeds of agreement

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
Dissemination of request for offers is actioned in accordance with organisational procedures and guidelines, and meets public sector standards 
Briefings and clarification of information in the request for offer are undertaken as required in accordance with procurement plan, organisational procedures, guidelines and public sector standards 
Offers are received in accordance with organisational procedures, guidelines and public sector standards 
Probity issues in closing offers are observed 
Late offers and non-conforming bids are dealt with in accordance with procurement plan and request for offer documentation 
Evaluation panel is coordinated and specialist expertise is obtained where necessary to assist with evaluation of offers 
Offers are evaluated in accordance with procurement plan, organisational probity requirements and public sector standards 
Clarification and negotiation of matters contained in offers, are undertaken with bidders in accordance with organisational guidelines and public sector standards 
Preferred provider/s are selected and recommendations for allocation of business are developed, justified and documented against selection criteria in accordance with policy and procedures and governance requirements 
Approvals are obtained for the recommended offer/s 
Successful provider/s are notified in accordance with organisational protocols 
Approvals are obtained to enter negotiations, when required, and negotiation of the final wording of the contract is conducted in accordance with organisational policy and procedures and defined probity frameworks as set out in the evaluation plan 
Approvals to enter into contract/s are obtained in accordance with policy and procedures 
No commitments are made and contractors do not commence until contracts are signed 
Contracts are entered into that are valid and legally binding to the parties 
Contracts are structured to capture and address identified risks, protect both parties, and provide the basis for due performance 
Advice on the contractual arrangements is provided to stakeholders in accordance with organisational policy and procedures 
Unsuccessful bidders are informed and debriefed with constructive feedback on their proposals upon request 
Details of successful provider/s are made public in accordance with probity requirements, organisational protocols and public sector standards 

Forms

Assessment Cover Sheet

PSPPROC409A - Receive and select offers
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

PSPPROC409A - Receive and select offers

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: