Doing business with Council
Central Coast Council spends significant amounts on goods, works and services and is committed to:
- applying best practice procurement processes that comply with all legislative requirements
- being open, honest, transparent, ethical and accountable
- ensuring that confidentiality of suppliers information is maintained to the extent provided for in applicable legislation
- ensuring the promotion of fairness and competition
- obtaining value for money
- promoting Sustainable Procurement principles.
Council’s procurement activities are conducted in accordance with:
- Central Coast Councils Policy for Procurement
- Central Coast Council Statement of Business Ethics
- Central Coast Council Code of Conduct.
Depending on the total cost of goods or services, Council is required to use different procurement methods to ensure legislative compliance.
All open public tenders and expressions of interest for contracts with an estimated value greater than $150,000 (ex GST) are issued through Council's e-tendering portal. Council welcomes current and potential suppliers of goods and services to register on these portals. There is no charge for registration.
To register, click on the ‘Registration’ tab within Tenderlink.
Once you are confirmed as a registered supplier, you will be able to:
- receive email notifications of any new opportunities
- download and view tender documentation electronically
- participate in Q&A forums to seek clarification or to ask questions
- submit electronic bid responses through the relevant secure e-tender box.
Tenders are also advertised in Tuesday’s Sydney Morning Herald and in Thursdays's Central Coast Express Advocate.
Recently closed and awarded tenders
Information on recently closed and selected suppliers can also be accessed through Tenderlink.
This information can be found by clicking on the ‘Search Tenders’ tab at the top of the Tenderlink welcome page.
In accordance with the Government Information Public Access Act 2009, information on contracts of greater than $150,000 awarded by Council is available through Council's Contract Register or can be found on the Access to Information page.
For all enquiries regarding open, closed or awarded tenders, call 4325 8222 or 4350 5555 or email email@example.com
Prescribed agency contracts
Council may also access goods or services from agencies prescribed under S55 of the Local Government Act 1993(NSW) as well as the Local Government (General) Regulation 2005 (NSW). Council is not required to conduct an open tender process to purchase goods and services from these agencies:
Quotations are generally requested for goods and services with an estimated value of less than $150,000 when there is no established contract or agreement in place. The number of quotations required is determined by the estimated value of the goods or services required. The minimum requirements are listed in the table below.
|Estimated value||Minimum quotation requirements|
|Under $5,000||1 written or verbal quotation|
|$5,000 - $9,999||1 written quotation|
|$10,000 - $49,999||2 written quotations|
|$50,000 – $149,999||3 written quotations|
In most cases, Council will request quotations electronically via email or through VendorPanel.
Vendorpanel is an electronic supplier engagement tool used to seek offers for designated categories of goods or services. Local businesses are encouraged to contact Council’s Vendorpanel Administrator via email at firstname.lastname@example.org.
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.
Quotations accepted by Council are accepted in accordance with Council’s standard conditions of purchase unless otherwise specified in any alternative Conditions of Quotation issued by Council.
Council has established a pre-qualified contractor register for regularly used trades and services. The register is used by Council staff to select suppliers for works or services under $150,000. To be recognised as pre-qualified contractor, Council’s minimum compliance requirements must be met and maintained. Current requirements include:
- established Work Health and Safety systems that meet Safe Work NSW standards
- workers compensation insurance policy that covers all employees working on Council assets or if a sole trader - Income protection (to cover wage loss for at least 104wks) and accident protection (to cover medical treatment)
- public Liability insurance minimum of $20 million
- current trade specific licences and or qualifications.
Once approved, contractors will be required to register with Vendorpanel.
For further information on becoming a pre-qualified contractor, contact our Prequalification Administrator on 4325 8222 or 4350 5555 or email email@example.com.
Quotations are assessed on a value for money basis. However, the cheapest offer is not necessarily the preferred offer in every instance.
Tenders, contracts and expressions of interest
Public tenders must be invited for purchases over $150,000 in total value unless exempt from tendering under Section 55 of the Local Government Act 1993. Tenders are evaluated on a number of criteria outlined in the tender documentation. To assist the evaluation process and help support your submission, please ensure that it is provided in the format requested and supply as much relevant material to address the criteria as possible. Contracts may be awarded for a set period of time and may require a security.
Council can invite expressions of interest that will be advertised in newspapers and on Councils’ tender portal(s). Tenders are to be lodged before the closing date and time. Tenderers are reminded that system uploads can take some time and that only tenderers fully uploaded and complete into the relevant tendering portal before the closing time may be accepted.
Successful quotations and tenders
If you are successful in your tender application, you will receive formal acceptance from Council. This formal acceptance creates a 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 provision of financial security.
If you are successful with your quotation you will receive an electronic purchase order with a purchase order number, at which time you can supply goods, works or services to Council. Our purchase order includes supplier name, ABN details, contact details, details of goods, works or services to be provided and the GST exclusive price. GST will be added when the account is paid.
Our standard payment terms are 30 days after the dated invoice. Please ensure the purchase order is quoted on any invoice submitted to Council and use this number as a reference in any payment enquiries. Council may consider shorter payment terms for small to medium enterprises. Where the Security of Payment Act applies, contractors shall submit a payment claim which will be processed in accordance with the Act.
Councils’ preferred method of payment is Electronic Funds Transfer (EFT). Please ensure all supplier details including ownership changes, trading names, insurances and bank details are up to date to ensure prompt payment.
If payment does not occur in line with the agreed commercial arrangements it may be because:
- a Council purchase order number has not been supplied – contact the relevant Council officer managing the engagement
- a Council purchase order has not been supplied on the submitted invoice
- the company name supplied does not match the ABN number on the invoice.
All invoices are to be sent electronically to firstname.lastname@example.org unless instructed otherwise.
Please note: if adherence to Work Place Health and Safety (WH&S) requirements are relevant to the provision of the services, suppliers must operate 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 deemed by Council to have acceptable WH&S systems will be considered for contracts.
For further information, contact our Contract Prequalification Administrator on 4325 8222 or 4350 5555 or email email@example.com