Common terms used

Brisbane City Council tender processes use a common set of names and terms. Clearly understanding their meaning will help you make sense of the tender process and reduce your risk of making costly errors.

Definitions

Addendum means an addition or amendment issued by Council in relation to a Request for Quote, Request for Tender or Request for Proposal.

Closing time means the time before which tenders, proposals or quotes must be lodged in accordance with the relevant request document.   

Evaluation criteria means the factors, which include price, to be considered by Council when assessing which offer represents the most advantageous outcome to Council

Expression of Interest or EOI means a two stage procurement process in which:

  • Stage 1 – expressions of interest are requested publicly (this often consists of information about suppliers’ capability and capacity); and
  • Stage 2 – shortlisted respondents are issued with a Request for Tenders or Request for Proposals

Lump sum or fixed price means a total amount to be paid for the completion all goods/service/works under a contract.

Non-price weighted criteria means criteria (other than price) which have been weighted according to their importance and against which quotes or tenders will be evaluated.

Price model means the formula or method used to arrive at a single price for each tender which can be used to compare tenders against each other.

RFx or Request for X, where X means Tender, Proposal, Quote. It can also be used to describe an Expression of Interest.

Request for Tender or RFT means the process in which offers are requested from suppliers to perform work or provide goods/services detailed in a specification. Requests for Tender are used by Council where the expected amount to be paid to the supplier will exceed $250,000 (ex GST).

Request for Proposal or RFP means the process in which offers are requested from suppliers to achieve an outcome detailed in a specification. Request for Proposal are used by Council where the amount to be paid to the supplier is expected to exceed $250,000 (ex GST).

Request for Quote or RFQ means the process in which offers are requested from suppliers to perform work or provide goods/services where the amount to be paid to the supplier is expected to be between $100,000 and $250,000 (ex GST).

Schedule of Rates means a list of prices which are to be applied to a list of items procured under a contract. For example, the hourly rate for each consultant or the unit price for each sandbag purchased.

Specifications means the document(s) which detail what a supplier will be required to do, deliver or provide under a contract in return for the money to be paid by Council.

Statement of non-compliance means the details of any clauses in Council Specifications, draft Contract or insurance requirements that the tenderer can’t or won’t comply with.

Conditions of tender or RFP conditions means the terms and conditions which set out the procurement process to be followed by Council and the tenderers.

Value for money means a high level of benefit to be obtained from goods, service or works relative to the amount of money being spent.

17 March 2014