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Home > About Us > Governance > Procurement

Procurement

As a State Government entity, State Library Victoria is subject to and operates within the required procurement framework set by the Victorian Government Procurement Board (VGPB). The Library aims to meet all VGPB requirements regarding probity and operate transparently in all required procurement activities. More information about the VGPB can be found on the Buying for Victoria website.

For any queries not covered on this page, please email [email protected]

Purchase order contracts for suppliers

All suppliers of goods and services for the Library must follow the Standard Terms and Conditions for Supply.

These updated terms and conditions are effective from 1 July 2024 and apply to all open and future purchase orders after that date.

If you have a separate written agreement that has been signed by the Library, you will follow that agreement instead.

Standard Terms summary

This is a summary of the standard terms. The Library recommends seeking independent legal advice before entering legally binding arrangements.

Our Standard Terms contract outlines the agreement for supply between a supplier and the Library.

When the Library accepts a quote and issues a purchase order, those, together with the Standard Terms, form a contract between us.

You promise to provide the agreed-upon goods or services with care and skill, meeting industry standards and Library requirements. You must deliver on time and ensure the quality of the items or services.

If there are any issues, the Library can reject the delivery.

You must follow laws, safety regulations, and the Library's policies.

The Library will pay you if you stick to the Standard Terms and provide a proper invoice. You must also respect the Library's confidentiality rules and handle personal information correctly.

Both the supplier and the Library have responsibilities regarding intellectual property rights. You must make sure that you have the right to use and share any intellectual property related to the deliverables. You also need to protect the Library against any legal claims related to the work you do.

This contract is governed by Victoria's laws and includes definitions for terms used throughout the contract.

Download a full copy of the Standard Terms (PDF 157 KB).

Supplier Code of Conduct

The Victorian State Government is committed to ethical, sustainable, and socially responsible procurement.

The Supplier Code of Conduct describes the minimum expectations in the following areas:

  • integrity, ethics, and conduct
  • conflict of interest, gifts, benefits, and hospitality
  • corporate governance
  • labour and human rights
  • health and safety
  • environmental management.

A summary of the Supplier Code of Conduct is available at Ensuring Ethical Procurement through Supplier Code of Conduct - Suppliers' Guide.

Suppliers must ensure that they and their employees, workers, representatives, suppliers, and subcontractors comply with the standards of conduct set out in the guide and other contractual obligations to State Library Victoria.

Forward Procurement Plan (in development)

To increase transparency and help businesses identify and plan for our future needs, the Library has issued a Forward Procurement Plan.

This plan lists our anticipated major purchases over the next 12 to 24 months. It is an indicative plan only and may be updated from time to time or at least once a year. Companies should register with the Tendersvic website to ensure that they get advice on any upcoming tenders.

All planned procurement activities are subject to revision or cancellation. The information in the Forward Procurement Plan is provided for information purposes only. It does not represent a solicitation or invitation to supply or a commitment by the department to purchase. For more information on how to pre-qualify to join a panel or register, visit how government buys.

Expression of interests and open tenders

All expressions of interest and open tenders raised by State Library Victoria will be advertised on the Tendersvic website.

Commitment to child safety

State Library Victoria is accessible and welcoming to everyone. We are committed to being a child-safe organisation with zero tolerance for child abuse, always acting in the child's best interests.

For more information on the mandatory requirements for suppliers and contractors working on-site, read our Child Safe Code of Conduct.

Complaints management

You can lodge a complaint about a procurement process by following the steps below.

  1. The complainant lodges a complaint via the email [email protected]
    The email must include:
    • name or organisation's contact details
    • the procurement that the complaint relates to
    • the basis for the complaint specifying the issues involved
    • how the subject of the complaint and the specific issue affects you or your organisation
    • any relevant background information
    • the outcome desired by you or your organisation.
  2. Within 5 working days, the Library acknowledges receipt, indicating, at a minimum, the contact person, process to be taken by organisation, and approximate timeline to address the matter.
  3. If the Library requires additional information from the complainant, proceed to step 4. If not, proceed to step 6.
  4. If the Library requires the services of external parties to advise on elements of the complaint, proceed to step 5. If not, proceed to step 6.
  5. An extension of time is given based on the number of working days between the request for and receipt of additional information and advice sought.
  6. Within 20 working days, the Library addresses the complaint and informs the complainant of the findings and whether it intends to take any further action.
  7. If the complainant accepts the finding, the process ends. If not, proceed to step 8.
  8. The complainant may choose to pursue the matter with the VGPB using the contact details provided below. Within five working days, the Library informs the VGPB of any complaint that could not be resolved to the satisfaction of both parties.

Email to [email protected] or via letter addressed to the VGPB Board Chair at:

Victorian Government Purchasing Board
Department of Treasury and Finance
GPO Box 4379
Melbourne 3001

More information