Assessor Resource

PSPPROC408A
Develop requests for offers

Assessment tool

Version 1.0
Issue Date: May 2024


This unit covers the development and dissemination of a request for offers to fulfil procurement requirements. It includes interpretation of procurement requirements, planning procurement activities, specifying the requirement, and developing a procurement plan and the formal request for offers.

In practice, developing requests for offers may overlap with other public sector generalist and specialist work activities such as acting ethically, complying with legislation, applying government processes, working with diversity, gathering and analysing information, etc.

This unit replaces PSPPROC402A Request and receive offers. The units are not equivalent.

There is however, multi-unit equivalence between new and superseded units. The combination of:

PSPPROC401A Plan procurement PSPPROC402A Request and receive offersPSPPROC403A Award contracts

is equivalent to the combination:

PSPPROC408A Develop requests for offersPSPPROC409A Receive and select offers

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The Evidence Guide specifies the evidence required to demonstrate achievement in the unit of competency as a whole. It must be read in conjunction with the Unit descriptor, Performance Criteria, the Range Statement and the Assessment Guidelines for the Public Sector Training Package.

Units to be assessed together

Pre-requisite units that must be achieved prior to this unit: Nil

Co-requisite units that must be assessed with this unit: Nil

Co-assessed units that may be assessed with this unit to increase the efficiency and realism of the assessment process include, but are not limited to:

PSPETHC401A Uphold and support the values and principles of public service

PSPGOV406B Gather and analyse information

PSPGOV412A Use advanced workplace communication strategies

PSPGOV422A Apply government processes

PSPLEGN401A Encourage compliance with legislation in the public sector

PSPPOL404A Support policy implementation

PSPPROC409A Receive and select offers

Overview of evidence requirements

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of the Employability Skills as they relate to this unit (see Employability Summaries in Qualifications Framework)

requests for offers developed in a range of (3 or more) contexts (or occasions, over time)

Resources required to carry out assessment

These resources include:

legislation, policy, procedures and protocols relating to requests for offers

case studies and workplace scenarios to capture the range of situations likely to be encountered when developing requests for offers

Where and how to assess evidence

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when developing requests for offers, including coping with difficulties, irregularities and breakdowns in routine

requests for offers developed in a range of (3 or more) contexts (or occasions, over time)

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of 2 or more of:

case studies

demonstration

portfolios

projects

questioning

scenarios

simulation or role plays

authenticated evidence from the workplace and/or training courses

For consistency of assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

REQUIRED SKILLS AND KNOWLEDGE

This section describes the essential skills and knowledge and their level, required for this unit.

Skill requirements

Look for evidence that confirms skills in:

using effective communication with stakeholders, specialists and providers involving oral and written exchanges of sometimes complex information

reading and applying complex documents such as contracts, legislation and guidelines

writing requests for offers which may include complexity of language and style, yet expressed in unambiguous terms

responding to diversity, including gender and disability

applying occupational health and safety and environmental requirements in the context of developing requests for procurement offers

Knowledge requirements

Look for evidence that confirms knowledge and understanding of:

Commonwealth/State/Territory Government legislation, policies, practices and guidelines relating to requests for offers, including environmental purchasing guidelines

procurement policies, practices and approval processes

probity principles and issues

ethical issues related to developing requests for offers

issues to be considered in the development of request for tenders

aspects of law of contract, laws of tort, trade practices law, commercial law and other legislation relating to requests for offers

equal employment opportunity, equity and diversity principles

public sector legislation including occupational health and safety and environment

The Range Statement provides information about the context in which the unit of competency is carried out. The variables cater for differences between States and Territories and the Commonwealth, and between organisations and workplaces. They allow for different work requirements, work practices and knowledge. The Range Statement also provides a focus for assessment. It relates to the unit as a whole. Text in italics in the Performance Criteria is explained here.

