Before engaging a supplier from the scheme, learn about your obligations when buying from the scheme, including:

• the PMS Scheme rules [2] (DOCX, 273KB) and the PMS Scheme guidelines for agencies [3] (DOCX, 219KB)
• PBD-2019-01-Engagement of professional services suppliers [4] which mandates the use of the standard commercial framework [5] when buying engagement types 1 to 13
• other policy requirements, including the Small and Medium Enterprises (SME) and Regional Procurement Policy [6] and the Aboriginal Procurement Policy [7].

Governance arrangements for non-compliant engagements

A more stringent approval process applies for engagements that do not comply with the standard commercial framework, including the following scenarios:

• Where the supplier has not accepted the standard commercial framework.
• Where the proposal is not compliant with the standard commercial framework.

You must complete the following actions for each non-compliant engagement:

• Get approval from your Secretary, Executive Agency Head or cluster Chief Financial Officer, but only once satisfied that the work cannot be undertaken under the standard commercial framework.
• Ensure engagements are competitively bid with at least three quotes to ensure value for money.
• Report the engagement via the Major Suppliers' Portal [8] following the Reporting non-compliant engagements guide [9] (DOCX, 722KB).

Insurance

Suppliers must maintain insurance policies for public liability and workers' compensation as per the PMS Scheme rules [2] and where required by law.

Professional indemnity insurance is not mandatory but may be required for some engagements. As buyers, you should determine the level of cover and monetary limit required based on the level of risk and type of engagement.

Before engaging a supplier, you should check the currency of suppliers’ insurance by requesting copies of their certificates.