Document Feedback - Review and Comment
Step 1 of 4: Comment on Document
How to make a comment?
1. Use this to open a comment box for your chosen Section, Part, Heading or clause.
2. Type your feedback into the comments box and then click "save comment" button located in the lower-right of the comment box.
3. Do not open more than one comment box at the same time.
4. When you have finished making comments proceed to the next stage by clicking on the "Continue to Step 2" button at the very bottom of this page.
Important Information
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(1) This procedure supports the University of Newcastle’s ( (2) This procedure should be read in conjunction with the Procurement Policy, Tender Procedure, and Aboriginal and Torres Strait Islander Procurement Strategy. (3) This procedure applies to procurement activities for the purchase of goods and services with an expected Total Cost of Ownership (TCO) of less than $250,000 (GST exclusive). (4) Refer to the Procurement Policy for guidance in determining TCO. (5) This procedure should be read and understood by all (6) This Procedure is available to suppliers and potential suppliers for their information. (7) As detailed in the Procurement Policy, (8) For all goods or services, the specified number and format of quotations required by this Procedure is provided as a minimum requirement only. Depending on the nature and associated (9) Note, verbal quotations may be permissible for purchases less than $80,000 subject to an appropriate record of the quotation made in accordance with the Records and Information Management Policy. (10) Where an existing contracted supplier relationship exists for the (11) Where the required number of quotations has been obtained, and each of the quotations exceed the next quotation threshold, the number of quotations for the higher threshold must be obtained or a tender process may be required. (12) For quotations for goods and services less than $80,000 (GST exclusive), details of the quotation process undertaken must be recorded against the purchase order in the finance system. All related documentation should be retained by the relevant business unit for audit purposes. (13) For quotations for goods and services valued at $80,000 (GST exclusive) or more, a Request for Quotation ( (14) For goods or services valued at less than $20,000 (GST exclusive), at least one quotation is required. The quotation should meet all Key Procurement Principles, as detailed in the Procurement Policy. (15) For goods or services valued from $20,000 to less than $80,000 (GST exclusive): (16) For goods or services valued from $80,000 to less than $250,000 (GST exclusive), at least three written quotations must be obtained. Quotations must be sourced by sending the (17) (18) Where there is only one legitimate supplier that can meet the University’s operational requirements for a good or service, this may justify or necessitate an (19) For all other requirements whereby the purchasing staff member is seeking an exemption from the University’s Quotation Procedure, an (20) Failure to apply for an exemption, or to submit an application for exemption after an arrangement is entered into, will be considered a breach of this Procedure and will not be approved. (21) The (22) Information to be included in the (23) Quotation documentation must be written such that it does not unduly limit the range of potential suppliers or provide an unfair advantage to a particular supplier. (24) In instances when an (25) Quotations must request the full costs of supply including, where relevant, details of freight, licensing, installation costs, support, maintenance, decommissioning, and any discounts. Refer to the Procurement Policy for further details. (26) Communications during the quotation process must be handled with due regard for probity - all potential suppliers must receive the same information and time for a response so that no supplier is given a potentially unfair advantage. This includes clarifications on any aspect of the quotation, unless there are documented reasons relating to confidentiality or (27) Negotiations will be undertaken to achieve an agreement that is fair, equitable, meets the needs of both parties and maintains or improves the relationship between the parties. (28) In the event a quotation provides an overall better value for money outcome, the (29) In the event that two quotations are equal, the successful quotation will be selected by giving preference to a local, Indigenous, or minority owned supplier in preference to other suppliers, wherever possible. (30) Unsuccessful suppliers or contractors should be advised of the outcome of the quotation process. If requested, the name of the approved supplier may be released but no details of the approved supplier’s quotation can be released. (31) (32) Poor performance on the part of a supplier or contractor should be reported to Procure to Pay. (33) Quotation Procedure
Section 1 - Introduction
Section 2 - Scope
Section 3 - Audience
Section 4 - Procedure
Pre-approval of Expenditure
Quotation Requirements
Record Keeping
Minimum Quotation Requirements
Exemptions to Quotation
Obtaining Quotations
Communication During the Quotation Process
Negotiations During the Quotation Process
Approval of Recommended Supplier
Advising Suppliers of the Outcome
Section 5 - Reporting Requirements
Section 6 - Compliance and Review