Supplier portal

1. How Council buys

Improve your chances of becoming a Council supplier by understanding how we purchase. General requirements can be summarised as:

Minimum purchasing requirements.
$Value (ex GST) Purchasing within an arrangement Purchasing outside an arrangement
 Up to $7,500 1 quote required 1 quote required
$7,501 - $15,000  1 quote required 2 quotes required
$15,000 - $50,000  1 quote required 3 quotes required
$50,001 - $200,000  2 quotes required 3 quotes required
>$200,000  3 quotes required Open tender

Council periodically goes to market to establish purchasing agreements for goods and services required in large quantities on a regular basis. This maximises benefits and ensures better value for money.

Council also uses purchasing arrangements set up by Local Buy Pty. Ltd., a Local Government Association of Queensland (LGAQ) procurement services company. Current Local Buy arrangements are available on the Local Buy website.

2. Selling your goods and services to Council

Register with the following portals to receive requests to quote:

Select the categories that represent the goods and/or services you are selling to raise awareness that your business exists. Open tenders are advertised in the Courier Mail, on Council's website and on the LG Tenderbox website. Once registered, you will receive notifications when a tender is advertised. 

Purchasing arrangements

Purchasing arrangements are formal agreements established with evaluated suppliers on beneficial terms. This reduces the need for costly and repetitive quotations each time. These arrangements include:

  • Preferred Supplier Arrangements - used for goods or services where the need for these are frequent and in large volume, where better value for money is possible due to demand, and the goods and services required are readily available within the market.
  •  Pre-qualified Suppliers - those that have been assessed as having the technical, financial and managerial capability to perform contracts on time and in accordance with agreed requirements. Quotes will be sought when required for goods or services. Schedules of rates are obtained in some categories of pre-qualified suppliers and include price lists for goods or services that are designed to provide Council with known and stable pricing for the life or review term of the arrangement. Inclusion on a pre-qualified supplier arrangement does not guarantee Council will engage you to supply.

Whilst cost is a very important component in assessing all suppliers' responses to an arrangement, it is not the all-encompassing benchmark that determines who is always the successful supplier.

Council periodically goes out to market to create new or renew current purchasing arrangements. All invitations to be on these arrangements are advertised as open tenders in the Courier Mail, on Council's website and on the LG Tenderbox website.

All arrangements are subject to audit.  

Open tenders

For procurements worth more than $200,000, Council usually uses an open tender process.  Once funding has been approved, the main steps in the tender process are:

  1. Preparation of a Probity Plan / strategy
  2. A request for tender is drafted
  3. The request is advertised
  4. Suppliers respond
  5. Tenders are evaluated and supplier(s) are selected.
  6. Contract is signed and managed.
  7. Unsuccessful suppliers are notified.

Access LGTenderBox to:

  • View details of current tenders
  • View tender conditions, contracts, lodgement details and notifications
  • Register to receive email notifications of tenders advertised by Council
  • Submit and review forum questions and posts on active requests

For help with responses using LG TenderBox please follow the instructions in the Supplier Guides which can be downloaded from LG TenderBox.

Right to information

The project officer will supply information to suppliers who request feedback on their tender offers in terms of the following:

  • Initial communications to an unsuccessful supplier must be through an unsuccessful letter. The letter puts the onus on the unsuccessful supplier to take action to seek further information if they desire.
  • Debriefs if requested are best carried out in person and will be specific to the supplier's submission and how to improve future submissions. No comparative information regarding other suppliers will be provided during a debrief session.
  • Information that has been made public via the approval process (i.e. Council agenda item) may be made available to suppliers.

3. Invoicing and payments

Tax invoices

To ensure invoices are paid within the agreed payment terms, email your valid tax invoice to accountspayable@moretonbay.qld.gov.au.

Council also requires that the tax invoice submitted include the contact officer plus one of  the following Council issued numbers:

  1. Purchase order
  2. Work order
  3. Contract reference.

Invoices that do not have one of these numbers will be returned to the supplier to rectify. Do not supply goods or services without first obtaining one of these numbers from the Council officer.

Payment terms

Council's preferred payment method is electronic funds transfer. 

Council's standard payment terms are 30 days after the month end of the invoice date. 

Earlier payment terms can be offered when settlement discounts are offered by the supplier.  These must be negotiated with the corporate procurement team.

Supplier change of details

If your details change, email procurement@moretonbay.qld.gov.au to update and prevent any payment delays.

Purchase orders

If successful with a quotation or tender, you will receive an official purchase order and sometimes a Letter of Acceptance with a contract reference number.

A purchase order is essential to confirm agreement has been reached for carrying out works, purchasing goods and/or services. Do not supply goods or services without first obtaining one of these numbers from the Council officer.

Official Council purchase orders will be authorised and will include:

  • the name of the supplier
  • Council's ABN number
  • contact details
  • description of goods/services required
  • delivery details
  • price.

Council's Conditions of order(PDF, 271KB) will be provided with the purchase order. These conditions should be reviewed prior to conducting business with Council to assess their impact, if any, on your business.

If the purchase order is being raised as part of a contract agreement, the conditions of the Contract will prevail over the conditions of the purchase order. If for any reason you have concerns or queries regarding a purchase order, contact Council.

Insurances

Suppliers undertaking business with Council will be required to hold and maintain certain insurances.  The level of coverage will be dependent on the risk associated with the supply being provided to Council.  These insurances include:

  • Public and Products Liability Insurance - a level of coverage of at least $20,000,000 for any one claim
  • Professional Indemnity Insurance - a level of coverage of at least $10,000,000 for any one claim
  • Motor Vehicle Indemnity - a level of coverage of at least $20,000,000 for any one claim
  • Work Cover - a level of coverage as required by law

 The level of coverage required will be confirmed by Council when the new supplier details are set up in our payment system.

Enquiries