How we procure
We use different methods of procurement depending on the total cost of the project or service.
A request for a quote may come from any of our departments.
When there is no existing contract, we ask for quotes based on these limits:
- purchases below $25,000 require a minimum of one quote
- goods, services and minor works up to $100,000 require a minimum of three written quotes.
We run open public tenders for
goods, services and minor works over $100,000
consultants to do construction/infrastructure work over $200,000
contractors to do construction/infrastructure work over $1 million.
We also run closed tenders, where consultants from the Council’s Contractor and Consultants Register are asked to submit a tender for
construction or infrastructure work with costs between $100,000 and $200,000
- construction or infrastructure work with costs below $1 million.
Find out how to get on the Council's Contractor and Consultants Register.
Expression of Interest
We may ask for expressions of interest before we publish tenders. The expressions of interest will be advertised on the Government Electronic Tendering Service (GETS).
The tender process
The Council makes a procurement plan and strategy
Council staff will make a procurement plan and strategy before procuring the goods, services or work needed.
The plan will identify the most suitable way to secure the best commercial solution to meet our requirements. This may involve a number of tender stages using the expression of interest, request for quote, request for proposal or request for tender processes.
The Council prepares tender documentation
The tender documentation usually includes
- a notice to respondents
- the conditions of the tender
- the tender deliverables
- Council specification
- a draft contract
as well as any other relevant documentation.
The tender is advertised
Open public tenders are advertised on the Government Electronic Tendering (GETS) website. You’ll need to register with GETS if you want to receive notifications of upcoming open public tender opportunities. You can do it online and it’s free.
The Council will contact pre-qualified and preferred suppliers directly for closed tender opportunities. If you are on the list, you will need to keep your contact details up to date.
Find out more about Prequalified Consultants and Preferred Contractors.
Suppliers respond to the tender
Before you respond
- read all of the documents provided
- attend any pre-tender briefing sessions
- check anything you do not understand with the nominated Council contact officer before the clarification period closes
- plan and prepare your response
- submit your response in the correct format before the closing date.
To find out more, read the Council's Instructions to Suppliers and Standard Conditions (898KB PDF).
The Council evaluates the applications and selects a supplier
Tenders are checked by a Council evaluation panel in line with the evaluation methodology detailed in the tender documents.
If the Council decides to sign a contract with a supplier, we will choose the tender which best meets our requirements and strategic aims. This won’t always be the tender with the lowest price.
For more information, you can read the Council's Instructions to Suppliers and Standard Conditions (898KB PDF), and the documents supplied in the tender process.
The contract is executed by the supplier and managed by the Council
A formal contract will be signed between the Council and the successful supplier or suppliers. The contract will include
- terms and conditions of contract
- finalised price and specifications, including any plans and other attachments
- any other documentation deemed appropriate.
The unsuccessful suppliers are notified
When a contract has been signed with the successful supplier or suppliers, all suppliers will be advised in writing. Unsuccessful suppliers are usually given an opportunity to get feedback on their submission.