VendorPanel provides you with the opportunity to prepare all of the relevant standard documentation you will need for your type and value of purchase via document and process links that will ensure Legal and Risk Management protection for you and Council.
Before you proceed, you should check that you have properly considered the following key decision steps in this process:
- Do you have an approved budget?
- Is this purchase within delegated authority levels?
- Is there an existing CGD Annual Supply Contract you can access? See more about Annual Supply Contracts below.
- Is there an existing Procurement Australia contract you can access? See the Other Purchasing Opportunities section of the Purchasing page for more information.
- Have the Contracts Unit assisted you in identifying the correct purchasing process and level of contractual risk? Information on How to Purchase
- Have you obtained a contract number if your purchase is valued at $100k or more? A contract number must be obtained from the Contracts Unit who will enter the details into Council’s Contracts Register which is required under State Government Procurement Guidelines.
It is your responsibility to ensure all of the above decision steps have been complied with prior to commencing your purchasing process.
You should note that the Contracts Unit conducts regular audits of purchasing compliance on a random basis. Non compliances are reported to the CEO and Directors, and also to the Minister where breaches of Section 108 and 109 Local Government Act are detected.
This system will allow you to conduct your own purchasing process for less than $300,000, following mandatory contacts with the Contracts Unit as detailed above. See Public Tender Threshold Levels below.
Annual Supply Contracts
Prior to seeking written quotes or tenders you should check if there is an existing CGD Annual Supply Contract where a supplier has already entered into a formal contract with Council to provide similar goods/services for a number of years.
If accessing a current Annual Supply contract, you will have to contact the appropriate CGD Contract Manager to arrange the issue of a Purchase Order for you.
Multiple quotations are not required for Annual Supply contracts as a formal tender process has already been actioned.
If there is no existing CGD Annual Supply contract the next method of procurement for purchases in this category is to use a supplier from the following Procurement Australia (PA) provider’s lists of contracts as multiple quotations are not required if you use an existing PA contract.
Annual Supply Contracts -
Public Tender Threshold Levels
For purchases with a contract value at those levels or above, State Legislation requires Council to conduct a public tender process which must be carried out by Council's Contracts Unit. A ‘Contract Value’ is determined over the life of a contract, and not as an annual sum in the case of an Annual Supply Contract. The contract value also includes GST, as Council is required by law to make contract payments inclusive of GST.
Notwithstanding the foregoing public tender thresholds, CGD Purchasing Procedures now require staff to contact the Contracts Unit for any purchase expected to be $100,000 or more. This is a Mandatory requirement aimed at ensuring due process has been established, and that compliance at the higher levels of spend has precluded Council from being reported under Government Audit as non compliant.
