Doing business with Council

Supporting the local economy through procurement

We recently consulted with the business community to review Council's former procurement policy. The results have been compiled, and we're happy to announce Council's new Local Purchasing Policy will be effective from 1 September, 2020. Thank you to the business community and peer councils for their assistance in determining how best Council can support businesses, and boost the local economy.

To enable support for local to be measurable, Council implemented the Sourcing to Supplier Management system through the secure product, VendorPanel ©. Over several phases it is now implemented throughout Council and the local business community for sourcing and management of all requests for quote or tender (RFx). The platform allows a high degree of transparency, probity and reporting, allowing goals and targets with local suppliers as a proportion of all sourcing to be measured when all work offers are managed by VendorPanel © it is completely free to suppliers. When offers come up, notifications come by email. It is fully electronic, e-procurement for quotes and tenders. You can self register at vendorpanel.com.au/marketplace.

Council generally purchases goods, services and works via publicly listed tenders and call for quotes* which by registering on Vendor Panel you will see. The process is governed by a range of criteria such as value and duration of continuous engagement. Quotations are sought when there is no existing contract in place. Quotes for goods and services are obtained locally where possible and our new e-procurement solution Vendor Panel assists with identifying suitable businesses in the Local Government Area, so please login and register!

Other ways Council purchases frequently used goods is through Government Contracts. The main businesses that run panel contracts for Councils to use are Local Government Procurement lgp.org.au  and Procurement Australia https://paltd.com.au/. These are prescribed under the relevant Act to tender on councils behalf.

When quotations are sought, before any work can commence you need to have adequate insurance cover for your business. When you are engaged by council, accepting and agreeing to this purchase/ engagement or contract you are required to have current insurances in place and the documentation provided to Council on request. At a minimum Dubbo Regional Council requires minimum $20 million Public Liability cover, but may require additional insurances depending on the type of work being performed. Additional insurance types can be Professional Indemnity or Products Liability, please check types of cover with your insurer*.

How does it work?

  1. Interested suppliers go to VendorPanel (having a profile/account is the only way a tender can be viewed or a quote submitted). 

  2. Supplier chooses their business category from set choices and enters their name and email (a generic email rather than an individual is recommended).

  3. Supplier completes their business profile (once registered, suppliers are visible to purchasing staff and can access advertised tenders). The profile has a way you invite  Colleagues on the profile/account, this is beneficial and saves having multiple accounts/login

  4. Dubbo Regional Council staff can send a request for quote to suppliers when relevant products/services are required, also advertise tenders.

  5. Suppliers can accept and submit a quote when requested after checking specifications, questions are also asked via VendorPanel.

  6. Dubbo Regional Council staff assess quotation responses and awards work to selected supplier based on evaluation criteria.

  7. Later, registered Marketplace suppliers could be sent an invitation to join VendorPanel DRC Pre qualified Panels.

  8. It is completely free for Suppliers to register, get notifications, and submit quotes.

* Legislation requires a public tender for the purchase of all goods, services and works for which the estimated expenditure exceeds $250,000 for goods or services. It is no longer legislated tha newspaper advertising is required though on occasion it will still be advertised in the Sydney Morning Herald, the Daily Liberal on Vendor Panel and online.

You can find your Supplier landing page here: https://info.vendorpanel.com/workwithdubboregionalcouncil/ 

Please contact procurement@dubbo.nsw.gov.au if you have any further enquires about the processes of receiving requests to quote.

VendorPanel login, registering, assistance or technical assistance contact VendorPanel on their Customer support on the portal or Call (03) 9095 6181

Last Edited: 10 Sep 2020

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