Request for Tender E-Procurement Software System Open Tender Part I | Project Brief, Specifications& Attachments Tender No: MVT-16-009/MM Tender Lodgement Address: Tender Box Administration Reception Ground Floor, Melbourne Museum 11 Nicholson Street Carlton Victoria 3053 Australia (Note: This is not a Postal Address) Electronic: [email protected] Closing Date: Friday10February 2017 Closing Time: 2.00pm(AEST time) Part I | Project Brief, Specifications& Attachments Part 2 | Schedules (for completion) Issue Date:2.00pm Monday16 January 2017 TABLE OF CONTENTS TABLE OF CONTENTS 2 1. TENDER PROJECT OVERVIEW 5 1.1 Introduction 5 1.2 RFT Purpose 5 1.3 Background to this Project 5 1.4 Key Issues Faced 6 1.5 Existing Software 6 1.6 Project Governance 6 1.7 Formal Contract 7 1.8 RFT Lodgement (Submission of Proposals) 8 1.9 Confidentiality 8 1.10 Conditions 9 2. RFT SPECIFICATIONS 9 2.1 Detailed Specifications 9 2.2 KPIs 28 2.3 MILESTONES 28 3. PROJECT MANAGEMENT REQUIREMENT 29 a. Roles and Responsibilities 29 b. Project Management 29 4. PROJECT IMPLEMENTATION REQUIREMENTS 30 4.1 Licences 30 4.2 Warranty 30 4.3 Security/Control Requirements 30 4.4 Quality Assurance 30 4.5 References 30 4.6 Implementation Support 30 4.6 Training 31 4.7 Documentation 31 Appendix A: Attached documents to a requisition 32 Appendix B: Procurement Process Workflow 33 Appendix C: Compliance Verfication Workflows 34 Appendix D: Delegation Approval Workflow Examples 37 Appendix E: Procurement Policy Exemption without prior approval 46 Appendix F: Procurement Policy exemptions with prior approval 47 Appendix G: Workflow Process for Receipting Purchases over $50,000 48   DISCLAIMER The purpose of this document is to provide information to assist Respondents in their RFT Submission for the provision of an E-Procurement System for Museums Victoria, its employees, representatives and consultants make no representation or warranty as to the accuracy, reliability or completeness in respect of information provided. Museums Victoria, its employees, representatives and consultants shall have no liability to a Respondent or other person under the law of contract, tort, the principles of restitution or unjust enrichment or otherwise for any loss, cost, liability expense or damage which may arise from or be incurred as a result of anything contained in this document, and any information supplied by or on behalf of MuseumsVictoria or otherwise arising in any way from the selection process. DEFINTIONS In this Request for Tender (RFT), unless the context otherwise requires: Term Definition “Carlton Gardens Complex” means the Museums Victoria site comprising Museums Victoria administration, Melbourne Museum, the Royal Exhibition Building and surroundings; “Conditions of Contract” means the Conditions of Contract set out in this RFT; “Contact Person” is the Museums Victoria contact person identified in RFT Part II; "Contractor" means the legal entity with whom Museums Victoria enters into a contract to supply Museums Victoria’s Requirements; “Immigration Museum” means the museum located in the Old Customs House in Flinders Street, Melbourne; “Melbourne Museum” means the museum within the Carlton Gardens Complex; “Melbourne Planetarium” means the planetarium located at Scienceworks and forming part of Scienceworks; “Museums Victoria” means the Museums Board of Victoria, a statutory body established under the Museums Act 1983 (Vic), which operates the Melbourne Museum, Scienceworks, Immigration Museum and affiliated facilities and is the custodian for the Royal Exhibition Building, IMAX, Old Customs House and Spotswood Pumping Station; “Museums Victoria Project Manager” means the representative of Museums Victoria responsible for management of the Project; “Museums Victoria’s Requirements” means the goods and or services specified in the Specification; “MV” means Museums Victoria “person” means a natural person, or a corporation, partnership, joint venture, incorporated association, government, local government authority or agency; “Project” means the project described in RFT Part I; “Request For Tender” or “RFT” means this document together, with all schedules to this document; “Scienceworks” means the museum located at Booker Street, Spotswood, Victoria incorporating the Melbourne Planetarium; "Services" means the services specified in the Specification; "Specification” means the Specification set out in Section 2 of this RFT; “State” means the Crown in right of the State of Victoria; “Tender” means the documents lodged by a Tenderer constituting an offer to provide Museums Victoria’s Requirements in accordance with the terms and conditions of this RFT; "Tenderer" means a person who offers to supply Museums Victoria’s Requirements under this RFT; “Tenderer Project Manager” means the representative of the Tenderer who will be the day to day contact for the Project as described in RFT Part II. “General Ledger Code” This is the general ledger structure: Division – Branch – Job – Account (15 digits) “Account Code” Expense Account Code “Mass Modify” The process of entering an available general ledger code into the great plains “Delegate” Authority to approve a request for goods or services, based on dollar approval limit and General Ledger codes “Travelex” Museums Victoria uses Travelex (Western Union) to pay overseas invoices “IBAN” International Bank Account Number “RMS” Retail Management System   1. TENDER PROJECT OVERVIEW 1.1 Introduction Museums Victoria is Australia’s largest public museum organisation. As the State museum for Victoria, it is responsible for looking after the State’s collections, conducting research and as a multi-venue educational and cultural institution, providing cultural and science programs for the people of Victoria and visitors from interstate and overseas. Museums Victoria’s origins date back to 1854 with the founding of the National Museum of Victoria and later, the establishment of the Industrial and Technological Museum of Victoria (later known as the Science Museum of Victoria) in 1870. By proclamation of the Museums Act 1983, these two institutions were amalgamated to form what is today known as Museums Victoria (MV), governed by the Museums Board of Victoria. Museums Victoria operates Melbourne Museum, Immigration Museum (Old Customs House) and Scienceworks incorporating the Planetarium and is custodian of the heritage listed Royal Exhibition Buildingand Spotswood Pumping Station. Museums Victoria also operates a separate collections storage facility. Museums Victoria has a long history of research and collections and is custodian of Victoria’s vast natural science, Indigenous, social history and science and technology collections. The size of these collections is in excess of 17 million individual items. Within excess of 2.1 million visitors across its four managed properties, MV is one of the most popular tourism attractions in Victoria. 1.2 RFT Purpose This Request for Tender (RFT) outlinesMuseums Victoria’s objectives and expectations in relation to supply of an integrated E-Procurement System. 1.3 Background to this Project The following are key Museums Victoria Strategic Directions that this tender aligns with (Further details of Museums Victoria’s Strategic Directions can be found under corporate information on our website www.museumsvictoria.com.au); • Deepening Connections • Investing in Knowledge, Expertise and Collections • Digital Transformation • Organisation Resilience • Building Victoria’s Cultural Capital This request for tender which is part of the E-Procurement Project will meet MV strategic directions of Organisation Resilience and Digital Transformation by providing processes that are integrated and easy to use. The project will define, evaluate, document and implement the processes that support procurement management that meet MV’s needs. The E-Procurement Project has five main phases: • Phase 1 – Project Initiation • Phase 2 – Requirement and Process Design • Phase 3 - Evaluation and Selection • Phase 4 - Implementation • Phase 5 – Post Implementation Currently the project is near the end of Phase 2 – Requirements and Process Design The successful vendor will be engaged by MV during Phase 4 and 5. 