Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

PSPPROC510A Mapping and Delivery Guide
Conduct and manage coordinated procurement

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency PSPPROC510A - Conduct and manage coordinated procurement
Description This unit covers the ability to use existing coordinated procurement contracts (CPCs) and cooperative procurement arrangements (CPAs), and to establish new CPAs across agencies. It includes identifying existing CPCs and CPAs; understanding the processes of existing contracts and arrangements; and planning, developing and implementing new CPAs.In practice, using coordinated, cooperative procurements may overlap with other public sector and local government generalist and specialist work activities, such as managing policy implementation, applying government processes, managing complex projects, planning for strategic procurement, negotiating strategic procurement, and establishing contract management arrangements.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to those in specialist procurement and contracting.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field Procurement and Contract Management
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Identify applicable existing CPCs, CPAs and opportunities.
  • Availability of coordinated procurement contracts and cooperative procurement arrangements and opportunities is investigated.
  • Existing contracts at whole of government level and cross-agency arrangements are identified through research using already established strategies.
  • Identified contracts are evaluated to ensure outputs match agency's requirements.
  • Relevant legislation, policy and procedures and contract terms and conditions relating to the use of identified contracts are assessed to determine whether the contract is relevant to the agency concerned.
  • Criteria used to identify applicable contracts, and compliance with the requirements to use them, are fully documented.
       
Element: Arrange for organisation to procure under CPCs and CPAs.
  • Information and education about the contract and the requirement for its use are provided to relevant staff within organisation.
  • Procedures are established to ensure that procurements are made under a CPC or CPA wherever possible, and orders are placed correctly according to contract terms and conditions.
  • Reporting requirements associated with the use of the contract are met, including expenditure under the contract and savings realised.
  • Appropriate records of contractual dealings are maintained.
       
Element: Lead cooperative procurements.
  • Procurement requirements where no CPAs exist and which would benefit multiple agencies are identified, and agreement of management to proceed is obtained.
  • Cooperative procurement strategy for involving other agencies is produced.
  • Negotiations are undertaken with other agencies to develop a coordinated procurement plan.
  • Procurement documents are developed in accordance with procurement guidelines and public sector legislation, policies, probity requirements and procedures.
  • Procurement process is undertaken, responses are evaluated, and contract is negotiated by cross-agency team in accordance with procurement guidelines and organisational policies and procedures.
  • New CPA is reported according to procurement guidelines and is distributed to other agencies through appropriate communication channels.
       


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 conduct coordinated procurement 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:

use research and networking skills to identify existing applicable existing CPCs or similar arrangements that could be used to meet the procurement need

follow the necessary procedures to access goods and services from the CPC

provide reports of usage as required by the CPC

identify procurement situations that might benefit from the establishment of a new CPC and take steps to establish a CPC

negotiate, influence and communicate effectively on procurement issues with staff from other organisations

act as lead for a coordinated procurement process

act within own delegations and promptly refer issues outside delegation to higher authority

uphold probity standards applicable to 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 coordinated procurement and contract management

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities associated with conducting coordinated procurement

case studies that incorporate dilemmas, and probity requirements relating to conducting coordinated procurement.

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 conducting coordinated procurement

review of documents, such as CPCs or other similar arrangements, minutes of meetings of cooperative procurement groups, information sessions, records of matching agency needs to available contracts or other documentation prepared by the candidate in a range of contexts

review of stakeholder engagement approaches adopted 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:

PSPETHC501B Promote the values and ethos of public service

PSPGOV507A Undertake negotiations

PSPPROC503B Manage contract performance

PSPPROC505A Manage procurement risk

PSPPROC506A Plan to manage a contract

PSPPROC507A Plan for procurement outcomes.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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 and negotiate with stakeholders

build and manage effective working relationships

develop concise arguments, using conceptual and reasoning skills

convey the required message, in a range of complex situations

write reviews, reports, submissions and other complex documents

read complex documents, such as contracts, legislation and guidelines

provide feedback

teamwork skills to:

model effective team management approaches

respond to diversity

refer issues to the correct person

problem-solving skills to apply decision-making processes or methodologies

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 conducting and managing coordinated procurement

planning and organising skills to:

undertake research and business analysis

document coordinated procurement activities in an appropriate format

learning skills to keep up-to-date with:

best practice examples in procurement practice

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 conducting and managing coordinated procurement, including environmental purchasing and corporate social responsibility guidance

such as OHS and equity and diversity

organisational procurement policies, practices and approval processes

risk management procedures

probity principles and issues

codes of conduct, codes of practice and standards of individual behaviour relating to procurement decisions and processes

risks associated with financial and accounting issues relevant to conducting and managing coordinated procurement

OHS requirements relevant to conducting and managing coordinated procurement

equal employment opportunity relevant to conducting and managing coordinated procurement

environmental, sustainability and corporate social responsibility principles relevant to conducting and managing coordinated procurement

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.

Coordinated procurement contracts may include:

whole of government contracts for goods and services, such as:

accounting and related professional services

travel arrangements, including airlines, hotels, rental cars and booking services

telecommunications

desktop computing

major office machines

other whole of government sourcing arrangements, such as Microsoft Volume Sourcing arrangement.

