Documents by Stage: Manage

  1. Issue letter to preferred supplier.
  2. Supplier to acknowledge in writing the offer made by IPART.
  1. Complete the contract documents.
    1. IPART Legal to be involved if any amendments or changes to the proposed contract have been requested by suppliers.
  2. Core Executive member or Appropriate Financial Delegate to sign Contract.
  3. Arrange for successful supplier to sign contract and then send Purchase Request to Finance so a Purchase Order and PO number can be issued to the supplier.
    1. If low value and low risk quote has been accepted send Purchase Request to Finance so a Purchase Order and PO number can be issue to the supplier.
  4. Commencement can only take place after the
    1. Approval of the recommendation is made after the quote(s) have been analyzed,
    2. The contract has been signed,
    3. The supplier is active on IPARTs Vendor Master File, and
    4. A Purchase Requisition has been submitted to IPART Finance and a Purchase Order (PO) and PO number has been issued to the Supplier.
  5. Contract stored in the RM8 system under the MANAGE folder.
  1. Issue letters to unsuccessful suppliers and if requested by supplier conduct debriefing sessions.
  2. Document and minute the debriefing session.
  3. An EC member to attend any requested debriefing session.
  4. Session minutes to be stored in the RM8 system under the MANAGE folder.
  1. Disclose any awarded contracts that have a contract value that is equal to or greater than $150,000 on the IPART website. This is in accordance with GIPA requirements.
  2. Provide information about the engagement of consultants to the CEO for the purposes of disclosing the contracts awarded in the IPART annual report.
  3. If the total contract value is >/=$50,000 and has been awarded to a Major Supplier by NSW Procurement, the contract is to be disclosed on the NSW Procurement Major Supplier Portal.
  1. IPART staff using the contract should certify to the Project Manager and Procurement Manager that the goods and/or services are acceptable and meet the Requirement stated in the contract.
  2. Any defects or failure to perform should be reported.
  1. Monitor and manage risks.
  2. Procurement Manager to report on the performance of suppliers engaged under a Whole of Government Arrangement to NSW Procurement as required.
  1. The Project Manager is responsible for amending the Contract to reflect any agreed variations and amendments.
  2. Flow-on arrangements will be subject to the submission and approval of a Business case.