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Council tender process

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Familiarise yourself with the steps in the tender process. Register as a supplier to access and apply for Council tenders.

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What is a tender process?

A tender process is one of the ways a buyer buys goods, services and works.

It involves inviting suppliers to submit a proposal or bid.

Council uses a tender process to buy a range of things. They include roads, footpaths, community facilities, utilities and professional services.  

The tender process is one element in Council’s procurement process. Procurement refers to all the activities relating to buying goods, services and works.

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Current tenders

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Business events

Procurement principles

Our procurement is guided by Sound Contracting Principles set out in the City of Brisbane Act 2010.

Value for money

Finding a balance between the quality and effectiveness of goods or services and the associated costs. 

Open and effective competition

Providing open transparency. Balancing the cost to business of participating in Councils procurement whilst ensuring effective competition for spend.

Development of competitive local business and industry

Encouraging local businesses to participate and excel in tender opportunities. This promotes the growth of the local economy.

Environmental protection

Prioritising sustainability. Recognising economic development should not come at the expense of the environment. 

Ethical behaviour and fair dealing

Fostering trust and accountability, which results in the best outcome for everyone.  

Social procurement

Council is committed to supporting businesses that seek to contribute to society in positive ways.

We have spend targets for buying directly from social and impact enterprises. A target is set each year and published in our Procurement Policy and Plan (PPAP).

If your business meets the criteria, we encourage you to register as a supplier and respond to tender opportunities.

You can also pitch a business idea at any time with a Better Brisbane Proposal.

A social enterprise is a business with the primary goal of advancing a social cause. Examples include businesses that:

  • employ and train people who would otherwise experience barriers to long-term, meaningful employment

  • offer a product or service that directly addresses a social or environmental need

  • aim to generate income to invest in a specific social cause. 

An impact enterprise aims to improve the world we live in while balancing social and financial outcomes.

Impact enterprises don't follow a particular business model, but must:

  • demonstrate an ambition to do good - socially, economically, culturally or environmentally

  • operate through trade, rather than grants or funding. 

Steps in the tender process 

Understand the Council tender process to boost your chances of success.

1 Tender documents are prepared

Most tenders contain the following documents. They outline the scope of the goods, services or works required, and the terms of the tender. 

Conditions of Tender

This sets out the tender process, including: 

  • contact details of the key Council Contact Officer 
  • applications closing time, date and place of lodgement 
  • evaluation criteria.   

Tender deliverables

This requests key information about your business, including your track record and pricing. 

Specifications

These detail the requirements that goods, service or works must meet. They form part of the contract with the successful supplier. 

Draft Contract

This summarises the terms on which we’ll do business, including duration of contract, obligations and insurance requirements.  

2 Tender is published

All public Council tenders are published in our supplier portal, SAP Ariba, and on our current tenders page. Some tenders are also advertised in newspapers.

View current tenders

If you have registered as a supplier, you will receive tender alert notifications based on the UNSPSC (Product and Services) category code selected during registration.

3 Submissions open

Suppliers are invited to respond to tenders by submitting an offer to supply the requested goods, services or works.

Before you respond:

  • read all the documentation provided
  • attend any pre-tender briefing sessions (if applicable)
  • plan and prepare your response
  • contact the Council Contact Officer (through the tender message board in our supplier portal) if you don't understand something
  • submit your response in the right format and before the closing time.
Prepare a tender
4 Tenders are evaluated

Tenders are assessed by a Council evaluation panel.

When evaluating your tender, we: 

  • check you have provided all the information requested

  • confirm you comply with criteria specified in the tender conditions 

  • contact you to clarify details in your tender, if necessary.

We also consider non-price weighted criteria and a price model. 

  • Non-price weighted criteria are factors that are important to Council. 
  • Price model is the method used to produce a ‘comparative price’ for the goods, services or works.  

The non-price criteria and price model are used to identify the tender that represents the most advantageous outcome for Council.

5 Tender is awarded

If your tender is successful, we will ask you to sign a contract to formalise your offer. 

The contract includes: 

  • 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. 

We will accept your offer by countersigning the contract.

All applicants are advised in writing of the outcome. Unsuccessful applicants can ask for feedback on their tender. 

How to participate in a tender

To participate in a Council tender, you need to sign up to our supplier portal, SAP Ariba.

SAP Ariba gives you access to different types of Council requests. They include:

  • Request for Quote (RFQ)
  • Request for Proposal (RFP)
  • Expression of Interest (EOI)
  • Request for Information (RFI).

These requests are collectively known as a 'Request for x' (RFx).

Use the portal to:

  • view/download RFx
  • create a tender/RFx response
  • return to a saved tender/RFx response and edit your response
  • submit a tender/RFx response.

The SAP Ariba platform supports a more efficient procurement process.

  • Easily update your business information, such as contact and bank details, and any certificates or licences you may need when doing business with Council.
  • Manage all Council business in one location.
  • Participate in sourcing events and bid for contracts through a streamlined tender process that provides easy access, viewing and submission of documentation.
  • Receive real-time notifications, including automatic alerts, in relevant tenders.

Register as a supplier

You need a SAP Business Network account to access the SAP Ariba supplier portal. 

The registration process has 2 steps.

Before you start, read the terms and conditions for registering as a potential supplier to Council.

1 Complete the Supplier Self-Registration Request form

Start the process by completing the Supplier Self-Registration Request form.

Allow 2 business days for Council to process your registration and provide approval.

You will receive a system-generated email with the subject "Invitation: Register to become a supplier with Brisbane City Council".

Please check your spam or junk folder if you haven't received this email after 2 business days.

2 Complete the Supplier Registration Questionnaire

A link within the email will take you to the SAP Business Network login page.

You can create a new account or log in to your existing SAP Business Network account.

  • If you are a first-time user, select 'Sign up' to create an account and continue the registration process.

  • If you already have a SAP Business Network account, access your account through the 'Log in' option. 

Once logged in, review and complete the Supplier Registration Questionnaire. 

information outline1

Note

  • The link to register is valid for 90 days.
  • SAP Ariba requires agreement to its terms and conditions.   
  • You will receive a confirmation email upon successful completion of the registration process.

For more information on how to register, download our Supplier Registration Guide or phone Council’s Business Hotline on 133 263 (133 BNE).

Better Brisbane Proposals

A great idea doesn’t have to wait for a tender. Submit a proposal that could solve a problem, address an opportunity or enhance Council services.

Lodge a proposal
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Frequently asked questions

To see all active publicly listed tenders, visit current tenders. To access tender documents, you need to register as a supplier in Council's supplier portal, SAP Ariba. Once you are registered you may request access to the event by clicking the link of the tender on the current tenders page and completing an email request.

You can register as a Council supplier online.

If you’re a new supplier, you need to provide:

  • company details (name, ABN)
  • address details
  • contact person details.

Find out more about registering as a supplier.

There are no fees associated with using Council's supplier portal if you have a standard SAP Business Network account.

The standard account enables quick and paperless maintenance of business details and the ability to access and respond to tenders.

SAP Business Network enterprise accounts are subject to fees. For more information about accounts and fees, visit SAP Ariba Help Centre.

If you already have a SAP Business Network account, you don’t need to create a new one. 

You will still require a SAP Ariba invitation email from Council. 

Complete the registration process to receive the invitation.

The invitation email will ensure that the correct SAP Business Network account is linked with Council.