Our Procurement Procedures

Where Mount Barker District Council purchases from a single source, without first obtaining competing bids. This method is typically used for low value, low risk Goods and Services, and generally where the Contractor or Provider already has a successful service history with the Council.

Where Council seeks a minimum of 3 written proposals either through a Select or Open call for quotations. This is generally used for purchases with low value and non-complex specifications and typically issued through VendorPanel portal.

The first stage of a two-stage process where parties are invited to express interest by completing a Request for Expression of Interest questionnaire. Typically used where a large number of responses are expected. Shortlisted Respondents are then invited to provide a tender submission.

Council may issue a ‘Select’ Request for Tender seeking at least three (3) written quotations where it has already issued a Request for Expressions of Interest, where the contract value is permissible or where it has reasonable grounds for specifically dealing with a select group of potential Contractors or Providers such as a demonstrated and evidenced limited supply market.

A formal offer open to the public to bid for the supply of specified goods, services or works, under specified terms. Open Request for Tenders will typically be advertised on VendorPanel portal.

Where Council establishes panel arrangements with a select group of Contractors. Typically, a tender is undertaken to select a group of Contractors or Providers which can provide identified goods, services or works and have the capability to meet the Council’s needs, for inclusion on a panel.

Once a panel has been established, Council may purchase through such panel arrangements, including directly from any of the Contractors or Providers on the panel, without the need to obtain quotes or seek tenders.

Where Council undertakes procurement through contract arrangements already established and administered by other organisations to achieve lower costs through greater buying power. This is where an agreement is already in place with Contractors or Providers and these terms govern any subsequent call-off contracts that may be awarded during the life of the agreement.

There are several panels available for Council to use and there are specific organisations (Central Purchasing Bodies) that create panels specifically for that purpose. If Council elected to use a panel, the “further competition” or “direct award” would be limited to the suppliers on the panel arrangement. These include but are not limited to:

• LGA Procurement;
• Procurement Australia;
• a purchasing group of which the Council is a member;
• other Councils; and
• State Government contracts.