PSPPROC408A - Develop requests for offers

PSPPROC408A
Develop requests for offers

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 The units are not equivalent.There is however, multi-unit equivalence between new and superseded units.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 contractsis equivalent to the combination:PSPPROC408A Develop requests for offersPSPPROC409A Receive and select offers

Elements and Performance Criteria

Elements and Performance Criteria
Element		Performance Criteria
1	Interpret procurement requirements	1.1	Procurement approvals and appropriation/s are confirmed for whole-of-life of the activity
		1.2	Procurement requirements are re-confirmed with all parties
		1.3	A representative sampling of clients, experts and suppliers is consulted to further define and clarify requirements
		1.4	A market analysis is used to identify factors that may impact on procurement decisions
		1.5	Sources of supply are accessed to determine possible providers and any conflict of interest is identified and resolved
		1.6	Supplier referencing/positioning or viability analysis is conducted
2	Plan procurement activities	2.1	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
		2.2	Approvals are obtained for method of procurement
		2.3	Resource requirements are confirmed and committed in a timely manner and responsible authorities are nominated
		2.4	Relationships and dependencies between various procurement activities are determined
		2.5	2.6 Strategies for briefing potential bidders are included when required, and meet public sector standards and organisational protocols
3	Specify procurement requirement	3.1	Scoping of the requirement is undertaken to identify outcomes, objectives and logistics
		3.2	Standards of performance, incentives, disincentives and performance measures are specified
		3.3	A statement of requirement is prepared that meets organisational requirements for format and content and is acceptable to stakeholders
		3.4	The needs of clients and end users are incorporated and the outcome is achievable by potential providers
		3.5	Planned provider contract arrangements are specified in accordance with policy and guidelines
4	Develop a procurement plan	4.1	The procurement plan is developed in accordance with organisational procedures and procurement requirements
		4.2	Criteria and process for evaluation of offers are selected to meet legal and policy requirements, and are practical and measurable
		4.3	Where used, specialist expertise to evaluate offers and the structure/membership of evaluation panel is arranged in accordance with organisational procedures
		4.4	Practical strategies are selected for informing or debriefing successful and unsuccessful bidders and the market, in accordance with organisational guidelines and public sector standards
5	Develop request for offers	5.1	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
		5.2	Request for offers is developed in accordance with a procurement plan, clearly outlines the procurement requirement and meets legal and probity requirements
		5.3	When possible/appropriate, input on content and structure of request for offer documents is obtained from market
		5.4	Approvals are obtained to approach the market place in accordance with organisational policy and procedures
		5.5	Records documenting the request, and for seeking, processing and closing of offers, are maintained in accordance with organisational procedures and legal requirements

Required Skills

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

Evidence Required


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

Range Statement


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)

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PSPPROC408A - Develop requests for offers