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ATO tenders and procurement https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/ Last modified: 21 Sep 2020 QC 33786 The Commonwealth Procurement Rules (CPRs) govern how we buy goods and services and are designed to ensure the Australian Government and taxpayers get value for money. We use AusTender to: advertise all open approaches to market publish the ATO Annual Procurement Plan publish contract notices and standing office notices, in line with Australian Government reporting policies access a number of panels . Where we have been approved access to a panel that also matches the requirements of a particular procurement, we can conduct a more streamlined approach to sourcing the good or service required, and do not need to conduct an open approach to the market. Our Australian business number (ABN) is 51 824 753 556. Find out about: The tendering process Complying with procurement policy and legislation Guidelines for contractors and suppliers Procurement related complaints See also: Supplier diversity Records management for our contractors Ethical business relationship statement Public interest certificates 1 of 19
The tendering process https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/The- tendering-process/ Last modified: 21 Sep 2020 QC 59814 The following information will provide you with an overview of our tendering process. On this page: Finding tender opportunities Submitting a tender request After submission Notification of successful and unsuccessful applications Publishing on AusTender End of contract See also: Complying with procurement policy and legislation Guidelines for contractors and suppliers Finding tender opportunities We advertise all open approaches to market (ATM) on AusTender . After registering with AusTender you can: set up alerts to be notified of business opportunities that match your business profile download tender documents lodge tender responses find details about successful tenderers and existing contracts. The Department of Finance's Guide to Selling provides general information on how to prepare tenders for the Australian Government and the Digital Transformation Agency (DTA) lists additional information for Selling digital products and services to government . Public interest certificates Under the Government Procurement (Judicial Review) Act 2018 (Cth), certain types of procurements may be suspended while complaints are being investigated or injunctions are being considered. Relevant Commonwealth entities like us may issue a public interest certificate in circumstances where they consider that it is not in the public interest for a particular procurement process to be suspended. 2 of 19
Where we have issued a public interest certificate, it will be published on our website. Submitting a tender request The first step when applying for an open tender is to understand what we are looking for by searching on AusTender and identify open tenders that may be of interest to you. You can review the details of each tender to get an idea of the specific requirements of the goods or services we are looking to procure. Each publication also contains Approach to Market (ATM) documents, which provide additional information regarding the tender. It is important you review the ATM documents to have an understanding of what we are looking for and to help in preparing your response. To apply for an open tender, you will need to prepare and submit a response in accordance with the ATM documentation via AusTender before the closing date and time. Late applications Tenders received after the specified closing date and time are deemed late and cannot be accepted unless the delay is due to mishandling by us, or a technical issue with AusTender. Other information Understanding the responsibilities each party has, in conjunction with the tender requirements, can assist you in targeting your tender response. You can gain a general understanding of each party’s procurement responsibilities by referring to our Guidelines for contractors and suppliers page. The Department of Finance's Guide to Selling provides additional information on how to prepare tenders for the Australian Government and the Digital Transformation Agency (DTA) lists additional information for Selling digital products and services to government . After submission After the tender close date and time have ended on AusTender , we will collate and assess all on time submissions against the ATM specifications, any mandatory conditions for participation and determine which offers provide value for money. A contract that achieves value for money is not simply the application with the lowest initial price. We take a whole-of-contract approach to assessing each submission, where we will consider all relevant financial and non-financial costs and benefits associated with a procurement. 3 of 19
