PROCUREMENT POLICY - Monash University

1 PROCUREMENT POLICY | 1 SCOPE This POLICY applies to: all Monash University staff, and to contractors and third-parties operating on behalf of Monash University . all expenditure at Monash University Australia and Monash University Malaysia, regardless of funding source and including the following types: o Purchase orders o Contracts o Contractor agreements o Letters of intent o Heads of agreement o Memorandum of understanding o Commitments or agreements For the purpose of this POLICY , references to Monash University Australia include activity at the Monash University Prato Centre and Monash Suzhou. POLICY STATEMENT All PROCUREMENT activity undertaken on behalf of Monash University (the University ) is required to demonstrate that the spending of University funds is conducted in an honest, competitive, fair and transparent manner that achieves the best value for money and protects the University s reputation.

2 Goods and services procured must be fit for purpose and sourced in a socially and ethically responsible manner, and take into account required specifications, quality, service, delivery, reliability, probity, and the Total Cost of Ownership (TCO). The University has established an approach to facilitating PROCUREMENT activity that fulfils these principles and requirements. All staff who engage in PROCUREMENT activity must adhere to the processes as set out in this POLICY and the PROCUREMENT Procedure. 1. Purchase Orders Purchases from all suppliers must be covered by an official Monash University Purchase Order, with the following exemptions: where a direct invoice process has been put in place by Monash University Accounts Payable, or Monash University Malaysia; or the purchase is made with cash or with a University corporate credit card, in accordance with the University s Corporate Credit Card and Reimbursement POLICY .

3 All Purchase Orders must be requested and approved prior to the delivery of goods and services, and prior to any payment being made. Staff must have the appropriate authorised financial limit and contract signing delegation prior to entering any contractual agreement for the PROCUREMENT of goods and/or services. 2. Suppliers Approved Suppliers An approved supplier or a panel of approved suppliers may be appointed pursuant to a competitive process, in accordance with the PROCUREMENT Procedure. Where an approved supplier(s) is in place, the threshold value requirements set out in Tables 1 and 2 do not apply. An approved supplier(s) must be used unless they are unable to supply the specified goods or services, as and when required.

4 Where an approved supplier(s) is unable to supply the specified goods or services, an exemption must be sought and approved in accordance with the PROCUREMENT Procedures prior to engaging the broader market. PROCUREMENT POLICY PROCUREMENT POLICY | 2 Sole Suppliers Where there is a sole supplier, the threshold value requirements set out in Tables 1 and 2 do not apply. An exemption must be sought and approved in accordance with this POLICY prior to making a commitment to a sole supplier. Contractors and Labour Hire Where Monash University Australia procures services through a labour hire arrangement, the labour hire provider must be licensed under the Victorian Government's Labour Hire Licensing Scheme.

5 For more information on engaging a labour hire worker on behalf of Monash University Australia, staff should refer to the University 's Labour Hire Licensing intranet page. Engagement with service providers in providing labour hire at Monash University Malaysia is required to comply with any licensing or legislative requirement as outlined in the agreement terms and conditions. 3. Threshold Values and Processes PROCUREMENT activities that contain an Information Communication and Technology (ICT) component require endorsement from the Chief Information Officer or delegate(s) at Monash University Australia or the Director, Information Technology or delegate(s) at Monash University Malaysia.

6 PROCUREMENT activities that contain a property/leasing component require endorsement from the Executive Director, Buildings and Property Division or delegate(s) at Monash University Australia. Where there is no Approved Supplier(s), the Threshold Value requirements set out in Tables 1 and 2 must be satisfied. The Threshold Values are to be applied on the anticipated total expenditure, accumulated over the total term of the contract, are in local currency and are exclusive of Goods and Services Tax (GST), sales tax, service tax or other applicable duties or taxes. Documented evidence of the requirements and assessment of value for money must be submitted with the request for a Purchase Order.

7 The requirements for demonstrating a competitive, fair and transparent process and the corresponding values at which the thresholds apply are set out as follows: TABLE 1: Monash University Australia - Threshold Values excluding GST (for the full contract term) Type of Purchase Threshold Value (AUD) Requirements One Quote $0 - $49, Minimum 1 documented quotation Three Quotes $50,000 - $399, Minimum 3 documented quotations Strategic Sourcing $400,000 + Tender Process TABLE 2: Monash University Malaysia - Threshold Values excluding sales tax or service tax (for the full contract term) Type of Purchase Threshold Value (MYR) Requirements One Quote RM0 - RM9, Minimum 1 documented quotation Three Quotes RM10,000 - RM199, Minimum 3 documented quotations Strategic Sourcing RM200,000 and above Tender Process An exemption to the Thresholds and Processes requirements is not needed for the following goods and/or services, and as such these are deemed exempt from the requirements set out at Tables 1 and 2.

8 For the avoidance of doubt, each of the following activities are required to demonstrate value for money and require approval from the relevant delegate(s): debt and capital raising facilities; leasing of land and/or buildings on behalf of the University ; PROCUREMENT POLICY | 3 payments relating to research grants ( to universities, hospitals and/or medical research institutes); wages and other associated on-costs ( tenancy arrangements with hospitals and/or medical research institutes); third-party payments where the University novates the PROCUREMENT to another entity under contract; and engagement of adjuncts or contractors to deliver executive education programs up to a value of $100,000 in any one calendar year, in accordance with the Adjunct Appointment Procedure and only with prior written approval from the Chief Human Resources Officer for Monash University Australia, and for executive education programs of a value greater than RM20,000 only with prior written approval from the Pro Vice-Chancellor for Monash University Malaysia.

9 4. Exemptions to the Thresholds and Processes Where the standard PROCUREMENT thresholds and processes are deemed to be not applicable, an exemption to the PROCUREMENT POLICY and/or Procedure may be granted to: use an alternative to an approved supplier or a panel of approved suppliers; use an alternative to the Threshold Value requirements; use a sole supplier; or renegotiate to extend an existing agreement without conducting a quotation or tender process. A request for an exemption must also meet one or more of the following categories: the approved supplier or panel of approved suppliers cannot supply the goods and/or services required; demonstrated unique technical requirements with only one sole supplier in the market; standardisation of existing goods or services; time-critical events that have been caused by unforeseen circumstances; and/or other exceptional circumstances based on business necessity as determined by Strategic PROCUREMENT .

10 Exemptions to this POLICY must be approved by the Chief Financial Officer or delegate(s) for Monash University Australia, and by the Pro Vice-Chancellor or delegate(s) for Monash University Malaysia. All requests for an exemption to this POLICY shall be reported annually by Strategic PROCUREMENT to the Audit and Risk Committee for Monash University Australia, and reported annually by the Senior Manager, PROCUREMENT to the Executive management Committee at Monash University Malaysia. 5. Probity and Conflict of Interest All University PROCUREMENT decisions are to be made in a transparent manner that allows them to be understood and justified, and all PROCUREMENT activities must reflect the following principles through all stages of the PROCUREMENT process: open competitive processes; fairness, consistency and transparency; identification and resolution of conflicts of interest; accountability in decision making; and monitoring and evaluating performance.