This sourcing approach cannot be used for engagements where there is remediation activities.

There are 2 sourcing options:

  • General sourcing - for when the scope of work does not include building work.
  • Simple sourcing - for low risk and low cost engagements and those engagements, where a consultant is required to commence work prior to issuing an request for proposal.

Indigenous procurement

For projects valued between $80k and $200k, or are in remote areas, Project Officers must conduct pre-tender due diligence to ensure alignment with the Defence Indigenous Procurement Strategy.

Search the Supply Nation's Directory for suitable Indigenous enterprises before approaching DIP consultants. If an enterprise states that it is an Indigenous enterprise, but is not listed with Supply Nation, assurance that it is 50% or more Indigenous owned must be sought.

Delegate approval

The Project Officer must obtain approval to proceed from an authorised delegate, as required by the relevant Commonwealth agency, before sourcing panel services.

The Project Officer must consider the procurement value, market capacity, Commonwealth procurement rules, procurement policies, evaluation criteria and exercise of delegations requirements.

A Procurement and Evaluation Plan may be used to describe and justify the proposed procurement approach.

Procurement and Evaluation Plan (non-CFI) template (DOC, 100 KB)

Expression of interest letters

The Project Officer may develop expression of interest letters and issue to panel consultants to determine if they have the capacity to respond to a request for proposal (RFP). This may reduce the amount of documentation required as an RFP need only be developed for interested panel consultants.

This letter is particularly suited for more complex or risky projects where Defence wishes to determine which panel consultants will have the capacity to undertake large scale or long term work.

The panel consultant's response is not evaluated nor does it constitute a binding agreement.

Expression of interest letter template (DOC, 41.5 KB)

Notice to commence services

For simple sourcing only a consultant can be sought to provide services prior to issuing an RFP. This does not preclude the need to issue a RFP to formalise the sourcing.

The Project Officer issues a request by email notice to the panel consultant, who must reply to confirm commencement and an estimation of hours, or decline the request.

Notice to commence the services template (DOC, 56 KB)

If the panel consultants response to the RFP is not successful, then the Project Officer immediately issues a notice of rejection and the panel consultant ceases services.

The panel consultant will be entitled to payment for performance as specified in the notice to commence, or as determined by the Project Officer in accordance with the schedule of rates for that panel consultant.

Notice of rejection template (DOC, 55 KB)

Prepare request for proposal

The Project Officer must develop the RFP using the provided template. Review the definitions above to determine which template to use.

The template annexures should be completed to the greatest possible extent before release. Some annexures are provided to be completed by the panel consultant in their RFP submission.

General Sourcing Request for Proposal (DOC, 306 KB)

Simple Sourcing Request for Proposal (DOC, 242 KB)

Issue request for proposal

The Project Officer issues the RFP to the panel consultant, via the emails provided on the Who to engage page and following this guidance.

Email guidance for tendering (PDF, 177.06 KB)

Issue addendums or information documents

The Contact Officer may receive questions from tenderers that need to be answered by issuing an addendum or information document. Answers must be shared with all tenders. The tenderer must be given the opportunity to withdraw their question if they do not want the answer to be shared with all tenderers.

Addendum example (DOC, 330.05 KB)

Information document example (DOC, 83.5 KB)

Receiving proposal response

The invited panel consultants will provide a response for evaluation or provide notification declining the opportunity to submit a proposal. Receipt should be confirmed via return email following this guidance:

Email guidance for tendering (PDF, 177.06 KB)

Tender evaluation

The evaluation board evaluates all received proposals in accordance with the approved Evaluation Plan and must use these templates.

Tender evaluation and probity protocol (PDF, 630.83 KB)

Conflict of interest declaration template (DOCX, 41.17 KB)

Confidentiality deed template (DOC, 67.5 KB)

Tender evaluation pack template (DOC, 147.5 KB)

Tender evaluation process diagram (PDF, 95.53 KB)

Tender evaluation board checklist (DOC, 124 KB)

Tender evaluation board report

When the proposal evaluation is complete, the evaluation board develops the tender evaluation board report (TEBR) using these templates.

Registrant evaluation board report template (DOC, 217.5 KB)

Tender evaluation board report template (DOC, 196 KB)

Probity report template (DOC, 81.5 KB)

Negotiations and alternate proposals

Following approval of the evaluation through an approved TEBR, these templates should be used as required for negotiations or alternative proposals.

The panel consultant may be informed (without the Commonwealth accepting, or being taken to have accepted, the proposal) that the Commonwealth will negotiate certain or all aspects of their proposal.

Negotiation plan template (DOC, 123 KB)

Negotiation outcome report template (DOC, 85 KB)

Alternative proposal guidance (PDF, 55.62 KB)

Section 23 approval

The Project Officer will produce Public Governance, Performance and Accountability (PGPA) section 23 approval in accordance with approved TEBR and contract negotiation outcomes.

PGPA section 23 commitment approval template (DOC, 101 KB)

Issue official order

The Project Officer will prepare either an official order or a letter of non-acceptance.

The Official Order, which is part of the RFP, is formal notification from the Commonwealth to the panel consultant giving notice of acceptance of the proposal. This will form a contract between the Commonwealth and the panel consultant.

The Project Officer must issue a letter of non-acceptance to all unsuccessful panellists, which provides an opportunity to debrief on the proposal.

Letter of non-acceptance template (DOC, 40.5 KB)

Debrief guidance / checklist (DOC, 94 KB)