Outlines responsibilities of staff involved in purchase of goods and services. Responsibilities apply to purchasing activities undertaken by Education elements of the Department of Education and Training. The Arts Queensland Purchasing Manual - June 2002 governs purchasing activities of the Arts. Compliance with the State Purchasing Policy is required by Cabinet direction.
Statement of intent
Under State Purchasing Policy, the Director General of Education, Training and the Arts is required to issue agency-specific purchasing procedures that govern conduct of purchasing within the department.
The department conducts purchasing activities with utmost probity. Purchasing is conducted ethically, honestly and with fairness to all participants. Appropriate records are maintained to ensure transparency of the process and to provide evidence of accountability. The department's purchasing officers are appropriately trained and understand their obligations and responsibilities in respect of the use of public money.
All purchases that utilise funds contained in department or school bank accounts are subject to specific responsibilities regardless of the source of those funds, including, for example, funds collected from students, parents and fundraising activities.
Dealing with suppliers requires distinct delegations to be exercised:
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Purchasing delegation: Authority to undertake or oversee the purchasing process. A purchasing delegation cannot be exercised unless an officer has obtained appropriate training or certification. Purchasing delegation is GST exclusive.
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Expenditure delegation: Authority to commit department to incur expenditure.
Purchasing delegations and expenditure delegations cannot be exercised by the same person except in the case of Corporate Card.
The Director-General of Education, Training and the Arts delegates authority for purchasing activities to officers who have completed the appropriate training or purchasing certification. If an officer with a delegation vacates a position, the next appointee does not assume the delegation until they have obtained training or certification. It is not delegated directly to a position.
| Purchasing Delegations for Purchases | Purchasing Training or Certification |
| Up to $20,000: | Department's internal purchasing training package; OR
Queensland Purchasing Level 1 Certification. |
| Between $20,000 and $100,000: | Department's internal purchasing training package; OR
Queensland Purchasing Level 2 Certification. |
| Over $100,000 to $250,000: | Staff within Strategic Procurement Section or Facilities Services Branch with Queensland Purchasing Level 3 Purchasing Certification at a minimum. |
| Over $250,000 (but not Significant): | Staff within Strategic Procurement Section or Facilities Services Branch who have Queensland Purchasing Level 4 Purchasing Certification at a minimum. |
| Generally in excess of $1M or High Risk (Significant) | Staff within Strategic Procurement Section or Facilities Services Branch with Queensland Purchasing Level 4 Purchasing Certification at a minimum. |
Standing Offer Arrangements and Preferred Supplier Arrangements that are designated as mandatory are to be used. The use of other (non-mandatory) Standing Offer and Preferred Supplier Arrangements is encouraged.
Purchases can be made from competitively neutral commercialised business units of the Crown (e.g. SDS) up to $100,000 without need for a competitive quote process.
The department achieves value for money while ensuring openness and accountability by following minimum procedural thresholds:
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For purchases between $1 and $2,000, one verbal quote required
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For purchases between $2,001 and $5,000, three verbal quotes
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For purchases between $5,001 and $20,000, three written quotes
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For purchases between $20,001 and $100,000, three written quotes
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For purchases over $100,000, an open tender is generally utilised.
Exemption from requirement to seek competitive tenders
| Value of Procurement | Exemption from Competitive Tender Requirements* |
| Purchases up to $100,000: | Assistant Directors-General, Central Office Directors, Regional Executive Directors and Principals may grant exemption when: - there is only one supplier capable of meeting department 's requirement or
- requirement is genuinely urgent.
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| Purchases over $100,000: | Assistant Directors-General may grant an exemption: - that tender be limited to 5 genuine competitors providing purchase is within their expenditure delegation
- when Significant Purchase Plan is produced that recommends an alternative strategy.
- when only one supplier can meet department 's requirement or requirement is genuinely urgent.
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| * Decision to grant an exemption is recorded for audit purposes and approving delegate ensures reasons for exemption sufficiently justify department 's actions and satisfy State Purchasing Policy requirements. |
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