Client Relationship Process for Contracts Establishment

1
Client Relationship Process for Contracts
Establishment
Activity Key
Evaluation Report prepared recommending the
Preferred Supplier and submitted to
Process/Probity Endorsement
Final Specifications are developed agreed
Business area identifies the need for a contract
and/or has developed a Specification
Business Area Activity
Procurement Group Activity (in consultation with
Business Area
Approval to proceed to tender granted.
Evaluation Report/Recommendation submitted for
approval by Project Sponsor and/or Delegated
Executive/ UTS Council
Procurement Group
Joint Activity or involvement with other areas
Tenders advertised. Supplier briefings
conducted during the tender period if identified
as required.
Procurement Group confirm funding available and
provide guide the client in their market
strategies/approach/options
Approval given to accept Tender
Gate
Tenders Close

Letter of Intent sent to contractor Tender
Submission whilst formal contract being prepared
for execution
Final Negotiation with Supplier as per any
conditions on the Approval by Council/Delegate
Draft tender documents prepared
Price schedules and comparative
statements Prepared.
Tendering Template is modified and assigned to
the specific contract need
Contract formally executed
Evaluation team review tenders received (as
designated in the Evaluation Plan)
Contracts Management Committee formed
Procurement Group assist Business Area to
establish practical methods to measure contractor
performance
Variations to contract - price or model changes
Disputes resolution or complaints
management Contractor Performance reviews as
scheduled Exercising of options
available Notification of commencement of
renewals process
Evaluation team prepares recommendation based on
Value for money Respondents who best meet
requirements
Evaluation Plan developed by Evaluation Panel
which includes Client Rep(s), Procurement Rep
Independent Rep
Post tender activities undertaken such as