Procurement Policy

1. The purpose of our policy

This policy outlines the principles and governance responsibilities for procuring goods and services at Adelaide University, ensuring University funds are used appropriately and protected through effective financial controls.    

This policy provides authority to maintain the Procurement Procedure. 

2. Who our policy applies to

2.1 Inclusions

This policy applies to Adelaide University community members involved in the purchase of goods and services through contracts or agreements, purchase orders, and Adelaide University corporate credit cards. 

2.2 Exclusions

This policy does not apply to activities which fall outside its defined scope of procurement. Expenditure activities not covered includes:

• statutory charges (such as, taxes, levies, fines, license fees) 
• service charges imposed by banks 
• commissions and royalties 
• import duties and customs clearance 
• awards and scholarships 
• donations and sponsorships  
• property transactions (such as, selling, purchasing, renting, leasing land or existing buildings). 

3. Our procurement principles 

3.1 We are committed to fairness, accountability and transparency 

We conduct procurement activities in a fair and equitable way, ensuring decisions deliver shared value for the University, communities and the environment. This includes meaningful consideration of Aboriginal and Torres Strait Islander businesses, social enterprises and suppliers with strong environmental and social performance.

Our staff demonstrate accountability through justified decisions and responsible actions, considering sustainability, social enterprise participation and Aboriginal and Torres Strait Islander engagement across our supply chain.

We promote transparency in procurement through open communication, clear documentation, defensible processes and continuous improvement.

3.2 We ensure value for money

We consider whole-of-life costs, fitness for purpose, risk, carbon emissions and end-of-life impacts to support social and operational outcomes and the University’s net zero ambitions.

Staff are responsible for achieving value for money by balancing economy, efficiency and effectiveness in each procurement decision, supporting positive environmental, social and operational outcomes.

3.3 We uphold integrity in procurement

Procurement must follow the authorised governance processes in this policy and the Procurement Procedure.

Staff are accountable for their conduct and must comply with the Staff Code of Conduct.

All actual, potential, or perceived conflicts of interest must be declared and managed in accordance with the Conflicts of Interest Policy and Conflicts of Interest Procedure.

3.4 We practice responsible procurement

Our procurement activities uphold ethical, environmental, social and economic sustainability. 

These considerations must be embedded in all procurement decisions, policies and procedures. 

We also commit to inclusive procurement practices, and aim to build long-term, equitable relationships with Aboriginal and Torres Strait Islander businesses that stimulate genuine economic opportunities.  

3.5 We actively manage procurement risk

We assess procurement activities to identify and manage risks related to health and safety, commercial outcomes, reputation, modern slavery, sanctions and compliance with legal and regulatory obligations.  

All procurement activities must be undertaken in accordance with the Wellbeing and Safety Policy, Risk Management and Legal Compliance Policy, and the Foreign Compliance Policy and Foreign Compliance Review Procedure. 

3.6 We ensure compliance with our procurement policy

Non-compliance with this policy may lead to disciplinary action. 

4. Definitions used in our policy

Please refer to our Adelaide University glossary for a full list of our definitions.

Adelaide University community means a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and non-staff members of Adelaide University including alumni, honorary title holders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers and partners who are engaging with and contributing to the work of Adelaide University.

Aboriginal and Torres Strait Islander business means a business that is at least 51 per cent Aboriginal or Torres Strait Islander owned and controlled.

Modern slavery means situations where coercion, threats or deception are used to exploit people and undermine or deprive them of their freedom, as set out in the Modern Slavery Act 2018 (Cth). It includes trafficking in persons, slavery, servitude, forced marriage, forced labour, debt bondage, deceptive recruiting for labour or services, and the worst forms of child labour; it does not include practices such as substandard working conditions or underpayment of workers.

Net zero means an absolute reduction in greenhouse gas emissions across Scope 1 (direct emission sources such as gas, fuels, refrigerants and agriculture), Scope 2 (purchased electricity) and Scope 3 (value chain) emissions.

Procurement activity means all activities associated with purchasing goods and services on behalf of Adelaide University following the procurement principles set out in the procedure.

Purchase order (PO) means a formal commitment or document from Adelaide University to a supplier to authorise the purchase of goods or services under specific terms.

Social enterprise means businesses that use commercial strategies to achieve social, cultural, community, or environmental purpose, rather than focusing solely on profit. They often provide employment for disadvantaged groups, including people with a disability, the long-term unemployed, refugees, former prisoners and recent migrants, creating transformational outcomes for individuals, families and communities.

Value for Money means achieving the University’s intended outcome through a balanced assessment of cost, quality, risk, and benefit over the full lifecycle of the arrangement/engagement, recognising that lowest price alone does not necessarily represent value.

5. How our policy is governed

This policy is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

6. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

7. History of changes