Procurement & Tenders

Depending on the level of expenditure, we are required to use different methods of procurement to ensure legislative compliance.  (All prices quoted in this guide are GST inclusive.)

Purchase orders

When you are successful with your quotation and you have been added to our payment system, you will receive a purchase order with a reference number. This purchase order and number is essential to ensure prompt payment.

Purchase orders will be forwarded to you electronically.

Once you have the purchase order number you can supply goods, works or services to Council.

Contractors and suppliers should not supply any goods or services without first receiving a purchase order and in accordance with Council's Purchasing Terms and Conditions

Our purchase order includes supplier name, ABN details, contact details, details of goods, works or services to be provided and the price.

Contracts and letters of acceptance

When you have submitted a successful tender you will receive a letter of acceptance detailing requirements prior to starting works or the supply of goods and services.  This may include copies of current insurances, safety plans, environmental plans, traffic management plans, relevant licences and accreditations along with any security deposits (where applicable).

The provision of goods, works or services cannot start until we have received signed copy of the letter of acceptance and the contract (where applicable).

Our standard payment terms are 30 days after satisfactory delivery of the goods or services AND receipt of a correctly rendered invoice.

Where contract allows for it, you may be paid progressively for satisfactory completion of the work. This is commonly called milestone payment. In this case, the contract will indicate dates or work completion targets that must be met before you can submit your invoice for payment. Milestone invoices are paid under the same terms.

Please ensure that the purchase order or relevant contract number is quoted on the invoice. Use this number as a reference in any payment enquiries.

Our preferred method of payment is electronic funds transfer.  For prompt payment, please ensure that all your details including ownership changes, trading names, insurances and bank details are up to date.