Skip to main content

Buying

Do you need to buy goods and/or services on behalf of UNSW?

This may include:

  • Office Supplies
  • Printing and Publishing
  • Food and Catering
  • Couriers
  • Furniture, Office Chairs
  • Utilities
  • Audio Visual Equipment and Electrical Appliances
  • IT, Computers, Telecommunications, IT Professional Services
  • Research Equipment and Lab Supplies
  • Marketing Services
  • Other Service Suppliers
UNSW Buying Principles

The University is always accountable for how it spends public funds.

When making any purchase decisions, the following principles are to be adhered to:

  • Value for money – do the goods and/or services represent the best value for money for the University?
  • Probity and equity – have the goods and/or services been sourced ethically with no conflict of interest?
  • Risk management – do the goods and/or services pose any risk? 
  • Fit for purpose – will the goods and/or services fulfil the intended role?

Sustainability must also be considered. For example, environmental impact, energy consumption, how long the good will last, ongoing maintenance, waste generation and cost of disposal.

If in doubt about any of the above consult the Procurement Procedure or email Strategic Procurement.

 

Guidelines for approvers.

What do I need to know about risk?

Risk must always be considered when purchasing goods and/or services.

When looking at risk think about: the type of goods and/or service, the cost, supplier reputation, ability to deliver, the likelihood there will be issues with the goods and/or services and; if there are possible issues, the consequences of this should a problem arise.

Use the table below as a guide:

  • Low (green) – for example ‘off the shelf’ goods, ‘plug and play’, ‘not complex’
  • Medium (yellow) – some complexity
  • High (orange/red) – high value, high complexity

For Medium and High Risk email Strategic Procurement

risk_asessment.jpg

Other essential things staff need to know about buying
  • Clearly define what you are looking for, and when requesting quotes make sure all suppliers have access to the same information.
     
  • When deciding what to purchase, always consider:
  • Splitting the purchase of goods and/or services to get around thresholds is not allowed. For example, the number of quotes required for the spend level, or the required staff seniority level for sign off. 
     
  • Any purchase worth $150,000 or more needs to be made available publicly - this is a NSW Government requirement under the GIPA Act. Email Strategic Procurement for more information and to provide copies of all relevant documents.
     
  • When engaging with suppliers and any procurement process - receiving gifts, benefits or extensive hospitality is not allowed. See the Gifts and Benefits Procedure for more details.
     
  • If the goods and/or services need to be paid in a foreign currency email Strategic Procurement.
     
  • It is standard UNSW policy to pay suppliers after the goods and/or services have been received and within 30 days of receiving an invoice.

How do I search these pages?

There are two main pages for you to search for suppliers of goods and/or services:

  1. UNSW Suppliers - category/sub category
    (Includes 14 main supplier categories and approximately 70 sub categories): or
  2. Supplier A-Z - A-Z/sub category/supplier name

What does 'preferred', 'panel' and 'approved' supplier mean and how many quotes do I need?

When searching for goods and/or services you will notice the suppliers are labelled as either Preferred Supplier, Panel Supplier or Approved Supplier. See the table below.

Wherever possible use a Preferred Supplier or a Panel Supplier. It will save you time and money because:

  • Strategic Procurement have already negotiated contracts with these suppliers
  • Preferred Suppliers do not require more than one quote unless the cost is more than $250k.
  • UNSW Buying Principles and Risk have been taken into account

quotethresholdtable.jpg

Note: Some suppliers may be labelled with one or more supplier type, depending on the good and/or service.

Consider using the Request For Quote (RFQ) form when obtaining quotes.

When should I contact Strategic Procurement?

Contact Strategic Procurement if you:

  • have any questions or are unsure about UNSW Buying Principles and/or Risk
  • would like to go to tender

When must I contact Strategic Procurement?

  • if the value of the good and/or service is over $150K*
  • If the purchase is potentially high Risk 
  • If there are any potential Workplace Health and Safety concerns with the purchase. For example when purchasing 
  • If a non-standard contract is required
  • If you are using an overseas vendor
  • an exemption from going to tender is required

*It is a legal requirement for the University to record and make publicly available all processes and documents relating to any expenditure over $150k.
If a good and/or service us valued at $250k or more, Strategic Procurement will assist with the sourcing strategy, managing the contract and payment terms.​

 

Email Strategic Procurement

Who is my buyer and what is their role?

Who is my buyer?

All Divisions and Faculties have staff who are nominated as buyers.

For the following email:

For the Faculties of Law, Engineering and Science:

 

What is the role of the buyer?

UNSW buyers understand the University’s procurement and purchase order procedures and guidelines

Buyers:

  • raise purchase requests and purchase order/s in NS Financials and ensures the supplier receives the purchase order
  • may be able to give advice on purchases
  • know who the appropriate financial delegate to approve the purchase is – Register of Delegations
  • confirms the satisfactory delivery of goods and/or services; and
  • ensures appropriate record keeping is adhered to in TRIM.

Once the goods and/or service has been received, Accounts Payable arranges payment within 30 days of receiving the invoice. 

Goods can be delivered to a range of locations across the university.

Buying Forms and Procurement Templates

Buying Forms
PRP1 - Purchase Requisition Form (under $10,000)

Purchase requisition Form (under $10,000)

PRP2 - Purchase Requisition form (over $10,000)

Purchase Requisition Form (over $10,000)

PDCF - Purchasing Defaults Change Form

Purchasing Defaults Change Request Form

DCST - Add or Amend an Existing Ship to Location Form

Add or Amend an Existing Ship to Location Form

CDIF - Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form

Procurement templates
Approval Request

Approval Request

Evaluation Criteria and Weightings

Evaluation Criteria and Weightings

Evaluation Scorecard

Evaluation Scorecard

Initial Data Package

Initial Data Package

Insurance level assessment

Insurance Level Assessment

Market Analysis Factsheet

Market Analysis Factsheet

Opportunity and Strategy Outline

Opportunity and Strategy Outline

Procurement Project Recommendation

Procurement Project Recommendation

Project Team Membership and Declaration

Project Team Membership

Declaration of Interest

Purchase Order Terms and Conditions

Purchase Order Terms and Conditions

Projects Site Services and Installation sign-off Checklist

Projects Site Services and Installation Sign-off Checklist

Successful Letter

Successful Letter

Tender Exemption

Tender Exemption

Unsuccessful Letter

Unsuccessful Letter

Purchasing Training

FIN-104 Purchasing Training for new staff is available online.

To register for the Purchasing module go to myUNSW and search under the course code FIN. 

Approval is not required for Finance online training. 

Once you register for training the module will be available to you in Moodle the following day. 

To do the training go to myUNSW and click on the Moodle icon to the top right of the page to log into Moodle. 

You will find the training module in your Moodle Dashboard. 

If you have any questions about registering for online training please contact Finance Training Information fti@unsw.edu.au

How to register for online training.

Need help?

For detailed information about procurement go to the  Procurement Policy and Procedure