Procurement – Intranet

What We Do

Procurement is responsible for sourcing and contracting suitable suppliers of goods and services, to manage risks, add commercial value and enable us to operate. Endeavour Foundation has a procurement policy that defines how employees must conduct procurement within the organisation.

It’s important for all employees to be familiar with the procurement policy, principles and frameworks as these apply to all Endeavour Foundation (and its subsidiaries) including board members, committee members, ELT, employees, contractors, volunteers and decision makers.

The Group Procurement Manager is responsible for the Procurement team, issues, risk escalation and advisory.

Framework Documents

The Procurement Policy and overarching Frameworks that govern the categories of the Procurement operating model include:

#	Name	Details
1	QD 6701 Procurement Policy	How procurement operates
2	QD 6703 Purchasing Framework	How to purchase goods and services
3	QD 6005 Strategic Sourcing Framework	How to source high value/risk goods and service
4	QD 6011 Contract Management Framework	How to manage contracts and suppliers

How We Help

We negotiate supplier contracts and have templates, tools and experience to get you a better deal.

We address risk management issues relating to current laws and legislation required for different contracts, including the Privacy Act, Modern Slavery and cyber security protections to help manage those requirements when we are contracting with suppliers.

We manage probity to ensure tender activities are auditable, Conflicts of Interest are addressed and managed, and the central point of contact is consistent for internal and external audits relating to our suppliers.

We manage tender activities to make sure we create competitive tension between suppliers to encourage and promote better value proposals and contracts to meet your needs

Contract Management System

The CMS ensures we have visibility over all supplier contracts, expiration dates and milestones. All supplier contracts must be uploaded into the CMS by the Procurement Team. Access the CMS here or email [email protected] if you require access.

To establish and manage contracts:

Request the terms and conditions template from Procurement (seek approval from your EGM if you require a deviation to the standard T&Cs).

Procurement must endorse if the contract is over $50k per year or high-risk. High-risk contracts include temporary labour, high service impact, exclusivity arrangements, and reputation risks.

Get the contract signed off. Following the Delegations of Authority (DOA) Policy, only the CEO, EGMs or Board are authorised to sign contracts. Please refer to the DOA for financial limits.

Complete the CMS Upload Form and send to Procurement with the executed contracts for storage on Endeavour Foundation’s CMS.

If you wish to access contracts under your division, please contact one of the contract management users to follow the steps outlined in the CMS Contract Search.

Frequently Asked Questions

How do I purchase goods and services?

Please engage one of the Procurement Category leads via [email protected]

How do I request a new Endeavour Foundation vehicle?

View fleet page.

How do I book travel for work?

View our list of preferred suppliers page.

How do I seek procurement advice?

Please engage one of the Procurement Category leads via [email protected]

Who should I engage for New Suppliers?

Our New Supplier form encourages all Endeavour Foundation and Community Solutions and BRACE staff to consider Indigenous suppliers when setting up a new supplier.

If you are in the process of, or need to add a new supplier to DAX please send the completed form and relevant documents to Accounts Payable on the email below for approval.

Endeavour Foundation: [email protected]
Community Solutions: [email protected]
BRACE: [email protected]

Important: Please also copy in procurement on [email protected].

Why is the New Suppliers process important?

It is important that our procurement processes are streamlined and aligned with our corporate strategy. Part of this strategy is to engage with, and report on, our work with Indigenous suppliers and to encourage using Indigenous suppliers as part of our newly launched Reconciliation Action Plan (RAP).

By following this Framework, we aim to:

Provide a clear and standardised approach to managing and administering contracts for the supply of goods and services.

Manage and reduce the Total Cost of Ownership (TCO) and ensure best value throughout the lifecycle of the relationship.

Reduce organisational risk through establishing robust contract management practices.

Increase partnership opportunities.

Ensure suppliers deliver according to the terms, conditions and targets that are mutually set and are committed to continuous improvement.

Maximise outcomes to users/customers by managing supplier performance, maintaining quality, improving productivity, and identifying opportunities for improvement and innovation.

Why do I need to complete this form?

It is important that you complete this form because:

Procurement must confirm the correct process has been followed in setting up a new supplier.

Accounts Payable need to complete the DAX entry with the correct information for the supplier.

Reporting and engaging with Indigenous suppliers is an important aspect of our Reconciliation Action Plan (RAP) in creating a more inclusive workforce.

What do we do with the new Indigenous supplier information?

The information will support our RAP and be collated and reported on for winning tenders, as requested by government entities.

How do I confirm if the supplier is Indigenous or not?

The form links to Supply Nation who works to connect over 3,900 verified Indigenous businesses with corporate, government and not-for-profit members in every state and territory. If your new supplier is not on this list, then they are not an Indigenous supplier.

What types of supplies can you search for on Supply Nation?

Supply Nation provides Australia’s leading database of verified Indigenous businesses in the following categories:

Office supplies and printing
Facilities management
Information Technology
Recruitment and labour hire
Sustainability
Construction
Graphic Design
Food and hospitality

Do I have to pick an Indigenous supplier?

We encourage you to engage Indigenous suppliers, but it is not necessary in all cases. Please continue to use your judgement and aim to engage with the supplier that fits the need of the business to ensure best value.

Are there any restrictions based on how much I plan to spend?

Yes. Please follow these guidelines below when engaging with new suppliers.

You do not need to complete this form if this is a one-off transaction and under $2,500. You can use a corporate card, your own funds and claim reimbursement using a tax receipt or sundry vendor account.

Low Value (Under $2,500): Arrange one quote from New Supplier.

Moderate Value ($2,501 – $50,000): Engage Procurement to establish contract and arrange three quotes from different suppliers (two quotes for purchases under $20,000).