Methods of Procurement
Gold Coast City Council must utilise procurement to advance the strategic priorities and outcomes of Council whilst achieving value for money with probity and accountability.
Going to Market
Depending on the level of expenditure, Council uses the following different procurement arrangements in order to meet its legislative requirements:
- Quotations (RFQ)
- Public Tenders (RFT)
- Expressions of Interest (EOI)
- LGA Arrangement or an Arrangement with, or under, a Government Arrangement
- Register of Pre-Qualified Suppliers or Approved Contractor Lists
- Preferred Supplier Arrangements
- Sole Supplier, Specialised or Confidential Arrangements
- A Genuine Emergency
- Requests for Information (RFI).
Quotations are sought when a contract does not exist and:
- one verbal quote for goods, services or ICT, one written quote for the carrying out of works are required for purchases under $3,000 excluding GST.
- two verbal quotes for goods, services or ICT, two written quotes for the carrying out of works are required for purchases between $3,000 and $15,000 excluding GST.
- three written quotes for goods, services ICT and the carrying out of works are required for purchases between $15,000 and $200,000 excluding GST.
Public Tenders (RFT)
When the intended expenditure is greater than $200,000 exclusive of GST, Council must invite public tenders, where no exception under the Local Government Regulation 2012 exist.
Tenders and Expressions of Interest are advertised for a minimum period of 21 days via:
- The Gold Coast Bulletin Weekend edition
- Gold Coast City Council's Tender page
- The Local Government Association of Queensland (LGAQ) tender site, and
- Council may utilise the Saturday edition of the Brisbane Courier Mail and/or other media.
If a supplier is looking for opportunities to supply Council, it is recommended they register on the LG Tenderbox site to receive all tender opportunities via email at the time of publishing, free of charge.
Tenders are evaluated to select the most advantageous offer to Council on a number of criteria, which are outlined in each tender specification. The successful respondent is awarded a contract for a set period of time. Work should not commence until the contract documents have been signed and a purchase order or letter of acceptance issued.
Expression of Interest (EOI)
Council may, where it has been deemed that the process will save Council and prospective suppliers from wasting time and resources in responding to a full tender, invite expressions of interest prior to inviting tenders. Expressions of interest are advertised in the same way as a tender, as outlined above.
Once an expression of interest process has been completed a short-list of successful respondents may be further invited to tender on the proposal. This does not need to be advertised.
LGA Arrangement or an Arrangement with, or under a Government Arrangement
Council also utilises the current LGAQ panel arrangements for procurement of goods and services.
Register of Prequalified Suppliers or Approved Contractor Lists
Council may establish a register of pre-qualified suppliers or an approved contractor list for the carrying out of works, goods, services or ICT, by inviting expressions of interest or by inviting public tenders, having regard to the five sound contracting principals. Once the register or list is established, further quotes from the members may be required.
A pre-qualified supplier is a supplier that Council has assessed as having the technical, financial and managerial capabilities to perform contracts on time and in accordance with agreed requirements. A register of pre-qualified suppliers can only be established by Council if:
- the preparation and evaluation of invitations every time that the goods or services are needed would be costly, or
- the capability or financial capacity of the supplier is critical, or
- the supply of goods or services involves significant security considerations, or
- a precondition of an offer to contract is compliance with particular conditions or standards set by Council, or
- the ability of local business needs to be discovered or developed.
Preferred Supplier Arrangements
Council may establish a preferred supplier arrangement, where the carrying out of works, goods, services or ICT are needed in large volumes or frequently, by inviting public tenders, having regard to the five sound contracting principals. The terms of the contract must allow for the contract to be cancelled for poor performance and have an arrangement to extend the term of the contract. Once the preferred supplier arrangement is established, further quotes from the members may be required.
Sole Supplier, Specialised or Confidential Arrangement
Where Council resolves that there is only one supplier who is reasonably available, or because of the specialised or confidential nature of the goods or service being sought, it would be impractical or disadvantageous to Council to invite quotations or tenders, Council may enter into a contract without first inviting quotes or tenders.
A Genuine Emergency
Council may enter into a medium or large sized contract without first inviting quotes or tenders where a genuine emergency exists.
Request for Information (RFI)
Council may invite a Request for Information (RFI) for the purpose of gathering information. The RFI is not intended to provide a legal framework for future contractual arrangements. Instead, its intent is to analyse the market in terms of its capacity to provide the required outcomes on what steps to take next and potentially structure a subsequent procurement process.