Procurement Intake Form

Procurement Intake Form Template for Australia

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Key Requirements PROMPT example:

"I need an Australian Procurement Intake Form for a major IT system upgrade project valued at approximately $2M, with specific emphasis on cybersecurity requirements and data privacy compliance, to be implemented by March 2025."

Document background

The Procurement Intake Form is a critical document used in Australian organizations to formally commence the procurement process. It is designed to capture all necessary information required for procurement decision-making and compliance with Australian procurement regulations, including the Commonwealth Procurement Rules for public sector entities. The form serves as a gateway document that must be completed before any significant procurement activity can begin, ensuring proper governance, risk management, and value for money considerations are addressed. It typically includes details about the business need, market analysis, budget availability, timeline requirements, and risk assessments. The Procurement Intake Form is particularly important in maintaining audit trails and demonstrating compliance with procurement policies and procedures.

Suggested Sections

1. Requesting Department Information: Details of the department/unit requesting the procurement, including contact person, department name, and cost center

2. Procurement Description: Detailed description of goods/services to be procured, including specifications, quantities, and delivery requirements

3. Business Case: Justification for the procurement, including business need and expected benefits

4. Budget Information: Financial details including estimated cost, approved budget, and funding source

5. Timeline Requirements: Key dates and milestones for the procurement process, including when the goods/services are needed

6. Market Analysis: Brief overview of potential suppliers and market conditions

7. Risk Assessment: Initial identification of key risks associated with the procurement

8. Procurement Method: Proposed method of procurement (e.g., tender, quote, direct sourcing) and justification

9. Evaluation Criteria: Proposed criteria for evaluating suppliers and their weightings

10. Approvals Required: List of required approvals based on procurement value and type

Optional Sections

1. Sustainability Considerations: Environmental and social sustainability factors to be considered in the procurement, used when procurement may have significant environmental or social impacts

2. Indigenous Procurement Policy: Considerations regarding Indigenous business engagement, required when procurement falls under Indigenous Procurement Policy thresholds

3. Security Requirements: Special security clearances or requirements, needed for sensitive or secure procurements

4. ICT Requirements: Specific technology requirements and compatibility considerations, used when procuring ICT goods or services

5. Existing Contract Information: Details of any existing contracts or suppliers, relevant when replacing or extending existing arrangements

6. Stakeholder Analysis: List of key stakeholders and their interests, used for complex procurements affecting multiple parties

Suggested Schedules

1. Schedule A - Detailed Specifications: Technical or detailed specifications of goods/services required

2. Schedule B - Budget Breakdown: Detailed cost breakdown and budget allocations

3. Schedule C - Timeline: Detailed procurement timeline and milestone dates

4. Appendix 1 - Market Research: Supporting market research documentation

5. Appendix 2 - Risk Matrix: Detailed risk assessment matrix

6. Appendix 3 - Approval Matrix: Reference guide for required approvals based on procurement value and type

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Government and Public Sector

Financial Services

Healthcare

Education

Mining and Resources

Construction

Information Technology

Manufacturing

Professional Services

Telecommunications

Infrastructure

Defense and Security

Relevant Teams

Procurement

Finance

Legal

Risk and Compliance

Operations

Project Management Office

Internal Audit

Supply Chain

Commercial

Budget and Planning

Strategic Sourcing

Vendor Management

Relevant Roles

Procurement Manager

Procurement Officer

Contract Manager

Project Manager

Financial Controller

Budget Manager

Department Head

Chief Financial Officer

Risk Manager

Compliance Officer

Category Manager

Supply Chain Manager

Business Analyst

Operations Manager

Commercial Manager

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