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

The Request for Tender (RFT) is publicly advertised in accordance with Council's Procurement Policy and Plan (PPAP) 2023-24 (Word - 928kb).

All publicly listed tenders are posted on current/upcoming tenders page. Occasionally, tenders are also advertised in newspapers.

Supplier tender opportunity notifications

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 or updated information provided in your Supplier registration questionnaire.

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 tenderer 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 of the outcome via email. Unsuccessful tenderers can request further feedback from the sourcing lead.

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