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Templates (including terms and conditions)

General goods and services—templates

All procurement activities must be conducted in accordance with Buy Queensland 2023, which consists of the:

Before approaching Suppliers / the market

Check for an existing Common-use Supply Arrangement

Before contacting Suppliers, search the Queensland Government Arrangements Directory (QGAD) for existing Common-use Supply Arrangements (arrangements) and information on how to buy goods and/or services.

If a procurement need can be met using an existing arrangement, the arrangement must be used along with the listed templates (e.g. Request for Quote (RFQ), Order Form) available via the arrangement’s page. If a RFQ template is not available via the arrangement, the RFQ template available from this page may be used.

Exemptions from using an applicable arrangement must be approved by the relevant ‘agency’ delegate, as specified in the clause 9 of the QPP.

Where an arrangement isn’t available

If a suitable arrangement isn't available, use the value risk/matrix (VRM) tool to assess and determine the complexity level of the procurement as well as the appropriate Contract and Conditions.

Further information

Refer to the Queensland Government’s procurement guidance to assist with the procurement lifecycle.

Alternatively, contact QGPStrategicSourcing@epw.qld.gov.au.

Going out to market

The following bundles contain the relevant documents to support procurement activities using the General Goods and Services templates.

Select from the options below to access the relevant documents to support your procurement activity:

May be used to seek quote/s from Supplier/s for low value and low risk goods and/or services. Use this template, where one is not available via a common-use supply arrangement.

Template:

Which Conditions?

  • Definitions and Interpretation:  designed to be used with the contractual terms, conditions and templates for the procurement of general goods and services.

In addition, use the VRM tool to determine the appropriate Conditions to apply to the RFQ (and any subsequent Contract):

Which Contract?

Following the RFQ process, use at least one (1) of the below to establish a Contract with your preferred Supplier/s:

Additional provisions

Consider:

May be used to engage Supplier/s for low dollar value and low risk goods and/or services.

Template:

Which Conditions?

  • Definitions and Interpretation: designed to be used with the contractual terms, conditions and templates for the procurement of general goods and services.

In addition, use the VRM tool to determine the appropriate Conditions to apply to the Contract:

Additional Provisions

Consider:

For the releasing one-off Invitation to Offer (ITO) for the purchase of goods and/or services.

Templates:

Which Conditions?

  • Definitions and Interpretation: designed to be used with the contractual terms, conditions and templates for the procurement of general goods and services.

In addition, use the VRM tool to determine the appropriate Conditions to apply to the Contract:

Additional Provisions

Consider:

For the establishment of a Standing Offer Arrangement (SOA).

Templates:

Which Conditions?

In addition, use the VRM tool to determine the appropriate Conditions to apply at the Contract level:

Additional Provisions

Consider:

Clause Bank:

Seek your agency’s Procurement and Legal teams' advice prior to including additional terms and conditions. Reasons for departing from the general goods and services templates is to be documented, as specified in the clause 17 of the QPP.

  • Clause Bank: examples of other clauses that may be suitable to include in tender and Contract documents.

Additional Provisions:

Consider if any of the following should be used to support your procurement activity:

  • Confidentiality, Privacy and Conflict of Interest Deed: use when the Supplier’s personnel are required to sign a Confidentiality, Privacy and Conflict of Interest Deed.
  • Financial security: use when the Supplier is required to provide financial security to the Customer. Sometimes referred to as an unconditional bank guarantee or financial undertaking.
  • Performance guarantee: use when the Customer has deemed that there is potential risk of the Supplier’s viability during the Contract term. The Customer may request a Supplier to arrange for a Performance Guarantee to be signed with a related entity such as a parent company or other organisation that has the technical know-how to replace the Supplier if needed.
  • Acknowledgement of Obligations – Queensland Government employees: completed by Queensland Government employees to acknowledge their responsibilities and obligations in relation to Confidentiality, Privacy and Conflicts of Interest and to disclose any (actual, perceived or potential) conflicts of interest relevant to the ITO/RFQ/Contract/arrangement. This form must be witnessed by an Australian Resident over the age of 18 years.
  • Acknowledgement of Obligations – Non-Queensland Government employees: completed by Non-Queensland Government employees to acknowledge their responsibilities and obligations in relation to Confidentiality, Privacy and Conflicts of Interest and to disclose any (actual, perceived or potential) conflicts of interest relevant to the ITO/RFQ/Contract/arrangement. This form is for specific engagements of subject matter experts who are providing their time free of charge and/or are not formally engaged as a Supplier (Suppliers and their personnel should complete the Confidentiality, Privacy and Conflict of Interest Deed). This form must be witnessed by an Australian Resident over the age of 18 years.

Managing Contracts / Arrangements

Queensland Government’s Contract Management Framework assists with establishing, managing (including extending / renewing) and finalising Contracts and arrangements.

The following Deed templates may be required throughout the term of a Contract or arrangement:

The following notice templates may be required throughout the term of a Contract / Arrangement:

  • Notice of Suspension: use by the Customer to suspend the Supplier for a period of time from undertaking any further work under the Contract. Use by the Principal to suspend the Supplier under the SOA for a period of time (suspension of the SOA does not affect existing Contracts, however the Supplier cannot enter any new Contracts during the suspension period).
  • Notice to Remedy: use to provide notice to a Supplier of a Contract or SOA contractual breach and requesting that they remedy this breach within a period of time.
  • Notice to Show Cause: use to provide notice to a Supplier reiterating details of the breach and requesting details on why the Customer/Principal should not terminate the Contract/SOA.
  • Notice to Terminate: Please seek advice from your procurement area and legal advisors.

Previous tendering templates

For reference, you can view previous tendering templates.

Unfair contract terms

There have been changes to the Competition and Consumer Act 2010.  Read about the unfair contract terms.

If a court finds that a term is unfair, the term will not be binding on the parties. Procurement officers should be mindful of the application of the unfair contract terms laws when entering into, renewing or varying contracts with small businesses. Find out how new laws work (PDF, 81 KB).

Security of payment

From 17 December 2018, new requirements for the way payment claims are received and paid commence. These are included in Chapters 3, 4 and 5 of the Building Industry Fairness (Security of Payment) Act 2017.

This Act applies to 'construction work' and the supply of 'related goods and services' which include, among other things, architectural, design, surveying or quantity surveying services relating to construction work as well as building, engineering, interior or exterior decoration or landscape advisory services relating to construction work – see section 66.

Chapter 3 sets out the obligations on parties to a contract for construction work or related goods and services in relation to progress payments.

Whilst the current General Goods and Services Terms and Conditions do not include any specific reference to this Act, customers and suppliers will need to ensure that they comply with this Act, where it is applicable to their procurement, including in relation to seeking and making payments.

More information is available at www.qld.gov.au/securityofpayment or you can email securityofpayment@epw.qld.gov.au

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Procurement assistance

Last updated:
8 May 2024