Both successful and unsuccessful applicants are able to request feedback regarding their response after we have finished reviewing tender submissions. Notification of successful and unsuccessful applications If you are successful or unsuccessful in a tender, we will notify you in writing. Prior to sending a final contract to a supplier for a successful tender, we will generally contract you to discuss and clarify terms and conditions of a procurement. Once all terms and conditions are agreed upon, a final contract is issued. Publishing on AusTender For those awarded a contract with the ATO for above $10,000 (including GST) we will publish high level supplier details on the AusTender's Contract Notice List within 42 days from the time the contract is entered into. Details of contracts awarded below the reporting threshold value of $10,000 (including GST) are exempt from reporting requirements and are not published on AusTender. End of contract After a procurement has ended with the ATO, you may still have responsibilities surrounding what you can and cannot disclose to other organisations. You may also be required to dispose or return information through specific channels. To ensure you are complying with your obligations even after your contract has ended, refer to the conditions in your contract in the first instance. If you have specific questions regarding your contract, contact your contract manager. For general information regarding record keeping see Records management for our contractors. Supplier diversity https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/The- tendering-process/Supplier-diversity/ Last modified: 21 Sep 2020 QC 59815 We take a proactive approach to supplier diversity to promote equal opportunity in the supply marketplace by encouraging the purchase of goods and services from businesses owned by, or that assist, underrepresented groups. 4 of 19
These groups include registered: Indigenous businesses Australian Disability Enterprises When considering a quote, tender or potential supplier, the ATO considers if the purchase represents value for money. Indigenous businesses The ATO adheres to the Indigenous Procurement Policy (IPP) , in conjunction with exemption 16 of the Commonwealth Procurement Rules (CPRs) , to provide a streamlined framework when engaging Indigenous businesses. To identify Indigenous businesses that can provide the goods or services required, we search the Supply Nation website. Only businesses registered with Supply Nation will show within the search results on their website. Go to the Supply Nation website to see if you are eligible to register. Under the IPP , a non-Indigenous supplier may have minimum participation or engagement requirements depending on the value or industry sector the contract relates to. Australian Disability Enterprises Australian Disability Enterprises (ADEs) are generally not-for-profit organisations who provide supported employment opportunities to people with disability to help them gain training and experience. ADEs support people with moderate to severe disabilities to engage in a wide variety of work tasks, offer similar working conditions as other employers and an opportunity for people with a disability to contribute to their local community. The Department of Social Services (DSS) has contracted the National Disability Services (NDS) to provide the BuyAbility website, which provides a directory of ADEs and the goods or services that they offer. The ATO considers exception 15 (in Appendix A of the CPRs) when reviewing procurement requirements and can identify ADEs to provide goods or services by searching the BuyAbility website. See also: ATO's Reconciliation Action Plan Department of Finance – Commonwealth Procurement Rules (CPRs) National Indigenous Australians Agency - Indigenous Procurement Policy (IPP) Australian Disability Enterprises (ADEs) - Disability and Carers 5 of 19
Complying with procurement policy and legislation https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/Complying- with-procurement-policy-and-legislation/ Last modified: 02 Aug 2021 QC 59816 There are a number of procurement related policies and legislation that must be complied with, including: Commonwealth Procurement Rules Digital services Modern slavery Statement of tax record Senate order Government Procurement (Judicial Review) Act 2018 (Cth) Commonwealth Procurement Rules The Commonwealth Procurement Rules (CPRs) outline the rules surrounding procurement contracts for Australian Government agencies. The CPRs provide guidelines that we and any potential or current supplier must follow. Understanding these responsibilities and relevant guidelines can also assist you in writing a targeted tender response. Supplier diversity The CPRs contain rules to promote equal opportunity within underrepresented groups. These groups include registered Indigenous businesses and Australian Disability Enterprises. You can gain an understanding of your participation requirements and our responsibilities regarding procurements by referring to our Supplier diversity page. Digital services While the CPRs set out rules we must comply with when procuring goods and services, there are additional rules and guidelines that must be followed for procurements with businesses within the Information and Communications Technology (ICT) goods and services sector. The Digital Transformation Agency (DTA) ICT procurement page provides further information on the rules and guidelines, which aim to make it easier and less 6 of 19
