Using the Tenderlink e-Tendering Portal Procedure (Aust.)

Parent Policy

Procurement Policy

To facilitate the electronic distribution of market engagement documents (RFQ, RFP and EOI) to Suppliers and the electronic lodgment of responses by Suppliers, the University is utilizing an internet based electronic portal (Tenderlink).

Tenderlink is a convenient tool that ensures the University's market engagement process is conducted in a consistent manner and follows the required probity, policy and procurement standards. The University requires that a competitive process be applied, as appropriate, when seeking goods and/or services in excess of the Quotation Threshold Value or the higher Tender Threshold Value, as appropriate. For services requiring the engagement of a contractor or consultant the Contractor Threshold Value is applicable. See threshold values outlined below.

This document covers the procedure to be followed when distributing a market engagement document via the Tenderlink portal.

Strategic Procurement is available to provide advice on the application of this procedure as well as assistance in the lodgment of market engagement and related documents on Tenderlink. Strategic Procurement may also be able to provide probity services where the appointment of a Probity Auditor is required. Where input from Strategic Procurement is required, it is strongly encouraged that contact be made as early as possible in the procurement activity.

Definition of terms

Advertised Open Market Engagement: A Market Engagement that is advertised in a Newspaper inviting Bids from all prospective Suppliers as well as being broadcast via the Tenderlink portals. (See also – Closed Market Engagement and Open Market Engagement).
Bid: A submission by a Supplier in response to an RFQ or RFP. Bid can mean the same as a Response or Quotation/Quote.
Buyer: The person or organisation that seeks to acquire goods and/or services from a Supplier. In the context of this document the Buyer is Monash University (the University) or an affiliated organisation bound by the University’s regulations.
Closed Market Engagement: A Market Engagement where the number of Suppliers invited to Bid, is limited to a small, select number that are deemed to be able to meet the Market Engagement requirements.(See also - Open Market Engagement and Advertised Open Market Engagement).
Closing Date / Time: The date and time by which a Supplier must formally lodge their Bid in the manner prescribed in an RFQ or RFP. When distribution is via the Tenderlink portal, then lodgement is usually effected by uploading to the Locked Tender box facilitated by Tenderlink and the Closing Date / Time is designated on set-up of the Market Engagement.
Contractor Threshold Value: The level (e.g. monetary value) prescribed by the University whereby a University Buyer seeking to engage the services of a contractor or consultant must issue an RFP seeking at least three competitive Bids from Suppliers for the proposed supply of services.
Expression of Interest (EOI): Similar to an RFI but a document that seeks preliminary information and interest from potential suppliers on their capability and willingness to bid on providing goods/services to the buyer. An EOI will often be followed by an RFP.
Locked Tender Box: For Tenderlink, an electronic locked box, accessible with a password that allows access to downloadable (zipped-up) files to a designated directory/ file. The password is emailed to the designated officer when the Closing Date / Time have been reached.
Minimum Tender Open Time: The minimum time, expressed in Business Days or Calendar Days that a Tender must be provided to prospective Suppliers in order for them to make a Bid. See also - Tender Open Time.
Strategic Procurement: Monash University’s Procurement unit that co-ordinates the University’s strategic procurement activities, organises major supply agreements for common use goods and acts as an advisory body for procurement related matters.
On-going Supply Contract: A contract or agreement executed between the Buyer and Supplier that covers the on-going supply of goods / services from the Supplier over a nominated period. Individual purchases can be made against an On-going Supply Contract by either setting up standing Purchase Orders that “call-off” on the Contract or by raising individual Purchase Orders that reference products and prices contained in the Contract. An On-going Supply Contract is usually arranged between “Endorsed Suppliers” for the supp
Open Market Engagement: A Market Engagement that allows a wide range of Suppliers to Bid without restriction. In the context of using Tenderlink, an Open Market Engagement is distributed to all the Suppliers registered in the Tenderlink system that match the profile for the good or service being sought. See also – Closed Market Engagement and Advertised Open Market Engagement.
Probity Auditor: An auditor, appointed to review the deliberations of a Tender Panel to ensure that all processes are conducted in a transparent, honest, fair and competitive manner
Purchase Order: A formal document initiated by a Buyer and forwarded to a Supplier normally used to form the basis of a one-off contract between the parties for the supply of Goods and/or services to the Buyer.
Quotation / Quote: A submission from a Supplier that specifies the cost of supplying a good or service. Similar to a Bid.
Quotation Threshold Value: The level (e.g. monetary value) prescribed by the University whereby a University Buyer must seek at least three competitive Quotes from Suppliers for the proposed supply of goods or services.
Quotation/Tender Summary Form: A pro-forma, downloadable from the Monash Procurement website, which records all Bids submitted by Suppliers in response to an RFQ or RFP. The form should be signed off by the appropriate officer(s). The form and the related submissions from Suppliers are to be retained as a formal record and may be required for audit purposes.
Request for Information (RFI): Similar to an RFP but a request that does not necessarily bind the Supplier to provide pricing details. An RFI is often issued as preliminary document seeking information from potential Suppliers and is usually followed by an RFP.
Request for Proposal (RFP): A formal request to a Supplier to provide a detailed submission covering the cost of providing goods or services prescribed. The information in an RFP is more prescriptive than an RFQ and seeks a more detailed response on the goods or services to be provided as well as overall cost factors. An RFP is usually issued when the buyer seeks detailed proposals from Suppliers on goods/services that meet or exceed the requirement and where competing bids may vary significantly in both form and price.
Request for Quotation (RFQ): A request to a Supplier to provide a quotation covering the cost of providing goods or services prescribed in the RFQ. An RFQ is generally issued for lower value goods and services than for an RFP and a quotation is generally provided in a shorter timeframe by a Supplier. It is usual ,provided that the good/service offered by a Supplier meets the requirement specified in the RFQ, then the lowest price bid is accepted and goods/services is purchased at the quoted price.
Requesting Officer: Generally, a University Officer based in the Cost Centre requiring a Tender to be issued. The Officer is usually the person who requires the good or service being sought or preferably a person who has the financial delegation to approve any Purchase Order subsequently raised to acquire the goods.
Response: An answer from a Supplier in response to an RFQ, RFI, EOI or RFP issued by a Buyer. Similar to a Bid.
Supplier: A person or organisation that can provide goods or services to a buyer.
Market Engagement: A competitive process, initiated by an RFQ or RFP, used to seek Bids from a Supplier with the aim of eventually acquiring goods/services for a Buyer.
Market Engagement Open Time: The time that a Market Engagement (RFQ or RFP) is available to prospective Suppliers in order for them to make a Bid. The Market Engagement Open Time is the time between the date of distribution of a Tender and the Closing Date/Time. Usually expressed in Business days or Calendar Days.
Tender Threshold Value: The level (e.g. monetary value) prescribed by the University whereby a University Buyer must issue an RFT or RFP seeking at least three competitive Bids from Suppliers for the proposed supply of goods or services.
Tenderlink: The Internet-based, online tendering portal that is used by Monash University for the issuance of tender documents such as an RFQ, RFP, ROI or EOI. Suppliers are required to submit their formal response to a tender document by online lodgement in a Locked Tender box accessed via the Tenderlink portal.
Tenderlink Check List: A pro-forma, downloadable from the Monash Procurement website, which lists the information required by Procurement to issue a Tender document via Tenderlink. The Check List seeks information on goods/services required and prospective Suppliers.
Tenderlink Supplier Template: A pro-forma template (Excel-based) that can be downloaded from the Monash Procurement website and used to advise Monash Procurement of the details required on prospective Suppliers to be loaded into Tenderlink.

