Governance Framework

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Governance Policy

Policy

VGPB Policy 1: Governance

Validated Source

Requirements

Establish a procurement governance framework — roles, responsibilities, processes and performance standards, including a CPO and internal procurement unit Required

Evidence: Documented procurement policy, CPO appointment, procurement unit established

Develop a procurement strategy reviewed annually for alignment with procurement profile and government objectives Required

Evidence: Procurement strategy document, evidence of annual review

Develop an emergency procurement plan (clear, streamlined, flexible, proportionate) with 90-day review/cessation date from activation Required

Evidence: Emergency procurement plan, activation reporting in annual report

Timeframe: 90 days from activation — review or cease

Establish a complaints management system with documented procedures, timelines, and disclosure. Unresolved complaints reported to VGPB within 5 working days Required

Evidence: Complaints system documentation, VGPB notification records

Timeframe: 5 working days — unresolved complaints to VGPB

Applies to

Department, Public Body — Goods, Services, Ict, Consultancy

Conditions

Category in Goods, Services, Ict, Consultancy
Is Hvhr is No

Thresholds

All: $1,000,000 — VGPB supply policies apply to procurement $1M+ (GST inc)

Detail

VGPB Policy 1: Governance

Summary

The Governance policy establishes requirements for setting up and managing a procurement governance framework. It's the foundational policy — without governance structures in place, the other 4 policies can't be properly implemented.

4 Mandatory Requirements

MR 1 — Procurement Governance Framework (s1.1)

The Accountable Officer must establish a governance framework with: - Roles, responsibilities, processes and performance standards - A Chief Procurement Officer (or equivalent) with appropriate qualifications/experience - An internal procurement unit responsible for: - Managing ICT supply chain risks - Ensuring VGPB policy compliance - Conducting annual capability assessments - Managing capability development - Identifying major procurement categories - Reviewing performance regularly - Reporting annually to the Accountable Officer

MR 2 — Procurement Strategy (s1.2)

The Accountable Officer must ensure the organisation develops a procurement strategy that is reviewed annually for alignment with the organisation's procurement profile and broader government objectives.

MR 3 — Emergency Procurement (s2.2)

The organisation must develop an emergency procurement plan that is: - Clear, concise, streamlined, flexible, and proportionate - Integrated with emergency response plans

On activation: - Accountable Officer must set a review/cessation date not exceeding 90 calendar days - Annual report must disclose: emergency nature, goods/services procured, total spend, and contracts awarded at $100,000+ (GST inclusive)

MR 4 — Complaints Management (s4.1)

The organisation must establish a complaints management system with: - Documented investigation procedures and timelines - Contact and lodgement details - Available outcomes and disclosure requirements - Investigations overseen by a person not involved in the subject matter - Unresolved complaints reported to VGPB within 5 working days - Annual report disclosure of complaint status

18 Supporting Guides

Guide	URL path
Align with VGPB policies	/align-VGPB-policies-goods-services-guide
Complaints management	/complaints-management-goods-and-services-guide
Contract management planning strategy	/contract-management-planning-strategy-goods-and-services-guide
Develop a procurement activity plan	/develop-procurement-activity-plan-goods-and-services-guide
Develop a procurement strategy	/develop-procurement-strategy-goods-and-services-guide
Early market engagement	/early-market-engagement-goods-and-services-guide
Emergency procurement plan	/develop-emergency-procurement-plan-goods-and-service-guide
Environmental impact in procurement	/environmental-impact-procurement-goods-and-services-guide
Identify procurement categories	/identify-procurement-categories-goods-and-services-guide
Information security	/information-security-goods-and-services-guide
Improve access for SMEs	/improve-access-government-business-small-and-medium-enterprises-goods-and-services-guide
Innovation and procurement	/innovation-and-procurement-process-goods-and-services-guide
Manage unsolicited proposals	/manage-unsolicited-proposal-goods-and-services-guide
Manage risk	/manage-risk-procurement-goods-and-services-guide
Prequalified supplier arrangements	/prequalified-supplier-arrangements-goods-and-services-guide
Prepare supplier engagement plan	/prepare-supplier-engagement-plan-goods-and-services-guide
Probity in procurement	/probity-procurement-goods-and-services-guide
Value for money	/value-money-goods-and-services-guide
VGPB engagement model	/VGPB-engagement-model-goods-and-services-guide

All URLs relative to buyingfor.vic.gov.au

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Governance Framework

Governance Policy

Requirements

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VGPB Policy 1: Governance

Summary

4 Mandatory Requirements

MR 1 — Procurement Governance Framework (s1.1)

MR 2 — Procurement Strategy (s1.2)

MR 3 — Emergency Procurement (s2.2)

MR 4 — Complaints Management (s4.1)

18 Supporting Guides

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