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Quotes & Tenders

Quotes & Tenders

VendorPanel

Swan Hill Rural City Council uses VendorPanel Marketplace to manage all sourcing. This simplifies the procurement process and increase opportunities for local suppliers by making it easier for Council staff to invite them to quote and/or tender.

Next steps

Things to note

  • If you are an existing VendorPanel registered Supplier, you still need to register in the Marketplace to get these opportunities.  It’s easy and will be linked to your existing profile by using the same account details (email and password) to request an invitation to register into Marketplace.
  • If you have registered with our compliance platform Rapid Global, you will still need to register on VendorPanel Marketplace to ensure Council includes you when sourcing products and services.

If you have any questions on the process please contact Council’s Procurement and Properties unit procurement@swanhill.vic.gov.au or for any VendorPanel platform related issues, please contact VendorPanel Support via email support@vendorpanel.com.au or call 03 9095 6181.

Every year Council procures a variety of goods and services. Some goods and services are procured through publicly-advertised:

  • Tenders *
  • Request for Quotes (RFQ)
  • Request for Submissions (RFS)
  • Expression of interest (EOI)

* Tenders are publicly advertised for 28 days.

Each tender or submission must address the selection criteria and have all relevant sections completed. Council invites suppliers to provide additional documentation such as their business profile to help support their tender.

What to expect in Council’s documents

Council’s tender documents include:

  • Introductory notes
  • Tender conditions
  • General contract conditions
  • Occupational Health and Safety Guidelines
  • Specifications

The tender conditions is where you need to fill in details relating to your business and supply a schedule of rates or total cost.

Documentation that we receive from you will form part of the evaluation process. During this process each submission is scored against the evaluation criteria as shown in the tender documents.

Evaluation criteria

Each tender received is evaluated based on the evaluation criteria specified in the tender documents.

Council considers tenders based on value for money. Things considered include whole of life cycle costs, compliance with specification, local economic and social benefits, environmental benefits, timelines of supply and capability, and capacity of the tenderer to complete works.

Most evaluation criterias include:

Price Provide the best value for money (not necessarily the lowest price).
Compliance with specification Will best deliver services, which meet or exceed the standard.
Social and economic benefit to the municipality Has demonstrated the best record for supporting the local municipality.
Track record Has the strongest and best proven record for the delivery of contracted services (whether it be with Council or another organisation).
Availability of appropriate skills and resources Possesses the best skills and resources necessary to assure the prompt and efficient delivery of the service.

Submitting a tender

To submit a tender, all the compulsory information must be completed. Tenderers can provide additional documents including:

  • Company information
  • Company work history (including photos)
  • Company references
  • Evidence of social and economic benefits to the municipality such as sponsorships, volunteering, employment of locals etc
  • Insurance details
  • Policies and procedures
  • Plant and equipment information

Successful suppliers and contractors

Successful suppliers and contractors will receive a purchase order with a purchase order number or a contract number. The purchase order number or relevant contract number should be clearly shown on your invoice to ensure prompt payment.

Purchase orders include contact details, details of goods, works or services to be provided, purchasing contact, authorisation and the price.

Purchase order conditions can be found on the back of the purchase order and are also available below.

Related documents

Supporting policy

For further information on tenders:
Email: tenders@swanhill.vic.gov.au
Phone: (03) 5036 2364
Questions about current tenders may form part of an addendum that will be distributed to all registered tenderers.