Budget Year (Year Zero) – Tender Approval and Raise PO

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Budget Year (Year Zero) – Tender Approval and Raise PO

Outcome: Approval of the Tender Evaluation Board Report (TEBR) to allow award of CMS Sub Contracts Issue of Defence ROMAN Purchase Orders (PO) against the CMS Trust account for the approved Project
Activity	Considerations
1) Receipt of completed TEBR and supporting information from CMS. TEBR Template
2) Review of the TEBR update by CMS (if needed)
3) Approval of the TEBR by DSG Delegated Officer	CPG require that Contract Approval Delegate (DSG Officer) is not the same as the person who approved the PFAS. CMS compliance with CPG's and the DPPM is the subject of CMS Compliance Indicator 3201.
4) The DSG Program Manager requests purchase orders be raised in accord with the Tendered Sums by completing a Financial Approval and Purchase Order Submission Form. The completed form along with the Project file and approved PFAS listing the approval for the project is then forwarded to the FACOPS Finance Cell.	The Purchase Order Submission is to be submitted with a copy of the Facilities Acquisition Strategy. In the field “Procurement Approver” insert the words ‘Refer Attached PFAS' and who approved it and the date of approval.
5) Interim Defence Contract Register Contracts are to be documented on the Interim Defence Contract Register when the PO amount is >$90,909. The IDCR Form is an optional form that assists project staff with data entry into the IDCR in accordance with Senate Order 192. Exclusions are listed in the Defence Procurement Policy Manual at page 5.8.7.	Interim Defence Contract Register
6) ROMAN Purchase Orders once issued must be added to the Project in DEMS through the liability field. The Purchase Order details will then display on the Purchase Order tab. Purchase Orders must be added to the Project Details in the Attached Works screen before the Work Requests can be assigned to the contractor's Work File	Refer to the FACOPS ROMAN and DEMS Purchase Order Guideline.
Note - FACOPS Procurement Approval of the TEBR represents Step 3 of the CPG's (Contract Recommendation Approval) and raising of the PO represents Step 4 of the CPG's (Purchase Order). Proposal Approval – This must be signed by an official delegate (as per FINMAN 2 - Financial Delegations Manual) to certify funds are available within the budget allocation. Regions must not use Minute from Head Infrastructure (HI) that only endorses proposed expenditure will make efficient, effective and ethical use of public monies or the Allocation Variation Advice (AVA). * Funds Availability - Refer to CEI Para 4.10 - Delegates involved in the procurement process must satisfy themselves that funds are available for the purpose. Procurement Approval – For FACOPS this is approval of the Program Facilities Acquisition Strategy (PFAS) and Program Tender Plan (PTP) to commence tender tasks Contract Recommendation Approval – For FACOPS this is approval of the recommendation of the Tender Evaluation Board Report (TEBR) to award a contract Purchase Order – For FACOPS this is the raising in ROMAN of a formal commitment of Commonwealth Funds to the CMS Planned Works Trust Account from which the CMS draws sub-contractor payments Contract – For FACOPS this is the award by the CMS of the CMS Sub-contract to undertake the works