OFFICIAL

Further information: Procurement SA Effective: 03.01.2024

Contact Email: [email protected] Next review: 01.07.2024

Version: 1.1

OFFICIAL
Procurement Title> 2 Invitation to Supply or Expression of Interest <delete one>
Part B – Specification
 <Insert Name of Public Authority>
(“Public Authority”)

Invitation to Supply
<or>
Expression of Interest <delete one>

<Insert Procurement Title>

Part B: Specification – Goods and/or

Services

Procurement Title> 3 Invitation to Supply or Expression of Interest <delete one>

Part B – Specification
 TABLE OF CONTENTS

1. INTRODUCTION................................................................................................4
1.1 Purpose......................................................................................................... 4
1.2 Background...................................................................................................4
2. REQUIREMENTS – GOODS AND/OR SERVICES...........................................4
2.1 Procurement Objectives..............................................................................4
2.2 Scope.............................................................................................................4
2.3 Mandatory Requirements.............................................................................4
2.4 Requirements................................................................................................5
2.5 Timeframes....................................................................................................6
2.6 Performance..................................................................................................6
2.7 Contract Sites/Delivery Locations..............................................................6
2.8 Contract Management..................................................................................6
2.9 Confidentiality...............................................................................................6
3. PUBLIC AUTHORITY SPECIFIC REQUIREMENTS........................................6
4. TRANSITION..................................................................................................... 7
4.1 Transition In..................................................................................................7
4.2 Transition Out...............................................................................................7
5. GLOSSARY.......................................................................................................7
6. ATTACHMENTS................................................................................................7

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Part B – Specification
1. INTRODUCTION
1.1 Purpose

Provide brief details about the purpose of the procurement and the objectives. Keep it short,
avoiding jargon and acronyms.

The purpose of this procurement is …

1.2 Background

Briefly explain the Public Authority’s role and the policy and operational objectives to be met
by the proposed procurement. This information will link the public authority’s strategic
objectives with the procurement outcome.

Describe any unique or pertinent factors about the conditions/environment which can affect
the output, design or performance of the offered solution/ methodology.

Refer to other documents in order to avoid duplicating content from some or all of those
documents. Include a list of each document stating the document name, the version number
if applicable, and where a copy can be obtained. As a referenced document is incorporated
into the specification, if only part of a document is relevant, refer to that part only.

The complete list of attachments is to be detailed in Section 6 Attachments.

2. REQUIREMENTS – GOODS AND/OR SERVICES

1.3 Procurement Objectives

The procurement objectives are …

1.4 Scope

The scope should include a brief description of the requirement and the application, purpose
or function of the goods or services required. A full description of each element summarised
in the scope should be included in the Requirements section/s below.

Provide a summary description of the desired range and type of goods and services that are
required. Identify what is out of scope and what the supplier is not required to do.

Complex specifications are more likely to benefit from a scope section than simple ones.
However, even for simple specifications a scope may represent an effective way to highlight
the main aspects of the requirement.

Consider writing the scope as a stand-alone statement of the requirement. A scope can be
used in offer and contract documents as well as in an approach to the market.

Specify the period of the contract and whether it is intended to appoint a sole provider or
establish a panel or standing offer arrangement. If it is unknown whether a sole provider or
panel will be appointed, state that it will be dependent on the proposals received.

1.5 Mandatory Requirements

Detail mandatory requirements, if applicable.

These are yes/no scenarios where a failure to meet the specified requirement could impact
the procurement outcome. Mandatory requirements may align with the mandatory criteria.

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Part B – Specification
For example, a mandatory criteria may be willing to complete a pre-employment check. This
will not need to be completed by a supplier prior to submitting a response, however, it will
need to be completed prior to the commencement of service.

