2017-06-29 Special Meeting Agenda

PROCUREMENT POLICY


2.    PROCUREMENT THRESHOLDS
Procurement thresholds refer to the aggregate expenditure with a supplier for goods and services
of a similar type.

a)    Purchases < $15,000 (excl GST)

When entering into a contract for the acquisition of goods or services for less than $15,000 the
following options apply:
     for purchases under $7,500 (excl GST) one verbal quotation is sufficient, however verbal
      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 (where possible) the VendorPanel Marketplace e-quotation tool. Council may decide not
      to accept any of the quotes it receives.
     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. Written quotations are to be invited using (where possible) the VendorPanel
Marketplace e-quotation tool.

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

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.

This requirement is subject to the exceptions identified in Item 3.

Records of the successful offer must be kept in Council’s document management system.

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 invite 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
     allow written tenders to be given to Council for at least 21 days after the advertisement
      is published.

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