Financial Services

Quotation thresholds

This defines the quotation threshold rules and related processes to ensure compliance with legislation, audit and financial management requirements for expenditure of University funds.

  1. Goods and services quotation thresholds
  2. Capital and minor works quotation thresholds
  3. Guidance

Goods and services quotation thresholds

Estimated Total Value Type of Quotation Required
Individual goods and service agreements
in excess of $100,000
Require a Tender Process for individual items and service agreements in excess of $100,000 (except for strategic or preferred suppliers).
For individual goods and services
between $10,000 - $99,999
Obtain three written quotes for individual items between $10,000 - $99,999 (except for strategic or preferred suppliers).
For individual goods and services
between $1000 - $9999
Obtain one written quote for individual items between $1000 - $9999 (except for strategic or preferred suppliers). The use of a Purchasing Card is recommended for low-risk expenditure below $5000.
Individual goods and services up to $999 Confirm pricing and any other relevant terms.
The use of a Purchasing Card is recommended.

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Capital and minor works quotation thresholds

This applies to Campus Management only. For other areas, the standard Goods and Services Quotation Thresholds will apply.

  Estimated Total Value Type of Quotation Required
Higher value >$250,000  from pre-qualified panel of contractors Formal tender process with a minimum of three contractors.
>$100,000 where no panel exists Formal tender process with a minimum of three contractors after public advert.
Intermediate $25,000 - $250,000 from pre-qualified panel of contractors Three written quotes.
$10,000 - $99,999 when no panel is in place Three written quotes.
Minor Works <$25,000 from a pre-qualified panel of contractors One written quote.
<$10,000  where no panel is in place One written quote.

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Guidance

Thresholds

  • For services, capital and works, the estimated total value is for the duration of the service agreement.
  • For capital and minor works pre-qualified panel of contractors, contact Campus Management.
  • For all capital works contact Campus Management.
  • To minimise risks a Procurement Strategy must be developed for all purchases over $100,000. Contact Strategic Procurement to discuss all risks and high value procurement (over $100k) and to obtain the latest tender templates.
  • Written quotations and tenders are not required where a preferred or strategic supplier agreement is in place (strategic suppliers are those mandated for use by Policy).
  • The overall total value (of goods, services or total contract value i.e the term of the agreement) must not be split to fit any of the quotation thresholds.

Purchase orders

Purchasing cards

  • The use of a Purchasing Card for low-risk expenditure less than $5000 does not require an electronic purchase order to support the transaction.
  • Purchases made using a Purchasing Card may be subject to the terms and conditions of the supplier, which is only protected by statutory conditions and warranties which may not apply for international payments.
  • Purchases made using a Purchasing Card are not supported by UWA Purchase Order Terms unless a purchase order is raised.
  • Purchases made using a Purchasing Card should still adhere to the quotation threshold – for a purchase of $1000 - $4999, a minimum of one written quote is required.
  • For special circumstances (such as international payments) the Purchasing Card can be used for purchases of up to $20,000.

Financial delegation

  • For Minimum Band Level approval information on the above thresholds, refer to the Financial Delegations Policy.
  • A Tender Waiver form should be completed and authorised by the appropriate delegated authority for exemptions from the tender process.  The document is to be kept on file within the Business Unit for audit purposes.
  • All purchase orders and invoices must be authorised by appropriate financial delegation as defined in the Financial Delegation Policy within the PeopleSoft electronic Purchase Order system.
  • Risk

    • Contact Treasury and Investments and Risk Management before purchasing goods over $50,000 from overseas suppliers.
    • All documentation must be complete, accurate and kept for audit purposes in line with the UWA Document Management Systems.

    In addition to the University’s Expenditure Policy, the following specific supplier / vendor controls should be complied with:

    1. Staff should familiarise themselves with the UWA Preferred Supplier Agreements and the Campus Management Consultants and Contractors Panel as these suppliers have been assessed under a UWA tender process and comply with the University’s requirements.
    2. If the UWA Preferred Suppliers or the Campus Management Panel do not meet the requirements of the requisitioner, the quotation thresholds should be adhered to (unless buying from a preferred supplier is mandated by a policy such as the Travel Policy).
    3. A tender process should be considered for high-risk purchases. Items and services can be of a high risk even though the monetary value is less than the quotation threshold for tenders. Examples of potential high-risk items and service agreements are:
      • risks to people and property, such as purchasing of hazardous goods and drilling services for research exploration
      • risks to research, such as purchasing and servicing of equipment required for research projects
      • risks to the community; for example, service agreements that may have social or environmental impacts and/or sustainability issues
      • risks to the reputation of the University, such as where there is public interest in the service agreements that may affect the University’s reputation or standing in the community.

    Contact Strategic Procurement for advice on whether the goods / services you are purchasing qualify as a high-risk purchase.

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