Tenders, purchasing and expressions of interest (EOI)
SSROC T2018-05: Supply, Repair and Maintenance of Heat, Ventilation and Air Conditioning (HVAC) Services
Tender closes: 2.30pm on Wednesday, 27th February 2019
Tender closes: 2.30pm on Thursday, 7th March 2019
Council's General Conditions of Contract (PDF) apply to every purchase order issued by Council for goods and services, unless expressly modified in writing at the time the order is issued to the supplier.
How to submit a tender
Find and review the tender advertisement
Information on current tenders can be viewed at Tenders.Net - check the tender advertisement for the correct portal.
Council publishes all tenders in the local government section of Tuesday's Sydney Morning Herald and one other local publication.
Obtain a copy of the tender
Copies of all tender documents are available at Tenders.Net. All record of meeting from Pre-Tender meetings and any Addenda issued will be available on the Tenders.Net website as applicable. Generally, tender documents can be downloaded from Tenders.Net at no cost. If you require a hard copy to be printed by Council there will be a charge for this.
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.
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.
Specific questions relating to the tender can be lodged via the online portal Tenders.Net. Answers to these questions will be posted and available for ALL registered tenderers at Tenders.Net.
Completing your tender forms
Ensure you have filled out all the necessary fields from the document and any Addenda, and answered each of the criteria. You are then ready to lodge your tender documents.
Tenders submitted by Tenderers must be complete and must include responses to all details required in the Tender Schedules. In electronically providing those details, Tenderers must not in any way change or edit the structure or drafting of the required details or declarations in the Tender Schedules.
The Word Tender document provides greyed fields to indicate the sections of the document which need to be completed OR where additional information should be attached.
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 Freedom of Information 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.
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.
Lodging your tender documents
Tenders must be lodged through the specific applicable portal Tenders.Net. Hardcopy tenders will no longer be accepted.
Please ensure you upload your tender PRIOR to the closing time, as partially/incomplete uploads WILL NOT be registered as a submitted tender. We recommend you allow at least one hour prior to the closing time to commence uploading your submission.
Tenders.Net electronically register the date and time of the lodgement of each tender, and the system will not accept any lodgement after the closing date and time.
Opening of tenders
Council's tender opening panel will log the received tenders via download from Tenders.Net. An electronic record of the lodgement date and time for all tenders will be attached.
The panel will list the tenders received in alphabetical order, and the list will be displayed in the Customer Service area.
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
- occupational health and safety assessment
- environmental considerations
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)
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.
Recommendation to Council
The panel will prepare a report to Council's Finance, Community & Services Committee with a recommendation either to accept no tenders, with reasons given, or to enter into a contract with one tenderer. The Committee's resolution will then go as a recommendation to full Council.
You will be advised in writing if your tender was unsuccessful.
If your tender is successful you will be advised in writing and contract documentation will be completed.