Appropriations may require

Ministerial authorisation

compliance with instructions or finance circulars

confirmation by chief financial officer

special consideration if they concern:

long-term travel deals

long-term computer deals

long-term lease deals

issuing of indemnities

Suppliers may include

commercial organisations

other government organisations

commercialised or privatised government organisations

non-profit organisations

Market factors which impact on procurement decisions may include

structure of and key 'players' in the market

market capability

market maturity

market strength

factors/conditions which may affect supply

potential impact of intended contracting activity

Information on sources of supply may include

yellow pages

buyers guides, supplier brochures and advertisements

purchasing contract awareness service

suppliers' previous histories and files

peer, supplier and customer networks

computer aided purchase of computers

newspapers, journals, bulletins or directories

endorsed suppliers arrangements

Industry Capability Network

Internet

Gazette Publishing System (GaPS)

Logistics may include

phases or stages of the procurement activity

timeframes

milestones

payment schedule

targets

outputs

levels of service

Standards of performance may include

value for money

quality measures

benchmarks

milestones/timeframes

performance indicators

Procurement plan may include

bid evaluation plan

contract negotiation plan

risk management plan

probity plan

copy of request for offer as agreed and approved for release

Criteria for evaluation may include

value for money

demonstrated capacity to deliver outcomes

available expertise

project management expertise to deliver the outcomes on time and within budget

meeting specific policy requirements such as buying locally, environmental sustainability etc

innovation

Specialist expertise may include

legal

financial

economic

technical

probity

Requests for offers may include

invitations to submit:

a tender

a proposal

a quotation

an expression of interest

Input may be obtained via

exposure draft of request for offer

Offers may include

tenders

written quotations

proposals

expressions of interest

Offers may be requested and provided using a variety of forms including

paper (such as traditional tender documentation)

computer disk

electronic (such as Internet, email, facsimile, Commonwealth Electronic Tendering System)

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Procurement approvals and appropriation/s are confirmed for whole-of-life of the activity 
Procurement requirements are re-confirmed with all parties 
A representative sampling of clients, experts and suppliers is consulted to further define and clarify requirements 
A market analysis is used to identify factors that may impact on procurement decisions 
Sources of supply are accessed to determine possible providers and any conflict of interest is identified and resolved 
Supplier referencing/positioning or viability analysis is conducted 
Business cost estimates are prepared to select a procurement method most suitable for the procurement activity and most likely to achieve a value for money outcome 
Approvals are obtained for method of procurement 
Resource requirements are confirmed and committed in a timely manner and responsible authorities are nominated 
Relationships and dependencies between various procurement activities are determined 
Strategies for briefing potential bidders are included when required, and meet public sector standards and organisational protocols 
Scoping of the requirement is undertaken to identify outcomes, objectives and logistics 
Standards of performance, incentives, disincentives and performance measures are specified 
A statement of requirement is prepared that meets organisational requirements for format and content and is acceptable to stakeholders 
The needs of clients and end users are incorporated and the outcome is achievable by potential providers 
Planned provider contract arrangements are specified in accordance with policy and guidelines 
The procurement plan is developed in accordance with organisational procedures and procurement requirements 
Criteria and process for evaluation of offers are selected to meet legal and policy requirements, and are practical and measurable 
Where used, specialist expertise to evaluate offers and the structure/membership of evaluation panel is arranged in accordance with organisational procedures 
Practical strategies are selected for informing or debriefing successful and unsuccessful bidders and the market, in accordance with organisational guidelines and public sector standards 
Request for offers and contractual conditions are developed that are suitable for the procurement activity, and are clarified with clients, providers and/or experts as necessary 
Request for offers is developed in accordance with a procurement plan, clearly outlines the procurement requirement and meets legal and probity requirements 
When possible/appropriate, input on content and structure of request for offer documents is obtained from market 
Approvals are obtained to approach the market place in accordance with organisational policy and procedures 
Records documenting the request, and for seeking, processing and closing of offers, are maintained in accordance with organisational procedures and legal requirements 

Forms

Assessment Cover Sheet

PSPPROC408A - Develop requests for offers
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

PSPPROC408A - Develop requests for offers

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: