Tender process | Brisbane City Council

Tender process

The elements in a tender process can be summarised as follows:

A strategy is prepared

Council officers prepare a strategy to procure the goods, services or works needed. This may involve strategies such as using a Request for Quote, Request for Tender or Request for Proposals.

Request for Tender is prepared

The Request for Tender is usually comprised of:

  • Notice to Tenderers
  • Conditions of Tender (or RFT Conditions)
  • Tender Deliverable Attachments
  • Specifications
  • Draft Contract
  • any other applicable documentation

 Read the Tender guidelines for more information.

The request is advertised

Some documents on this page need Microsoft Word or Microsoft Word Viewer installed on your computer to view or print them.

The Request for Tender (RFT) may be publicly advertised in accordance with Council's Contract Manual (Word - 146kb).

Tenders worth more than $250, 000 are usually advertised on Council's eTender website. Occasionally, tenders are also advertised in newspapers.

Suppliers respond

Before you respond:

  • read all of the documentation provided
  • attend any pre-tender briefing sessions being held
  • if there is anything you don't understand, contact the Council Contact Officer
  • plan and prepare your response
  • submit your response in the right format and before the closing time

 To find out more read about planning your tender response.

Evaluation and selection

Tenders are evaluated by a Council evaluation panel.

If Council decides to proceed to contract with a supplier, Council will choose the tender which represents the most advantageous outcome for Council. Most advantageous does not necessarily mean the lowest price.

For more information you can read how tenders are evaluated.

Contracts established and managed

A formal contract between the successful tender's and Council will be signed. The contract will comprise of the following documents as amended during the evaluation and negotiation process:

  • terms and conditions of contract
  • the pricing you tendered
  • the finalised specifications, including any plans and other attachments
  • any other document stated in the contract

Unsuccessful suppliers are notified

When a contract has been awarded, all tenderers will be advised in writing of the outcome. Unsuccessful tenderers are usually provided with an opportunity to receive feedback.

08 February 2018