Doing business with Council

The What; Why; and How on Council's eProcurement system VendorPanel.

In line with relevant legislation and procurement regulations, Council is committed to creating a procurement environment that is efficient, fair, and transparent. Our procurement practices are guided by key objectives:

Efficient and Effective
Equitable and Inclusive
Responsive
Transparent
Financially sustainable
Accountable

How council seeks responses from the market depends on the anticipated contract value:

Anticipated Spend	Market Approach
Up to $10,000	Simple Quotes - a simple quote can be sought from 1 or more suppliers who are able to provide the goods or services.
$10,001 to $50,000	3 Simple Quotes - minimum of three quotes sought from suppliers who can provide the goods or services, generally via Council’s eTendering portal – VendorPanel.
$50,000 and above	RFQ or RFT Process – these requests are advertised on VendorPanel. This means that anyone who is registered on VendorPanel can review and respond to relevant requests.

Evaluation

Generally, for lower value engagement (less than $50,000), responses are assessed based on predefined and transparent criteria that could include price, quality, delivery terms, and sustainability factors. This is to ensure fairness and objectivity in the evaluation process.

A number of additional factors are considered when evaluating responses received for higher value contracts (above $50,000), including a mandatory criterion for recognition of local outcomes. This takes into consideration not only if a company is local, but how they demonstrate support of local business and community enterprises through delivery of the contract.

Other criteria include a company’s methodology for delivering the contract, capability in providing the goods or services, experience completing similar contracts, and price. The winning response is based on a documented assessment process undertaken by a nominated panel, showing how the recommendation was achieved.

Award

Following a recommendation being reached, approval to award a contract goes through a process governed by Council’s delegation. As part of this process, the evaluation officer/s sets out how the responses were assessed and why the recommendation achieves best value for money.

Advice of the outcome will then be provided to all responding companies. Anyone who was unsuccessful in their bid can request feedback, to assist in any future responses.

Using VendorPanel

To streamline and enhance procurement processes, Council uses VendorPanel.

VendorPanel is a secure, web-based platform that connects buyers with pre-registered suppliers. Council uses the system for managing public tenders and quotations. This ensures compliance with procurement legislation and Council policies. Council and suppliers can interact, making the process faster and simpler.

VendorPanel is designed to simplify the procurement process for suppliers, whether they’re a large corporation or a small local business. Suppliers can benefit from using the VendorPanel platform as it:

Consolidates all communication with Council in one place. Suppliers can track and manage all their quotations, bids, and communications from the same dashboard, reducing confusion and administrative overhead.
Automates tasks like sending reminders, confirming receipt of bids, and managing timelines, reducing the manual work for both suppliers and Council staff.
Provides full visibility of the procurement process from start to finish. Suppliers can track the progress of their bids, see what criteria Council is using for decision-making, and ensure that all processes are conducted fairly and in line with regulations.
Ensures compliance with procurement laws and Council policies. The system automatically aligns with relevant legislative and regulatory requirements, reducing the risk of non-compliance and ensuring that procurement activities are transparent and auditable.
Allows local businesses to engage with Council’s procurement process. Through VendorPanel, local businesses can see opportunities that are specifically tailored to their expertise and capacity.

How to Register on VendorPanel

Getting started on VendorPanel is simple and free. Follow these steps to become a registered supplier:

Step 1: Visit the Registration Page

Step 2: Create Your Supplier Profile

Complete the form with your business name, contact information, industry, and areas of expertise. Ensure your details are accurate so you can receive the most relevant notifications. Registration is free, and suppliers are notified of new opportunities based on their business profile.

Step 3: Verification Documents

Submit necessary verification documents (e.g. business license, insurance, certifications) for approval. These documents help Council confirm your eligibility to participate in procurement activities.

Step 4: Receive Notifications

Once registered, VendorPanel will notify you when relevant opportunities are available, ensuring you never miss an important bid. Council posts procurement opportunities (e.g., tender invitations, quotation requests) through VendorPanel. Opportunities are categorised by type, region, and value, making it easy for suppliers to find relevant bids.

Step 5: Submit Your Bids

When an opportunity aligns with your capabilities, submit your bid directly through VendorPanel, track its status, and communicate with Council in real time.

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02 6499 2222
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PO Box 492
Bega NSW 2550
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