Asset management

The department’s asset management strategy focuses on efficient asset utilisation and allows the department to identify underperforming assets. The department operates within a controlled environment at Parliament House and the risk of loss for the majority of assets is minimal.

A stocktake of furniture and fittings and portable and attractive assets was completed during 2015–16. During the stocktake process, Finance Office staff conducted a visual assessment for impairment. A verification of impairment testing was performed in conjunction with asset counting. The department undertook a full revaluation of plant and equipment and heritage and cultural assets, which resulted in a revaluation surplus of $0.772 million.

The furniture replacement project continued during 2015–16. The first phase of the project (encompassing departmental offices and certain parliamentary office holders’ suites) was completed. A combination of cash reserves and departmental capital budget funding was used to replace these furniture items. The second phase of the project (involving staff areas of members’ offices) commenced in late 2015. The estimated cost for this phase is $4.031 million. The project is scheduled to be completed in 2017–18.

During 2015–16, the department redeveloped its intranet (RepsNet) and other bespoke systems. The department started developing an electronic petitions system and, in partnership with the Department of the Senate, continued to enhance the Shared Committee Information Database.

A review of the intangible assets category was conducted to verify assets in use by the following offices:

·         Committee Office

·         Finance Office

·         International and Parliamentary Relations Office

·         Parliamentary and Business Information Services Office

·         People Strategies Office

There was no indication that any departmental asssets were impaired to any extent approaching materiality.

Purchasing

Contracts were entered into for the provision of editing services for the department’s annual report and an upgrade of the department’s records management system. Other arrangements were entered into to provide expertise associated with the Pacific Parliamentary Partnerships program and Pacific Women’s Parliamentary Partnerships Project activities. The department accessed existing panel arrangements for the procurement of training and leadership development programs.

The department continued to access whole-of-government contracts for the provision of travel and related services. The purchase of stationery and office supplies was made through the whole-of-government contract with Staples.

The department initiated a request for quote during the reporting period for the provision of a guillotine for its in-house print services. The current machine is beyond its useful life and requires replacement.

Consultants

The department engages consultants when it lacks specialist expertise or when independent research, review or assessment is required. Consultants are typically engaged to investigate or diagnose a defined issue or problem; carry out defined reviews or evaluations; or provide independent advice, information or creative solutions to assist in the department’s decision-making.

Before engaging consultants, the department takes into account the skills and resources required for the task, the skills available internally, and the cost-effectiveness of engaging external expertise. The decision to engage a consultant is made in accordance with the Public Governance, Performance and Accountability Act 2013, the Public Governance, Performance and Accountability Rule 2014 and associated instruments, including the Commonwealth Procurement Rules and relevant internal policies.

During 2015–16, nine new consultancy contracts were entered into involving total actual expenditure of $0.042 million. In addition, eight ongoing consultancy contracts were active in 2015–16, involving total actual expenditure of $0.164 million.

Annual reports contain information about actual expenditure on contracts for consultancies. Information on the value of contracts and consultancies is available on the AusTender website (www.tenders.gov.au).

Competitive tendering and contracting

The department’s contracting activities were disclosed through the government’s AusTender system, as required. There were no instances during 2015–16 where contracts were let that did not provide for the Auditor-General to have access to the contractor’s premises, or where the Clerk exempted a contract from being published on AusTender.

Procurement initiatives to support small business

The department supports small business participation in the Commonwealth Government procurement market. Participation statistics for small and medium enterprises and small enterprises are available on the Department of Finance’s website at www.finance.gov.au/procurement/statistics-on-commonwealth-purchasing-contracts.

Consistent with paragraph 5.4 of the Commonwealth Procurement Rules, the department’s procurement practices to support small and medium enterprises include:

·    using the Commonwealth contracting suite for low-risk procurements valued under $200,000
·    facilitating on-time payments by using electronic funds transfers or payment cards.

Advertising and market research

Section 311A of the Commonwealth Electoral Act 1918 requires the department to detail amounts paid to advertising agencies, market research organisations, polling organisations, direct mail organisations and media advertising organisations during the financial year.

The department did not conduct any advertising campaigns during 2015–16. Amounts paid to media advertising organisations or advertising agencies were under the reporting threshold of $12,700.

Grants

IThe department did not administer any grant programs in 2015–16. Information on grants awarded in prior years is available at Department of the House of Representatives Grants.

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