(1) Each agency
must establish an Agency Tender Board to approve procurements costing over
$20,000 but less than $50,000.
(2)
Members of an
Agency Tender Board shall include:
(a)
the Chief Executive Officer or Deputy
Secretary of that agency, as Chair;
(b)
a senior
officer of that agency;
(c)
a
representative from Government Supplies; and
(d)
two senior
officers appointed by the Chief Executive
Officer through invitation to other agencies.
(3)
If the Chair is absent, the Board members present at the
meeting may appoint a member to preside at that meeting.
(4)
The Chair shall appoint a Secretary to the Board from
within the agency
who is not a member of the Board.
(5)
The quorum for
a meeting of an Agency Tender Board is 3.
(6)
If a tender
requires expert opinion, an Agency Tender Board may co-opt any officer as a
member for that particular tender.
(7)
In the first
meeting, members of the Agency Tender Board must declare their interest in any
organization or entity that is likely to be a tenderer.
(8)
If a member of
the Agency Tender Board has direct or indirect interest in a tender or proposed
tender, the member shall as soon as practicable after relevant facts have come to
their knowledge, declare the nature of their interest at the Board meeting and
shall be excluded from further evaluation or the approval of that tender.
(9)
The Agency
Tender Board may appoint a panel of officers to consider and evaluate tenders.
When appointing members of the Evaluation Committee, the Board must have regard
for relevant skills, knowledge and experience appropriate to the value and
importance of the procurement.
(10)
An Agency
Tender Board shall regulate its meetings and procedures in accordance with the
Agency Tender Board Guidelines.
(Financial Instructions 2005 s(23))