1.4 Key Issues Faced MV currently operates a manual paper-based requisition system for the procurement of goods and services. Paper forms are used for raising purchase requisitions, financial delegation approval, receiving goods and services and matching invoices to requisitions for payments through to Accounts Payable. The following key issues have been raised because of a manual system: • Tracking of commitments is inefficient, no full organisation overview of commitments • Accessible audit trail previous, organisation, delegation and procurement process approvals • Delays in obtaining signatures, particular across venues • Loss of paperwork and potential for duplicates due to the use of photocopies and no tracking system To address these issues, Museum Victoria’ is seeking to implement a system that will: • Centralise tracking of procurement transactions, which enables full reporting on requisitions, items purchased and orders processed • Report on Museums Victoria’s Commitments, that will improve the strategic decision making capabilities • Provide an audit trail which substantiates payments and demonstrates that internal controls and procurement processes have been followed • Standardise approval process and formal workflow verifies that the correct level of authorisation is applied to each transaction 1.5 Existing Software MV currently holds 150 user licences for Paramount Software module WorkPlace Requisition that has not been implemented. MV has not undertaken an assessment to identify if WorkPlace Requisition will be suitable to meet MV needs. No assumption has been made to continue or discontinue the WorkPlace Requisition user licences. 1.6 Project Governance 1.6.1 Probity Advisor The Museums Victoria Probity Framework Policy considers values for guidance with regards to project complexity, sensitivity and risk and the level of consultation required. In consideration of the varying tender levels, monetary values and inherent values identified for this project, a Project Probity Plan & Risk Assessment has been prepared by the Museums Victoria Project Manager which includes for the appointment of an internal Probity Advisor. The internal Probity Advisor will assist the project to provide consistent advice to the Project Team and or Tender Evaluation Panel on tender processes and addressed the probity fundamentals. 1.6.2 Communications Plan and Change Management Plan A Communications Plan and Change Management Plan has been prepared by MV for internal and external stakeholders. The Communication Plan and Change Management Plan will be provided to the successful Tender. The Communications Plan and Change Management Plan are the responsibility of the Project Manager. It is expected that changes to the Communications Plan and Change Management Plan will be required throughout the life of the project.   1.7 Formal Contract This RFT seeks goods and services to satisfy Museums Victoria’s Requirements and be a sole provider. The following terms are applicable: 1. The initial term of the Agreement is for 5 years 2. The commencement date is for the term of the agreement or such other date as agreed. By submitting a Tender, a Tenderer is acknowledging that the terms and conditions outlined in the Agreement are understood and accepted. Any proposed amendments to the Agreement shall be outlined as specified in Part II –Schedules (for completion). 1.7.1 Formation of Contract Contract negotiations will be entered into on the terms defined in this RFT and as outlined below: 1. The final contract will be based on a contract agreed by both parties. Please supply an indicative terms of contract for assessment. 2. The Tenderer must respond specifically to the proposed Conditions of Contract (including the “Contract Details” forming part of those Conditions) in Part II: Schedules with requested substantive and drafting changes. General responses such as “Accepted with modifications” will not be accepted. 3. Work under this contract must not begin to be executed until the formal contract has been signed by both Parties. 1.7.2 Right to Negotiate Contract Museums Victoria reserves the right to negotiate with one or more of the final shortlisted Tenderers in order to finalise the commercial terms to form a contract. Selection of the final Tenderer or group of Tenderers will be subject to the execution of a formal contract. Museums Victoria reserves the right to accept a portion, or the whole of any Tender at the price or prices tendered, unless the Tender states specifically to the contrary.   1.7.3 Acceptable Legal Entities Tenderers should note that the legal entity that they will be dealing with under this RFT is the Museums Board of Victoria trading as Museums Victoria. Museums Victoria contracts only with respectably and financially sound legal entities. Museums Victoria may request the Tenderer to provide evidence of their legal standing in the form of either a copy of an appropriate official document or statement certified by a practising legal practitioner. If so requested, the Tenderer must submit the documentation within three working days after the receipt of the request. Museums Victoria may also request evidence of the Tenderer’s financial substance. Failure to provide evidence of the Tenderer’s legal standing or financial substance may result in the Tender being rejected. 1.8 RFT Lodgement (Submission of Proposals) Tenders must be submitted in accordance with the Conditions of Tendering outlined. 1.8.1 Required Format | Copies Required The Tender submission must contain the completed documents, information and details as outlined in Part II –Schedules together with any other information required by this RFT with reference to specific requirements outlined within the Attachments. 1.8.2 Closing Date and Lodgement of Tenders The Closing Time and lodgement of Tenders submissions is outlined in Part II. 1.8.3 Evaluation Criteria Assessment of tenders will be based on, but not limited to, the following selection criteria: Offer Definition Completeness of E-Procurement Systems Capability • Ability to meet E-Procurement requirements as per detailed specification, including technical fit into MV’s environment Financial Offer to Museum Victoria • Total cost over 5 years • Value for Money Corporate Capability • Experienced staff and support facilities • Infrastructure and continuous product development • Implementation of system at similar organisations Table 2 –Evaluation Criteria 1.9 Confidentiality All information contained in this RFT and provided by Museums Victoria or its appointed consultant as part of this process is to be regarded as commercial-in-confidence. Museums Victoria will treat anyTender as commercial-in-confidence. Tenderers are advised however that Museum Victoria is subject to the Freedom of Information Act 1982 and consequently is not able to provide an assurance that the contents of anyTender will be kept confidential in all circumstances. 1.10 Conditions Museums Victoria reserves the right to: 1. Not select anyTenders 2. Select a part or component of a tender 3. Consider non-complying responses 4. Reject non-conforming responses 5. Negotiate with a selected Tenderer(s) after closure of the RFT 6. Change the date on which RFTs are due to a later date 7. Not re-submit the project to open RFT 8. Check Tenders for errors and omissions and by agreement with the Tenderer, amend a submitted Tenders price or rate to remedy the effect of any errors or omissions in calculations of the Tenders price or rate 9. Change its requirements under this RFT in response to external requirements for change. 