Meeting papers

  Contract           Threshold
   Type                (GST                                    Procurement Requirements
                     Exclusive)
                                  Council cannot enter into a medium-sized contract unless Council first invites a
                                  minimum three (3) written quotes for the contract.

                                  The invitation must be to at least three (3) suppliers who Council considers can
                                  meet Council’s requirements. Council may decide not to accept any of the quotes it
                                  receives.
Medium           $15,000 and
Sized             less than
                                  The use of Council’s e-Procurement system is the preferred method of issuing
Contract          $200,000
                                  and evaluating quotations. Records of offers received, regardless of method of
                                  issue/receipt, must be kept on file in accordance with Council’s records
                                  management policy and procedures.
                                  These requirements are subject to the exceptions identified in Item 3 of this
                                  Policy.


                                  For purchases less than $15,000 (GST exc.), where it has been determined that
Small Sized          Less than    inviting one (1) supplier to quote is advantageous to Council, one quotation from
Contract              $15,000     a capable supplier is sufficient. The quotation shall be recorded as an attachment
                                  in the Technology One procure to pay module.




     a)       Accepting Quotes of Tenders
     Council may decide not to accept any of the quotes or tenders it receives. Where Council does decide
     to accept a quote or tender, Council will accept the quote or tender most advantageous to it, having
     regard for the sound contracting principles identified in Section 104 of the Act.


     b)       Risk
     Where a procurement activity is likely to be medium to high risk then a risk assessment/analysis should
     be undertaken.


      3.      EXCEPTIONS FOR MEDIUM AND LARGE SIZED CONTRACTUAL ARRANGEMENTS

      Division 3 within Part 3 of the Regulation identifies exceptions for medium and large-sized contracts.
      If one of the exceptions applies, Council may enter into:
      •     a medium-sized contract without first inviting written quotes; or
      •     a large-sized contract without first inviting written tenders.




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