expensive for businesses to contract with the Australian Government, and deliver better government services at a lower cost. Modern slavery The Commonwealth Modern Slavery Act 2018 establishes a national modern slavery reporting requirement for certain large businesses and other entities in the Australian market to report on risks of modern slavery in their operations and supply chains. See also: Modern slavery reporting requirements Statement of tax record Businesses tendering for Commonwealth Government procurements that are undertaken through open tenders and have an estimated total value of over $4 million (including GST) must obtain a statement of tax record (STR) showing satisfactory engagement with the tax system. First tier subcontractors undertaking work individually valued at over $4 million (including GST) for the prime contractor are also required to have a satisfactory tax record. Visit our Statement of tax record page for more information on STRs including how to apply or what happens if your STR is unsatisfactory. Senate order The Senate order on departmental and agency contracts requires agencies to publish details of procurement contracts valued at $100,000 or more (including GST) that: have been entered into in the previous 12 months have not been fully performed. From 1 July 2015, reports are generated by the Department of Finance and published on AusTender . The ATO report is available on AusTender from the ‘Senate Order’ menu. The ATO assures that the listed contracts do not contain any inappropriate confidential provisions. The cost of compliance with the Senate order is estimated at $2,600 on the basis of full direct costs – that is the cost of salaries for the time spent by staff on data collection, quality assurance, management and administrative support relating to the production of the Senate order. Government Procurement (Judicial Review) Act 2018 7 of 19
(Cth) The Act establishes an independent complaint mechanism for government procurement processes, and applies to contraventions or proposed contraventions of relevant Commonwealth Procurement Rules for relevant procurements. See also: Procurement related complaints Ethical business relationship statement https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/Complying- with-procurement-policy-and-legislation/Ethical-business-relationship- statement/ Last modified: 21 Sep 2020 QC 33499 Our ethical business relationship (EBR) statement is built on personal and professional values, and public and private sector objectives and standards. When working with us there are a number of things you can expect from us and certain things we expect from you. On this page: What you can expect from us What we expect from those providing goods and or services Intellectual property rights Legislative and policy framework What you can expect from us You can expect us to: operate within the law comply with our legal obligation to maintain the secrecy of information we have as a tax administrator about a supplier's taxation affairs and not access or use that information for our business dealings with that supplier manage activities with integrity, professionalism, honesty and fairness disclose and take reasonable steps to avoid any conflict of interest (real or apparent) ensure that any outside employment our staff are permitted to undertake will not compromise their ATO duties and responsibilities have open and accountable procurement processes 8 of 19
treat all potential suppliers and contractors equitably control access to information held on contractors and in particular information that meets confidentiality requirements (including commercially sensitive or taxpayer-related information) resolve problems through timely, effective and equitable mechanisms and processes apply probity and conflict of interest requirements proportionate to the risks not use our duties, status, power and authority in order to seek or gain a benefit or advantage for ourselves and any other person not seek to benefit from supplier practices that may be dishonest, unethical or unsafe actively discourage our staff from accepting gifts, hospitality or any other benefits offered by virtue of their employment with the ATO or the APS ensure that any purchases identified through market research, unsolicited proposals or innovations follow Commonwealth procurement policies purchase from our panel arrangements whenever possible and comply with the mandatory provisions in Whole-of-Government and Coordinated Procurement Contracting meet our individual and collective responsibilities provide a clear channel of communication to report unethical practices in our business relationships base our administration and management of contracts on the contract terms and conditions. What we expect from those providing goods and or services We expect you to: comply with your obligations under Australian tax laws and meet any relevant international taxation arrangements comply with the law and tell your contract manager as soon as you are aware of anything about your business and tax activities that may impact on the reputation of us or delivery of services to us provide accurate, reliable and timely advice and information advise of actual and apparent conflicts of interest as soon as you become aware of them act ethically, fairly and honestly in all dealings with us work with us according to Commonwealth procurement policies deliver services in an environmentally sustainable manner only use ATO equipment, resources and information for its official purpose comply with all ATO security, privacy and system control requirements when dealing with sensitive information and material to protect its confidentiality and security refrain from offering gifts or inducements to ATO employees refrain from discussing ATO business and information in the media assist us to prevent unethical practices in our business relationships have as part of your business practices a way of receiving and resolving problems 9 of 19
