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| Accountable Officer | The Secretary (or equivalent) of a Department or agency. |
| Advance Tender Notification | Notice of the timing of a tender to be advertised in the near future. |
| Annual Supply Report | A report to the VGPB from the Accountable Officer providing information and data relating to the purchase of goods and services. |
| APU | An Accredited Purchasing Unit is the body in each Department which has been given authority from the Victorian Government Purchasing Board to approve all purchasing processes which fall within its accreditation limit. |
| ANZ | Australia and New Zealand. |
| ANZGPA | Australia and New Zealand Government Procurement Agreement. The agreement recognises the benefits to industry and government of treating Australia and New Zealand as a single market for government procurement, and accords with the principles of the Australia New Zealand Closer Economic Relations Trade Agreement. |
| AUSFTA | Australia - United States Free Trade Agreement |
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| Business Case | A business case sets out the information needed to enable a manager to decide whether to support a proposed project, before significant resources are committed to its development. The core of the business case is an assessment of the costs and benefits of proceeding with a project. |
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| Central Agencies | The Department of Treasury and Finance and the Department of Premier and Cabinet. |
| Certificate of Exemption | Under VGPB policy, the Accountable Officer can issue a Certificate of Exemption from public tender if s/he believes that a public tender is impracticable or inexpedient. |
| Commercial-in-confidence | Confidential information provided for a specific purpose that is not to be used for any other purpose than set out in the initial document. |
| Competitive Neutrality | The aim of competitive neutrality policy is to ensure, that where a government business is competing with the private sector, adjustments are made to remove any net advantage (or disadvantage) that the government business has because it is owned by government. |
| Composite tender booking form | Booking form used by Government departments and agencies to book the advertising of a tender in the tenders.vic.gov.au composite advertisement. |
| Conditions of tendering/ registration | The Conditions of Tendering/Registration is the document which sets out the rules of the tendering process and the requirements a tenderer must meet to lodge a valid tender. |
| Confidentiality Agreements | A confidentiality agreement is a written legal document that is proof and record of the obligations agreed to between the parties, to protect the commercial interests of the Department and/or the contractor. |
| Conflict of Interest | A conflict of interest is where a person who is involved in the procurement has or may be perceived to have a personal interest in ensuring that a particular tenderer is successful. Actual and potential conflicts of interest must be declared by an person involved in a tender process. |
| Consultancy | A contract to provide services which meet all the following criteria:
- expert analysis and advice which facilitates decision making
- a specific, one-off task or set of tasks
- a task involving skills or perspectives which would not normally be expected to reside within the Department
The full definition of a consultancy is included in the VGPB policy. |
| Consultancy Register | A list of consultancy contracts which have been entered into by a government agency. |
| Contract Management Plan | Document outlining strategies for management of a contract including but not limited to roles and responsibilities, timelines, performance management and financial matters. |
| Contract Manager | Person nominated by the Government Agency to manage the day to day matters of the contract. |
| Contract Variation | A contract variation is an addition or alteration to the goods or services provided under a contract that is within the general scope of original contract. |
| CPS | Contracts Publishing System. The  CPS contains summary information on Departmental contracts >$100,000 and a copy of contracts>$10 million. |
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| Data room | A room set up as part of a complex tender or other bidding processes in order to give bidders access to detailed information (such as technical drawings) needed in the preparation of their bids. |
| Declaration of Private Interest | This is a written declaration made by a person who may have, or could be perceived to have, a personal interest in the outcome of a procurement process or project. This person may need to be excluded from the procurement process. |
| Deed of Confidentiality | Agreement between parties to protect information. |
| Deed of Variation | A document signed by both parties which details changes to a contract. |
| Default | The failure of a party to perform a contractual requirement or obligation, including failures to meet deadlines, to perform to a specified standard, to meet a loan repayment or to meet its obligations in relation to a materialised risk |
| Discount Rate | The rate used to calculate the present value of future cash flows. The discount rate is usually the cost of capital used to fund the investment from which the cash flow is expected. |
| Discounted Cash Flow | The net present value of a stream of future cash flows (see discount rate). |
| Disposal Management Plan | Document detailing strategy for disposal of assets including timelines, tasks, responsibilities and outputs. |
| DTF | Department of Treasury and Finance |
| Due Diligence | The process of reviewing and analysing in detail the capacity of a bidding organisation to meet future contract performance requirements. This may include a detailed assessment of the organisation's financial stability, legal risks, technical capacity, and infrastructure. |
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| EC4P | Electronic Commerce for Procurement. This is a major project of the Victorian Government to introduce electronic procurement in Government departments. The project is now in its implementation stage. |
| Electronic Catalogue | An online catalogue from which goods or services can be selected or ordered. |
| EOI | Expression of Interest - see ROI |
| ESA | Endorsed Supplier Arrangement. This is a register of information technology suppliers which is managed by the Commonwealth Department of Finance & Administration. |
| Evaluation Matrix | A table that summarises the score or ranking of each tender against the tender specifications. |
| Evaluation Criteria | A list of measures used to assess the suitability of a tender against the tender specifications. |
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| Financial delegate | Under the Financial Management Act 1994,- a financial delegate is an officer who has been delegated power by the Minister for Finance to approve payments up to a nominated threshold. |
| Force Majeure | Acts of God and other specified risks (eg terrorism) which are beyond the control of the parties to the contract and as a result of which a party is prevented from or delayed in performing any of its non-financial obligations under the contract. |
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| Government Business Enterprise | A commercially focused government-owned trading body constituted under Stage Legislation and/or Corporations Law as a separate legal entity. |
