30 years. The state infrastructure plan will facilitate waste and resource recovery services essential to meet the needs of all Victorians being available, by: effectively managing the expected mix and volumes of waste reducing the amount of valuable materials going to landfill and maximising resources recovered supporting innovation and investment in better infrastructure to create jobs and bolster the economy minimising community, environment and climate change and public health impacts while supporting a viable resource recovery industry. Regional Waste and Resource Recovery Implementation Plans About The WRRGs will develop regional implementation plans for their respective regions with support from Sustainability Victoria. Regional implementation plans set out how the waste and resource recovery infrastructure needs of the relevant region will be met over 10 years. and responsibilities Local governments, WRRGs and government agencies plan for and manage most of Victoria’s waste and resource recovery system. The following section outlines the roles and responsibilities of the main players in waste procurement. The Victorian Government environment portfolio The Victorian Government’s environment portfolio is made up of the Sustainability Victoria, the Environment Protection Authority (Victoria and the (see Figure 1). The portfolio provides policy advice, environmental regulation, programs to implement policies and reporting on the state of Victoria's environment. Figure 1: The Victorian Government environment portfolio Department of Environment, Land, Water and Planning DELWP provides policy planning, preparation of legislative amendments, leadership, coordination and oversight of the environment portfolio. Local Government Victoria Local Government Victoria (LGV) is a division of DELWP. LGV supports and provides policy advice and guidance to the Minister for Local Government and the Victorian local government sector and oversees administration of the LG Act. Part of its role is to provide advice and support to councils in relation to their roles and responsibilities under the LG Act. LGV achieves this by working in partnership with the local government sector to improve business and governance practices that maximise community value and accountability. LGV works with councils across Victoria to facilitate collaborative procurement activities for a broad range of services. Sustainability Victoria
aspect of the process that will be facilitated or managed by the WRRG). support options For options with a minimal involvement level, the WRRG plays a less substantive role in the procurement and contract management process. In these instances, a WRRG could assist the councils to engage a third party provider (see Third party service providers) to undertake the procurement and/or contract management process entirely (outsource), or act as an adviser to the councils without facilitating or driving the process (advise). Collaborative procurement lifecycle This section provides an overview of the lifecycle of a collaborative procurement process. The lifecycle is divided into three stages made up of nine steps as shown in Figure 3. Table 6 outlines the outcomes and templates available for each step in the collaborative procurement process. Figure 3: Collaborative procurement process lifecycle Table 6: Stages, steps and templates in a collaborative procurement process Steps Outcomes Templates Pre-procurement Step 1: Review procurement opportunity Brief prepared by WRRG for consideration and support of procurement by the WRRG Board Brief Step 2: Options analysis and council commitment Analysed options Determined WRRG support options and contract model Prepared the Business Case Prepared the Management Agreement Obtained council commitment Business Case Management Agreement CEO Report / Presentation Brief Procurement activities Step 3: Procurement planning and procurement documentation Established Working Group Determined sourcing approach Prepared the Procurement Plan and timeline Prepared the Risk Management Plan Prepared the procurement documentation including: Sourcing documents Evaluation Plan Probity Plan Council approved all procurement documents prior to release to market Procurement Plan (including timeline) Risk Management Plan Sourcing templates Services Agreement Evaluation Plan Probity Plan (includes Conflict of Interest Declaration and Deed of Confidentiality) Procurement documentation approval Step 4: ACCC authorisation Council consented to apply for ACCC authorisation Completed and submitted the required to the ACCC ACCC – Form A ACCC – Form B
Procurement activities During this stage, the Working Group is established and prepares the procurement documentation. The Working Group manages the release of the procurement documentation to the public, evaluation of responses, and negotiation with one or more respondents through to contract award and execution. Where a WRRG has been appointed as a Contract Manager, it also undertakes contract management activities. Table 9 outlines the steps, outputs and templates relevant to this stage. Table 9: Procurement steps, outputs and templates Steps Outcomes Templates Step 3: Procurement planning and procurement documentation Established Working Determined sourcing approach Prepared the Procurement Plan and timeline Prepared the Risk Management Plan Prepared the procurement documentation including: Sourcing documents Evaluation Plan Probity Plan Council approved all procurement documents prior to release to market Procurement Plan (including timeline) Risk Management Plan Sourcing templates Draft Services Agreement Evaluation Plan Probity Plan (includes Conflict of Interest Declaration and Deed of Confidentiality) Procurement documentation approval Step 4: ACCC authorisation Council consented to apply for ACCC authorisation Completed and submitted the required forms to the ACCC ACCC – Form A ACCC – Form B Step 5: Initiate procurement process Publicly released the sourcing documents Held a procurement briefing Responded to clarification questions Briefing Registration Form Response to Clarification Questions Addendum Tender Receipt Register Step 6: Evaluation Convened the Evaluation Panel Evaluated the responses received against published criteria specified in procurement documents Prepared Evaluation Report and draft recommendations WRRG Board and councils endorsed the Evaluation Report and Probity Report Invitation to Interview/ Presentation Reference Check Evaluation Report and Approval Step 7: Negotiation and contract execution Appointed the Negotiation Team Negotiated the contract Executed the contracts Notified unsuccessful respondent/s Negotiation Plan Invitation to Negotiate Contract Award Letter Notice to Unsuccessful Respondents Tender Debrief Step 8: Contract management Appointed a Contract Manager Finalised the Contract Management Plan Commenced contract management Contract Management Plan
Step 6: Evaluation The Evaluation Panel evaluates responses against the published criteria specified in the sourcing documents in accordance with the Evaluation Plan. Once complete the Evaluation Panel prepares an Evaluation Report for consideration and endorsement by the councils and WRRG Board (if applicable). Under no circumstances should the conditions for participation, evaluation criteria, or evaluation methodology be altered after the closing date has passed. 6.1 Convene the Evaluation Panel The Evaluation Panel holds an initial meeting to receive a probity briefing and revisit their Deed of Confidentiality and a Conflict of Interest Declaration prior to receiving the responses. 6.2 Evaluate responses received Compliance/Conformance Once responses have been receipted, the Evaluation Panel will check they are complete and comply with all conditions for participation and any mandatory criteria identified in the sourcing documents. a response is late or non-compliant, due consideration needs to be given to exclude response/s from further evaluation in accordance with their conditions of participation in the sourcing documents and the Procurement Plan. Evaluating scored criteria The purpose of this step is to assess responses against the evaluation criteria specified in the sourcing documents. This usually covers capability, capacity and price. Evaluation members document their individual assessment of each response against each relevant evaluation criteria noting comments, including: reasons for score, strengths and weaknesses risks and issues matters requiring clarification. The evaluation of price should include a whole-of-life costs assessment (one-off acquisition costs versus recurring costs) to be used in scoring the tendered price. Once individual scoring is completed, the Evaluation Panel meets to agree on consensus comments and scores for each response against each criterion. Decision rules for consensus scoring and finalisation of evaluation should be outlined in the Evaluation Plan. Weightings (as specified in the Evaluation Plan) will then be assigned and final scores totalled. Evaluating non-scored criteria Evaluating the non-scored criteria determines which of the responses meet all the requirements of the specification and represent the lowest risk.