The following is a high-level overview of Gladstone Regional Council's (Council's) tendering process:
Invitation to Tender (ITT) Document
The Invitation to Tender (ITT) document is made up of the following four sections:
Section 1 - Tendering Conditions
What is it?
Tendering conditions.
What do you need to do?
Supplier to review.
What are some critical points?
- Consider dates and timeliness outlined
- Evalutation criteria
- Point of contact.
Section 2 - Contract Conditions
What is it?
Proposed contract.
What do you need to do?
Supplier to review.
What are some critical points?
- Term (contract duration)
- Pricing structure
- Pricing increase process
- Insurance requirements.
Section 3 - Scope of Work
What is it?
Scope.
What do you need to do?
Supplier to review.
What are some critical points?
- Work/services requirements, sepcifications and delivery dates
- Council's Safety and environmental requirements
- Key Performance Indicators (KPIs)
- Attachments and drawings.
Section 4 - Tenderer's Offer
What is it?
Tender response document.
What do you need to do?
Supplier to fill out each section and required attachment(s).
What are some critical points?
- Company name must align to ASIC or ABN lookup
- Checklist at the start lists mandatory response documents
- Local office must be evidenced to qualify for local business.
What you need to consider
The following are the dos and don'ts of tendering with Council:
☑ Ask questions during the open tender period
☑ Proofread and sign the Section 4 tenderer’s offer document
☑ Complete in full all returnable documents
☑ Review contract terms proposed
☑ Allow enough time to upload tender in VendorPanel
☑ Ensure all pricing rates have been included.
☐ Do not directly contact Council staff outside of the Contracts Team
☐ Do not include irrelevant information in your tender
☐ Do not submit tender via email, post or in person
☐ Do not return a signed contract with your tender.
Tendering frequently asked questions
Can I resubmit my previous tender documents if it is the same activity?
No, you must prepare a new tender based on the Invitation to Tender (ITT) requirements.
When will I know the outcome of the tender?
For panel contracts, it streamlines engagement for jobs with Council.
Suppliers not under a panel contract would require additional effort when quoting (i.e. including licences, insurances and safety and environment with every individual job).
How will I be engaged under a panel contract?
Suppliers on a panel contract have their details on Council’s contracts register, for all Council employees to access.
Contact could be phone, email, or the VendorPanel system seeking a proposal.
What should I do if I am not appointed to a panel contract?
Request for feedback and consider submitting for any refresh opportunities.
Council is working towards increasing refresh opportunities over the life of panel contracts.
This is a retender to invite new suppliers.
What is the difference between a panel contract (RPQS), and a Preferred Supplier Arrangement (PSA)?
RPQS is a panel or a group of suppliers with no fixed commitment or schedule.
A PSA is a single supplier for a fixed commitment of scheduled work.