• A project or evaluation team must be established. The project team must include but is not restricted to key stakeholders, category experts and staff familiar with the tender process;
• A steering committee must be established. The committee comprises of senior managers or executives who take responsibility for guiding the project team and making final decisions for the project;
• The procurement may be advertised in the media and therefore open to any supplier or restricted to a selection of capable suppliers based on market research performed by UC or an industry expert (minimum of 3 suppliers);
• The principles of value for money, transparency and ethical dealing must be adhered to;
• Comprehensive bidding documentation must be available to potential tenderers;
• The tender documents must include a notice to tenderers, conditions of tendering, UC requirements, specifications and a draft contract;
• A recommendation report must be prepared and be approved by the evaluation team, the steering committee and  the Chief Financial Officer and;
• A contract between the University and the supplier or consultant must be established.
• All relevant documentation relating to the procurement project must be systematically stored electronically. Any signed documents must be retained as paper based originals and also stored electronically.

Available resources

• UC Sourcing Methodology, Processes & Templates document – contact Procurement Office
• UC Procurement Office

Please contact one of the Procurement Team for further information or guidance.