2019-06-28 Special Meeting Agenda

SPECIAL MEETING AGENDA   28 JUNE 2019




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SPECIAL MEETING AGENDA                                                                    28 JUNE 2019

  PROCUREMENT POLICY
  2.   PROCUREMENT THRESHOLDS
  Procurement thresholds refer to the expenditure with a supplier for goods and services.
  a)   Purchases < $15,000 (excl GST)
  When entering into a contract for the acquisition of goods or services for less than $15,000 (excl
  GST) the following options apply:
  °    for purchases under $7,500 (excl GST) one quotation is sufficient, and quotations can be
       recorded as an attachment in the Technology One (T1) procure to pay module;
  °    for purchases between $7,500 and $15,000 (excl GST) two written quotations are to be invited
       using the VendorPanel e-quotation tool.
  e    If a procurement activity is likely to be medium to high risk then a risk analysis should
       be undertaken.

  Records of the successful offer must be kept as an attachment in the T1 procure to pay module.
  b)   Purchases > $15,000 and < $200,000 (excl GST)
  Council cannot enter into a medium-sized contract unless Council first invites three written_quotes
  for the contract or meets any of the ‘Exceptions’ outlined in Item 3 below. Written quotations are to
  be invited using the VendorPanel e-quotation tool.
  The invitation must be   to at least three persons who Council considers can      meet Council’s
  requirements, at competitive prices. Council may decide not to accept any of the quotes it receives.
  However, if Council does decide to accept a quote, Council must accept the quote most
  advantageous to it having regard to the sound contracting principles identified in Section 106 of the
  Act.

  If a procurement activity  is likely to be medium to high risk then   a  risk analysis should be
  undertaken.

  Records of the successful offer must be kept in Council’s VendorPanel e-quotation tool.
  c)   Purchases > $200,000 (excl GST)
  Council cannot enter into a large-sized contract unless Council first invites written tenders for the
  contract in accordance with the requirements of Section 224 of the regulation.
  For purchases greater than $200,000 a formal tender process must be undertaken.
  This requirement is subject to the exceptions identified in Item 3.
  Council must either invite written tenders or expressions of interest (EOI) under Section 228 of the
  regulation. A Council resolution is required prior to undertaking an EOI.
  The invitation for tenders must:
  °    be made by an advertisement in a newspaper that circulates generally in the local government
       area of Council; and
  e    allow written tenders to be given to Council for at least 21 days after the advertisement
       is published.
  Council must comply with the requirements in section 228(7) of the regulation if it wants to invite
  tenderers to change their tenders to take account of a change in the tender specifications.
  Records of offers received must be kept on file in accordance with Council’s records management
  procedures.

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