Doing business with Council
Council spends over $110 million annually on goods, works and services with the aim to:
- Achieve value for money for ratepayers
- Conduct activities in a fair and ethical manner
- Support local businesses
Our Procurement Policy (118.88 KB) sets out our broad purchasing principles and objectives.
Depending on the cost of goods or services, we are required to use different methods of procurement to ensure legislative compliance.
Vendorpanel is an electronic supplier engagement tool.
Vendorpanel is used to seek offers for designated categories of goods or services. Local businesses are encouraged to contact Council’s Vendorpanel Administrator on (02) 4350 5320 or email firstname.lastname@example.org for more information.
If you become a pre-qualified supplier, it’s likely you’ll have to register with Vendorpanel in order to submit pricing for goods or services.
Requests for goods and services are usually issued as our needs arise.
Quotations are sought when there is no existing contract in place and is based on the following requirements:
- Purchases below $3K - minimum of one written quotation
- Purchases between $3K and $50K - minimum of two written quotations
- Purchases between $50K and $150K - minimum of three written quotations
Quotations are assessed on a value for money basis; however, the cheapest offer is not necessarily the preferred offer in every instance.
Tenders/Contracts/Expressions of Interests
Public tenders must be invited for purchases over $150K unless exempt from tendering under Section 55 of the Local Government Act 1993.
Each tender will have a Council Officer nominated as a primary contact for enquiries and will be advertised in the Express Advocate and Sydney Morning Herald.
Information and documentation in relation to tenders is available on our e-tendering website. This is a free service where you can register to receive emails about new tenders and view results on awarded tenders. It also allows suppliers to download and upload tender documentation.
Tenders are evaluated on a number of criteria outlined in the tender documentation. To assist the evaluation process and help support your submission, ensure it is provided in the format requested and supply as much relevant material as possible.
Contracts may be awarded for a set period of time and may require a security deposit.
Council can invite expressions of interest that will be advertised in newspapers and on eTenders. Successful respondents will be short listed and invited to tender for Council projects without further advertising.
Successful quotations and tenders
If you are successful in your tender application, you will receive a Letter of Acceptance which formally creates the contract and sets out the requirements before works can start or goods and services can be supplied. Requirements may include copies of current insurances, safety plans, environmental plans, traffic management plans, relevant licences and accreditations along with any security deposits.
If you are successful with your quotation you will receive an electronic purchase order with a reference number, at which time you can supply goods, works or services to Council.
If you are not already on our supplier database you will need to provide your business name, contact details, ABN number and banking details before you receive a purchase order. We also require appropriate up to date insurances, safety systems, licences etc. relevant to the works and services being undertaken. Only suppliers that satisfy these requirements will be considered.
Our purchase order includes supplier name, ABN details, contact details, details of goods, works or services to be provided and the price which is GST exclusive. GST will be added when the account is paid.
Our standard payment terms are 30 days after the dated invoice (net). Please ensure the purchase order or relevant contract number is quoted on any invoice submitted to Council and use this number as a reference in any payment enquiries.
Where the Security of Payments Act applies, Contractors shall submit a Payment Claim which will be processed in accordance with the Act.
Our preferred method of payment is electronic funds transfer. Ensure all your details including ownership changes, trading names, insurances and bank details are up to date for prompt payment.
If you don’t get paid it may be because:
- You do not have a Council purchase order number – contact the Council officer who engaged you in the first place to organise
- You haven’t quoted the purchase order or contract reference number on your invoice.
- Your company name does not match the ABN number on the invoice.
Claims for payment that are contract related can be emailed to email@example.com
Non contract invoices can be emailed to firstname.lastname@example.org
A Pre-Qualified Supplier has satisfactorily provided Council with an appropriate WH&S Management System.
If you offer a trade service you can become pre-qualified as long as you have the necessary WH&S systems and insurances that meet WorkCover standards and satisfy our WH&S responsibilities. This is not a guarantee that we will engage you as a supplier.
Other Procurement Information
Council may also access the goods or services of successful tenderers through collaborative arrangements with tendering agents such as Hunter Councils, Procurement Australia, Local Government Procurement or State Government contracts.
Take a look at:
Statement of Business Ethics
Code of Conduct
All prices quoted on this page are GST exclusive, unless noted otherwise.
Please note: If adherence to Work Place Health and Safety (WH&S) requirements is relevant to the services provided by a supplier, those suppliers must have a WH&S management system, which ensures compliance with all of the duties of an employer under the Workplace Health and Safety Act 2011. Only suppliers we deem to have acceptable WH&S systems will be considered for Council work. Contact Council’s Contract Prequalification Administrator on (02) 4350 5320