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Evidence Guide: PUAMAN004B - Manage procurement

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

PUAMAN004B - Manage procurement

What evidence can you provide to prove your understanding of each of the following citeria?

Prepare appropriate documentation

  1. Preparation of documentation is managed.
  2. Conditions of tendering the contract and specifications meet organisation/government policies and guidelines.
  3. Tendering process conforms with tender/supply code.
  4. An appropriately experienced officer is identified to handle all inquiries during the tender process and all tenderers are advised of clarifications.
Preparation of documentation is managed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conditions of tendering the contract and specifications meet organisation/government policies and guidelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Tendering process conforms with tender/supply code.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

An appropriately experienced officer is identified to handle all inquiries during the tender process and all tenderers are advised of clarifications.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish the basis of tendering

  1. The form of tender, public or selective is determined.
  2. Expressions of interest are sought.
  3. Expressions of interest are evaluated and potential tenderers short listed.
The form of tender, public or selective is determined.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Expressions of interest are sought.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Expressions of interest are evaluated and potential tenderers short listed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receive and assess tenders

  1. Documents are received and opened in accordance with organisational policies and procedures.
  2. Tenders are checked for compliance with conditions set out in request for offers.
  3. Details of tenders are compared with established evaluation criteria.
  4. Checks are made to ensure that principles of probity, fairness and commercial confidentiality are met throughout the tender process.
  5. Issues which may require negotiation are identified.
Documents are received and opened in accordance with organisational policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Tenders are checked for compliance with conditions set out in request for offers.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Details of tenders are compared with established evaluation criteria.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Checks are made to ensure that principles of probity, fairness and commercial confidentiality are met throughout the tender process.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Issues which may require negotiation are identified.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select successful respondent/s

  1. Selection is based on evaluation criteria and relevant factors affecting the tender.
  2. Selection is ethically sound and does not breach probity principles.
  3. All actual or potential conflicts of interests are disclosed.
  4. Where possible the contractor is selected from a registered panel of contractors who are proven to have the relevant expertise and capacity.
  5. Contractor's price and conditions are examined in order to determine that the offer is clear, calculable and not open to manipulation.
  6. A cost-benefit analysis shows that the selected contractor offers best value for money.
Selection is based on evaluation criteria and relevant factors affecting the tender.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Selection is ethically sound and does not breach probity principles.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

All actual or potential conflicts of interests are disclosed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where possible the contractor is selected from a registered panel of contractors who are proven to have the relevant expertise and capacity.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contractor's price and conditions are examined in order to determine that the offer is clear, calculable and not open to manipulation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

A cost-benefit analysis shows that the selected contractor offers best value for money.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Finalise contract details

  1. Letter of acceptance outlines all relevant requirements for signing of documentation and satisfaction of pre-commencement conditions.
  2. Discrepancies and disagreements about proposed supply arrangements are clarified and resolved prior to entering into the agreement.
  3. Contract is properly executed by the successful proponent and is in accordance with legal requirements.
  4. Unsuccessful tenderers are briefed if appropriate.
  5. Contract conditions are read and understood by all personnel involved in contract administration.
  6. Contract documents are prepared, approved and distributed.
  7. Fulfilment of any outstanding requirements is checked and rectified if necessary.
Letter of acceptance outlines all relevant requirements for signing of documentation and satisfaction of pre-commencement conditions.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Discrepancies and disagreements about proposed supply arrangements are clarified and resolved prior to entering into the agreement.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract is properly executed by the successful proponent and is in accordance with legal requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Unsuccessful tenderers are briefed if appropriate.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract conditions are read and understood by all personnel involved in contract administration.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract documents are prepared, approved and distributed.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Fulfilment of any outstanding requirements is checked and rectified if necessary.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate performance of the contract on completion

  1. Contract conditions and responsibilities are reviewed with relevant personnel to ensure satisfactory completion of contract.
  2. Contract completion is authorised in writing to confirm completed services have been undertaken according to contract objectives and specifications.
  3. Contractor performance/level of service is evaluated against agreed benchmark.
Contract conditions and responsibilities are reviewed with relevant personnel to ensure satisfactory completion of contract.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract completion is authorised in writing to confirm completed services have been undertaken according to contract objectives and specifications.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contractor performance/level of service is evaluated against agreed benchmark.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

Demonstration of knowledge and skills required to award, manage and evaluate a contractor's performance and attend to any variations and difficulties which arise during the course of the contract.

Consistency in performance

Evidence should be gathered over a period of time in a range of actual or simulated contract management environments.

Context of and specific resources for assessment

Context of assessment

Evidence should be gathered over a period of time in a range of actual or simulated contract management environments.

Specific resources for assessment

Evidence of competent performance by observing an individual in a contract management role within the workplace or simulated environment. Knowledge may be assessed through written assignments, project reports, debriefings and action learning projects.

Required Skills and Knowledge

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

Required Skills

establish effective feedback and monitoring systems

implement risk management plans

monitor and review contract performance

plan effectively and solve problems

supply information relevant to contract performance

Required Knowledge

assessment of tenders

award of contracts

basics of contract law

contract administration

contract requirements

negotiation processes

organisational procedures and guidelines for the calling of tenders

principles of quality assurance

risk management principles

sources of legal advice

terms and conditions

Range Statement

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 in the Performance Criteria is detailed below.

Forms of tenders may include:

public

selective

Evaluation criteria may include:

project objectives

technical specifications

risk

user requirements

timing resources – staff

supplies

budget

environmental policies

Selection of contractors may be based on:

assessment against evaluation criteria

expertise of contractor

resources allocated to project

contractor’s proven performance record

contractor’s reputation for quality

contractor’s background knowledge of the project

contractor’s understanding of organisational requirements

availability of contractor

estimated cost

Performance of contractors may be evaluated on:

progress towards milestones and objectives

adherence to proposed timelines

adherence to estimated costs

access to resources

staff

supplies

materials

goods

advice

implementation of recommendations

technical specifications

quality assurance

environmental policies

Outstanding requirements may include:

insurance (public liability

professional indemnity

WorkCover

personal accident)

evidence of covers

security deposits/bank guarantees

warranties of equipment performance

Monitoring of contractor performance may include:

site visits

inspections

project management meetings

progress meetings

reports validation of quality systems

partial or full audits

Organisational policy and procedures may vary between sectors and organisations and may include:

legislation relevant to procurement

legislation relevant to the organisation

operational corporate and strategic plans

operational performance standards

organisational personnel practices and guidelines