Menu

7.2 Communications procurement

Principles

The procurement of communications goods and services should be planned and executed to deliver the communications objectives of the project, while encouraging fair and open competition between suppliers and achieving best value for money.

Procurement should comply with the purchasing principles embodied in Treasurer’s Instruction 1101:

  • value for money
  • open and effective competition
  • procurement ethical standards and code of conduct
  • enhancing opportunities for local business.

Policy requirements

The procurement of communication goods and services must:

  • be approved by the Communications Manager prior to initiating any procurement activities.
  • comply with the requirements of the Treasurer’s Instructions relating to procurement, including Common Use Contracts and Master Ordering Arrangements (MOAs) for television, print media for vacancy, tender and public notices and radio advertising.

Further information is available from www.purchasing.tas.gov.au, including the publication Purchasing Goods and Services - A Guide for Government Buyers which summarises the requirements of the Treasurer’s Instructions. It also includes the publication Buy Locally – A Guide for Tasmanian Government Agencies, which summarises the Buy Local Policy and provides tips for meeting the Government’s policy objectives. - include the full-cost figures for every stage of production or service (e.g. creative services, production, distribution, advertising). It is not acceptable to split the services or goods – where they are part of a single campaign – with the intention of reducing the value of the procurement and therefore circumventing approval requirements. - In addition, the following requirements must be met in procuring communications goods and services:

Communications goods and services valued at $50,000 or less (exclusive of GST)
  • Treasurer’s Instruction 1105 states that the quotation process is at the discretion of agencies.
  • Treasurer’s Instruction 1119 requires that an assessment of the impact on local suppliers be undertaken.
  • In line with the intention of the Buy Local Policy, a quote should be sought from a local supplier where local capability exists.
Communications goods and services valued between $50,000 and $250,000 (exclusive of GST)
  • Treasurer’s Instruction 1106 requires that agencies seek at least three written quotations unless otherwise authorised by the head of the relevant agency in accordance with Treasurer’s Instruction 1114.
  • Treasurer’s Instruction 1119 requires that suppliers be requested to provide a Local SME Industry Impact Statement. The Instruction also requires that the evaluation criteria include, as a criterion, the Local SME Industry Impact Statement provided by the supplier and that the weighting applied to the criterion be at least 10 per cent.
  • Treasurer’s Instruction 1106 requires that at least one quotation be sought from a local business where local capability exists.
  • be approved by the Manager, Communications and Protocol Unit, DPAC
  • be approved by the Head of Agency (or delegate) including approval of the Pre-procurement Local Impact Assessment form.
Communications goods and services valued at $250,000 and over (exclusive of GST)
  • Any evaluation process (for example a tender evaluation panel) must include the agency communications manager or their delegate and the Manager, Communications and Protocol Unit (DPAC) or their delegate.
  • Treasurer’s Instruction 1107 requires that a public tender must be conducted unless otherwise authorised by the head of the relevant agency in accordance with Treasurer’s Instruction 1114 OR where an approved pre-existing contract for communications services exists with a provider.
  • In accordance with Treasurer’s Instruction 1119 the planning process and specification for any procurement process must not disadvantage local SME suppliers and agencies must disaggregate all substantial procurement opportunities unless the benefits of the aggregation clearly outweigh the potential negative impacts on local SME suppliers/the local economy. In such cases, an exemption from the requirement to disaggregate must be approved by the head of the relevant agency.
  • Treasurer’s Instruction 1119 requires that suppliers be requested to provide either a Local SME Industry Impact Statement or a Tasmanian Industry Participation Plan, dependant on the value of the procurement. The Instruction also requires that the evaluation criteria include, as a criterion, the Local SME Industry Impact Statement or the Tasmanian Industry Participation Plan (as relevant) provided by the supplier and that the weighting applied to the criterion be at least 10 per cent.
  • Treasurer’s Instruction 1107 requires that at least one tender must be sought from a local business where local capability exists.
  • the Manager, Communications and Protocol Unit, DPAC must approve the tender evaluation report by participating in the tender evaluation panel.
  • be approved by the Head of Agency (or delegate) including approval of the Pre-procurement Local Impact Assessment form.

It is recommended that:

  • advice on the appropriate procurement process be obtained from an agency’s procurement area, particularly as individual agencies may impose additional requirements.
  • the Tasmanian Government’s online Register of Service Providers is consulted when agencies are trying to identify providers of communications goods and services. It is not mandatory to seek quotes from registered providers.