Cooperative procurement arrangements may include:

portfolio purchasing arrangements

lead agency arrangements

formal and informal opportunities for government organisations to combine their requirements

existing contracts which permit piggy backing arrangements.

Contracts may include:

formal written contracts

standing offers (panels)

multi-use lists and similar arrangements

inter and intra-government agreements

letters of intent

memoranda of understanding and memoranda of agreement

licensing agreements

in-house option directives.

Legislation, policy, requirements and procedures may include:

financial management legislation

government procurement legislation, policy and guidelines

public sector standards

ethics standards

codes of conduct, codes of practice and standards of individual behaviour

environmental purchasing

corporate social responsibility

financial procedures

probity requirements and procedures

procurement procedures specific to coordinated or cooperative procurements, including business rules for the use of these arrangements.

Contract terms and conditions may include:

who may use the cooperative, coordinated procurement agreement and the conditions under which it can be accessed

specifications

contract clauses dealing with:

risk

variations

insurances

notices

disputes

intellectual property

privacy

confidentiality

milestones

payments

breaches

adherence to codes of practice and expected standards of behaviour.

Information and education about the contract may include:

contract notices

contract summaries

other published materials explaining the use of the contract

intranet content

education and awareness sessions

help desk

appointment of an expert for each contract.

Reporting requirements may include:

electronic tendering services and contract advisory services

chief executive instructions or other organisational policy documents

contract-specific reporting arrangements

agency-specific reporting arrangements.

Record keeping requirements may include:

financial management systems

general document filing systems

procurement and contract reporting systems

database systems

central registers or repositories.

Cooperative procurement strategy may include:

research into agencies that may be interested in cooperative contract

business case or other approval documentation to enter into a cooperative procurement contract

meeting plan, minutes or report discussing options with potential partner agencies

written agreement determining agencies' roles and responsibilities in the cooperative procurement

contribution to cooperative scoping study, tender documents, evaluation of tender, negotiation of contract, and management of contract

scoping study.

Negotiations may include:

nature of procurement in terms of:

risk

expenditure

complexity

nature of supply market:

fully competitive

dominated by a few large suppliers

sole supplier

unsophisticated suppliers

rural and remote issues

one-off negotiation versus need to maintain long-term relationship

existing relationship with supplier:

previous negotiations

supplier's business approach to government as client

state of current relationship

political or community sensitivities

skill and experience of negotiating team

balance of power in the negotiations.

Coordinated procurement plan includes:

definition of requirements

risks and appropriate controls

contract terms and conditions

timeframes

expected outcomes.

Procurement documents may include:

strategy for conducting a cooperative procurement

procurement plan

offer evaluation plan

contract negotiation plan

risk management plan

contingency plan

communication and public relations plan

human resource management plan

disposal plan

contract review plan

papers and reports relating to environmental and green issues

industry policy

management strategies for probity issues, such as conflicts of interest or specific probity plan.

Procurement process may include:

procurement planning

risk assessment and management

stakeholder management

communications strategy

request for offer documentation

tender evaluation processes and documents

delegations and approvals

contracts and contract variations

other forms of legal agreements, such as licensing agreements and memoranda of understanding.

Appropriate communication channels may include:

electronic tendering services and contract advisory services

whole of government, portfolio, cross-agency or similar high level procurement committees or groups

procurement practitioner meetings to share information

procurement discussion forums

central agencies acting as information brokers

websites and intranet listings

internal and external personal networking.

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
Availability of coordinated procurement contracts and cooperative procurement arrangements and opportunities is investigated. 
Existing contracts at whole of government level and cross-agency arrangements are identified through research using already established strategies. 
Identified contracts are evaluated to ensure outputs match agency's requirements. 
Relevant legislation, policy and procedures and contract terms and conditions relating to the use of identified contracts are assessed to determine whether the contract is relevant to the agency concerned. 
Criteria used to identify applicable contracts, and compliance with the requirements to use them, are fully documented. 
Information and education about the contract and the requirement for its use are provided to relevant staff within organisation. 
Procedures are established to ensure that procurements are made under a CPC or CPA wherever possible, and orders are placed correctly according to contract terms and conditions. 
Reporting requirements associated with the use of the contract are met, including expenditure under the contract and savings realised. 
Appropriate records of contractual dealings are maintained. 
Procurement requirements where no CPAs exist and which would benefit multiple agencies are identified, and agreement of management to proceed is obtained. 
Cooperative procurement strategy for involving other agencies is produced. 
Negotiations are undertaken with other agencies to develop a coordinated procurement plan. 
Procurement documents are developed in accordance with procurement guidelines and public sector legislation, policies, probity requirements and procedures. 
Procurement process is undertaken, responses are evaluated, and contract is negotiated by cross-agency team in accordance with procurement guidelines and organisational policies and procedures. 
New CPA is reported according to procurement guidelines and is distributed to other agencies through appropriate communication channels. 

Forms

Assessment Cover Sheet

PSPPROC510A - Conduct and manage coordinated procurement
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Assessment Record Sheet

PSPPROC510A - Conduct and manage coordinated procurement

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