• PSPPROC412A - Develop and distribute requests for offers

Assessor Resource

PSPPROC412A
Develop and distribute requests for offers

Assessment tool

Version 1.0
Issue Date: March 2024


The unit applies to those who plan, prepare and develop formal requests for offers, including those who specialise in procurement.

This unit covers the competencies required to develop and disseminate a request for offers to fulfil procurement requirements. It includes specifying the requirement, developing the formal request for offer documents and developing the offer evaluation plan.

In practice, developing and distributing requests for offers overlaps with other generalist and specialist public sector and 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, selecting providers and managing contracts.

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)

Prerequisites

Not applicable.


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 development and distribution of requests for offers; performed consistently and 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:

consult with stakeholders to develop a specification suited to the particular procurement being completed

develop request for offer documentation, using templates where available

develop offer evaluation plans with suitable evaluation criteria and evaluation process, using templates where available

manage the release of requests for offers to industry

manage the receipt of responses from industry

apply probity principles relevant to this stage of the procurement process

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 procurement of goods and services

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities associated with developing and distributing requests for offers

case studies that incorporate dilemmas, and probity requirements relating to developing and distributing requests for offers

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies and approaches adopted for developing and distributing requests for offers

review of requests for offers (including specifications), offer evaluation plans, industry briefs, risk assessments and other documentation prepared by the candidate in a range of contexts

review of stakeholder engagement strategies used by the candidate.

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

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:

consult with stakeholders, specialists and providers involving complex oral and written exchanges of information

read complex documents, such as contracts, legislation and guidelines

write requests for offers, which may include complex style and language expressed in unambiguous terms

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:

apply probity requirements in specifying and developing requests for offers, providing briefings and information, and receiving offers

apply OHS requirements (where safety or security may be an issue) when developing requests for offers

initiative and enterprise skills to:

apply the content of complex documents, such as contracts, legislation and guidelines

apply OHS, environmental, sustainability and corporate social responsibility practices in the context of developing requests for offers

planning and organising skills to manage the release of documents to stakeholders

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 requests for offers, including environmental purchasing and corporate social responsibility guidance

such as OHS and equity and diversity

organisational procurement policies, practices and approval processes

probity principles and issues

codes of conduct, codes of practice and standards of individual behaviour relating to developing and receiving requests for offers

issues to be considered when developing requests for offers, including things like buying locally, and open or restricted opportunities to tender

aspects of law of contract, laws of tort, trade practices law, commercial law and other legislation relating to requests for offers

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.

Practical requirements may include:

phases or stages of the procurement activity

timeframes

expertise needed

facilities needed

software and other tools needed

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

Standards of performance and codes of practice may include:

value for money

quality measures

benchmarks

milestones and timeframes

performance indicators

codes of practice and standards of behaviour

Requests for offers may include invitations to submit:

tenders

proposals

quotations

expressions of interest

Input may be obtained through:

exposure of draft request for offer

request for information

industry comment process

Offers may include:

tenders

written quotations

proposals

expressions of interest

Offer evaluation plan should:

be consistent with public sector and organisational legislation, policy and guidelines, such as:

commonwealth or state and territory legislation, including:

equal employment opportunity and anti-discrimination

risk management

security and confidentiality

council rules and by-laws

commonwealth, and state or territory government procurement guidelines, including environmental purchasing, access and equity, social justice guidelines

organisational policies and practices

environmental, sustainability and corporate social responsibility principles

include practical and measurable criteria for selecting the provider and explanation of process that will be used to make selection

Criteria for evaluation may include:

value for money

demonstrated capacity to deliver outcomes

available expertise

project management expertise to deliver the outcomes on time and within budget

meeting specific policy requirements, such as buying locally and environmental sustainability

innovation

Specialist expertise may include:

financial

legal

technical and user representatives

commercial

probity

logistics

Probity requirements:

may include:

accountability

transparency

confidentiality

managing conflict of interest

impartiality

are maintained to:

ensure 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

Offers are received:

using a variety of forms, including:

traditional paper-based tender responses

computer disk

electronic, such as internet, email, facsimile, and electronic tendering system

by a variety of delivery methods, including:

post

courier

by hand

electronic lodgement

Probity issues may include:

equity of access to tender documents

fairness in provision of information

decisions about when to accept or reject late tenders

inappropriate assistance to prepare a tender

conflict of interest.

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
Scoping of requirement is undertaken to identify outcomes, objectives and practical requirements. 
Statement of requirement is prepared that meets organisational requirements for format and content and is acceptable to stakeholders. 
Needs of clients, end users and other stakeholders are considered and incorporated into statement of requirement. 
Procurement outcome is fair to, and achievable by, potential providers. 
Planned provider contract arrangements are specified according to policy and guidelines. 
Standards of performance and codes of practice, incentives, disincentives and performance measures are specified. 
Request for offers and contractual conditions suitable for procurement activity are developed and clarified with clients, providers and/or experts as necessary. 
Contractual conditions suitable for procurement activity are developed and clarified with clients, providers and/or experts as necessary. 
When possible and appropriate, input on content of request for offer documents and proposed contractual conditions is obtained from market according to probity requirement of impartiality. 
Approvals to approach marketplace are obtained according to organisational policy and procedures. 
Records relating to documenting request, and seeking, processing and closing offers, are maintained according to organisational procedures and legal requirements. 
Offer evaluation plan, including criteria for evaluation, is developed, documented and approved prior to releasing formal request documentation to the market. 
Where used, specialist expertise is arranged to evaluate offers and the structure and membership of evaluation panel. 
Offer evaluation plan complies with probity requirements, in particular impartiality and management of conflict of interest. 
Request for offers is disseminated according to organisational procedures and guidelines, and public sector standards. 
Briefings and clarification of information in the request for offer are undertaken as required according to procurement plan, organisational procedures and guidelines, public sector standards and probity requirements of fairness and impartiality. 
Offers are received according to organisational procedures and guidelines, and public sector standards. 
Requests for offers and closing offers are disseminated in line with probity issues. 
Late offers and non-conforming bids are dealt with according to procurement plan and request for offer documentation. 

Forms

Assessment Cover Sheet

PSPPROC412A - Develop and distribute requests for offers
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Assessment Record Sheet

PSPPROC412A - Develop and distribute requests for offers

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