A key focus for the VGPB is to simplify and streamline government procurement processes to make the Victorian Government a buyer of choice. Working with the DGS team, the policies, guides and templates are regularly reviewed to ensure fit-for-purpose procurement. Opportunities for improvement are identified through both consultation and ongoing feedback channels.
New and updated policies, guides and templates in 2024–25
Supplier debrief guidance
A supplier debrief is an opportunity for suppliers to receive feedback on why their offer was successful or not and how their future offers can be improved. Effective supplier debriefs can identify opportunities for improvement, build trust and uplift market capability. This year the supplier debrief guide was updated and published on the Buying for Victoria website, to provide more targeted and practical advice to buyers to support high quality debriefs.
Conflict of interest guidance and templates
The identification and management of real, perceived or potential conflicts of interest are key to upholding the probity and integrity of a procurement process. This year the COI Declaration and Management Plan template was updated to align with the recently revised Victorian Public Sector Commission (VPSC) guidance and model conflict of interest policy. The VGPB conflict of interest template is designed specifically for use in procurement activities and supports agencies to identify and manage conflicts effectively.
Risk management guidance and tools
Good risk management can improve value for money outcomes in procurement. In 2024-25, a suite of new and revised risk guidance and tools was developed to support agencies to better manage risk, including risk in supply chains. The suite includes three new products: a guide, a toolkit with templates, and a training course. Highlights include:
- Assessing the impact of risk on value for money
- Managing both negative and positive risk impacts, including turning a negative impact to a positive impact
- Evaluating risk using a four-by-three matrix (simplified from a five-by-five matrix)
- Scaling risk management to the complexity of a procurement
Audit guidance
The VGPB regularly reviews the effectiveness and suitability of its audit program and related guidance to ensure that it remains fit-for-purpose. In 2024-25, the VGPB updated its audit guidance for agencies. Key changes included encouraging greater use of data analytics in audits, and consideration of emerging risk areas including cyber security, fraud and corruption.
Artificial intelligence in procurement guidance
Artificial intelligence is increasingly being used by buyers and suppliers. During the year the VGPB hosted discussions on the risks and opportunities in procurement arising from use of artificial intelligence and has requested DGS develop guidance for buyers in the coming year, to supplement the recently released Administrative Guideline for the safe and responsible use of Generative Artificial Intelligence in the Victorian Public Sector.
Updated