2. RFT SPECIFICATIONS 2.1 Detailed Specifications Product & Version [Product Name & Version] Type of System [Onsite or Hosted] Complete the table below, indicating the level of compliance of your system with the requirements indicated, using the following ratings in the drop-down lists: • Fully Complies. The system will be supplied fully configured to meet the requirement “out of the box” without the need for further customisation. • Partially Complies. The system meets the requirement, but with some restrictions. • Not Compliant. The system does not offer this feature/functionality. Where the system is partially compliant or non-compliant, explain how in detail how you will address the requirement, including work-arounds, alternatives, or custom development, and include the cost as a separate line item in Schedule 7 of Museums Victoria Request for Tender Part II – Conditions of Tender & Schedules. Note: The proposed E-Procurement system must be fully integrated with MV’s Finance System Microsoft Dynamics Great Plains. Any tenderers that provide a detailed specification that don’t fully comply with this requirement will not be considered. 2.1.1Core Requirements The table below details all core requirements. Requirement Museum Victoria Notes /Examples Compliance Vendor Notes 1. System Details – On Premise 1.1 Describe the system architecture and technology used The museum has an extensive virtualised environment using VMware VSphere 5.5 ESxi servers. We have two main datacentres one located at Melbourne Museum and one located at Scienceworks. Data is replicated between each datacentre so that each datacentre can act as a disaster recovery centre for the respective partner site. We have a Windows 2012 R2 Active Directory that is used for authenticating our users. Our desktops are predominantly windows 7 although we do have a significant amount of Apple desktops as well. Most of our database servers are MSSQL and we have a mix of 2008 to 2012. We also have a BI platform around SQL reporting services. We use Microsoft Dynamics CRM for our stakeholders and see value in extending this to vendors and suppliers so that we can maintain a single source. Our Finance system is GP 2013. Our Webservers are predominantly IIS and we also use Exchange 2013 for messaging. This information is provided so that you can highlight how your product fits into our environment. Whilst the scope will be clearly defined and integration into other systems will not necessarily be in scope, demonstrating an ability to work and scale with our environment will be seen positively. Our standard OS environment is Windows 7 Commvault V10 is used for backups Choose an item. 1.2 Compatible with virtualisation technology, running latest version Windows software Choose an item. 1.3 Detail your ideal recommended infrastructure and configuration environment for the most efficient on premises deployment and hosting of your E-Procurement solution. Choose an item. 1.4 System is regularly patched to resolve issues. Choose an item. 1.5 MV Requires around 265 user licenses Provide the price band options of user licenses Choose an item. 2. System Security 2.1 Passwords (including master/administrator) are stored in the database, not in a file system. Choose an item. 2.2 Uses secure communication protocols between components, e.g. client, server, and database. Complies with Data Security Standards/Principles. Explain in detail how data is protected from unauthorised access. Choose an item. 3. Integration 3.1 Fully integrated with MV’s Finance System running on Microsoft Dynamics Great plains Version GP 2013 Choose an item. 3.2 Ability to be integrated with the reporting tool Magiq Refer www.magiqsoftware.com/ Magiq Platform Overview – Magiq Performance Choose an item. 3.3 Facility to Import and Export data using standard database techniques RMS can be interfaced with the E-Procurement system using the import/export function Choose an item. 3.4 Allows custom fields to be defined. Should be able to select custom field type, e.g. text, date, time, currency, etc. A primary use of these fields would be to store creditors IDs (e.g. creditors ID and other system IDs) and general ledger codes for cross-referencing and integration. Choose an item. 3.5 Support MS Exchange 2013 and Outlook 2010/13 for email functionality. Email alerts and reminders to requisitioners and approvers on requisition/purchase order status Choose an item. 4 Functional Requirements 4.1 Requisitions 4.1.1 Requisition to be electronic in form Choose an item. 4.1.2 The requisition total must include GST Goods and Services Tax (GST) is a broad –based tax of 10% on the supply of most goods, services and anything else consumed in Australia including the importation of goods into Australia Freight invoice – GST is more than regular 10% of the expenditure Choose an item. 4.1.3 Each requisition line item must identify the GST type The following GST types need to be available: • GST Purchase • GST Free Supply • GST – Not Applicable • GST Exempt – Overseas Choose an item. 4.1.4 The requisition must be able to apply commitments by financial years Example: Total requisition raised for $50,000, $30,000 applied to 2015/16, $20,000 applied to 2016/17. Choose an item. 4.1.5 The system must have the ability to add attachments and notes to requisitions See Appendix A–Documents attached to requisitions Choose an item. 4.1.6 Requisitions must have multiple lines for different items with different General Ledger accounts Choose an item. 4.1.7 Requisitions can only be raised against valid General Ledger codes in Great Plains and within Museums Victoria’s General Ledger structure All valid account combinations are setup in Microsoft Dynamics Great Plains are only mass modified at the time of the expenditure Choose an item. 4.1.8 The ability to require extra information when particular account codes are selected When the following hospitality accounts are selected, purpose of event and intended names of employees and guests who attended the event must be provided (Accounts: 3200,3215,3220) Choose an item. 4.1.9 The ability to select different delivery addresses Museums Victoria has multiple delivery addresses and requisitions will need the ability to select the delivery address on the requisition. Delivery addresses will be maintained by the Finance and Administration Department Choose an item. 4.1.10 The ability to enter comments to suppliers on the requisition Choose an item. 4.1.11 Requisitions must have the capability to allow for additional tax items to be paid e.g. Withholding Tax to the ATO. Some royalties for IMAX attract withholding tax, this means that requisitions will need to be completed for the supplier as well as the Australian Taxation Office Choose an item. 4.1.12 All requisitions must have a unique sequential requisition number Choose an item. 4.1.13 Items entered on the requisition must identify the General Ledger account used If a requisitioner has purchased catering for a volunteers training catering than the system will identify the account 3215 Staff Catering Choose an item. 4.1.14 All requisitions must have mandatory fields that must be completed Choose an item. 4.1.15 The following fields must be available: • Selected Date • Selected Supplier • Selected General Ledger code ((Department, Branch, Job) example 602-0001-6050) • Selected Item – this is linked to the Account code (example 3100) • Description of items • Quantity of Items • Items Rate • Items GST Type • Items GST Rate • Calculated Amount • Calculated GST Amount • Calculated Total including GST • Requisitioner’s Name Describe any additional fields that can be provided. Choose an item. 4.1.16 The Ability to convert different currencies into Australian dollars - Describe the process of currency conversion Purchases can occur in a foreign currency, Travelex Invoices are provided in foreign currency amount, Delegation in AUD dollars Royalties invoices are completed in foreign currency amounts Choose an item. 4.1.17 The ability to cancel requisitions by the requisitioner Cancelling of requisitions may occur as the requisition has been entered incorrectlyor the goods/services are no longer required. Choose an item. 4.1.18 The ability for users to confirm that the requisition is complete before approval workflows Choose an item. 4.1.19 The ability to save a requisition