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How to submit a tender/quotation or expression of interest

Note: The term “tender” below applies also to EOI’S and high value quotations.

Step 1

Find and review the tender advertisement

Waverley Council publishes all tenders on our current tenders webpage and advertised at VendorPanel

Step 2

Obtain a copy of the tender or EOI

Tender documents can be downloaded at VendorPanel

Step 3

Decide whether or not you are suitable for the project

Read the tender document very carefully and familiarise yourself with the conditions of tendering, the advertised selection criteria, the specifications, and the conditions of contract, especially the clauses dealing with delivery and price variations, before deciding whether you are suitable or not.

Step 4

Understanding the contract and conditions of tender

If you are unsure about Council’s proposed contract, either discuss it with the contact officer nominated in the tender advertisement or have the tender reviewed by your legal representative.

Step 5

Completing your tender or EOI forms

Ensure you have filled out all the necessary fields from the document, answered each of the criteria and supplied the required number of copies of your submission. You are then ready to lodge your tender documents.
Council records are generally open to the public. However, tenders received are treated in confidence during the evaluation and reporting stages (see Steps 9 to 10), and subsequently retained on Council’s Tender File. They may at some time be the subject of a GIPA application to inspect.

Tenderers who require any information provided with a tender to be kept permanently confidential should advise this in writing and give reasons, e.g. to protect a commercial interest or intellectual property.

Step 6

Tender Period

Council will offer the same tender documents to all those who respond to an invitation to tender.

The tender period is usually three weeks. During the tender period, you may wish to seek further information or clarification from the contact officer. If advice, verbal or in writing, is given to a respondent clarifying the meaning of the tender documentation, the same information will be issued to all other respondents. Council will maintain a written record of all advice given.

Council may invite prospective tenderers to a pre-tender meeting to provide further information and to respond to questions raised. The minutes of this meeting will be distributed to those who attend the meeting, or who have registered their interest with Council.

Step 7

Tender documents can be uploaded through the e-tendering portal at VendorPanel

What Happens Next?

Step 8

Opening of tenders

Council’s approved tender opening panel will open all tenders received by the due date and time on the e-tendering portal at Tenders Online.  The panel will list the tenders received in alphabetical order, and the list will be available for public viewing.

Step 9

Evaluation of Tenders

Every submission will be reviewed by a tender evaluation panel. While other criteria may be used which are more specific to each tender, the following are examples of commonly used criteria in an assessment:

• operational capability
• technical and methodological assessment
• financial capacity to undertake tender
• duration or time requirements
• Health and safety assessment
• environmental and sustainability considerations
• price.

The tender evaluation panel will examine all tenders for compliance with the conditions of tendering, including completion of all the relevant tender forms.
Each tender submission is read in detail and its strengths and weaknesses are assessed and recorded. The submissions are then scored against the advertised criteria, and ranked.

Step 9A (optional)

Post-tender interviews

The tender evaluation panel may invite you to a post tender interview to seek further details of your capability to carry out the works. Following the interview the panel may review the scores and ranking of tenderers.

Step 10

Recommendation to Council

The panel will prepare a  report to the Department Director with a recommendation either to accept no tenders, with reasons given, or to enter into a contract with one tenderer or a number of tenderers. The Director will then forward the same to go as a recommendation to full Council.
You will be advised in writing if your tender was unsuccessful and you may request for a debriefing if you wish.

If your tender is successful you will be advised in writing and contract documentation may be required to be completed.

Note: This is a general overview of the main points associated with this process and processes may change slightly from time to time.