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Home | Communications Policy | 4. Policy requirements | 4.5 Communications management, planning, procurement and evaluation | 4.5.1 Communications management, procurement and co-ordination

4.5.1 Communications management, procurement and co-ordination

4.5.1 Communications management, procurement and co-ordination

Principles
Communication is an integral part of the management of agency programs and services and the development of new policies, programs and services.

Communications are a shared responsibility that must be co-ordinated with other areas of management. Clear working links must be established and maintained between communications and other core functions such as policy and program development and management, service delivery, human resources management, information resource management, and the management of information technology.

Policy requirements
Senior management should take active responsibility for the communication activities of their agency and ensure that:

  • their specialist staff are used effectively and efficiently in both the development and implementation of communications activities
  • the communications function has the resources needed to fulfil the requirements of this policy, and that resources are prudently managed
  • there is an appropriate sharing of information across the agency  and regional requirements are taken into account
  • the highest standards of communication knowledge and techniques are used to disseminate information and messages and to engage with a diverse target audience
  • there is collaboration with other government agencies in communication activities that promote common or government-wide messages and themes.

The advice of the Director - Communications should be sought on issues and themes which may have horizontal or Government-wide implications that require co-ordination.

Procurement of communications goods and services
When planning and procuring communication goods and services, agencies must comply with the requirements of the Treasurer’s Instructions, including 'Common Use Contracts' and Master Ordering Arrangements (MOAs) for television, print media, print media for vacancy, tender and public notices and radio advertising.

Specifically:

  • the dollar value for communication goods and services must include the full cost figures (i.e. for creative services, production and distribution) from suppliers

For goods and services valued at $10,000 or less (exclusive of GST):

  • approval must be obtained from the relevant agency's communications manager
  • a quotation (or quotations) must be obtained from service providers listed in the Register of Communications Consultants and Service Providers. The number of quotations sought is a matter of judgement and a verbal quotation process may be used.

For goods and services valued between $10,000 and $49,999 (exclusive of GST):

For goods and services valued at $50,000 or more but less than $100,000 (exclusive of GST):

  • approval to proceed must be given by the head of the relevant agency or his/her delegate after advice from that agency's communications manager and the Director - Communications Policy
  • a minimum of three (3) written quotations must be sought from service providers listed in the Register of Communications Consultants and Service Providers, including one from a local Tasmanian business
  • agencies must publish details of the purchase on both the Tenders website (www.tenders.tas.gov.au) and in their annual report
  • agencies must publish on the Tenders website the name and the state/territory of those businesses that are approached for a quotation
  • a Review Committee, formerly known as Tender Review Committee, must evaluate decisions regarding the purchase

For goods and services valued at $100,000 and over (exclusive of GST):

  • tender specifications and expenditure must be approved by the relevant head of agency or Board (where applicable) and the Premier (through the Director - Communications Policy)
  • a public tender must be conducted EXCEPT where an exemption from the Treasurer's Instructions has been granted by the Secretary of the Department of Treasury and Finance OR where an approved pre-existing contract for communications services exists with a provider
  • agencies must publish details of the purchase on both the Tenders website and in their annual report, as per Treasurer's Instruction 1110
  • a Review Committee, formerly known as Tender Review Committee, must evaluate decisions regarding the purchase
  • agencies must endeavour to obtain at least one tender from a Tasmanian business
  • agencies must contact the Industry Capability Network Tasmania (ICNTAS), located within the Department of Economic Development, to obtain information about Tasmanian suppliers
  • establish a Tender Evaluation Panel comprising two representatives from the sponsoring agency (the communications manager and the relevant business unit or program manager), the Director - Communications Policy or his/her nominee, and one marketing specialist

In the case of major advertising campaigns (greater than $50,000):

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