without confirming that the requisition is complete Choose an item. 4.2 Suppliers 4.2.1 All new suppliers must be set up in Microsoft Dynamics Great Plains and transfer to the E-Procurement system Setting up a new supplier is completed by a Finance Officer Choose an item. 4.2.2 Supplier Maintenance – The following information is required for new suppliers: • Suppliers BSB and Account Number • Suppliers Address • Australian Suppliers - Suppliers Active ABN If the Creditor does not have an ABN than a “Statement by Supplier” needs to be provided (only provided for expenditure up to $5,000) • GST Status • Suppliers Email Address (for suppliers remittances) • Creditors ID – Finance identifies the Creditors ID • Creditors Class ID – Type of Supplier • Creditors – Identify suppliers who withholding tax applies • Travelex – Suppliers needs to provide IBAN/Account number details Provide any additional details that may be needed for suppliers in the E-Procurement System New suppliers need to be able to be added on a regular basis over 500 suppliers were added in 2014/2015 Payments – are made be either cheque or by direct credit (EFT) to a nominated account with a bank or other approved financial institution using electronic funds transfer. Payments can also be made by Corporate Card. This information needs to be supplied by the requisitioner Choose an item. 4.2.3 The ability to identify the suppliers payment types Most invoices are paid by EFT, however there are some cases that invoices will need to be paid by either cheque or corporate cards Choose an item. 4.3 Budget 4.3.1 The ability to prompt users to check that there is available budget in Magiq To raise a requisition budget must be available for the purchase, a process is needed to check that there is budget available, the budget is recorded in Magiq Choose an item. 4.4General Ledger Structure 4.4.1 All new General Ledger codes must be set up in Microsoft Dynamics Great Plains and transferred to the E-Procurement system Choose an item. 4.5 Workflows 4.5.1 Automated procurement process prompts users to identify what attachments should be provided See Appendix A –Documents attached to requisitions See Appendix B- Procurement Process Choose an item. 4.5.2 Automated Approval Routing for compliance verification See Appendix C – Compliance Verification Workflows Choose an item. 4.5.3 Automated Approval Routing by associated delegations for multiple processes Delegates may need to have different dollar limits for different General Ledger codes Automating Approval Routing can be based on General Ledger codes or Account codes Some approval workflows could be based on supplier See appendix D-Delegation Approval Workflows Examples For example – The DET department is the only department to authorise purchases of IT software – Account 2710 – See Appendix D - Example 12 See Appendix D – 3. Choose an item. 4.5.4 Purchase across two or more General Ledger codes can be approved by multiple delegates on a single requisition if the total requisition does not exceed individual delegation limit See appendix D-Delegation Approval Workflows – Example Workflows 8.-11. Choose an item. 4.5.5 During the workflow selected users have the ability to alter account codes of the requisition before the requisition is approved • Purchasing Officers must review all purchase orders equal to or greater than $2,000 to determine if the future payment meets the criteria of a fixed asset- Appendix D- Example 1 • If the General Ledger Account is selected as General Supplies and Services than a Finance Officer will have the ability to correct the account – Appendix C – Example 2 Choose an item. 4.5.6 Ability for the approver to approve or reject the requisition Requisitioner is informed if the requisition has been approved or rejected Choose an item. 4.5.7 Ability for the approver to add comments Choose an item. 4.5.8 Users can view the status of a requisition at anytime Choose an item. 4.5.9 All the approval workflow limits are based on the total amount including GST, explain how GST is handled in a workflow if there are two or more delegates that are required to approve a requisition. Choose an item. 4.6 Purchase Orders 4.6.1The system must have the ability to convert a requisition into a purchase order Describe the process for requisitions converting into a purchase order if all workflow approvals have been completed Choose an item. 4.6.2 All purchase orders must have an sequential purchase order number Choose an item. 4.6.3 Ability to amend purchase orders Amending of Purchase order occurs because: • An item has not been supplied as per the original Purchase Order • Ordering requirements have changed • Units of measures have changed due to shipping costs Procurement of goods from $25,001 to $150,000 Invoice– Contracts – Formal Variations to Contracts (if contractual arrangements change. Any variation that results in the contract exceeding $150,000 is required to be disclosed and a new approval sought Procurement of goods over $150,000 – If the invoice exceeds the order price, the appropriate manager should be asked to approve the additional costs IMAX System Royalties – Base rate is paid monthly in advance, additional rent can be paid yearly in arrears as stated in contract – value depends in revenue received for the year Choose an item. 4.6.4 Ability to amend commitments within a purchase order between the different financial years by the requisitioner Some commitments may be delayed and move into the next financial year - It is preferred, that if total commitments are not altered then no additional approval is needed Choose an item. 4.6.5 If the purchase order total amount is amended then the purchase order will need to be approved via the approval workflow process If a purchase order was approved for $4,800 and was amended to $5,100 than the purchase order will need to be approved via the workflow approval process Choose an item. 4.6.6 The ability to close purchase orders by the requisitioner and selected users Prior to official end of financial year, purchase orders from preceding years are purged from the system, unless still required Choose an item. 4.6.7 The purchase order should have terms and conditions Procurement of goods up to $150,000 – Send Purchase Order and General Conditions for supply of Goods and Services, Site Conditions or other contract to Selected Supplier Choose an item. 4.6.8 Ability to email a purchase order as a PDF document to suppliers Choose an item. 4.6.9 Requisitioner is informed when the requisition becomes a purchase order Choose an item. 4.6.10 A purchase order can be reopened by selected users Only selected users within the Finance Department will be able to reopen purchased orders Choose an item. 4.7 Receipting of Goods 4.7.1 The system must have the ability to receipt goods and services (partially or completely) against an open purchase order commitments for the current financial year Some goods and services will have progression payments. MM Café’ tab invoices will be raised as a blanket order and receipted as tab invoice arise Choose an item. 4.7.2 Only selected users can receipt goods/services - The requisitioner, users within the same department, certain departments will have access to receipt goods/services for particular Account codes. For example DET Department will need to receipt IT goods/services for other departments Other departments that will need access to receipt good/services for particular accounts include: • Facilities Department • Legal Team • Finance Department Choose an item. 4.8 Matching Invoices 4.8.1 The ability to only pay tax invoices submitted to Finance for payment which have a supported purchase order authorised by an appropriate financial delegate Accounts Payable Authorising Officers’ duties include the requirement to ensure that payments are lawful and ensuring that the expenditure has been authorised in accordance with the provision of all relevant Museums Victoria policies and procedures pertaining to financial governance Choose an item. 4.8.2 Tax invoices to be paid