Quotation and Tender Threshold Values

Responsibility

Requesting Officer

Market Engagement Requirements

The following table provides a guide as to the requirements necessary to be followed based on the type of market engagement document being utilised.

If in doubt as to which document should be used, contact SPG for advice/clarification.

Responsibility

Requesting Officer

Lodgement of Market Engagement Documents via Tenderlink

Responsibility

Requesting Officer

Closed Engagements - Market Engagements limited to selected suppliers only or where specific suppliers need to be invited to tender

Supplier Email Addresses
Requesting Officers must provide Strategic Procurement with a list of contact details for prospective (targeted) Suppliers. This should be provided on the Tenderlink Supplier Template that can be downloaded from the Strategic Procurement website. Upon receipt of the Supplier template Strategic Procurement will arrange for the loading of nominated Suppliers notifying them of the need to register on the Monash Tenderlink portal. The loading of Suppliers will normally be completed the next business day after receiving a list of supplier emails from the Requesting Officer.

Responsibility

Requesting Officer

Supplier Registration
Allow 2 business days for Strategic Procurement to register Suppliers in Tenderlink. Suppliers will be required to register on the Monash Tenderlink Portal to receive a Monash University issued market engagement documentation. If the supplier is not registered in Tenderlink, they will not receive the documentation.

Responsibility

Requesting Officer and Strategic Procurement

Market Engagement Documents loaded by Strategic Procurement
Tender documentation and the completed Tenderlink Check List are to be sent to Strategic Procurement at least 2 business days prior to the issue date. This can be the same two days that the Suppliers will have to register on Tenderlink.

Responsibility

Strategic Procurement

Market Engagement Open Time
In order to allow a Supplier adequate time to develop and lodge a meaningful response to a Tender, allow a minimum of 21 calendar days.

Responsibility

Requesting Officer and Strategic Procurement

Open Engagement - Market Engagement documentation distributed to all Tenderlink registered suppliers and nominated University suppliers.

Responsibility

Requesting Officer

Responsibility

Selected Requesting Officers with appropriate level of access to Tenderlink

Responsibility

Requesting Officer and Strategic Procurement

Advertised Open Engagement - Market engagement documents distributed to all Tenderlink-listed Suppliers including, Monash-registered, Tenderlink Suppliers and also advertised in a Newspaper with a suitable pointer to the Tenderlink portal.

Responsibility

Requesting Officer

Responsibility

Selected Requesting Officers with appropriate level of access to Tenderlink

Responsibility

Requesting Officer and Tenderlink

Responsibility

Requesting Officer

Contact Person: Finance Policy