Guidelines for Developing a Simplified Acquisition Plan

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Guidelines for Developing a Simplified
Acquisition Plan
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When Should Simplified Acquisition Plans Be Used?

• Prior to approaching the marketplace, business
  units are required to complete and submit a
  Simplified Acquisition Plan for approval to the
  Assistant Director, Procurement and Contracting
  for purchases between 5,500 and 110,000 (GST
  Inclusive).
• The Assistant Director, Procurement and
  Contracting, will consider the Simplified
  Acquisition Plan and determine the most
  appropriate procurement method to approach the
  market.
• For purchases greater than 110,000 (GST
  Inclusive) a full Acquisition Plan is required.
  Please contact the Procurement Unit for further
  assistance.

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How to complete a Simplified Acquisition Plan
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Step One

• Select the appropriate Project Type from the
  drop-down box
• Goods, Services, Goods and Services, or
  Consultancy.
• The following information may assist in
  determining if a project is a Consultancy or a
  Contract for Services
• Consultants generally provide independent expert
  advice
• There is an expectation that the Consultant will
  exercise his or her own skill and professional
  judgement independent of the agency
• Recommendations made by Consultants are generally
  for decision-making or for management action and
• Tasks performed for a Contract for Service are
  generally under the direction of an employee of
  DECS.
• Contact the Procurement Unit for further
  assistance in determining Project Type, if
  required.

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Step Two

• Specifications
• Specifications are detailed descriptions of the
  goods and/or services to be provided.
• Examples are provided below
• (1) Specifications for the engagement of a
  Contractor to undertake an evaluation of a DECS
  program may include
• A description of the data which will be
  evaluated
• The details of the roles and responsibilities of
  the Contractor and DECS
• The format and content of any documentation
  required and
• Timelines associated with the project.
• (2) Specifications for the procurement of a
  desktop computer may include
• Minimum system requirements to ensure
  compatibility with the DECS environment
• Any complementary equipment required (mouse,
  keyboard, speakers)
• The quantity required
• Details of the proposed timelines and
• Minimum warranty period and any after-sales
  support services required.
• Please refer to Accredited Purchasing Unit
  Guidelines for Writing Specifications
  (http//www.decs.sa.gov.au/docs/documents/1/Guidel
  inesforWritingSpeci.pdf) or contact the
  Procurement Unit for further assistance.

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Step Three

• Determine if the good/service to be procured is a
  once-off requirement or ongoing requirement.

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Step Four

• Provide a summary of the goods and/or service you
  are proposing to procure.
• Please indicate if the requirements are part of a
  phased/staged project as the Procurement Unit
  need to be aware of possible future requirements
  that may be linked to the overall requirements.

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Step Five

• Anticipated Value
• Determine the anticipated value of the goods
  and/or services to be procured.
• Please note that the anticipated value should be
  inclusive of all extension options.
• The following factors may provide a basis for
  determining the value
• The value of previous projects with a similar
  scope
• Market research and
• Budgetary requirements.

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Step Six

• Ensure you have obtained expenditure authority
  approval from the appropriate
• financial delegate.
• Evidence of expenditure approval can be attached
  as a separate briefing.
• Alternatively, the appropriate delegate can grant
  expenditure approval by signing off as Action
  Director on the Simplified Acquisition Plan.
• Please note that expenditure approval must be
  sought for the value of the contract, inclusive
  of extension options.

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Step Seven

• Identify the contract term, if applicable.
• The Contract Term is particularly relevant for
  the provision of services. For goods, please
  indicate the proposed delivery/implementation
  date.
• Please note you should include any extension
  options (e.g. Contract Term is two years, with
  the option to extend for a further two-year term).

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Step Eight

• Propose a contract start date.
• The proposed start date will give the Procurement
  Unit an indication of project timelines.
• In determining a proposed start date, adequate
  time should be allocated to undertake the
  procurement process.
• An indicative timeframe for the process is as per
  the table on the right. Please note however, the
  actual timeframe associated with each project is
  dependent upon the process undertaken, project
  complexities, contract requirements and
  individual circumstances.

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Step Nine

• Provide a list of at least 3 providers who can
  provide the goods and/or services required
  (including contact details).
• In the Comments section, provide a brief
  description of the providers listed ie. why they
  have been selected.
• If you have not listed at least 3 providers,
  provide justification for varying from the
  standard procurement process.

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Step Nine (continued)

• Please note

• It is a requirement that at least 3 providers are
  approached to obtain a written quote.
• The requirement for 3 written quotes is
  considered to have been met if less than 3
  responses are received.
• It may be acceptable to approach less than 3
  providers in some circumstances (e.g.
  intellectual property belongs to one particular
  organisation/individual specialist
  knowledge/expertise bona fide sole supplier).
• The Simplified Acquisition Plan must be approved
  before providers are formally approached to
  provide a quote.

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Step Ten
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Step Ten (continued)

• A risk is defined as an event/circumstance which
  will impact on project outcomes.
• Risks can be related to a number of factors,
  including
• Financial/budgetary
• Time
• Service Delivery and
• Legal.
• Identify any risks which may impact on your
  project
• Assess the likelihood of the risk
  Low/Moderate/High.
• Detail any consequences if the risk arises.
• Detail any mitigation strategies to minimise the
  risk.
• Refer to the Accredited Purchasing Unit Managing
  Risk in Contracting. (http//www.decs.sa.gov.au/d
  ocs/documents/1/ManagingRiskinContracting.pdf)

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Step Eleven

• List the evaluation criteria which will be used
  to evaluate the quotations from potential
  providers.
• The evaluation criteria are attributes which will
  be used to assess potential providers.
• Refer to specifications (in Step 2) as a starting
  point for developing evaluation criteria.

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Where to from here?

• If you have any further queries, please contact
  the Strategic Contracts Team on 8226 1610.