HOW TO TENDER TO SUTHERLAND SHIRE COUNCIL
A guide to prospective tenderers
STEP 1
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Find and review the tender advertisement.
Sutherland Shire Council publishes all tenders on council’s web site at
www.sutherland.nsw.gov.au.
Advertisements relating to current tenders are also published in the local government section
of the Sydney Morning Herald on a Tuesday and in the St George and Sutherland Leader.
STEP 2
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Obtain a copy of the tender document.
Copies of tender documents are available by the following means:
o access details included in the advertisement
o council’s web site.
A fee may apply - the tender will state this, if applicable. If a fee is payable, tender
documents will not be available on the web site.
STEP 3
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Decide whether you are able to provide the product/service.
Read the section which provides specifications very carefully and familiarise yourself with
the conditions of tendering and all specifications in order that you are able to provide the
specified product/service in accordance with council’s terms and conditions.
STEP 4
Understanding the terms and conditions of tender
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The majority of council’s tenders have a similar format with exceptions being the formal
contract document. If in any doubt, tenderers should contact council’s nominated officer
therein and/or arrange for the tender to be reviewed by your legal representative.
STEP 5
Completing your tender submission
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All council tenders should include a section “Information to be supplied by tenderers” and
all associated “Schedules”. Tenderers should follow the guidelines and must complete all
schedules.
STEP 6
Tender selection criteria
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All council tenders include a section which relates to the criteria upon which responses and
ultimate selections are to be scored. Tenderers are well advised to ensure that all information
relating to the tender selection criteria is provided.
Tenderer’s responses to the tender selection criteria are scored total scores and determine
ultimate selection.
STEP 7
Tender closing time and date
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The tender closing time and date nominated in the tender is the latest time by which tenders
must be lodged. Tenders submitted later than the nominated time and date will be rejected
and returned unopened, to the tenderer.
STEP 8
Lodgement of tender
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Tenders must be lodged in the tender box located at council’s Administration Centre, ground
floor, reception desk, 4–20 Eton Street, Sutherland.
Tenders sent by fax or email will be considered, but only if tenders are:
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faxed to (02) 9710 0265, or
emailed to [email protected].
OPENING AND SELECTION OF TENDERS
A. Opening of tenders
Tenders will be opened in public immediately following the close of tenders. The names only of
tenderers will be read out at the opening.
B. Listing of tenders
Tenderers received will be listed in apparent order of prices submitted from lowest to highest and
the list of tenders will be displayed on the noticeboard in council’s foyer within seven (7) days after
the tender closing date.
C. Review and selection of tender/s
Council will form a tender panel for the purpose of reviewing all tender responses. The panel will
evaluate and mark the tenders in relation to the content of the tenderers’ responses to the tender
selection criteria and will select the most suitable tender/s for acceptance based on the total score
achieved.
D. Advice to tenderers
Successful and non-successful tenders will be advised of tender results immediately following
endorsement of the tender panel’s recommendations at a full meeting of council.
Tender Process Flow Chart
Tender advertised
→
Obtain tender form from
location nominated in
tender
↓
Lodge tender via means
nominated
←
Complete tender
submission
→
Endorsement of council
↓
Tender selection panel
Tender checklist
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Have I read the tender terms and conditions and specifications in full?
Have I sought clarification on any points which I don’t understand?
Have I completed every tender schedule?
Have I attached supporting documentation?
Have I fully responded to the tender selection criteria?
Have I signed all relevant tender schedules?
Enquiries
All enquiries relating to completion and lodgement of the tender should be directed to the
nominated council officer.
FREQUENTLY ASKED QUESTIONS
1.
Can I lodge my tender via email or facsimile?
Yes, if stated in the tender specifications
2.
Can I lobby councillors and staff?
No. Such actions may result in disqualification from the tender process.
3.
Do I need an ABN?
All individuals and organisations lodging tenders with council must have an Australian
Business Number (ABN) and must be registered for good and services (GST) tax. All
tenders must quote the ABN.
4.
Do I have to offer responses to all of the questions asked in the tender?
Tenderers who do not respond to all of the tender selection criteria or fail to answer all
questions may be disadvantaged in the tender assessment process.
5.
What is a non-conforming tender?
A non-conforming tender is one which either does not meet the terms and conditions of the
tended, or fails to offer the goods and services specified. A non-conforming tender can be
rejected for those reasons.
6.
What if the tender cannot meet the tender closing deadline?
If a tenderer cannot meet the closing time and date, for lodgement of the tender, a tenderer
may seek an extension in writing and before the deadline. If this is granted it will be
extended to all tenderers. Late tenders will not be considered.
7.
Can a tenderer collude with other tenderers?
Tender collusion is prohibited and collusive tenders will be disqualified from the tender
process.
8.
Is there an opportunity to negotiate after tenders have closed?
There is no opportunity to negotiate after tenders have closed for the unsuccessful tenderers.
Council reserves the right to negotiate with the successful tenderer on minor aspects of the
tender proposal.
STATEMENT OF BUSINESS ETHICS
Council’s employees and its service providers/customers are bound by a Statement of Business
Ethics. This requires probity in all dealings including those conducted with prospective and/or
successful service providers. Council has adopted the statement to ensure that functions are
undertaken efficiently, impartially and with integrity.
(Copies of the Statement of Business Ethics and further information are available from council and
on council's web site at www.sutherland.nsw.gov.au.)
GENERAL ENQUIRIES
Enquiries relating to council’s overall tendering procedures may be directed to council’s Supply
Manager, Mr Brian Leake, ph. (02) 9710 5764 or email [email protected].
September 2005