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How to submit a tender

How to submit a tender

How to submit a tender

Find and review the tender document

Our open tenders page has information on accessing tender documents.

Decide if you are suitable for the project

Read the tender document very carefully and familiarise yourself with the conditions of tendering, the conditions of contract and all specifications or requirements, especially clauses dealing with delivery and price variations.

You must have an Australian Business Number, which needs to be included in your application. You can apply for an ABN via the Australian Business Register website.

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

Lodge your forms

Once 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 ready to lodge your tender document.

The questions in the tender are carefully designed to ensure the very best provider is selected for each City project. If your tender is accepted, the information in your tender forms part of the contract. Failure to answer all mandatory fields can result in your tender being marked as non-conforming.

Tender submissions should be lodged electronically via Etender by the closing time on the closing date nominated. Tenders may also be placed in the tender box located on Level 2, Town Hall House, 456 Kent Street, Sydney, no later than the closing time on the closing date. The tender box is accessible to the public between 8am and 6pm, Monday to Friday.

Late submissions will not be considered, except in exceptional circumstances, even if they are only a few minutes late.

Tenders can be submitted via fax to 02 9265 9697 as long as:

  • they are complete
  • they are received in full by the time and date the tender closes
  • the original, plus copies must be received at council within two working days of the close of tender, otherwise it will be deemed as non conforming.

Council does not accept submissions via email.

Tender checklist

  • Have I read the document in full and understood it?
  • Have I sought clarification on any points I don't understand?
  • Have I completed every field required?
  • Have I answered all criteria?
  • Have I signed every field that requires a signature?

Await review

Every submission will be reviewed by a tender evaluation panel in accordance with the criteria listed in the Request for Tender documents.

The City will examine it for compliance with the conditions of tendering. Each tender submission is read in detail and examined. The strengths and weaknesses of each tender are recorded. You will be advised in writing that your submission was received and then whether your submission was successful or not, once Council has considered the responses.

A conforming tender is one that meets the conditions outlined in the Request for Tender document and all requirements of this specifications. A tender may be ruled non-conforming if the submission is incomplete, does not meet the requirements of the specification or contract as required under the request for tender. A tender that fails to achieve the stated value in any one assessment criteria will be deemed as non-compliant, as it is considered the risk of engaging that organization is considered high. Details of the mechanism for non-compliance are outlined in the request for tender document.

The City will base procurement decisions on a principle of “value for money” rather than “lowest costs”. The organisation will also give preference to, and purchase, environmentally performing products that are cost competitive, and organisations that operate in an environmentally responsible manner.

There is no opportunity to negotiate the contract after the tender has been accepted. If you wish to offer substitute terms they must be submitted in full as part of your tender.

Lobbying councillors or staff is prohibited and may disqualify you from the process.

Links

Tenderlink Australian Business Register

Last updated: Friday, 7 September 2012