Goods and services templates

There are a number of templates: workbooks, letters and spreadsheets that can help you in procuring goods and services for your agency.
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These templates cover the procurement process from start to finish: planning, formation, management and extension of a contract. They are regularly reviewed and may undergo changes, so you should download the documents only when needed. A Very Simple Purchase Template is available for when the purchase is simple, up to $50,000 in value and there is a competitive market.

If your procurement is simple and valued between $50,000 and $250,000, the Written Quote Template Suite has guidance for this process.

Guidance for buying for government and resources for goods and services procurement are also available.

Agencies that fund or procure community services should refer to the templates and guides for community services procurement.

If you are unsure about how to progress your purchase, consult Choose a Buying Journey to make your decision about which process to follow.

Request Conditions and General Conditions of Contract

To find the terms and conditions that are used in the majority of goods and services procurement processes and the resulting contracts your agency should consult this comprehensive document.

Archived procurement contract conditions provides previous versions of this document.

Procurement planning

Contracts for goods and/or services can be complex, high value and high risk. The foundation for the procurement planning process is writing the business case to ensure that the project is feasible and will meet your agency’s objectives. Once approved, you need to consider the risks and how they will be actively managed and then put a procurement plan in place. The risk workbook and procurement plan templates assist you with this. If there is an actual, perceived or potential conflict of interest you must declare this before the process begins on the form below. 

The exemption templates can be used to record what exemptions, approvals or decisions you are seeking and the approval of your delegated authority.  

Contract formation: Requesting quotes and tenders

The following templates will help and guide you to develop a quote or tender document and advertise the opportunity to suppliers.

 

Contract formation: Evaluating offers

Once you have received the supplier offers, you can use these templates for evaluating the suppliers’ bids and writing reports on your agency’s decision.

Contract formation: Awarding contract

​After the evaluation there is a process for finalising and awarding the contract to the successful supplier. All the unsuccessful suppliers also need to be informed.  If there is decision not to award a contract then all offers will need to be declined.  This decision should not be taken lightly.

The following templates will give you a framework to follow. 

Contract management

 After the contract has been awarded, there are still important tasks that may need to be completed.  

You may need to follow a transition plan, extend the contract or review price variations. The following templates will assist you with undertaking the most common contract management tasks.  

Template change suggestions and recent changes

​There is a regular process for reviewing and updating the guides and templates. You can provide suggestions for changes to the procurement templates by emailing the template with changes tracked to procurementadvice@finance.wa.gov.au with an explanation of what your suggested change will address. A summary of the most recent changes are in the document below.    

You can find old Goods and Services General Conditions of Contract in Archived procurement contract conditions. 

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