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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA   25 FEBRUARY 2014




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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                                      25 FEBRUARY 2014

  e)    Ethical behaviour and fair dealing
  Council officers involved in purchasing are to behave with impartiality, fairness, independence,
  openness, integrity, and professionalism in their discussions and negotiations with suppliers and
  their representatives.
  Note: Equal consideration is not required to be given to each of the contracting principles.
  5.    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 $15,000.00 the
  following options apply:

  e   for purchases under $ 7,500 (excl GST) one verbal quotation is sufficient, however verbal
      quotations can be recorded in the Technology One (T1) procure to pay module;
  e   for purchases between $ 7,500 and $15,000 (excl GST) two written quotations are to be invited
      and recorded. Council may decide not to accept any of the quotes it receives.
  e   If a procurement activity is likely to be medium to high risk then a risk analysis should be
      undertaken.

  Records of offers received must be kept on file 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 recorded.
  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 paragraph 8.
  Records of offers received must be kept on file in in the T1 procure to pay module .
  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 paragraph 8 below.
  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.

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