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Administration of the Digital Television Switchover Household ...

Administration of the Digital Television Switchover Household ...

preclude

preclude the development of a procurement plan. As there were elements common to all procurements, such a plan would have helped to ensure consistency across the procurement activities, and could have been developed to allow flexibility to incorporate the specific needs of each switchover region, through, for example, schedules to the plan. The HAS procurement plan could have been reviewed and updated following each rollout and would have outlined for staff: � the method of procurement and any requirements necessary to meet government policy and/or legislation; � the proposed funding, including budget and financial considerations; � analysis of the market and possible suppliers; � governance arrangements for the procurement activity—outlining the membership of the evaluation committee, advisers and delegate; � the procurement process and key documentation to be developed, such as the RFT document, tender evaluation plan and draft deed; � a risk assessment—identifying key risks that could adversely impact the procurement activity; � conditions for participation for tenderer(s); � reporting mechanisms; and � the activity timeframe and sequence of events for future procurement activities. 3.13 In the absence of a procurement plan for HAS, DBCDE developed project schedules for each region, which provided a timeline for, and a brief description of, the various tasks required for the successful completion of each switchover activity. For example, obtaining approvals required under the financial management framework, drafting of the RFT, and a list of tasks, milestones and deliverables. DBCDE also prepared Ministerial submissions and other departmental briefs documenting the planning approaches and decisions. 3.14 In March 2011, the internal operational guidelines were released. These provided an overview of the Scheme, as well as a step‐by‐step guide on the specific processes for managing procurements. HAS procurement officers also followed the guidance material provided by the department’s central ANAO Audit Report No.55 2011–12 Administration of the Digital Television Switchover Household Assistance Scheme 68

Tender Selection and Deed Negotiation procurement section, Preparation for Procurement Process question and answer document. 55 Request for tender 3.15 The purpose of the RFT document is twofold: to describe the nature of the procurement; and to establish the evaluation process to be used for tenders received from potential service providers. The RFT provided instructions for tenderers to follow when preparing their tender responses, including a checklist that outlined information and documentation that was required to be included in the tender, such as detailed financial information and technical specifications and pricing schedules. The RFTs did not, however, outline the weightings or relative importance attached to each of the RFT evaluation criteria. The RFTs stated that the department reserved the right to attach weightings to particular evaluation criteria (except compliance and cost). More detailed guidance for potential tenderers on the relative importance of each criterion would have assisted tenderers in preparing their tenders. All RFTs were released on AusTender 56 and in national print media. 3.16 The original RFT document developed for the Mildura/Sunraysia pilot has been used as the basis for future rollouts. While it was challenging for DBCDE to incorporate lessons learned into subsequent procurement processes due to time constraints, a comparison of RFT documents indicates that the department progressively strengthened the tender requirements across rollouts. DBCDE has continued to update the RFT document for each rollout, making amendments as necessary and including new information prior to the RFT’s release. Addenda to RFTs 3.17 All tenderers are to be provided with equal access to procurement information, which includes receiving notification of an amendment to an RFT. For each of the four RFT processes, addenda were published on AusTender. There were 11 addenda in total. Of the 11 addenda, eight contained responses to clarification questions lodged by tenderers. The remaining three were 55 The Preparation for Procurement Processes is a document that provides a series of questions for line areas developing RFT documents for procurement. The document steps the reader through 28 questions and issues that need to be answered and addressed when developing documentation for procurements. 56 AusTender is the Australian Government’s procurement information system. AusTender provides centralised publication of Australian Government business opportunities, annual procurement plans, multi-use lists and contracts awarded. ANAO Audit Report No.55 2011–12 Administration of the Digital Television Switchover Household Assistance Scheme 69

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