Making a direct purchase

When you can't find a Common Use Arrangement (CUA) supplier and choose not to use Australian Disability Enterprises or Aboriginal businesses you can find a suitable supplier by: 

• searching on the internet 
• looking at catalogues 
• checking on Tenders WA for the same good or service
• speaking to co-workers in your agency, or 
• contacting other agencies who have recently made similar purchases

Describe the product or service you need

You need to make sure you give each supplier the same information.  This information should be prepared before you approach suppliers. It should be in a document briefly describing what your agency needs, quantity and the timelines.

Ask for quotes by phone, email, or face-to-face

Tell the supplier how the quote will be assessed. 

Give the supplier enough time to give you a quote

It’s good practice to give suppliers a date and time to get back to you. This will allow the supplier enough time to develop their quotation and confirm it in writing. 
 

To see if the quotes received are value for money use your own general knowledge of the market, advertisements, in-store price comparisons, catalogues, journals or supplier websites.

You can get further quotes if you are not satisfied with the ones received. 

Once you make a decision, you should write the reason for your decision on the Finance Verbal Quotation form. 

You may need to write a brief evaluation report if there were several qualitative criteria on your quote request.

If the successful supplier exceeds the $50,000 threshold, the Accountable Authority should consider: 

• how much the threshold has been exceeded
• the benefits of another competitive quotation process

The authority may still decide to award the contract and if they do, the award details should be published on Tenders WA. The reason for this decision must be recorded.

Remember to use different suppliers from time to time to test value for money for regular purchases.

1. There is a Finance Verbal Quotation form you can use to record the details of your purchase.
2. Information on the form should include what the request was for, what quotes were received and the name and details of the suppliers who responded.
3. Accept the successful quote in writing and/or by sending a purchase order.
4. Tell the unsuccessful bidders by email or a phone call. You should also give them the name of the successful supplier and the accepted quote amount.
5. Keep all the records including the quotes received, purchase order, receipts and/or purchasing card statements.
6. Ensure that the successful supplier provides the products or services at the quoted price.

If the contract is awarded for $50,000 or more, you may need to satisfy the requirements of Treasurer’s Instruction (TI) 820 – Register of Contracts