Supplier Engagement

The basis of doing business with the Council is outlined in the:

• Statement of Business Ethics(PDF, 142KB)
• Supplier Code of Conduct(PDF, 152KB)
• Minimum Standards for Suppliers(PDF, 158KB) 

By complying with these statements, you should be able to advance your business objectives and interests with the Council fairly and ethically.

You should also be aware that not complying with the Councils ethical requirements could lead to:

• termination of contracts
• loss of future works 

Council follows a Quotation, Tender or EOI’ processes.

For purchases with an estimated expenditure between $25,000 and $227,000 (ex GST) Council requires a minimum of three written quotes. These quotes are obtained from existing and new suppliers.   

For purchases above $227,000 (ex-GST) a tender process is followed. Tendering details are advertised publicly unless it is from a pre-qualified panel of suppliers. In this scenario, a selective tendering process is adopted.

Council also may carry out a public EOI (Expression of Interest) to shortlist suppliers. The EOI would be followed with a selective tender process.

Suppliers may also be selected from pre-qualified panels on Prescribed Bodies or State Government Buy NSW.

Per legislation Prescribed Bodies are Local Government Procurement and Procurement Australia. 

STEP 1: View Advertisement for public Tenders, Quotations and Expression of Interest (EOI)

All tenders, EOI’s and public quotations are advertised on Tenderlink, a third-party e-tendering portal. In addition, tenders and EOIs are advertised on Councils’ website as well.

If registered with Tenderlink you will receive an email when relevant offers are made by the Council. To register on Tenderlink go to

https://www.tenderlink.com/thehills

Selective quotations are sent to selected number of suppliers.

STEP 2: Obtain a copy of the request for Tender, Quotation or Expression of Interest (EOI)

These documents can be downloaded from Tenderlink https://www.tenderlink.com/thehills at no cost. Alternatively, a hard copy is available for a non-refundable fee through Council’s Customer Service Unit.

STEP 3: Familiarise yourself with the following

• All sections of the Request for Tender, Quotation or EOI document
• Specifications
• Selection Criteria

STEP 4: Understand the Terms and Conditions of the Tender

Ensure that you understand all the Terms and Conditions of the Tender, Quotation or EOI.

It is important to have your legal representative review the Tender, Quotation or EOI documents before submissions are made.

STEP 5: Complete the Tender, Quotation or EOI submission

Complete the Response Schedule answering all questions clearly. Gather insurance, WHS and other supporting documents.  

Submissions received are treated in confidence during the evaluation and reporting stages and subsequently retained securely on Council’s Document Management System.

STEP 6: Tender Period and Clarification

In general, the tender period is open to receive submissions for 21 days (period may vary for Quotations).

Council may hold a pre-tender meeting to provide further information and to respond to questions raised.

During the tender period amendments, addendums and additional information will be communicated to all respondents through the Tenderlink portal.

STEP 7: Lodge your Tender/ Quotation / EOI submission

Lodge your submission in accordance with instructions in the relevant Request for Tender, Quotation or EOI document.

STEP 8: Noticeboard Listing on Council's website

The listing of respondents for tenders and EOIs will be displayed on the Notice Board on The Hills Shire Council's website www.thehills.nsw.gov.au.

STEP 9: Evaluation of Tender, Quotation or EOI

Every submission will be reviewed by an Evaluation Panel. All Requests for Tender, Quotation or EOI include a section which relates to the criteria upon which responses and ultimate selections are to be scored. Respondents are advised to ensure that all information relating to the Tender/Quotation/ EOI selection criteria is provided.

The Evaluation Panel will examine all submissions for compliance and response to the requirements per the Specifications document.

Respondent’s responses to the selection criteria are scored and weighted. The highest total score and the price score will determine ultimate selection.

In addition, the following criteria will also be used to evaluate each the submission:

• Reference checks
• Company resources
• Financial capacity to undertake the supply of required goods and services
• Workplace Health and Safety standards
• Environmental consideration
• Overall technical experience
• Suitability of price offered
• Compliance with Modern Slavery statements

Post-Tender Interviews (optional)

The Evaluation Panel may invite you to a post-tender interview to demonstrate and seek further details of your capacity to carry out the required works/services. Following the post-tender interview the Evaluation Panel may review the scores and ranking of Respondents.

STEP 10: Recommendations

Where required by the Local Government Act, a Tender Report will be prepared and considered by the Council in a confidential session. All Council resolutions will be published on The Hills Shire Council’s website.

All respondents will be advised in writing if they were successful/unsuccessful.

Tips in submitting a fully compliant tender

• Have I read the Tender/Quotation/EOI Terms and Conditions in full?
• Have I read and understood the specifications?
• Have I completed every schedule in the Response Schedule document?
• Have I attached the required supporting documentation?
• Have I covered the selection criteria for Tender/ Quotation/EOI?

Important Notice: Closing Time & Date

The closing time and date nominated in the Request for Tender, Quotation and EOI is the latest time by which submissions must be lodged.

ABN

Please note that you must have an Australian Business Number, which needs to be included in your application. You can apply for an ABN via the Australian Business Register website.

For a list of contracts awarded Visit Council's 'Open Access Information' page - Disclosure of Contracts GIPA

This is a listing of the names of companies that have sent submissions for Tenders and EOIs.

View the Tender & Quotation Submissions Listing Page