have received goods, works or services Receipting of invoice – the same as writing “ok to pay” on invoice – this means that the good/services are the acceptable level for payment In regards to contract that state an initial amount must be paid – the receipting of goods will notify the invoice is ok to pay Some invoices at MV don’t have purchase orders and will still need to be paid. These invoices fall outside the normal procurement process – e.g. Travel Approval expenditure Choose an item. 4.8.3 The ability for Finance Officers to change the Account code in the invoice module within Great Plains so that the Account codes being charged are correct Finance Officers can change the Account code to a more relevant Account code, i.e. Requisitioner may select account 3350 Telephone Expenses, however the appropriate account code would be 3355 Mobile Phone Expenses Choose an item. 4.8.4 Ensure that legal and taxation requirements must be considered such charges as GST are correctly administered Goods and Services Tax (GST) is a broad –based tax of 10% on the supply of most goods, services and anything else consumed in Australia including the importation of goods into Australia Freight invoice – GST is more than regular 10% of the expenditure Choose an item. 4.8.5 Variance tolerance for rounding of GST between invoice and purchase order GST rounding could be rounded differently in the Purchase Order and Invoice – this should be no more than 5 cents. Choose an item. 4.8.6 Variance tolerance between purchase orders and receipt If the discrepancy is less than 10% invoice can be paid, so goods should be able to be receipted Choose an item. 4.8.7 Variance tolerance between purchase orders, good received and invoice Some royalties for IMAX attract withholding tax, this means that requisition will need to be completed for the supplier as well as the Australian Taxation Office Choose an item. 4.8.8 Invoice can be applied against two suppliers Some royalties for IMAX attract withholding tax, this means that payment will need to be to paid to the supplier as well as the Australian Taxation Office Choose an item. 4.8.9 Invoice can be applied against two purchase orders Some invoices like Optus have two separate purchase orders (one for landline costs managed by DET department and another for mobiles costed to individual departments) Choose an item. 4.8.10 Credit Notes are applied to invoices if required. Is there a process for applying credit notes in the E-Procurement System Choose an item. 4.8.11 Leave an audit trail which substantiates payments and demonstrates that internal controls and procedures that have been followed Audit trail is provided that identifies the requisitioner, delegates and other approvers. Also provides approval dates Choose an item. 4.9 Reporting 4.9.1 Audit trails are provided for all system activities The system can provide a report on all changes and who made them, with date/time stamp Choose an item. 4.9.2 The system must have the ability to provide commitment reporting by supplier – provide an example of commitment reporting by supplier Reviews of reports ensure that – procurement practices should not divide the procurement process into separate parts or use a particular method of calculating the procurement value for the purpose of circumventing the requirements stated in the policy Choose an item. 4.9.3 The system must have the ability to provide commitment reporting by General Ledger codes – provide an example of commitment reporting by General Ledger codes Choose an item. 4.9.4 The system must have the ability to provide commitment reporting by financial years – provide an example of commitment reporting by financial years Choose an item. 4.9.5 The system must have the ability to provide a report detailing total commitments, expenditure expensed against purchase orders and remaining commitment to be spent Choose an item. 4.9.6 The system must have the ability to report on goods received by General Ledger codes and Account codes Choose an item. 4.9.7 All data base fields are available for reporting Choose an item. 4.9.8 Reports can be saved in various formats including: • Excel • CSV • Text Only • PDF • Other standard forms Choose an item. 5 User Access 5.1 System administrator has total access to all system functions and data. Choose an item. 5.2 Allows multiple system and section administrators. Choose an item. 5.3 Access rules can be applied at the level of individual users Choose an item. 5.4 Users can be grouped into user-groups based on the user’s role(s) Types of users include: • Requisitioners • Delegate Approves • Requisitioners / Delegate Approves • Receivers • Requisitioners / Receivers • Finance Officers • Finance Certifiers • Administrators • Viewers Choose an item. 5.5 Access rules can be applied at the level of individual users of user-groups Segregation of duties is such that the functions of ordering, receiving authorising and certifying are performed by different officers Have appropriate segregation of duties between –department staff who initiate and approve expenditure, department staff who take receipt of goods and services and approve payments of invoices, finance staff who verify and process payment of invoices, finance staff who undertake disbursement and payments processing, finance staff who initiate and maintain vendor records Choose an item. 5.6 User cannot approve their own requisition Approval of a delegated officer’s own or personal expenditure, incurred on behalf of the Museum, must be made by an authorised person other than the person incurring the expense Choose an item. 5.7 The system must have the ability to easily support temporary changes to delegation roles Temporary changes can be made for users with acting arrangements Choose an item. 6 User Interface 6.1 Complies with contemporary user interface design standards, including ease of use and responsiveness. Choose an item. 6.2 User interface compatible with mobile devices running Android, iOS, Windows Phone. Provide any limitations of using mobile devices. Preferable work on tablets in particular. Choose an item. 7 Test System 7.1 A Test system is provided at the same version and patch level of the production system at no additional cost, but with separate configurations to the Production environment. Choose an item. 7.2 Operators can easily switch between Production and Test systems, and the active system is clearly labelled/identified. Choose an item. 7.3 After all testing is complete, all configurations will be copied to a clean Production system for “Go Live” Choose an item. 8 Implementation 8.1 Provide an example Implementation Plan Choose an item. 8.2 Describe Installation process of the E-Procurement system Choose an item. 8.3 Describe the configuration process for the E-Procurement system Choose an item. 8.4 Configuring workflows required for implementation - Provide average cost of creating individual workflows 184 Workflows Choose an item. 8.5 Describe the process of assisting with user acceptance testing Choose an item. 8.6 ‘Go Live” assistance – Provide the process of “Go Live” if the organisation should roll out the new system in one go or a phased approach. Museum Victoria has the following sites: • Melbourne Museum • Scienceworks • Immigration Museum • Royal Exhibition Building • Imax • Moreland • Simcock Avenue Choose an item. 8.7 Describe what MV resources will be needed for the implementation of E-Procurement; both roles and estimate of effort. Choose an item. 9 Support 9.1 Australia-based helpdesk/call centre with telephone and email support. Choose an item. 9.2 Help desk available 5 business days per week 8am-5pm. Specify operating times if different. Choose an item. 9.3 Support calls are logged in a call tracking system hosted by the vendor. Web-based system preferred. Choose an item. 9.4 Call tracking system allows selected MV staff to log support requests. Choose an item. 9.5 Call tracking system allows selected MV staff to follow progress of support requests and add comments/updates. Choose an item. 9.6 System administrators