Box Hill Institute is committed to ensuring that our Procurement Policy and Framework align with the Victorian Government Purchasing Board (VGPB) supply policies and directives established under the Financial Management Act 1994 (VIC).
Box Hill ’s approach to procurement is underpinned by four key principles
When making procurement decisions Box Hill will use its judgment of a range of financial and non-financial factors, such as quality, cost, fit for purpose, the total cost of ownership, and risk. Box Hill is committed to generating social, economic, and environmental outcomes that benefit the Victorian community and align with our Social Procurement Strategy.
Decisions made by authorised staff are formed following the Box Hill Procurement Framework. All Box Hill employees and contractors involved in procurement exercise appropriate levels of delegation.
Ensuring standards of behaviour and actions in the conduct of procurement processes including equity, confidentiality, avoiding conflicts of interest, and consumer/supplier confidence in the integrity of government procurement processes.
When appropriate, Box Hill will increase value and outcomes for students and industry by seeking to enter aggregated purchasing arrangements. The risk of the activity should be assessed to ensure the appropriate resourcing is in place in relation to the complexity and risk associated with the purchase of goods and services. To reduce the risk Box Hill will consider State government contracts to achieve its procurement outcomes. This includes the use of state purchasing contracts, registers, and panels.
As a Victorian Public Sector Agency Box Hill is mandated to purchase goods and services via State Purchasing Contracts (SPCs) and supplier registers or directories established by VGPB.
These whole-of-Victorian Government contracts, panels, registers, or directories have been designed to streamline procurement activities enabling Box Hill to make the most of economies of scale when buying from the marketplace and reduce many risks by accessing pre-negotiated contract terms and conditions.
For more information about State Purchasing Contracts and Registers go to the Buying for Victoria website.
If you are a supplier of goods and services covered by an “open” Supplier Register such as
Box Hill encourages you to make inquiries to join these registers. Our preference is to engage with suppliers that on these Supplier Registers. It makes doing business easier for you and us. When goods and services are not supplied via a SPC or register, Box Hill will engage with the open market following its own procurement policies and processes.
To find out more about how to join a panel or register go to the Buying for Vic website and Register as a Supplier.
Box Hill publicly advertises its major and significant procurement opportunities via the Tenderlink or the Victorian Government Tenders System. Suppliers are encouraged to register as users and use these systems to respond to request to quote or tender. In 2022, Box Hill intends to publish a procurement activity plan to assist suppliers in preparing future submissions. Please check back here to see our procurement activity plan closer to this date.
Procurement activity plan for the current year ahead
Our contracts with a total estimated value equal to or exceeding $100,000 (including GST) excluding contracts under head agreements
Our contract information with an estimated value exceeding $10 million (including GST).
All suppliers engaged by Box Hill Institute are required to comply with the Victorian Government Supplier Code of Conduct and Child Safety and Wellbeing policy. This ensures that all suppliers meet a set of minimum ethical standards.
Our approach to working with suppliers to manage health and safety
Worker health, safety, and well-being are important to Box Hill Suppliers are expected to provide a healthy and safe work environment and integrate sound health and safety management practices into their business.
Suppliers must comply with all applicable laws relating to workplace health and safety.
Suppliers are expected to:
Prior to engagement, all contractors will complete an assessment questionnaire to ensure they comply with the conditions of working at Box Hill Institute and provide any required copies of appropriate licences, professional certification, and any other suitable checks and declarations.
An induction is to be conducted for all contractors and the induction checklist submitted. Before performing work on site contractors are to check in at the respective campus contractor reception areas.
Box Hill Institute is committed to transparent and accountable practices when seeking goods and services from suppliers. The Institute is committed to ensuring its procurement processes work effectively and fairly for all parties. The institute advertises its tenders on the Tenders Victoria website.
The institute has developed a Procurement complaint management process to ensure that any potential suppliers who may have concerns relating to a procurement process conducted by the institute can have those concerns addressed through an independent review process.
If you are involved in any procurement conducted by the institute and wish to lodge a complaint about the process, you should write (by letter or email) to the institute's Chief Procurement Officer. If you wish to discuss the basis of your complaint before lodging it, you can also call the contact below:
Mr Matthew Graver
Phone: (03) 9286 9483
Private Bag 2014, Box Hill, Victoria 3128
The written complaint must set out:
The institute will acknowledge your complaint within five (5) working days of its receipt and will seek to address the complaint within 20 working days of receipt. You may be contacted for further information and/or clarification of your concerns. If longer than 20 days is anticipated to be required, you will be advised accordingly.
All complaints submitted to the Institute will be reported annually to the Victorian Government Purchasing Board (VGPB) for publication in their Annual Report.
If a satisfactory resolution to your complaint could not be reached, the institute must inform the VGPB within five (5) days. If you are dissatisfied with the institute’s response to your complaint and it relates to a goods and services procurement, you may refer the matter to the VGPB for review via email at: firstname.lastname@example.org or via letter addressed to the VGPB Board Chair at:
Victorian Government Purchasing Board
Department of Treasury and Finance
GPO Box 4379
The complainant must provide the VGPB with the following material:
Services providers should also be aware that there are other government bodies who may be able to assist you with your enquiry. Please see the links below for more information:
Below is a diagram outlining the procedure.