Whilst government agencies are required to comply with Purchasing Guidelines for various tenders, different operational conditions has required organisations to reassess their procurement practices whilst still meeting procurement Policy and procedures. In this context a risk mitigation strategy of appointing probity advisors/auditors is recommended for all tenders where there is reputational, legal and/or financial risks in the current operating environment.

Probity services encompass both advisory and audit services. As advisors, probity experts support the Procurement Manager and the Evaluation Team throughout the tender process to ensure an objective, fair and reasonable process is undertaken in the context of achieving value for money.

As probity auditors, probity experts undertake an independent audit at various points in time to ensure the procurement process has complied with probity principles. By appointing SW as your probity advisor or auditor, we can help to ensure/attest that all key steps in the procurement process are carried out in an objective, fair and reasonable manner.

Probity advisory services

As your probity advisor we will work closely with you and the organisation throughout the process to advise, review and support the team to ensure compliance with probity principles of objectivity, fairness and reasonableness.

We shall help you:

• develop a probity and evaluation plan
• support the evaluation team whenever you have questions
• help you identify risks and provide solutions as required
• support you if any complaints are made
• provide training on good probity and procurement practices.

At the end of the procurement process we shall provide the organisation with a Probity Advisor’s Report.

Probity audit services

As your independent probity auditor we shall undertake an evaluation of the tender process in order to provide an opinion as to whether the process was objective, fair and reasonable.

Typically the audit will be undertaken:

• at the end of the planning phase
• at the end of the evaluation phase
• at the end of the tender evaluation report preparation phase (prior to submission to the Project Sponsor for approval)
• as your auditor we will engage with you throughout the procurement process to address any concerns raised by yourself or the Probity Advisor.

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Agencies will need to align with the VGPB policies by 30 June 2022. It’s imperative that agencies review their compliance immediately to address any discrepancies between their current procurement policies and the VGPB policies and procedures prior to the deadline.

Who do the VGPB policies now apply to?

The VGPB’s goods and services policies apply to:

• departments and specified entities including VGPB expansion agencies from 1 July 2021
• Victoria Public Sector Commission
• offices or bodies specified in section 16(1) of the Public Administration Act 2004, and
• Administrative Offices established in relation to a department under section 11(a) of the Public Administration Act 2004.

A full list of the departments, agencies and VGPB expansion agencies who these changes will impact is available on the Buying For Victoria website.

Key next step: Gap analysis

A gap analysis and action plan is necessary to understand and develop key processes for adoption of the VGPB requirements. The VGPB requirements are  seen as best practice procurement, not just for government agencies, but across all sectors.

Common gaps in procurement frameworks

SW has extensive experience in undertaking procurement reviews as internal auditors, probity auditors and advisors to assist clients to comply and ensure best practice. Through this work, common gaps that have been identified include:

• inadequate policies and associated procedures to support consistency and hence demonstrate compliance
• lack of checklists to facilitate compliance and monitoring
• a lack of training and awareness on the what and why of the compliance requirements, and
• tendering processes lacking adequate evidence gathering and recordkeeping to support a probity audit and/or compliance.

How SW can assist

Contact one of our experts below to discuss how the changes to the VGPB may affect your procurement requirements.

We can:

• conduct a gap analysis
• assist you to design/amend policies, procedures and templates to address the gaps
• develop and deliver the required training and awareness programs
• assist to embed the policies and procedures, and
• develop monitoring procedures (including data analytics and software based checklists).

Don’t get caught out last minute!

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This initiative aims to improve vocational education infrastructure ensuring TAFEs are equipped to deliver training to the standards expected by industry and students.

Independent probity services

We understand that in the current climate there is an increased incentive to take short cuts when procuring services. Also given that opportunities to access work is limited, some suppliers are heavily discounting their rates just to secure work. Whilst government agencies are required to comply with Purchasing Guidelines for various tenders, different operational conditions has required organisations to reassess their procurement practices whilst still meeting procurement Policy and procedures. In this context a risk mitigation strategy of appointing probity advisors/auditors is recommended for all tenders where there is reputational, legal and/or financial risks in the current operating environment.

Probity services encompass both advisory and audit services.  As advisors, probity experts support the Procurement Manager and the Evaluation Team throughout the tender process to ensure an objective, fair and reasonable process is undertaken in the context of achieving value for money. As probity auditors, probity experts undertake an independent audit at various points in time to ensure the procurement process has complied with probity principles. By appointing ShineWing Australia as your probity advisor or auditor, we can help to ensure/attest that all key steps in the procurement process are carried out in an objective, fair and reasonable manner.

Probity advisory services

As your probity advisor we will work closely with you and the organisation throughout the process to advise, review and support the team to ensure compliance with probity principles of objectivity, fairness and reasonableness.

We shall help you:

• Develop a probity and evaluation plan
• Support the evaluation team whenever you have questions
• Help you identify risks and provide solutions as required
• Support you if any complaints are made
• Provide training on good probity and procurement practices

At the end of the procurement process we shall provide the organisation with a Probity Advisor’s Report.

Probity audit services

As your independent probity auditor we shall undertake an  evaluation of the tender process in order to provide an opinion as to whether the process was objective, fair and reasonable.  Typically the audit will be undertaken:

• At the end of the planning phase
• At the end of the evaluation phase
• At the end of the tender evaluation report preparation phase (prior to submission to the Project Sponsor for approval)

As your auditor we will engage with you throughout the procurement process to address any concerns raised by yourself or the Probity Advisor.

The post Independent probity advisory services appeared first on SW Accountants & Advisors.