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Effectively managing the COVID-19 (coronavirus) pandemic requires a coordinated approach. This includes centralising the procurement of critical goods and services, coordinating engagement with suppliers, and appropriately allocating goods and services across agencies.

Due to the extreme shortages of certain categories of goods across the world, the State Emergency Operations Controller (SEOCON) has centralised the procurement of critical goods and services to ensure supply for NSW Government through a combined procurement spend.

All new orders of critical goods (outlined below) cannot be purchased by individual areas within DCJ and instead must follow the centralised process.

For any other purchases, the emergency procurement provisions may apply.

All divisions have nominated divisional leads to help coordinate access to critical goods and approvals for emergency procurement. This includes decisions around the local procurement of specific items. Please find the divisional leads list on the COVID-19 Emergency Procurement page of the Justice intranet.

The SEOCON have identified the following categories of goods as critical:

  • hand sanitiser
  • examination gloves
  • disinfectant and cleaning products
  • handwash and soap
  • masks
  • eyewear
  • gowns and protective overalls
  • paper products, including toilet and tissue paper.

This list is being updated regularly and new categories of goods and services may be added or removed to the critical suppliers as the circumstances change.

To order these goods, please contact your pandemic divisional lead using the Critical Goods and Services Order Form. (The divisional leads list and order form is available on the COVID-19 Emergency Procurement page of the Justice intranet.)

Emergency procurement is required in order to preserve life, safety and wellbeing, and to meet unprecedented demand for critical goods and services. The information below does not apply to the procurement of critical goods identified above.

The relevant business area will need to conduct a case by case assessment to determine if the procurement satisfies the need for an emergency procurement using the Emergency Procurement Request Template (available on the COVID-19 Emergency Procurement page of the Justice intranet). This may include but is not limited to, assessment by the agency of the following factors:

  • the type, quantity and value of the goods and/or services to be procured and their general availability in the market
  • the agency’s functions and operations
  • other relevant factors around immediate needs of the emergency.

When procuring under the emergency provision:

  • clarify whether the situation is deemed an emergency for supply of essential urgent goods or services
  • consider what is reasonable and justifiable action given the circumstances and information available, as well as ensuring there are written records of this.
  • consider the need for, and appropriateness of direct purchasing from a supplier
  • ensure the goods and/services procured is proportionate to the need
  • make decisions based on balancing the need to act without delay and meeting procedural processes for probity and integrity
  • use whole of government arrangements where they exist and find out other government agencies arrangements and collaborate where possible
  • continue procuring business as usual or non-essential supply as per NSW Procurement Policy Framework and Department policies, processes and guidelines
  • use government resources efficiently, effectively and economically even when value for money cannot be demonstrated.

To complete emergency procurements, please contact your pandemic divisional lead using the Emergency Procurement Request Template (available on the COVID-19 Emergency Procurement page of the Justice intranet).

COVID-19 Emergency Procurement flowchart. Step 1, are you procuring any of the critical supplies listed under scheme 'SCM8821 COVID-19 Emergency Supplies’ for Personal Protective Equipment such as gloves, masks, hand sanitisers and paper towels? If yes, complete the DCJ order form and email your divisional lead. If no, answer question 2. Is this procurement activity of unforeseen nature or occurrence? If the answer is no, continue to procure following normal procurement process. If the answer is yes, answer question 3. Does this procurement seek to provide immediate relief for a critical event that requires urgent and immediate action; or does this procurement sustain the operation of essential goods and/or services in response to an emergency event where normal procurement process may not meet the timeline? If the answer is no, continue to procure following normal procurement process. If the answer is yes, complete the Emergency Procurement Template and email procurement@justice.nsw.gov.au.

For enquiries, advice or assistance, email Procurement-Covid19@justice.nsw.gov.au.

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Last updated: 16 Apr 2020