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Methods of procurement

The City generally procures goods and services and the disposal of non-current assets through either an open market (public invitation for tender) or a closed market (invited quotes) process. The Procurement Policy and Contract Manual also provides for circumstances where it may not be advantageous or impractical for the City to seek competitive offers, resulting in a sole or single source process.

Use the drop-down menu below for more information about commonly used methods of procurement. Alternatively refer to the City’s Procurement Policy and Contract Manual.

Public invitation to offer (tenders)

Public Invitations to Offer (tenders) are advertised via the following methods:

The Invitation to Offer document will contain details on the required method for lodgement.

Businesses looking for opportunities to supply to the City are encouraged to:

Invited quotes

Quotes are generally requested through a closed market process but can also be requested via a public invitation process.

The following are recommended for businesses looking for opportunities to supply to the City:

Expression of interest

An expression of interest (EOI) process is used where there is an insufficient understanding of the capability of the supply market to provide the required goods and /or services. It is carried out as a multi-staged process; the EOI followed by an invited offer process.

The initial EOI stage is generally advertised publicly. Once the first stage of the process has been completed, a short-list of successful respondents may be further invited to offer.

Request for information

Requests for information (RFI) are generally used when there is a need to gather more information about the size, capacity and capability of the market to satisfy a particular procurement requirement and outcome.

The City may utilise a RFI process to assist in decisions regarding potential structures for a subsequent procurement process. RFIs are not used as a basis to engage in a contractual agreement with a supplier, and unlike an EOI, RFI’s do not have to be advertised publicly.

Single or sole sourcing

The City may enter into a contract without first inviting competitive offers for particular situations or categories of spend where it would be impractical or disadvantageous to the City to invite quotes or tenders as follows:

  1. The City resolves it is satisfied to single source as follows:
    • where continuity of a previous/current engagement is required to maintain the continuity of expert advice, making it disadvantageous or impractical to undertake a competitive process
    • where only one supplier is reasonably available to provide the goods and/or services
    • it is in the public interest to single source for a program or service category, e.g. innovation and social opportunities
    • where the specialised nature of the services that are sought, makes it disadvantageous or impractical to undertake a competitive process
    • where the confidential nature of the services that are sought, makes it disadvantageous or impractical to undertake a competitive process
  2. The contract is made with a sole sourced supplier as the supply market is restricted making it disadvantageous or impractical to seek competitive offers as follows:
    • the unique or propriety nature of the goods and /or services being sought has no suitable alternatives available
    • memberships/subscriptions/conferences/training to organisations/bodies where alternatives do not practically exist
    • statement of licence, legislated requirements, third part ownership of assets or industry regulated standards
    • the compatibility of the goods and /or services matches an existing system, or equipment, or is a proprietary item/brand
    • ongoing licensing, support and maintenance to existing systems.
    • an exercise of the Beneficial Enterprise powers.
  3. Procuring under a government arrangement (e.g. Federal government, state government or another local government) or an LGAQ arrangement.
  4. Where a genuine emergency exists.
  5. The contract is for the procurement of goods made by auction or second-hand goods.

Local government arrangements (LGA)

The City may utilise LGAQ (Local Buy) arrangements for the procurement of goods and/or services and the disposal of non-current assets.

LGAs can be used without first inviting competitive offers.

Register on the City of Gold Coast eMarketplace to access current Local Buy arrangements.

Significant contract

A significant contract is defined as a contract which is deemed significant in accordance with an anticipated worth more than $10 million or being a high value, high criticality, high complexity or high risk procurement.

The City may enter into a contract without first inviting competitive offers if Council decides, by resolution, that a contract be considered a significant contract.

In accordance with legislation, a significant contract will require the preparation of a Significant Contracting Plan.

Visit our City Contracting Plan and Tenders page for opportunities.

Pre-qualified suppliers

A pre-qualified supplier is a supplier that the City has assessed as having the technical, financial and managerial capabilities to perform contracts in accordance with the agreed requirements.

A register of pre-qualified suppliers is established via a Public Invitation to Offer process. The City will determine when to approach the market in the management of pre-qualified suppliers.

Once a register of pre-qualified suppliers has been established, further quotes from suppliers may be requested.

Visit our City Contracting Plan and Tenders page for opportunities.

Preferred supplier arrangements

The City may establish a preferred supplier arrangement, where the goods and/or services are required in large volumes, on a frequent basis, or where better value for money can be achieved by accumulating the demand.

Preferred supplier arrangements are established through a Public Invitation to Offer process.

Once the preferred supplier arrangement is established, further quotes from suppliers may be requested.

Visit our City Contracting Plan and Tenders page for opportunities.

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