Cenitex operates under the Victorian Government Purchasing Board (VGPB) supply policy framework, following formal accreditation in June 2017.
This framework assists Victorian public servants (VPS) to develop procurement strategies that deliver more interactive engagement with the market, productivity improvement and value for money. The framework is underpinned by high standards of probity, accountability and flexibility.
Cenitex's procurement policy is based on VGPB policies, adapted specifically for use in Cenitex. This policy has been developed to support the procurement framework in matters such as:
- Governance: Procurement processes are embedded across the organisation and aligned with business planning. More emphasis is placed on strategic planning and transparency to provide a consistent approach to the market and better value-for-money procurement decisions.
- Complexity and capability assessment: Procurement can only proceed when Cenitex determines it has the necessary capability to meet the complexity of the procurement activity.
- Market analysis and review: Market analysis determines the capacity of the market to supply and the opportunities for market-based solutions. A review of requirements and processes based on market analysis determines the most appropriate path to market.
- Market approach: Applying a structured, measured approach to informing, evaluating and negotiating with suppliers.
- Contract management and contract disclosure: Contract management is escalated to a high-level consideration early in the planning process to arrive at an integrated end-to-end procurement strategy.
Cenitex will ensure that all procurement continues to meet the following directives:
- Value for money: A balance of financial and non-financial outcomes, taking into account the mix of quality, cost and resources; fit for purpose; total cost of ownership; and risk.
- Accountability: The Accountable Officer can conduct procurement activities to deliver value-for-money outcomes.
- Probity: High standards of behaviour and actions in the conduct of procurement processes, including equity, confidentiality, avoiding conflicts of interest, and consumer / supplier confidence in the integrity of government procurement processes.
- Scalability: The relationship between the complexity of a procurement project and the capability of the organisation to conduct it to achieve a good procurement outcome.
All procurement undertaken by Cenitex will be in line with the above policies and directives.
Procurement Activity Plan
The annual Procurement Activity Plan gives suppliers an indication of likely procurement needs. The 2019-20 plan is current as of 26 September 2019.
Cenitex may be approached by the market with an unsolicited proposal. This is an approach by a person or business with an offer for Cenitex outside of any formal approach to the market by Cenitex for the supply of specific goods or services. Unsolicited proposals will be forwarded to the General Manager - Finance & Procurement. The proposal will be registered and forwarded to the Strategic Procurement team for assessment in consultation with relevant business units.
Cenitex’s complaints management framework demonstrates the organisation’s commitment to fair dealing and probity, and gives suppliers surety that there is a mechanism in place to raise concerns about a particular procurement activity.
Complaints will be handled in a consistent, fair and transparent manner.
Process for lodgement
Any supplier concerns related to the invitation document or the invitation process must be submitted to the procurement activity contact in writing immediately upon the cause of the complaint arising or becoming known to the complainant. Any complaint about the procurement team or process must be submitted in writing to the General Manager Finance & Procurement, setting out:
- the basis for the complaint, specifying the issues involved;
- how the subject of the complaint and the specific issues affect the person or organisation making the complaint;
- any relevant background information; and
- the outcome desired by the person or organisation making the complaint.
Process for assessment
The General Manager Finance & Procurement and Legal Counsel will register and acknowledge receipt of the complaint within five working days of receiving the written complaint. The acknowledgement will indicate, as a minimum:
- Cenitex contact person;
- process to be taken by Cenitex to investigate the complaint; and
- approximate timeframe to address the matter.
Cenitex will address the complaint within 20 working days and the complainant informed of the findings and whether Cenitex intends to take any further action. There may be an extension to this timeframe if additional information or external advice is required (e.g. Office of the Small Business Commissioner, Office of the Ombudsman), and the complainant informed of the extension.
Potential outcomes of the complaints process will depend on the determination of the complaint (eg. founded or unfounded) and the severity of the risk and/or issues. The General Manager - Finance & Procurement and Legal Counsel will determine the course of action required to resolve the matter and prevent future occurrences.
The nature of the complaint, the findings and the actions taken by Cenitex to resolve the complaint will be recorded in Cenitex's 'Complaints Register' and disclose details in its annual report.
Once informed of the findings, the complainant can choose to accept the findings or pursue the matter further.
If the complaint is not resolved to the satisfaction of the complainant, the complaint can be escalated to the Victorian Governance Purchasing Board (VGPB). This must be done within five working days from the complainant receiving the findings from Cenitex. Escalations should be addressed to the Chair of the VGPB at the Department of Treasury and Finance.
For more information about VGPB frameworks, please visit Buying for Victoria.