1.6 Requirements

Determine the type of specification to be used to enable the best outcome – functional,
performance or technical. Describe in detail the functional, technical and performance
requirements of the goods and services to be procured.
Specification Type Description
Functional  Defines the function, duty or role of the goods and services.
(outcome-based)  Describes what the goods or services are broadly required to
do/achieve.
 Defines the task or desired result by focusing on what is to be
achieved rather than how it is to be done.
 Does not describe the method of achieving the intended result.
 Enables suppliers to provide solutions to a defined problem.
Performance  Defines the purpose of the goods and services in terms of how
(outcome-based) effectively it will perform identified targets.
 Is an extension of a functional specification.
 Defines the task or desired result by focusing on the minimum
outputs required.
 Does not describe the method of achieving the desired result.
 Allows suppliers to provide solutions to defined problems.
Technical  Defines the technical and physical characteristics of the goods
and services, such as dimensions, colour, exterior finish, design
specifics, physical properties.
 Used when functional and performance characteristics are
insufficient to define the requirement.
Provide adequate details to describe the requirements to allow suppliers to develop an
accurate cost to deliver the requirements and eventually for the contract manager to manage
contract delivery. Describe the various services (all of the tasks, activities and overall work
(including deliverables) that are described in or reasonably inferred by the contract) and
deliverables (the reports, documents and other items that the supplier will develop and
deliver/hand over to the public authority as a requirement of the contract).

Ensure the requirements link directly to the evaluation criteria and weightings and the
information requested in Part D – Supplier Response Form.

Document other explicit requirements, as applicable. The following examples are not
exhaustive and may not apply to all procurement processes.

Technology, systems and management techniques

State where the public authority expects improvements in the use of technology, systems
and other management techniques.

Suppliers should be encouraged to provide innovative solutions when making offers.

Data management, cyber security and the management of Intellectual property should be
identified if applicable.

Records management

Record management includes the creation and control, storage, security, access and
disposal.
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Part B – Specification
Detail any record management requirements.

Quality requirements

Detail appropriate quality assurance processes to be undertaken by the supplier

1.7 Timeframes

Specify the proposed delivery schedule, including commencement date, milestones,

completion of deliverables, and a completion date.

1.8 Performance

Detail the performance measures and benchmarks that will be monitored during the period of
the contract. Specify the key performance indicators (KPIs) or targets for the procurement.

Consider not just how performance will be measured, but who will measure performance and
how non-performance will be managed.

1.9 Contract Sites/Delivery Locations

Explain the proposed location or locations where the contract goods and services are
required to be delivered.

1.10 Contract Management

Explain the contract management arrangements to be established by the public authority for
it to manage its responsibilities under the contract and also the requirements for
management of the contract by the supplier.

State the level of contract management that will take place, and what the supplier needs to
do to facilitate the internal management of the contract.

1.11 Confidentiality

Explain any specific confidentiality requirements or sensitive documents, information or

aspects such as site access which the supplier needs to recognise.

3. PUBLIC AUTHORITY SPECIFIC REQUIREMENTS

If your Public Authority has no agency specific requirements, insert “Not applicable”.

If your Public Authority has a working with children and vulnerable people policy, please
include the following policy statement:

The Public Authority requires that all persons involved in the delivery of goods and services
at sites where children, persons with a disability, the aged or other vulnerable people may be
present have agreed to a screening assessment by the DHS Screening Unit. In addition, the
supply contract may include a “Child Safety” clause which if breached may result in
termination of the supply contract.

If your Public Authority has a respectful behaviours policy or is working towards being
accredited as a White Ribbon Workplace, please include the following policy statement
(otherwise remove the statement). Note: this statement should not be included when
procuring goods or services from the Not-for-Profit Sector.

The Public Authority requires that all contracts with suppliers of goods and services include a
“Respectful Behaviours” clause that acknowledges the Public Authority’s commitment to a
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Part B – Specification
policy of zero tolerance to violence against women in the workplace and the broader
community and requires the Suppliers’ personnel to comply with the Public Authority’s
instructions, policies, procedures and guidelines regarding acceptable workplace behaviour.

If your Public Authority has any other relevant policies, please include details here.

4. TRANSITION
Explain if there are any specific requirements to address the periods of transition - both
transition in at the start of the contract or transition out at the end of the contract.

This section is optional and may not apply to all procurements.

4.1 Transition In

Ensure requirements are addressed before and at the time of contract commencement.

4.2 Transition Out

Ensure requirements are addressed at the end of the contract.

5. GLOSSARY
Define terms and acronyms that have been used in the specification that may not be clear to
suppliers. Use these terms consistently throughout the market approach documents.

6. ATTACHMENTS
Provide a complete list of attachments, if any, that need to accompany the specification.
These may include technical drawings, photographs, detailed spreadsheets, etc.

For all attachments used as part of a specification, check to see if ownership of the copyright
should reside with the department/agency. If in doubt seek both technical and legal advice.
Australian Standards for drawings exist and these should be consulted when preparing and
revising drawings.

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Part B – Specification