Quality assurance certification program
Certification
Organisations doing business with the Queensland Government need to be able to prove that their quality management systems meet QA Standards. This is achieved by a quality management system audit.
The audit can be performed:
- by a customer (second party certification). Certification under this category is recognised only across Queensland. It is intended for recognition by all Queensland Government departments and agencies. Recognition by other parties is at their discretion. The Pre-audit checklist ISO 9001:2000 (sample) (Word, 2078kb) runs through what to look for in carrying out the second party audit.
or
- by an independent quality system certification organisation (third party certification). The Joint Accreditation System of Australia and New Zealand lists accredited bodies able to perform these audits and issue certificates, http://www.jas-anz.com.au. The Queensland Government automatically recognises suppliers with certification from accredited Third Party certification bodies. They can be included in the Register of Quality Assured Suppliers on request, provided they are bona-fide suppliers to Queensland Government.
Queensland Government conducted audits are undertaken at no cost to the supplier.
Either the Government department or supplier can initiate an audit.
Government departments initiate the process by completing a Request for QA System Audit form (Dept Public Works Suppliers only) (Word, 76kb) or a Request for QA System Audit form Request for Quality System Audit form (All Departments except Public Works) (Word, 75kb) and forwarding it to Queensland Government Chief Procurement Office for action. This usually occurs when a supplier becomes the 'best offeror' in a tender evaluation for a contract where quality assurance is specified.
Suppliers wishing to participate in the Queensland Government's second party certification scheme should first obtain confirmation from one of their Government customers that the goods or services they supply are assessed as ‘high risk’. To do this:
The Queensland Government automatically recognises suppliers with certification from accredited third party certification bodies. Such suppliers can request inclusion on the Register of Quality Assured Suppliers provided they are bona-fide suppliers to Queensland Government.
Queensland Government Chief Procurement Office offers a certification audit service to Queensland Government departments. An audit performed for a department (other than the Department of Public Works) attracts a fee. The auditor’s travel and accommodation and audit costs must be met by the requesting department or agency.
A standard audit normally takes three days. This includes an onsite inspection, review of quality system documents and preparation of a report.
For more information about the QA audits, telephone Queensland Government Chief Procurement Office’s QA Hotline during office hours on 1800 628 901 or email qa@qgcpo.qld.gov.au.
Self-assessment
Some suppliers will not be eligible for certification, nor will they need that level of registration. This will not necessarily exclude them from doing business with the Queensland Government. They may be listed on the Register of Quality Assured Suppliers under the ‘Self-Assessed’ category.
A Self-Assessed quality system means the supplier has verified conformity to the QA Standards and can show that this quality system is satisfactorily implemented and maintained.
Suppliers wishing to register as 'Self-Assessed' should complete an Application for Recognition as a Self-assessed Quality Assured Supplier form (Word, 63kb) and forward it to Queensland Government Chief Procurement Office.
The application contains a declaration that the system will continue to be maintained. To verify the quality system's status, hard copies of the following evidence will be required:
- the quality policy statement
- the internal audit schedule for the past 12 months
- internal audit records for the past 12 months
- any non-conformance records resulting from these audits and any actions taken to rectify them
- the most recent management review minutes or records.
If a Self-Assessed supplier becomes the best offeror for work specifying quality assurance, a quality management system audit must verify that the system conforms to the requirements of the specified Standard before the contract can be awarded to that supplier.
Selected elements
Where the level of risk associated with a purchase is assessed as “moderate”, selected elements from a Quality System Standard or approved industry/professional systems or standards, must be specified. The supplier needs to demonstrate how the ‘selected elements’ are met and controlled.
The agency evaluates this evidence, using trained evaluators or auditors, registered with Queensland Purchasing.
Suppliers with ‘Selected Elements’ status are listed in the Register of Quality Assured Suppliers along with the QA requirements they meet.
‘Selected Elements’ status does not equate to a Certificate of Quality Assured Supplier Status.
Acceptable industry certification schemes
The Queensland Government encourages the development of quality systems by, and for, specific industries or professions.
Some associations assist their members by interpreting the requirements of the ISO Quality Management System Standard for the particular industry or profession. Members then develop and implement their quality system along these lines and apply for certification through the Third Party certification bodies in the normal way. An example is the Queensland Master Builders Association industry quality system.
The Queensland Government may accept a quality system developed for an industry or profession by a lead association, provided it:
- is accepted across the whole industry or profession
- gives appropriate levels of assurance to Queensland Government that the goods or services are of adequate quality and consistency.
Other associations have management systems that incorporate some requirements from the ISO Quality Management System Standard into a broader framework. These systems normally have their own industry or profession certification program for their quality system. An example is the accreditation level with TruckSafe.
Queensland Government Chief Procurement Office has registered the following industry/profession quality schemes as acceptable quality systems:
Quality Assured logo
Who can use the logo
Only Quality Assured Suppliers – suppliers with second or third party certification - are entitled to display the Queensland Government’s Quality Assured Supplier logo.
Self-Assessed and Selected Element status suppliers are not permitted to use the logo.
An electronic copy of the logo is available to Quality Assured Suppliers from Queensland Government Chief Procurement Office by telephoning 07 3235 4333 or emailing qa@qgcpo.qld.gov.au.
How to use the logo
The logo, as printed on the QA Certificate, may be used on stationery and other promotional literature. It is to be used to promote the approval of the supplier's quality management system, not the supplier's product or service.
Suppliers can only use the logo while their Quality Assured Supplier status remains current.
If their status changes or certification expires, suppliers have only a six-month grace period to allow existing promotional stock displaying the logo to be used up. No further print runs would be allowed.
Logo print specificiations
The logo shall be reproduced in its entirety in a mono colour appropriate to company corporate colours, or black, or in the Pantone Matching System (PMS) colours, warm red and reflex blue as below:
- The Words ‘Quality Assured Supplier’ plus the bar over and under those words are Warm Red (PMS Colour 8960).
- Remaining bars are Reflex Blue (PMS Colour 8581).
- The words "Queensland Government" can be any colour.
- The size of the logo may be changed, but the same proportions must be maintained.
Useful forms
Last updated November 2007
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