| Government Department or Agency | An agent of the Victorian Government, including departments, statutory authorities, statutory corporations and government business enterprises. |
| GPC | Government Procurement Chapter within the AUSFTA |
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| Intellectual Property | Legally protected property such as copyright, patents, and registered designs, as well as ideas and information of commercial value which an organisation has developed. |
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| Limited Tendering | The ability to approach one or a limited number of suppliers in special circumstances after obtaining a Certificate of Excemption for not having to conduct an open tender. |
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| Memorandum of Understanding or MOU | A document which records matters that have been agreed but which is not usually intended to be enforceable in the courts. |
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| Output Specification | See specification. |
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| PACCER | Procurement and Contracting Centre for Education and Research – An initiative of the VGPB and the Office of Public Employment, PACCER provides training in a wide range of procurement skills. Refer to the PACCER information on this website. |
| Partnerships Victoria | The Victorian Government policy on projects with the private sector to provide public infrastructure services. |
| Probity | Honest, proper, fair and ethical conduct, especially in relation to tendering processes. |
| Probity Auditor | An independent auditor who confirms if a procurement process has been conducted fairly. |
| Project Director | The project director has overall responsibility for delivery of the project and management of all members of the procurement team, including external advisers and consultants. |
| Probity Plan | A plan which sets out the steps to be taken and the processes to be implemented which will ensure that a tender is conducted fairly and ethically. |
| Project Plan | Document identifying key matters of a project. |
| Purchase Order | A document generated by a Department's financial management system which shows that purchase details have been recorded and payment will be made. |
| Purchase Recommendation Reports | A document used to summarise important matters within a procurement process to assist APUs and the VGPB in assessing the compliance of the procurement process to Board policies. |
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| Risk Allocation | The allocation of responsibility for dealing with the consequences of each risk to one of the parties to the contract, or agreeing to deal with the risk through a specified mechanism which may involve sharing the risk. |
| Risk Assessment | The determination of the likelihood of identified risks materialising and the magnitude of their consequences if they do materialise. |
| Risk Management | The identification, assessment, allocation, mitigation and monitoring of risks associated with a project. |
| Risk Matrix | A method of presenting all possible significant risks likely to be encountered in a project, the magnitude and likelihood of the risks occurring, their areas of impact, the allocation of risks between parties and the risk mitigation techniques to be employed. |
| Request for Information or RFI | A request issued to the market before a tender begins. It is used to gather information to be used to further develop the tender documentation. |
| Request for Tender or RFT | A publicly advertised method of seeking offers from providers or suppliers based on a written statement or specification of the required goods and/or services. |
| Request for Quotation or RFQ | An invitatiion to selected supplies to make an offer to supply goods or services. An RFQ is used for low value purchases. |
| Registration of Interest or ROI | The first of a two stage publicly advertised tender process. Registration of interest are invited, responses evaluated and short-list of possible providers identified. The second stage is where short-listed bidders are asked to respond for tender. |
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| SEAV | Sustainable Energy Authority Victoria. |
| Selective RFT | A tender that is conducted where only specific bodies are invited to provide a tender. |
| Selective Tender | A tender where only specific bodies are invited to make an offer. |
| SME | Small to medium enterprises. |
| Strategic Procurement Plan or SPP | A detailed plan for a proposed procurement process. VGPB policy requires that Departments complete a plan for any procurement of goods and services over $10 million in value. |
| Specification | A statement which clearly and accurately describes the essential requirements for goods, products or services. Specification may also include the procedures by which it will be determined that the requirements have been met. |
| Standing Offer Agreement | A contract that sets out rates for goods and services which are available for the term of the agreement. However, no commitment is made under the agreement to purchase a specified value or quantity of goods or services. |
| SPC | State Purchase Contracts that operate as Whole of Government purchasing arrangements. |
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| Tender | The process of inviting parties to submit an offer by public advertisement, followed by evaluation of offers and selecting a successful bidder.
The document containing an offer from an organisation responding to a request for tender. |
| Tenderer | A party submitting a tender. |
| Tender Briefing | A forum held where a Government representative briefs prospective tenderers regarding a tender process, and responds to questions. |
Tender Officers /
Tender Opening Officers | Person/s nominated to open the tender box and register tenders. |
| Tenders Website | Website provided by Department of Treasury and Finance advertising all Government tenders. It is a VGPB policy requirement for all procurement processes with an estimated value of $100k or more to be advertised on this website. |
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| Variation | See contract variation. |
| VGPB | Victorian Government Purchasing Board. The Board is established under the Financial Management Act and has broad powers to set policy on procurement within Government departments. The members of the Board are appointed by Governor in Council. |
| VGSO | Victorian Government Solicitors Office. |
| Victorian Industry Capabilities Network (ICN) | The aim of the Victorian Industry Capabilities Network (ICN) is to promote Victorian and Australian industry through import replacement and opportunities for participation in overseas projects. |
| VIPP | Victorian Industry Participation Policy which aims to maximise the use of local suppliers in Government projects. Victorian Industry Participation Policy (VIPP). |
| VMIA | Victorian Managed Insurance Association
The VMIA is a statutory authority who was established under the Victorian Managed Insurance Authority Act 1996, and became operational on 1 October, 1996. Its main aims are:
- to provide a consistent, best practice approach to the identification and management of all risk of accidental loss or damage across all Departments and Agencies; and
- to develop a self-funding mechanism within Government in order to reduce the cost of insurance.
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| WofG | Whole of Government Contract. A WofG is set up following a public tender. Use of a WofG contract is mandatory for Government departments. |
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