In establishing and carrying out contracts for the carrying out of works, the provision of goods and services or the disposal of non-current assets, the City of Gold Coast may accept the offer most advantageous to it, consistent with and supporting the achievement of the strategic direction of the Corporate Plan. In making this decision, Council must have regard to the five sound contracting principles set out in section 104(3), (8) of the Local Government Act 2009.
- Expression of Interest (EOI)
- Request for Information (RFI)
- Conditions of Offer
- Conditions of Contract
- Special Conditions of Contract
- City policies and procedures
- Principal Controlled Contract Works Insurance
- Evaluation of tenders
- Supplier briefings
- Changes to tenders
- Action by the City after receiving tenders
- As Constructed Data
There are currently no Tenders
Wednesday, 5 October 2016
Organisational Capability Services
Wednesday, 5 October 2016
Alcohol and Other Drug Testing
Wednesday, 5 October 2016
Roof modifications for the Helensvale Auditorium
Tuesday, 11 October 2016
Sheet piling for drain upgrade at Boyd and Kitchener Street, Tugun
Tuesday, 11 October 2016
Specialist Security Services
Wednesday, 19 October 2016
Collection, Transportation and Processing for Reuse/Disposal of Landfill Leachate
There are currently no Expressions of Interests
There are currently no Requests for Information
The City uses the following conditions of offer for the various types of procurement.
Conditions of Offer (Version 11) - July 2016 (PDF 652kb)
Conditions of Offer - Superseded
The City generally uses the following conditions of contract, as specified in the tender (invitation to offer), for the various types of procurement for contracts with a worth of more than $200,000 per annum.
- National Public Works Council (NPWC) Edition 3 1981
- Government Information Technology Contracting Framework (GITC)
The City generally utilises the following conditions of contract, as specified in the invitation to offer, for the various types of procurement for contracts with a worth less than $200,000 per annum.
Conditions of Contract - Superseded
The City utilises the following special conditions of contract for the various types of procurement where specified in the invitation to offer.
Special conditions of contract - Superseded
The City requires suppliers to comply with relevant policies and procedures as detailed in the invitation to offer documentation; these may include:
Sun protection procedure (PDF 107kb)
Work Health and Safety Policy (PDF 195kb)
Contractors Liability Insurance (PDF 1.8mb)
Contractors All Risks Insurance (PDF 1.77mb)
Insurance Claim Advice Form (PDF 53kb)
Details of the evaluation methodology, process and criteria will be documented in the invitation to offer documentation. Once specified, the evaluation methodology and criteria and process must be followed.
The invitation to offer documentation is generally constructed to enable offers to be submitted in two distinct and separate files:
- Non-pricing schedules (containing information to evaluate gates 1 and 2)
- Pricing schedules (containing the information to evaluate gate 3).
The City generally follows a three gate evaluation process for the evaluation of tenders.
An alternate evaluation methodology for a specific procurement may be utilised by the City where it is considered advantageous to do so; and any publically available information may be taken into consideration when conducting evaluations of tenders.
Due diligence criteria
These are designed to enable the City to filter offers that do not conform to the invitation to offer requirements or pose unacceptable risk. Due diligence criteria allow the City to assess the risk of an offer, at any of the gates, to determine whether an offer is acceptable to continue in the evaluation process.
Gate 1: Mandatory criteria
These are formed, in terms of minimum specified requirements, to allow the City to filter out those submissions that do not conform to the mandatory requirements that are specified in the invitation to offer documentation. Non-conforming offers (which don’t meet the mandatory criteria requirements) will not be further evaluated by the evaluation team as part of gate 2 and 3.
Gate 2: Capability scoring criteria
These are formed to allow the City to select capable offers based on a combination of capability (83 per cent) and local business and industry preferential factors (17 per cent). The City will assign a relative score out of 10 for each capability criterion. Each scoring criterion also has a percentage weighting allocated to it to represent its relative importance and worth in the selection process (out of 100 per cent). Only those offers who score sufficiently in their capability at this stage will move through to gate 3.
Gate 3: Value for money
These are formed to allow the City to select the most advantageous offers based on a combination of a total cost of ownership assessment and the local business pricing advantage. Only those submissions that move through from Gate 2 will then be looked at in order to determine the best value pricing submissions received, including any negotiations.
Where value for money is not otherwise defined then the lowest priced submission, after application of the local pricing advantage, having been evaluated as being capable of meeting Council’s ‘capability scoring’ requirements of Gate 2 will be the preferred submission.
Supplier briefings/site inspections
At the discretion of the City, where included in the invitation to offer documentation, supplier briefings/site inspections may be held as part of the invitation to offer process and will include all suppliers wishing to respond to an offer. The purpose of the supplier briefing is to present to potential suppliers information about the specifications, conditions of offer and conditions of contracts and then provide the opportunity for attendees to ask further questions of clarification, which will be documented along with the responses and issued as addenda to all registered suppliers.
These will be done by way of on addendum. All addendum will be forwarded to all tenderers by way of LGTenderbox. Where appropriate, the tender period may be extended when an addendum is issued at the discretion of the Chief Procurement Officer. All queries should be addressed only to the Contact Officer listed within the tender documentation.
After the close of the tender date, the City may without limitation to any other action open to it:
If so requested by City, the supplier must submit by the date and time specified information in clarification regarding their submission. Failure to provide the requested information may result in the offer being deemed non-conforming and it will not be evaluated further.
Invitation to change offers
The City’s Procurement Policy and Contract Manual provide that the City may invite all suppliers who submitted an offer to change their offers where there is a change in the invitation to offer documentation. This is during the period of the close offer but before any offer is recommended for acceptance. Should the change have resulted in alternative suppliers submitting an offer, consideration will be given to withdrawing the invitation to offer and readvertising.
Enter into post tender negotiations
The City may negotiate with suppliers after the close of offers when it has expressly reserved the right in the conditions of offer. Only suppliers who proceed to gate 3 may be invited to enter into negotiations. The commencement of negotiations with one or more supplier is not an indication that a particular supplier's response has been unsuccessful or successful. All negotiations will be handled with probity and the equality of opportunity will be maintained throughout the negotiations.
The format required for As Constructed Data to be submitted to the City can be found via the As Constructed Data Standards and Guidelines page.
City Contracting Plan 2016-17
Effective 1 July 2016, the City of Gold Coast conducts all procurement and contracting activities in accordance with the Strategic Contracting Procedures (as defined in the Local Government Regulation 2012 Chapter 6, Part 2). The Strategic Contracting Procedures allows the City to take a strategic approach to procurement/contracting activities. This includes formulating a portfolio of procurement and contracting activities for the 2016-17 financial year.