can monitor and interact with all support requests logged by MV staff. Choose an item. 9.7 Incident reports compiled regularly emailed to nominated MV staff. Choose an item. 9.8 Describe your Incident Response and Escalation policies. Include limits on incidents, paid support, any free development time, support/ development rates, etc. Choose an item. 9.9 If the support services are not included as part of the standard agreement, then provide an example of support services agreement Choose an item. 10 Training /Manuals 10.1 Describe the onsite training to help users understand the basic functionality of the system Training will be provided to 50 users Choose an item. 10.2 Describe how training will be tailored to meet the needs of different types of users Choose an item. 10.3 Provide examples of training manuals that will be provided Choose an item.   2.1.2 Additional Capabilities The table below list additional capabilities that Museums Victoria would like to investigate. Please indicate if the system can provide each capability. Requirement Museum Victoria Notes /Examples Compliance Vendor Notes 1. System Details – On Premise 1.1 All systems upgrades included in licence fees Provide the additional costs assumptions 2. System Details – Remote Solutions (Cloud) 2.1 Vendor provides a cloud or remote hosting service Museum may consider cloud or remote server options. 2.2 Describe support levels that are guaranteed in any hosting agreement including: • Up-time • Response times • Escalation procedures 2.3 Provide details on any vendor provided remote hosting solution, including details of all infrastructure. 2.4 Provide a copy of your standard support Service Level Agreement for remote server hosting 2.5 Detail costs associated with remote server hosting 2.6 Specify where MV data will be stored in the remote solution. Note that MV must ensure that the service or its storage devices are not physically located in a jurisdiction with laws that grant powers that, if exercised, would breach Victorian privacy laws. 2.7 Detail your understanding of data ownership and how MV will retain ownership of its data in a remote solution, including timely and thorough deletion or retrieval of its data if required. 2.8 Describe what protections, both physical and virtual, the service provides to ensure that there cannot be unauthorised access to, deletion of or alteration of MV data. 2.9 Describe how the service segregates data to ensure the integrity of MV data such that other customers cannot access MV data. 2.10 Detail the processes for providing continuity of service under normal operations and for restoration after fault or failure, including time to regain access to the service and data. 2.11 Describe the method by which the return or portability of MV data is assured if the service provider goes out of business, changes the service provision, or is no longer the preferred supplier. Please supply a detailed disengagement and transition plan including service guarantee for the timely return of data. 2.12 Describe the protections that are in place to ensure that MV data cannot be mined or scraped by third parties. 2.13 Describe your recommended process for authenticating data and achieving single sign on for MV administrators. 2.14 Describe the level of security and encryption that will be applied to MV data held and transmitted by the service. 2.15 In the event of security incidents or intrusions, detail the process for notifying MV. Describe the log files that will be available to MV. 2.16 Describe the process to destroy or sanitise data held at the end of our agreement, including treatment of backups. 2.17 Describe the arrangements for granting audit rights for MV, or its nominee, and methods of achieving audit compliance. 3. System Security 3.1 Support for single sign on (SSO) using Windows Active Directory. Use Active Directory Federated Services (ADFS) to authenticate users against their MV Domain Account. Describe authentication mechanism if different. 4. Functional Requirements 4.1 Requisitions 4.1.1 Requisition have an available expire date field 4.1.2 The ability to select frequently purchased items per user 4.1.3 The requisitioner has the ability to select a policy exemption items See Appendix E – Procurement policy exemptions without prior approval 4.1.4 Not all General Ledger codes are available for requisitions There are some Account codes that are only used by Finance and Administration Department, i.e. general suspense – If this capability is not available then additional General Ledger codes will need to go through a workflow similar to Appendix C- Example 2 4.2 Suppliers 4.2.1 The ability to select suppliers from an Approved Supplier Register Procurement of goods up to $25,000 – Approved Supplier Register 4.2.2 If an approved supplier register is available the information recorded on the Approved Supplier Register will include an approved supplier register number and an end date All the suppliers on the register have an end date of no more than two years following which a review process will apply to ensure the guidelines are still being met before the supplier can remain on the register 4.2.3 The ability to select suppliers from a preferred Supplier Register The total value of procurement from the supplier does not exceed $150,000 in the financial year - MV Preferred Supplier 4.2.4 The ability to provide the main good/services that the supplier provides This means that requisitioners can select suppliers that are already available in the system 4.3 Workflows 4.3.1 The ability to provide an additional workflow process for exemptions See Appendix F – Workflow process for exemptions 4.3.2 The ability to provide a workflow approval process for receipting purchases over $50,000 See Appendix G: Workflow process for receipting purchases over $50,000 4.3.3 Requsitioner to be able to select the endorser and approver if the requisition requires two delegates because of different General Ledger codes. See appendix D-Delegation Approval Workflows – Example 8-9. 4.4 Purchase Orders 4.4.1 The ability for selected users from Finance Department to change the terms and conditions If an approval has been provided to adjust the payments terms the payments terms can be modified 4.4.2 Purchase orders have an expiry date If the expire date of the purchase order has passed then the purchase order cannot receive goods/ services 4.4.3 A purchase order can be converted to the original currency. If the requisition was raised in USD then the purchase order can be provided in USD 4.5 Receipting of Goods 4.5.1 Invoices be electronically scanned and attached to purchase orders when goods are received The process of delivering the invoice to Finance 4.5.2 The ability to require extra information in the receipting stage when particular account codes are selected When the following hospitality accounts are selected names of employees and guests who attended must be provided (Accounts: 3200,3215,3220)   2.2 KPIs This contract will be underpinned by KPI’s which are subject to regular annual reviews with the Supplier and Museums Victoria. A formal reporting process will support these reviews. 