be responsible for your personnel and sub-contractors and ensure they are aware of this statement and act in an ethical manner to achieve the standards and behaviour we expect of businesses we deal with. We may also ask you to: agree to relationship principles that set out how you will work with us and other contractors on significant contracts follow our procedures to inform us of innovative ideas and products. See also: Our supplier commitment, values and ethical business relationship statement Intellectual property rights All parties will respect the intellectual property (IP) rights of others. All parties recognise the necessity of having the appropriate IP rights to enable the work to be delivered and for us to fulfil our role. The parties will be proactive and alert each other where necessary IP rights have not been covered in tenders and contracts and then negotiate and formalise any access, licence and use of intellectual property. Legislative and policy framework A number of legislative, policy and related documents form the Commonwealth framework within which we conduct procurement and business activities. These include: Public Governance, Performance and Accountability Act 2013 , Commonwealth Procurement Rules (CPRs) Privacy Act 1988 Australian Government Protective Security Policy Framework Public Service Code of Conduct Records management for our contractors https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/Complying- with-procurement-policy-and-legislation/Records-management-for-our- contractors/ Last modified: 21 Sep 2020 QC 59817 Records management is a crucial part of all government administration and 10 of 19
accountability. It is the basis for establishing and maintaining documentary evidence of government activities and decisions supporting good business practice. It ensures records are managed in accordance with business, community and legal requirements. The need for records management is equally applicable whether government business is conducted within government agencies or the activities are outsourced. On this page: Commonwealth records Contractor’s responsibilities Ownership of records Legislative and policy framework Commonwealth records A record is defined by the Archives Act 1983 as a document or an object in any form, including digital. All records containing any information created, sent and received in the course of carrying out ATO business are Commonwealth records and assets. Contractor’s responsibilities All contractors must: Ensure that records are not inappropriately used, disclosed or held in the custody of a party other than the ATO without formal approval. Meet minimum information and records management standards for Commonwealth records, including information security requirements. Maintain records during the contracted period in a format that is accessible by the ATO. Comply with legislative requirements and policy framework. Return Commonwealth records to the ATO at the end of the contracted period within a reasonable timeframe. Not destroy Commonwealth records without permission of the ATO. Ownership of records Where a contractor provides services on behalf of or to the ATO, ownership (including intellectual property rights such as copyright) of existing or new records created by the contractor generally vest in the ATO. Where a contractor provides services to the Australian Government itself rather than to its external clients, ownership of records may not vest in the ATO. For example where the ATO contracts a contractor to write a report for the ATO, the report will be a Commonwealth record and owned by the ATO. However, the contractor's business records surrounding that contract are not considered to be a 11 of 19
Commonwealth record, rather they remain the property of the contractor. More specific requirements relating to the ATO records to be managed will be covered in the provisions of the contract or contractor’s operating procedures as approved by the ATO. Legislative and policy framework There are a number of legislative, policy and related documents that form the framework within which we maintain our record management standards. This framework ensures our accountability to Government and to the Australian community. The principles based on this framework continue to apply to Commonwealth records in the custody of contractors. These include: Archives Act 1983 Criminal Code Act 1995 Freedom of Information Act 1982 Privacy Act 1988 Public Governance, Performance and Accountability Act 2013 The Administrative Function Disposal Authority (AFDA) Digital Continuity 2020 Policy General Records Authority 40, Transfer of custody of records under Australian Government outsourcing arrangements Guidelines for contractors and suppliers https://www.ato.gov.au/About-ATO/ATO-tenders-and-procurement/Guidelines- for-contractors-and-suppliers/ Last modified: 29 Jan 2021 QC 33523 On this page: Our supplier commitment, values, and ethical business relationship statement Work health and safety requirements for contractors and suppliers Information security guidelines for contractors Records management Invoicing Supplier commitment, values, and ethical business relationship statement 12 of 19
