Supplying to the City
The City undertakes a diverse range of procurement and contracting activities in the order of $750 million annually.
Businesses looking for opportunities to supply to the City are encouraged to:
- Visit our Tenders page.
- Register on LG Tender Box to be notified of upcoming tenders.
- Subscribe to our tenders' RSS feed for the latest information on published tenders.
- Review the City’s annual City Contracting Plan for a list of planned procurement activities for the current financial year.
- Register as a potential supplier to supply quotes by using the City’s Supplier Registration Form.
Contract worth thresholds
The City generally invites offers in accordance with the requirements of the spend thresholds for a small, medium and large sized contract.
|Quote Process||Small sized contracts|
|less than $3000 ex GST||At least one offer|
|more than $3000 but less than $15,000 ex GST||At least two offers|
|Medium sized contracts|
|more than $15,000 but less than $200,000 ex GST||At least three offers|
|Tender process||Large sized contracts|
|more than $200,000 ex GST||Public invitations to offer (tender)|
For further information on contract worth spend thresholds please read the Procurement Policy and Contract Manual.
Methods of procurement
The City may elect to engage the market through a number of different procurement arrangements, including quotes and tenders, to meet its contracting requirements in accordance with legislation and the annual City Contracting Plan.
Procurement arrangements can be grouped into three main categories:
- open market activities (generally for contracts worth more than $200,000 ex GST)
- closed market activities (generally for contracts worth less than $200,000 ex GST)
- single or sole sourcing (where it would be impractical or disadvantageous to invite competitive offers).
Visit our Methods of procurement page for more information.
Our Tenders page contains all you need to know about tendering for the City, including:
- advertised tenders and public invitations
- tips on improving your invitation to offer (tender) documents
- contract document suite
- evaluation standards.
In its management of invitations to offer (tenders), the City:
- only accepts tender applications submitted electronically through LG Tender box
- does not conduct public tender openings.
LG tender box is the City’s preferred e-tendering system.
LG Tender box is an online tendering portal that provides an easy and centralised method of inviting and receiving tenders (or public invitations). Registered businesses can download tender documents, participate in tender forums and lodge electronic tender submissions.
Register for free
We encourage businesses to register with LG tender box to receive real-time notifications of public invitations at the time of publication.
The electronic tender box system automatically closes the tender at the close date/time to eliminate the upload of any late tenders.
Visit the LG tender box website to learn more.
Contracting with the City
The City undertakes various contract management functions to effectively monitor and manage contractual relationships with its suppliers. This includes performance and compliance, reporting, payment management, risk and quality assurance.
Use the drop-down menu below to learn more.
Awarding of contracts
The City, in establishing and carrying out contracts, may accept the most advantageous to it, consistent with and supporting the achievement of the strategic direction of the Corporate Plan.
Download and view our Awarded contracts document, which provides a list of awarded contracts over $200,000.
Purchase orders and letters of acceptance
The City will issue a purchase order for either:
- facilitation of payment against an established contract in accordance with the terms and conditions of the contract , or
- to form of contract that defines the conditions of order and facilitates the payment process between a supplier and the City.
Further information can be found at Purchase orders.
Invoicing and payments
For information on payment terms, invoicing and payment methods visit our Invoicing and payments.
Related informationJump to key information
I haven’t received a copy of my purchase order
- Your contact details with City of Gold Coast may not be current. To check your details please contact Accounts Payable on 07 5581 6340, or email email@example.com.
- For all other enquiries regarding receipt of purchase orders please contact Purchasing on 07 5581 6275, or email firstname.lastname@example.org.
Why haven’t I been paid or why was my invoice returned to me?
There are a number of reasons your invoice has not been paid:
- You do not have a Council purchase order number.
- You haven’t quoted the purchase order on your invoice, or
- You haven’t quoted a contract reference number on your invoice.
- Your purchase order has been completed and you haven’t received your new order number.
- Your invoice is not compliant with the requirements of the Australian Tax Office.
- Your company name does not match the ABN number on the invoice.
- You have listed more than one purchase order number on your invoice.
I am a new supplier to Council. What do I need to do?
If you are offered work for the first time with Council we will need to obtain some information from you to set you up in the system and enable Council to pay for your goods and/or services.
You will be sent a New Supplier Information Form to complete. This needs to be completed and returned with:
- Pre-printed bank deposit slip or similar from your bank to verify ownership of the account and clear linkage to your business.
- A tax invoice with ABN number.
- If your trading name is not registered with your ABN as shown on the Australian Business Register, and is different from your company name, a copy of your Business Name Registration Certificate from the Office of Fair Trading is required. You are able to check your details by visiting www.abr.business.gov.au.
Does Council prefer to use local suppliers?
Please refer to the Competitive local business and industry section on the previous Procurement page.
What is Council's ABN?
Council of the City of Gold Coast's Australian Business Number is 84 858 548 460