2.3 MILESTONES Milestone Date 1.ICT Platform Established TBD 2.E-Procurement System Installed TBD 3. Test Environment Established TBD 4. Training Materials TBD 5. User Acceptance Testing Completed TBD 6. E-Procurement System Launched TBD 7. Post Implementation Review TBD 8. Practical completion and completion of any guarantees TBD 9. Future Responsibilities Documented and Handover Completed TBD Table 3 – Milestones 3. PROJECT MANAGEMENT REQUIREMENT a. Roles and Responsibilities Key responsibilities for roles identified in the above project structure are: Role Name Key Responsibilities Superintendent Director, Corporate Services • Executive of project • Appoints Museums Victoria Project Manager • Ensures that project benefits are achieved Museum Victoria Project Manager Maree Shepherd Systems Accountant • Report project progress to steering committee • Ensures cost, time & quality criteria are achieved • Defines and obtains required resources for project • Chairs Evaluation and Selection panel Successful Tenderer To be selected • Ensures that the required vendor support & resources are available • Ensures cost, time & quality criteria are achieved • Ensure that the project is delivered according to agreed costs, time & quality criteria Table 4 – Key Roles & Responsibilities b. Project Management Museums Victoria expects to deal with only one person who will perform the role of Project Manager for the Contract. This person will provide a link between Museums Victoria staff and the various parties involved, report on progress and attend regular progress meetings. The Tenderer must state how the Project will be managed, including: Name of Tenderer Project Manager, providing a concise resume clearly describing the individual’s present position, skills, hands on experience in projects of this nature and the individual’s demonstrated ability to perform this role successfully; • Members of the organisation who will likely be responsible for activities relating to the implementation of required services and day-to-day activities relating to the on-going services; • The manner in which liaison will be effected between Museums Victoria and the Tenderer; • The relationship to any third party organisation or individuals the Tenderer may elect to use; and • The ongoing management of the relationship to ensure satisfaction with the level of service provide by the Tenderer. 4. PROJECT IMPLEMENTATION REQUIREMENTS 4.1 Licences The Tenderer will be responsible for ensuring that all licences required are properly validated and registered and unconditional use provided to Museums Victoria for this project. 4.2 Warranty The Tenderer is to warrant that the Products will be of good quality and suitable for their intended purpose and it will be manufactured in strict compliance with all applicable rules and regulations. 4.3 Security/Control Requirements The Tenderer must provide advice regarding key components of security, including controls, logging of security events, types of objects/resources which would be secured 4.4 Quality Assurance The whole of the work will be carried out and conducted in a professional manner to the approval of the Museums Victoria Project Manager. Tenderers must specify the quality standards to which they work and supply policies and accreditation or certifications. 4.5 References 4.5.1 Existing Clients The Tenderer should provide details of at least three existing customers to whom the Tenderer has provided similar products and services, which sites can be visited by Museums Victoria officers. These users should be using the proposed products in a similar manner to that intended by Museums Victoria. With reference to Schedule 4, Tenderers should indicate: 1. The specific product that has been installed 2. When the project occurred and its scale 3. Contacts who can be approached for reference purposes 4.5.2 Industrial Relations Tenderers shall demonstrate that they are experienced and competent in managing industrial relations at a multi disciplinary site by providing details of their industrial relations strategy and their experience and capability in this area. 4.5.3 Referees Museums Victoria will not directly approach a referee without first liaising with the contact through the Tenderer’s Representative identifiedin Part II: Schedule 3. 4.6 Implementation Support The Tenderer must describe: • The level of technical support that will be provided as part of the implementation process • Hotline support that is to be provided for Museums Victoria personnel • On-site consultancy support during implementation The Tenderer must identify the highest risks likely to occur during implementation of the project and the associated strategies that can be put into place to either mitigate, contain, compensate for or restore the project to a given status. 4.6 Training The Tenderer must outline their recommended approach to training of Museums Victoria staff in relation to the implementation of their installation. They must provide a detailed outline of the module, schedule and location of the training, the content and training materials required for system administrators, technical staff and end users. The Tenderer must describe their training capability and facilities. The number of qualified staff and their level of experience. Will the Tenderer provide additional training to support Museums Victoria staff as they develop increased familiarity with system as well as support and training for updates of the system?. 4.7 Documentation The Tenderer must supply a comprehensive set of User and Administrator manuals that are updated on a regular basis. The copyright details and proposed document update procedures need to be outlined. The number and format will be nominated by the Museums Victoria Project Manager. APPENDIX A: ATTACHED DOCUMENTS TO A REQUISITION The following table list the types of documents that need to be attached to a requisition: Document Procurement of goods up to $10,000 – At least one price source or quote, needs to be attached Procurement of goods from $10,001 to $150,000 – Obtain 3 quotes or Procurement Exemption form Purchases of Auction House Items - Prior approval from the Collection Development Committee, attach committee minutes to requisition MV’s Authorisation to pay Star 6 Program Refund form is provided with the school’s invoice MV’s Authorisation to pay Active Minds Program Refund form is provided with the school’s invoice Memo’s written to support procurement process (selecting supplier) for obtaining approval Payment from a Memo - Memo is provided Procurement of goods up to $150,000 – Contracts – Obtain a contract number from contracts & Legal Advisor Procurement of goods over $150,000 – Contracts – Obtain a contract number from contracts & Legal Advisor Telstra Invoice – Invoice received by Business Manager & Project Officer attached requisition and cost listing (Creditor ID: TELSTRA) Per Diems Invoice – Memo is provided Rail Passes HR – Complete order form send to Myki APPENDIX B: PROCUREMENT PROCESS WORKFLOW The workflow will prompt the requisitioner on the main requirements needed depending on the amount of the requisition. APPENDIX C: COMPLIANCE VERFICATION WORKFLOWS Requirement Purchasing Officer and Senior Finance Officer Procurement & Assets must review all requisitions between $2,000 and $10,000 for compliance verification to see if the payment meets the criteria of a fixed asset. they may change the account codes may be changed if they determine that the future payment meets the criteria of a fixed asset Senior Finance Officer Procurement & Assets must review all requisitions over $10,000 for compliance verification (procurement process completion (Appendix C)) Example 1. Requirement Finance Officers – Ensure that the General Ledger accounts to be charges are correct Example 2. Requirement REB Refund Payment– reimbursement to clients of security deposits – produce reports from events system (events perfect), Finance AR certifies the form and then is provided to Finance AP IMAX Refund Payment – Reimbursement of entry to IMAX school bookings - Finance AR certifies the form and then is provided to Finance AP Example3. APPENDIX D: DELEGATION APPROVAL WORKFLOW EXAMPLES 1. Delegation Approval Workflows will be based on dollar limits and general ledger structure, during this workflow compliance verification will be conducted. There are currently around 161 workflows based on the dollar limit and general ledger structure. For requisitions raised for higher amounts that require approval above department managers, approvals will flow through the General Ledger structure to allow endorsements by Department Managers, Divisional Directors, CEO and Board. The following example are provided to show the typical delegation approval workflows Example 4: Requisition raised for $12,000 for General Ledger code 602-0001-6050-2530 • Delegation 1 limit is $15,000 for department 602 Example 5: Requisition raised