Our commitment We are committed to working with businesses in an efficient, effective, economical and ethical manner to achieve better outcomes for all our goods and services providers. We expect suppliers to act in an ethical manner and support our values so we can achieve mutual trust in our relationships. This is to ensure business dealings withstand public scrutiny. Businesses and government agencies working with an ethical business relationship statement consistently achieve better results and reduce costs. Benefits include: improved business relationships reduced disagreements quicker and easier problem resolution support for considering innovations from business helping businesses advance their organisational objectives. Our values We value: fairness and professionalism the rule of law challenges and opportunities applying equally to us when conducting business with suppliers. We are committed to the Australian Public Service (APS) Code of Conduct and APS values set out in the Public Service Act 1999. These identify government and community expectations about APS professionalism and integrity, and the values and principles that guide public administration. Ethical business relationship statement The ethical business relationship (EBR) statement details codes of conduct and mutual responsibilities in business dealings between the ATO and our suppliers. See also: Ethical business relationship statement Work health and safety requirements for contractors and suppliers We are committed to the health, safety, and wellbeing of our workers. We regularly assess and control risks that may affect the health and safety of workers and third parties. 13 of 19
When doing business with us, contractors and suppliers are expected to contribute to a safe and healthy workplace by complying with certain principles and legislative requirements. See also: Work health and safety requirements for contractors and suppliers to the ATO Information security guidelines for contractors The Australian Government expects us to maintain a security environment that protects our functions and official resources. The Protective Security Policy Framework (PSPF) sets out the policies, practices and procedures all government departments and agencies must comply with. See also: ATO information security guidelines for contractors Records management Records management is a crucial part of all government administration and accountability. It is the basis for maintaining documentary evidence of government activities and decisions that support good business practice. It ensures records are managed in accordance with business, community and legal requirements. The need for records management applies whether our business is conducted within government agencies, or outsourced. See also: Records management for our contractors Invoicing From February 2021, we centralised and automated how we receive and process invoices. This has enabled faster turnaround and payment times for eligible invoices. This section includes details about: Invoice requirements Purchase orders Payment terms E-invoicing Invoice requirements From 1 February 2021, all invoices must be sent to invoice@ato.gov.au. Invoices 14 of 19
should no longer be sent directly to your ATO contact. When you submit invoices to the ATO, they must: include an invoice number include a purchase order number include the ATO contact name and email address (where there is no purchase order) be in PDF format (one invoice only per PDF attachment) have only one purchase order per invoice. Supporting documentation Supporting documentation can be provided but: it must be a separate document to the invoice, in Excel or Word format a separator sheet must be used between the invoice and supporting documentation. You can download the Separator sheet (PDF 32KB) . Purchase orders ATO suppliers under a contract/work order arrangement will automatically receive a purchase order (PO) notification when engaged to provide goods and services. A PO will also be issued when changes are made to an existing arrangement. Payment terms When and how you receive payment depends on the contract's cost, duration and complexity. For some procurements, payment may be made in instalments, or at different stages of the contract. These are referred to as milestone payments. If this applies to you, refer to your contract for dates. Also check if performance or other dependencies are linked to payment terms. Providing all required information on your invoice will ensure the ATO can meet its obligations under the Australian Government's pay on-time policy . E-invoicing The ATO now uses e-invoicing. This means invoices are electronically exchanged between the ATO and your finance software. To use this system, you will need to ensure your finance software is enabled for e-invoicing. See also: Department of Finance's Supplier pay on-time or pay interest policy E-invoicing Getting started with e-invoicing 15 of 19
