This unit of competency involves the skills and knowledge required to call for tenders and manage the awarding of contracts.

The unit applies to personnel who have a specific role relating to the calling for and management of tenders and contracts within a public safety organisation, with responsibility for ensuring that the organisation’s legal and risk management process are applied.

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

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Prepare appropriate documentation

1.1

Preparation of documentation is managed, in accordance with organisational policies and procedures

1.2

Conditions and specifications for tendering contracts is in accordance with organisational policies and procedures

1.3

Tendering process conforms with organisational tender and/or supply code of practice

1.4

Inquiries during the tender process are resolved and all tenderers are advised of any relevant clarifications and/or changes, in accordance with organisational procedures

2

Establish the basis of tendering

2.1

The form of tender is determined, in accordance with organisational policies and procedures

2.2

Expressions of interest are sought through the publication of tender details

2.3

Expressions of interest are evaluated, and potential tenderers are short listed, in accordance with organisational procurement policy and procedures

3

Receive and assess tenders

3.1

Documents are received and opened, in accordance with organisational policies and procedures

3.2

Tenders are checked for compliance with conditions set out in expression of interest details and/or request for offers

3.3

Details of tenders are compared with established evaluation criteria, in accordance with organisational policies and procedures

3.4

Checks are made, in accordance with organisational procedures, to ensure that principles of probity, fairness and commercial confidentiality are met throughout the tender process

3.5

Issues which may require negotiation with applicants are identified and addressed in accordance with organisational procedures

4

Select successful respondent

4.1

Selection process is based on evaluation criteria

4.2

Actual or potential conflicts of interests are checked for disclosure

4.3

A contractor is selected from the registered contractors' panel to assist in the selection process, if required

4.4

Contractor prices and conditions are examined, in accordance with organisational procedures, to determine if their offer is clear, calculable and not open to manipulation

4.5

A cost benefit analysis is undertaken to show that the selected tenderer offers best value for money

5

Finalise contract details

5.1

Letter of acceptance outlining all relevant requirements for signing of documentation and satisfaction of pre-commencement conditions is drafted and forwarded, in accordance with organisational procedures

5.2

Discrepancies and disagreements about proposed tender arrangements are clarified and resolved, in accordance with organisational procedures, prior to entering into a formal agreement

5.3

Contract is executed, in accordance with organisational procedures and legal requirements

5.4

Unsuccessful tenderers are informed of result of tender process and are briefed, if appropriate

5.5

Contract documents are prepared, approved and distributed, in accordance with organisational procedures

5.6

Fulfilment of any outstanding contract requirements is checked and rectified, in accordance with organisational procedures

6

Evaluate performance of contract on completion

6.1

Contract conditions and responsibilities are reviewed with relevant personnel

6.2

Contract completion is authorised in writing to confirm services have been performed satisfactorily, in accordance with contract objectives and specifications

6.3

Contractor performance and/or level of service is evaluated, in accordance with organisational procedures, against agreed benchmarks

Foundation skills essential to performance are explicit in the performance criteria of this unit of competency.

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Non-essential conditions may be found in the Companion Volume Implementation Guide.

Public Safety

Management