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Life-Cycle Costing Procedure

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Section 1 - Introduction / Background

(1) The aim of this Policy is to identify all potential costs and risks associated with the item(s) purchased up to and including disposal in accordance with the Purchasing and Procurement Policy.

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Section 2 - Scope / Purpose

(2) This Procedure will provide a clearer picture of the impact of a prospective purchase and significantly reduce the risk of a budget overrun due to unforeseen or unconsidered costs and ancillary requirements.

(3) Consideration should include items such as, but not limited to, the following:

  1. installation, including building modifications and changes to existing services;
  2. space and access requirements;
  3. maintenance/service contracts/special licences, i.e. radiation;
  4. additional building services or ancillary equipment, i.e. air-conditioning, cooling water, etc;
  5. IT requirements;
  6. staffing and support requirements for the life of the item(s);
  7. disposal, especially if it involves hazardous goods;
  8. OH&S requirements;
  9. business continuity; and
  10. environmental issues.

(4) When identifying a need for specific item(s), the following Procedure must be conducted prior to the purchase. Every possible attempt should be made to identify all potential costs associated with the purchase, up to and including disposal.

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Section 3 - Flowchart

(5) There are two (2) separate components of this Procedure. One is for purchases made with operational or existing funding and the other is for Research Grant applications.

(6) Failure to get all quotes and delegated signatories will result in delays in obtaining approval for the submission of the grant application by the Research Services (RS) or the release of a purchase order to the supplier.

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Section 4 - Standard Purchasing

(7) Identify the need for the item(s) and where it will be located.

(8) Obtain technical specifications from supplier. This will assist in identifying all ancillary and other modifications that will be necessary to ensure the equipment is operational.

(9) Complete the Life Cycle Costing Form and ensure that valid estimates of costs are included and all supporting documentation is attached with the required signatory approvals.

(10) Obtain relevant Faculty/School/Departmental authorisation before the checklist is submitted with the purchase requisition.

(11) Follow standard faculty purchasing Procedures to complete the purchase order.

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Section 5 - Research Grant Applications

(12) When applying for a Research Grant, you must comply with the timetable and conditions as set out by the Research Services in conjunction with the following guidelines:

  1. identify the need for the item(s) and where it will be located;
  2. obtain technical specifications from supplier. This will assist in identifying all ancillary and other modifications that will be necessary to ensure the equipment is operational;
  3. complete the Life Cycle Costing Form and ensure that valid estimates of costs are included and all supporting documentation is attached;
  4. obtain relevant departmental authorisation before the checklist is submitted with the grant application, i.e. buildings & grounds feasibility study should building/services modification be required; and
  5. all supporting documentation should be attached to the grant application to ensure that the assessment process is completed as expediently.
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Section 6 - Roles and Responsibilities

Responsibility Role
Requisitioner/grant applicant Obtaining additional information required for decision-making and/or for providing a specification to supplier.

Obtaining additional information required for decision-making and/or for providing specification to UoW service units.

Obtaining additional information with regard to the conditions of the contract, confirmation of price and availability of goods/services.

Ensure all associated documents are attached to the proposal/requisition.

By completing the purchase requisition/grant application the requisitioner is certifying that the transaction complies with all relevant financial policies and procedures and that they have carried out their duties in compliance with policy.

By completing the purchase requisition/grant application the requisitioner is certifying that there are sufficient funds exist to cover the entire costs of the goods and services, including all work identified in the Life Cycle Costing form.
Purchasing officer To ensure that the requisitioner has complied with all relevant Policy and Procedures and that confirm the availability in the nominated accounts.
Procurement Manager To ensure that all Policy and Procedures are maintained and updated as required.
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Section 7 - Definitions

Term Definition
Supplier An organisation that provides products or services to UOW administration. They can be either internal or external.
Requistioner For the purpose of this procedure, the term Requisitioner refers to any staff member sourcing the goods or services and raising a requisition to purchase goods and services.
Grant applicant For the purpose of this procedure, the term Grant applicant refers to any staff member completing a grant/award application with the purpose of using the grant funds to source goods or services.
Purchasing officer For the purpose of this procedure, the term Purchasing officer refers to any staff member sourcing the goods or services and raising an order or a payment to purchase goods and services.