Doing Business with Council

Council procures via the following methods: 

• For purchases under $50,000 (including GST): Council buyers are required to obtain between one to three written quotations, depending on if accessing a preferred supplier panel, prescribed entity contract or non-preferred supplier.  
• For purchases between $50,000 to $250,000 (including GST) (accessing preferred supplier panels or prescribed entity contract): Council buyers are required to obtain three written quotes.  
• Request for Quotation (RFQ): This process is used for purchases between $50,000 to $250,000 (including GST) and for activities where Council is not accessing a preferred supplier panel or prescribed entity contract. Council buyers are required to issue multiple quotes and suppliers are invited to submit a quote (Council may wish to issue either privately or publicly).
• Preferred Supplier Panel Contracts: These contracts are used for a range of specific goods and services provided over a specific period (e.g. 3-5 years). A panel of suppliers is appointed following a public tender and evaluation process.  
• Prescribed Entity Contracts: These are arranged through Local Government Procurement (LGP) on behalf of all NSW Councils. For information on becoming a prescribed entity approved supplier, visit LGP. Council may also use Procurement Australia contracts.
• Request for Tender (RFT): Formal tender process used for purchases over $250,000 including GST (excluding prescribed contracts). Current tender opportunities are advertised on our Website and VendorPanel. Organisations may register their company details, download documents, and lodge submissions online free of charge.  
• Expressions of Interest (EOI): This process is used to test market availability and interest of suppliers.  

Council has a list of preferred suppliers established via a competitive and transparent tender process in accordance with the Procurement Policy.

These preferred supplier contracts are established through an open market procurement process facilitated by:

• Bayside Council directly
• Local Government Procurement and Procurement Australia who are prescribed entities
• Other agencies e.g. other local councils, Southern Sydney Regional Organisation of Councils (SSROC), state and federal government.

If a contract has not been established for the provision of a particularly good, service or works, then Council will go to market via a tender or quotation process in accordance with the Local Government Legislation and Council's Policy.

You can stay updated on when preferred supplier procurement opportunities are going to market by checking:

• VendorPanel  
• Local Government Procurement (LGP)
• Southern Sydney Regional Organisation of Councils (SSROC)
• Procurement Australia  
• NSW Buy  

Become a Local Government Procurement (LGP) Contractor

Council frequently uses Local Government Procurement (LGP) contracts which are available to all NSW Councils. An approved LGP contractor means that your business is pre-qualified, meets Council's requirements and increases your chances of being invited to quote. For information on becoming an LGP prescribed contractor, view current LGP tender opportunities and contracts, please visit the Local Government Procurement website. 

Council has a legal obligation under NSW Work Health and Safety Legislation to reasonably ensure the health and safety of everyone in the workplace, which includes when engaging and using contractor services.

Council selects service contractors through a tender and/or quotation process that includes an evaluation of the prospective organisation’s health and safety systems.

Demonstrating Health and Safety

Council requires service contractors to provide the following information, as a minimum, to your Council contact prior to work commencing:

• Business ABN, street and postal address
• Principal contact details (mobile phone and email)
• Certificate of Currency – Public and Product Liability ($20 million)
• Workers’ Compensation Insurance Certificate
• Specific permits or licenses required for the job
• Site specific Safe Work Method Statements for high-risk work
• Management plans as required (Safety Management Plan, Traffic Management Plan, etc)  
• Safety data sheets for any chemicals you bring on site
• Evidence of a system of consultation with your workers (e.g. toolbox talks)  

Contact your Council contact if you have any questions or for further information, or email council@bayside.nsw.gov.au.

A purchase order is issued to the supplier, confirming Council agrees with the procurement of goods, services or works.  

Council's Standard Terms and Conditions (T&C's) apply to purchase orders. The exception is where Council has issued a Request for Quotation (RFQ) or Request for Tender (RFT) document that includes already established Conditions of Offer and Conditions of Contract. In this case, the conditions included within the Quote or Tender will take precedence.  

Council's procure to pay process ensures efficient matching of invoices to purchase orders and prompt payment to suppliers.  

You can assist with prompt payment by ensuring that:

• Invoices are addressed to Bayside Council
• Invoices clearly states the supplier name, ABN, invoice date & number
• Invoices states the total amount and if applicable GST and description of the goods or services  
• Invoices states the valid purchase order number issued by Council
• Invoices are currently emailed to the responsible Council staff, to ensure receipting and payment is arranged without delays.  

If there are any queries in relation to invoices and payments, please email council@bayside.nsw.gov.au.

Under the Modern Slavery Act 2018 (NSW) Council has reporting obligations under the Local Government Act 1993 relating to Modern Slavery. Section 438ZE of the Local Government Act 1993 prescribes that “A council must take reasonable steps to ensure that goods and services procured by and for the council are not the product of modern slavery within the meaning of the NSW Modern Slavery Act 2018”. 
  
Bayside Council NSW is committed to ensuring: 
 
(a) Our operations and supply chains do not cause, involve, or contribute to modern slavery; and 
(b) Our suppliers, relevant stakeholders, and others with whom we do business respect and share our commitment regarding minimising the risk of modern slavery. 
 
See Bayside's Modern Slavery Prevention Policy on our Policy Register.

Entities including Local Councils are required to take reasonable steps to ensure goods and services they procure are not the product of modern slavery and required to report on those steps via due diligence and reporting - GRS Annual Reporting.

Please visit NSW Government for more information on Modern Slavery. 

These are some of the frequently asked questions on how businesses can supply or deal with us.

Does Council have to tender for everything?

No, we are not required to tender for everything. In a lot of cases, we can seek quotations instead. The methods of procurement are guided by NSW laws and our Procurement Policy.

How do I find out about tender opportunities?

Tenders are advertised publicly via Council's eTendering Portal VendorPanel.

Registering your business on VendorPanel and receive notifications on upcoming opportunities

Submission deadlines for tenders are strict so late submissions will not be considered. Allow for any errors that may occur, human or technological, and submit tenders at least 24 hours before the deadline in the correct format.

It is also important to be aware of any time differences and the effect of daylight savings so you do not submit at the incorrect time.

When responding to a tender, ensure you answer all the requirements to the best of your ability. Tenders that fail to answer all requirements are listed as non-compliant, which severely limits your chances of success.

What process do you have that ensures fairness in considering suppliers big and small?

We do business with thousands of suppliers and contractors in all shapes and sizes.

The key important principle in our selection process is best value for money to support our business requirements. This means it is not just about price or the size of the company. There are several factors taken into consideration as outlined in our Procurement Policy.

We encourage you to apply for a procurement opportunity when it arises and to present information about your goods and services on offer that can support our business requirements specified in the procurement documentation. You have to be in it to win it!

Can I submit a non-compliant tender?

Yes, but usually only if you also include a compliant tender as well. You may be able to provide a better model of service or product than what is being asked for, but you must address what is called for in the tender specification before you offer the alternative.

How do I respond to a tender?

Instructions for responding to a tender can be found in the tender documents.

Who else can find out about my offer?

Submissions are treated as confidential, and any information submitted in a tender will not be distributed to external parties. Submissions will only be viewed by Council staff responsible for evaluating and making decisions regarding the tender.

Why would Council want me as a supplier?

We want you as a supplier because competition provides better outcomes. We are always on the lookout for new and innovative suppliers who can help us improve. We believe contributing to the local economy is considered an important function of local government.

If my submission is unsuccessful, can I find out the tender results or obtain feedback on my submission?

We publish tender results on our website. You can contact the contact officer after the results have been published to gain feedback regarding your submission.