Procurement related complaints https://www.ato.gov.au/About-ATO/ATO-tenders-and- procurement/Procurement-related-complaints/ Last modified: 21 Sep 2020 QC 58521 As a potential or current supplier to the ATO, you have the right to be treated fairly throughout the procurement process and to have complaints investigated quickly and without disadvantage. Lodging a complaint If you have concerns relating to a procurement process and wish to discuss them informally, you can approach the relevant procurement contact officer in the first instance. If you are not satisfied with the response, you can make a complaint. Complaints can be raised through: The Australian Taxation Office, by completing and submitting the Procurement complaints form (PDF, 1.0MB) The Australian Government Procurement Coordinator The Commonwealth Ombudsman Complaints under the Government Procurement (Judicial Review) Act 2018 (Cth) For more information on your obligations as a supplier when raising a complaint under the Government Procurement (Judicial Review) Act 2018 (Cth), see Handling complaints under the Government Procurement (Judicial Review) Act 2018 Resource Management Guide on the Department of Finance's website. Under the Act, complaints must be made in writing to the relevant entity immediately after becoming aware of the alleged breach of the relevant Commonwealth Procurement Rules (CPRs). The tender contact officer can inform you whether the procurement process is subject to the Act. The most efficient way to lodge your complaint is to use our Procurement complaints form (PDF, 1.0MB) See also: Handling complaints under the Government Procurement (Judicial Review) Act 2018 Resource Management Guide Commonwealth Procurement Rules Once we receive your complaint 16 of 19
Once we receive your written complaint we will: acknowledge receipt of your complaint advise whether a public interest certificate is in force (if applicable) advise you of the expected timeframe for resolution investigate the validity of the complaint notify you of the outcome of our investigation offer a solution if applicable confirm with you whether you consider the complaint to be resolved. If your procurement is covered by the Act, the procurement process will be suspended, unless there is a public interest certificate in place. Public interest certificates issued by us and will be published on our website. See also: Public Interest certificates Applications to the court If you are not satisfied that the complaint has been resolved, you can apply to the Federal Circuit Court of Australia or the Federal Court of Australia for injunctions or payment of compensation for breaches of the relevant CPRs relating to covered procurements under the Act. Applications to the court must be made within 10 days of becoming aware of the breach. A longer period may be allowed by the court if it is satisfied that the failure to make the application within this timeframe was attributable to the supplier’s reasonable attempt to resolve the complaint. We recommend you seek independent legal advice before taking this step. Public interest certificates https://www.ato.gov.au/About-ATO/ATO-tenders-and- procurement/Procurement-related-complaints/Public-Interest-Certificates/ Last modified: 15 Oct 2021 QC 59552 Under the Government Procurement (Judicial Review) Act 2018 (Cth), certain types of procurements may be suspended while complaints are being investigated or injunctions are being considered. Relevant Commonwealth entities, like the ATO, may issue a public interest certificate in circumstances where they consider that it is not in the public interest for a particular procurement process to be suspended. 17 of 19
See Handling complaints under the Government Procurement (Judicial Review) Act 2018 on the Department of Finance website for further information on public interest certificates. Public interest certificates issued by the ATO Public interest Procurement Date issued certificate Managed Network Services: Network 28 November SPC-2896-1 Management, Unified Communications, 2019 and Contact Centre This document is also available in Portable Document Format. (PDF 39.88KB ) Managed Network Services: Fixed Voice 28 November SPC-2896-2 2019 This document is also available in Portable Document Format. (PDF 39.88KB ) Liveness Solution 25 September SPC-4278 2020 This document is also available in Portable Document Format. (PDF 240KB ) Business Intelligence & Visualisation 08 October SPC-4499 2020 This document is also available in Portable Document Format. (PDF 48KB ) Insight and Analytics 30 August SPC-7103 2021 This document is also available in Portable Document Format. (PDF 70KB ) 18 of 19
Our commitment to you We are committed to providing you with accurate, consistent and clear information to help you understand your rights and entitlements and meet your obligations. If you follow our information and it turns out to be incorrect, or it is misleading and you make a mistake as a result, we will take that into account when determining what action, if any, we should take. Some of the information on this website applies to a specific financial year. This is clearly marked. Make sure you have the information for the right year before making decisions based on that information. If you feel that our information does not fully cover your circumstances, or you are unsure how it applies to you, contact us or seek professional advice. Copyright notice © Australian Taxation Office for the Commonwealth of Australia You are free to copy, adapt, modify, transmit and distribute this material as you wish (but not in any way that suggests the ATO or the Commonwealth endorses you or any of your services or products). 19 of 19
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