Responsibilities of agencies accredited for goods and services procurement
- All agencies accredited for goods and services procurement have general and specific responsibilities.
- As part of your accreditation, you have certain annual reporting obligations.
- This includes providing NSW Procurement with your Agency Procurement Plan every year.
- You must also provide a completed Annual Outcomes Report and Self-Assessment Attestation.
- You also have obligations relating to your contracts, including disclosing any agency-specific contracts in the Contracts Register.
All accredited agencies have both general and specific responsibilities. To meet your general responsibilities as an accredited agency, you must:
- use mandatory whole-of-government schemes and contracts where they exist
- make sure other agencies can use any agency-specific contracts you establish
- only enter into contracts to procure goods and services within your authority to procure
- continue to meet the minimum requirements of your accreditation level
- perform a risk assessment for each procurement event you engage in
- complete the annual self-reporting process
- identify and manage any trigger events
- complete any legacy improvement plans from the previous accreditation scheme.
By 31 August each year, you must provide NSW Procurement with a completed:
- Agency procurement plan. If your agency is level 1 accredited this should cover a minimum of the next 12 months. If you’re level 2 accredited, the minimum is 24 months.
- Annual outcomes report. This must cover the previous financial year.
- Self-assessment attestation. This must also cover the previous financial year.
- Improvement plan progress report. This must cover the previous financial year if you have outstanding improvements actions that have carried over from the previous Accreditation Scheme.
These templates are available from NSW Procurement, who will submit these to the Procurement Board.
Procurement planning obligations
Each year, you must submit your Agency Procurement Plan to NSW Procurement. You must also publish an abridged version on eTendering.
Agency procurement plan
To satisfy your reporting requirements, you should use the agency procurement plan template or a document capturing the same information.
The template covers all your procurement activities, including sourcing, contract management and category management. You can also include any business improvement initiatives and other procurement projects.
The template is designed to:
- help you manage your procurement activities
- give the Procurement Board oversight of your procurement activities
- help with planning whole-of-government arrangements, and
- provide assistance with agency-specific contracts.
Your abridged Procurement Plan should include any planned procurement that could involve an open request for tender (RFT). It should also include any major strategic initiatives that might generate procurement activity.
You must also include contact details for enquiries.
Annual outcome reporting
Your agency or cluster must report on its outcomes including the outcomes of each non-accredited agency covered by your accreditation. Each accredited agency within the cluster must also report separately on its outcomes.
Outcome reporting is designed to track year-on-year performance and measure the tangible contribution your procurement function makes to the organisation.
The outcomes reports are not intended for comparison between agencies, but rather to demonstrate and improve your procurement function’s contribution to your agency.
Outcomes you must report
You must report on 5 outcomes each year:
- Capability uplift. Any changes in your procurement function's capability.
- Benefits. The benefits procurement has delivered to the business.
- Efficiency. The efficiency of your procurement practices and that you deliver outcomes using your available resources.
- Quality. Your customers’ perceptions of procurement.
- Sustainability. Procurement’s performance against sustainable procurement objectives and requirements.
The annual outcomes report template provides a list of metrics you should use.
Annual reporting requirements
You should base your first annual outcomes report on 12 months of data.
If that’s not possible given the timing of your accreditation, you can base it on a shorter period. However, this must provide a meaningful view of your activities.
You should choose one elective metric in ‘sustainability’ to demonstrate your commitment to the NSW Government’s sustainable procurement priorities. This could include, for instance, SME participation, indigenous participation, addressing modern slavery or environmental sustainability.
We encourage you to report other elective metrics that demonstrate both your priorities and the NSW Government’s. You should use the annual outcomes report template to provide any context or qualifications on your reporting.
Be sure to calculate data in a consistent way each year. Otherwise, make sure you explain any changes in your reporting.
Target setting and performance
From the second year onwards, you should set performance targets for each metric.
You should provide context for these targets and demonstrate your willingness to improve.
If you fall more than 10% short of a target, you must use the annual outcomes report to explain:
- the root cause
- the impact it’s likely to have, and
- proposed corrective action you intend to take.
As part of your annual target setting process, you can change your targets or elective metrics. You must identify these changes in the annual outcomes report and submit them for approval from the Procurement Board.
Capability assessment tool
You must assess your capabilities each year using the procurement capability assessment tool, available from NSW Procurement.
Anything you include will be used as source data for measuring your ‘capability uplift’ metric. If you have an alternative solution you’d like to use in your capability reporting, you must first request permission from the Procurement Board.
Your Chief Procurement Officer or Head of Procurement must select a user base for the tool that reflects your agency’s procurement capability.
They should include anyone who spends a majority of their time on procurement activities. They may also include any devolved procurement team members and long-term contractors (more than 9 months) who contribute to your procurement outcomes.
Each year your agency head or cluster’s Secretary must confirm you’ve used your best endeavours to comply with accreditation requirements.
You should use a ‘pragmatic level of assurance’ to confirm that you are meeting your accreditation requirements. Assurance may include internal reviews conducted by the procurement unit or other appropriate sources.
Templates for the self-assessment attestation template and the accreditation minimum requirements document are available from NSW Procurement.
As an accredited agency, you must disclose all your agency-specific contracts in the Contracts Register on the eTendering website.
You must also either:
- publish the contract information in line with the Government Information (Public Access) Act 2009, or
- if the full terms and conditions of your contract aren’t available online, provide these to any public sector service agency who requests them.
Where you establish or manage a whole-of-government arrangement, you should make sure eligible buyers can purchase under its terms or conditions.
If the arrangement is catalogued in eCatalogues, you should also make sure the suppliers maintain their catalogue information.
Using external resources
If you use an external resource to undertake procurement on your behalf, you remain responsible for the procurement process and its outcomes.
Procuring on behalf of other entities
You may procure goods and services for other agencies, in line with any terms and conditions of your accreditation. When you do, you’re responsible for complying with the procurement policy framework and related laws and processes.
- Accreditation: Get an overview of what accreditation is and why it matters for procurement.
- Levels of accreditation: Read about the different levels of accreditation and what they mean.
- Get accredited: Learn about what’s involved in becoming accredited.
- Trigger events: Learn about the events that can affect an agency’s ability to meet its accreditation requirements.
- NSW Procurement’s role: Find out what role NSW Procurement plays in the accreditation program.