for $35,000 for General Ledger code 602-0001-6050-2530 • Delegation 1 limit is $15,000for department 602 • Delegation 2 limit is $100,000 for department 602 Example 6:Requisition raised for $255,000for General Ledger code 602-0001-6050-2530 • Delegation 1 limit is $15,000 ffor department 602 • Delegation 2 limit is $100,000 for department 602 • Delegation 3 limit is $750,000 for department 602 Example 7: Requisition raised for $880,000 for General Ledger code 602-0001-6050-2530 • Delegation 1 limit is $15,000 ffor department 602 • Delegation 2 limit is $100,000 for department 602 • Delegation 3 limit is $750,000 for department 602 • Delegation 4 is all transactions >$750,000 for department 602 Example 8: Requisition was raised for a total of $12,000 made upof$6,000 General Ledger code 602-0001-6050-2530 and $6,000 for General Ledger code 301-1000-2634-2530 • Delegation 1 limit is $20,000 for department 602 • Delegation 2 limit is $20,000 for department 301 Example 9: Requisition was raised for a total of $55,000, made up of $15,000 for General Ledger code 602-0001-6050-2530 and $40,000 for General Ledger code 301-1000-2634-2530 • Delegation 1 limit is $20,000 for department 602 • Delegation 2 limit is $20,000 for department 301 • Delegation 3 limit is $100,000 for department 602 • Delegation 4 limit is $100,000 for department 301 Example 10: Requisition was raised for a total of $118,000, made up of $95,000 for General Ledger code 602-0001-6050-2530and $40,000 for General Ledger code 301-1000-2634-2530 • Delegation 1 limit is $20,000 for department 602 • Delegation 2 limit is $20,000 for department 301 • Delegation 3 limit is $100,000 for department 602 • Delegation 4 limit is $100,000 for department 301 • Delegation 5 limit is $750,000 for department 602 and 301   Example 11: Requisition was raised for a total of $925,000, made up of $450,000 for General Ledger code 602-0001-6050-2530and $475,000 for General Ledger code 301-1000-2634-2530 • Delegation 1 limit is $20,000 for department 602 • Delegation 2 limit is $20,000 for department 301 • Delegation 3 limit is $100,000 for department 602 • Delegation 4 limit is $100,000 for department 301 • Delegation 5 limit is $750,000 for department 602 and 301 • Delegation 6 is all transactions >$750,000 for department 602 and 301   Example 12: Requisition was raised for a total of $15,000 for the purchase of IT Software, for General Ledger code 301-1000-2634-2710 • Delegation 1 Limit is $20,000 for department 301 • Delegation 2 limit is $20,000 for Account 2710 Note- As delegation for IT software purchase requires approval for a delegate with approval from Account code 2710, only delegate 2 can approve the purchase. 2. Other delegations Approval workflows: all of these workflows need to also be approved by the procurement team if over $2,000. Requirement Board Delegation – Obtain legal or other professional advice as considered necessary to meet its responsibilities at Museum Victoria’s expenses to a pre-approved limit of $5,000 IT Delegations – Authority to commit Museum Victoria and approve expenditure for the purchases of IT equipment and software Facilities Delegation – Authority to commit Museum Victoria and approve expenditure for the purchases of equipment, works, services, fit out and furniture in relation to the management of Museum Victoria’s buildings and office facilities Legal Delegation – Authority to commit Museum Victoria and approve expenditure for the procurement of legal advice up to the designated limit Vehicles Delegation – Authority to commit Museum Victoria and approve expenditure for the procurement of motor vehicles to Museum Victoria’s fleet, up to the designated limit CEO Delegation – All engagement of consultants require CEO approval 3. Other delegations Approval Workflows; all of these workflows do not need compliance procurement approval Requirement Payroll Tax – Delegation – invoice is approved by Manager Finance and Administration, no dollar limit, (GL – 090-9990-9999-9070, Creditor ID: STATREVE) BAS – Delegation – invoice is approved by Manager Finance and Administration, no dollar limit (GL – 001-0001-0000-5500, Creditor ID:AUSTTAX ) Fringe Benefit Tax – Delegation is approved by Manager Finance and Administration and Corporate Services Director, no dollar limit (GL – 602-0001-6006-2001, Creditor ID:AUSTTAX ) Australia Post invoice - Delegation is approved by Manager Finance, no dollar limit (Account 2200, Creditor ID:AUSTPOST-AR ) Cab Charge Invoice – Delegation is approved by Manager Finance and Administration, no dollar limit (Account: 3650, Creditor ID: CABCHARG) Optus Invoice –Delegation is approved by Manager Finance and Administration (Creditor ID OPTUS, Account: 3355) Optus Invoice – Invoice received by Business Manager & Project Officer, approve landline costings and attaches a requisition (Creditor ID OPTUS, Account: 3350) Direct Debit Invoices – VIC Fleet, Delegation is approved by Corporate Services Director, limit $75,000 (Creditor ID: VICTFLEE) External Audit Confirmation Invoice – Approve by Manager Finance and Administration (Creditor ID: NATIAUSTR) Rail Passes HR – Delegation is approved by Manager Human Resources, no dollar limit (Creditor ID: PUBLITRAN, General Ledger Account: 090-9990-9999-1092)   APPENDIX E: PROCUREMENT POLICY EXEMPTION WITHOUT PRIOR APPROVAL The following specific types of procurement are exempted from the requirement of a standard procurement process and don’t require prior approval: • Expenditure for which the Critical Incident Procurement Policy is applicable • Provision of Goods and Services from the following: o Commonwealth, State and Territory government departments o Victorian public sector entities and local government entities that can demonstrate procurement process that reflect the Victorian Government Purchasing Board policies • Expenditure on services of authorised persons undertaking audits for the Victorian Auditor-General’s Office • Purchases specified as conditions of grants or sponsorship from persons or organisations external to Museums Victoria or Victorian Government • Whole of Victorian Government contracts that are mandatory for Museums Victoria – motor vehicles and advertising media • Collection items purchased at auction • Goods or Services purchased as a result of a design competition • Confidential matters relating to security or safety and also protection of national treasures of archaeological value   APPENDIX F: PROCUREMENT POLICY EXEMPTIONS WITH PRIOR APPROVAL Procurement of goods greater than $10,000 – that require approval for exemption from quotation process Exemption Factor: 1. Matters of extreme urgency including protection of human, animal or plant life or health, security or safety as a consequence of an unforeseen event or occurrence 2. Despite invitation, three quotes were not received or insufficient tenders were submitted. Consideration should be given to reappraising the project scope and specifications, and also to re-evaluating the market engagement strategy and the capability of the market in relation to the project 3. A Sole Supplier, where the goods or services can only be supplied by a particular supplier and no reasonable alternative or substitute goods or services 4. For additional delivery of goods and services that are intended either as replacement parts, extensions or continuing services for existing equipment, software, services or installations where a change in supplier would necessitate the procurement of goods and services that do not meet the requirements for interoperability or interchangeability 5. For the protection of patents, copyrights or other exclusive rights or proprietary information, and for the payment of access to, or use of material covered by copyright where it is necessary to protect intellectual property Example 13. APPENDIX G: WORKFLOW PROCESS FOR RECEIPTING PURCHASES OVER $50,000 Invoices above $50,000 require approval from Department Managers, if the invoice exceeds $100,000 then the invoice will require approval by the Divisional Director. Example 14.