Quotations and Proposals

Important Note:

The details on this page are presented for the guidance of Monash University staff and are to be considered interim guidelines only until the University has formally adopted the policies, procedures and guidelines on Procurement  which is currently being reviewed by the University's Procurement Board.

When to request Quotations and Proposals

The following table summarises the guidelines to be considered when seeking goods and services in excess of certain monetary thresholds.  Please note that the current policy is that a competitive process, requiring a minimum of three quotations, is required. 

For Contractor / Consultancy agreements over $50K then the lodgement of a Quotation - Tender Summary form is required to provided supporting detail for the release of the required SAP requisition.

Click here for Details on Contractor agreements.

Quotation - Tender Summary Form

The Quotation - Tender Summary form can be used to provided details of all competitive quotation/tendering required for the release of SAP documents (Requisitions and Purchase Orders) where the value of the goods and/or service exceed set thresholds.

Variations to Requisitions and Purchase Orders

Variations to Requisitions and Purchase Orders, originally covered by a Quotation - Tender Summary form , can be documented on a the Variation to a Quotation - Tender Summary Form.

Other guidelines on Tenders

The following are to be considered as guidelines only until the proposed, new Procurement policy is adopted.

For the purchase of goods and services in excess of the Quotation Threshold Value a formal, competitive RF(x) process must be engaged to select the most suitable Supplier.  The RF(x) can be an RFQ or RFP.

For the purchase of goods and services in excess of the Quotation Threshold Value but less than the Tender Threshold Value three written quotations are required unless the purchase can be effected from a Strategic or Endorsed Supplier, in which case the need for a competitive process is not required unless the value exceeds the Tender Threshold Value.

For the purchase of goods and services in excess of the Tender Threshold Value a formal tender process must be conducted by a properly constituted Review Panel.  If the University has existing, formal, on-going Strategic or Endorsed Supplier agreements in place for the goods or services required, then these Suppliers must be invited to submit to the RF(x) process.

Where the service is specifically for the engagement of a contractor or consultancy service and is in excess of the Contractor / Consultant Threshold Value a formal tender process must be conducted by a properly constituted Review Panel.

The Quotation or Tender submission that offers the best value for money must be selected.

Where the University has strategic contracts or agreements in place with a specific Supplier, the use of the Strategic Supplier is mandatory.

Where the University has contractual arrangements with a Supplier, designated by the Procurement Board as an Endorsed Suppliers, the Supplier must be used unless exceptional circumstances exist and the Procurement Board approves the use of alternate suppliers.

Any arrangement with a Supplier should ensure deliverables and benefits to the University.  Arrangements which may in the long term prevent fair competition should be avoided.

A University Officer should not allow themself to be influenced or perceived to be influenced in making a business decision as a consequence of accepting hospitality or gifts.  Gifts other than items of small intrinsic value should not be accepted under normal circumstances from suppliers or prospective suppliers.

A University Officer, either one acting solely to assess Quotations against an RFQ or as a member of a Review Panel, must not have any formal association with a potential Supplier that might compromise the integrity of the selection process.  If a Conflict of Interest exists (e.g. being a Director or holding shares in a company or organisation that is bidding on the RF(x), etc.) then the Officer must immediately declare the Conflict of Interest and remove themself from the selection process.  The Chair of a Review Panel should ensure that all members of the Panel declare any conflicts prior to the commencement of the evaluation process.

A Probity Auditor should be assigned to a Review Panel in instances where:

• A Tender is for strategic purchase in excess of theTender Threshold Value or where it is deemed that a Probity Auditor would be required to ensure that the conduct and probity of the selection process is upheld.
• A Tender is for an on-going Supply contract where the total, anticipated expenditure is in excess of Tender Threshold Value, over the term of the contract or, over a three-year period, if the term is expected to exceed three years.
• A Tender is for goods / services in excess of $1M

Quotation and Tender Threshold Values

The Tenderlink e-Tendering Portal

Monash University has engaged Tenderlink to provide an e-Tendering portal (Internet-based) that supports the distribution of market engagement documents (RFQ, RFP, RFI , EOI) to potential Suppliers and facilitates the lodgement of Supplier responses via the portal.  The use of Tenderlink provides a convenient tool that ensures that the University’s market engagements are conducted in a proper and consistent manner with appropriate controls to ensure probity of process. View the procedure for the lodgement of market engagement documents via Tenderlink here.

Please contact Strategic Procurement Group for assistance in distributing tender documents via Tenderlink.