2026/27 FINANCIAL POLICIES · Attachment 5 - Procurement Policy

Attachment 5 Procurement Policy

       Contract    Threshold
        Type         (GST                              Procurement Requirements
                   Exclusive)
                                 Council cannot enter into a contractual arrangement expected to cost
                                 the Council $15,000 (GST exc.) and less than $200,000 (GST exc.)
                                 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
     Medium        $15,000 and   to accept any of the quotes it receives.
     Contractual    less than
     Arrangement    $200,000     The use of Council’s e-Procurement system is the preferred method
                                 of issuing 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 contractual arrangements expected to cost Council less than
                                 $15,000 (GST exc.), where it has been determined that inviting one
     Small          Less than    (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 CONTRACTUAL ARRANGEMENTS

 Division 3 within Part 3 of the Regulation identifies exceptions for medium and large contractual
 arrangements defined in this Policy. If one of the exceptions applies, Council may enter into:
 •     a medium contractual arrangement without first inviting written quotes; or
 •     a large contractual arrangement without first inviting written tenders.




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