Authorised officials must be satisfied, after making reasonable enquiries, that the procurement achieves value for money outcomes and complies with all CPR requirements, this includes being satisfied that the procurement: uses public resources in an efficient, effective, economical and ethical manner that is not inconsistent with any encourages competition and is non-discriminatory facilitates accountable and transparent decision making encourages appropriate engagement with risk and is commensurate with the scale and scope of the business requirement. You must: determine if the terms in a procurement arrangement need to be kept confidential and identify in the arrangement the terms that must be kept confidential (see ) ensure the procurement arrangement requires contractors to agree to the public disclosure of the names of any subcontractors and to inform the relevant subcontractors that their names may be publicly disclosed ensure sufficient documentation is retained to demonstrate processes and approvals were appropriate to the scope and scale of the procurement not into a procurement arrangement where there is no end date, unless it allows for periodic review and the ability to be terminated by [your entity] where it no longer represents value for money. For procurements valued at or above $400,000 (GST inclusive) you must check whether any of the procurement-connected policies are relevant to your procurement (a list of these policies is on the ) the default for all procurements valued at or above $400,000 is open tender. For procurements valued at or above $400,000 you must use an open tender process unless: an existing panel arrangement is used which has generally been established by an initial open tender approach a prequalified tender approach is being used, which has been established by an initial open tender approach a of the CPRs applies or an . Open tenders must be published on AusTender. Managing procurement arrangements Instructions – officials with an authorisation to administer a procurement arrangement You must: maintain documentation for each arrangement (for example, a written contract, purchase order or email) proportionate to the scale, scope and risk of the procurement
pursue recovery of each debt for which your accountable authority is responsible, except debts that are written off by an accountable authority or an authorised official. You must ensure that a decision not to pursue the recovery of a debt is approved by your accountable authority or authorised official. Additional instructions cover: the proper account and recordkeeping obligations for each debtor the requirement to pursue debts that are not paid within the entity’s normal terms and conditions (including timeframes for commencing pursuit) the appropriate accounting and reporting treatment of outstanding and doubtful debts who is authorised to allow payment by instalments and in what circumstances who has the authority to decide not to pursue recovery of a debt what needs to be included in a proposal to support an authorised official’s decision not to pursue the recovery of a debt. Non-recovery (write-off) of debt Instructions – officials authorised to approve non-recovery of a debt An authorised official may approve the non-recovery of a debt where: the non-recovery has been authorised by an Act you are satisfied that the debt is not legally recoverable or you consider that it is not economical to pursue recovery of the debt. Additional instructions could cover: how to determine that a decision not to pursue the recovery of a debt is in accordance with the proper use and management of public resources the entity’s policy on how a decision is made as to whether a debt is legally recoverable, including whether legal advice is required the threshold for to be considered not economical to pursue the documentation required to support a decision not to pursue the recovery of a debt the appropriate accounting and reporting treatment of that have been written off. Legislative requirements PGPA Act: s. Related AAIs Internal authorisations relevant, add links to authorisations in your entity Other relevant documents Where relevant, add links to: related operational procedures or guidance in your entity relevant forms and templates (internal or external) any other relevant documents Contacts Where relevant, add areas in your entity to contact for more information
Instructions – officials responsible for coordinating reports on a loss of relevant property Instructions could cover: which officials are responsible for dealing with a loss of relevant property and deciding on appropriate follow-up actions (including any restitution) the Commonwealth entity’s policy for inquiries where an official may have contributed to the loss of relevant property a requirement to notify an appropriate official to pursue recovery of a debt, where applicable the record keeping requirements that relate to a loss of relevant property. Legislative requirements PGPA Act: s. , s. Related AAIs Internal authorisations Where relevant, add links to authorisations in your entity Other relevant documents Where relevant, add links to: related operational procedures or guidance in your entity relevant and templates (internal or external) any other relevant documents Contacts Where relevant, add areas in your entity to contact for more information