- Written by Adam Gatt Penrith City Council (02) 4732 7777 (02) 4732 7958 email@example.com https://www.penrithcity.nsw.gov.au 601 High St Penrith NSW 2750 Australia
- WSROC eTendering site
- Council’s Electronic Tendering Portal
- Current Tenders and Expressions of Interest (EOI)
- Purchase Order Terms and Conditions
Council's philosophy and guidelines
Our philosophy for tendering is to provide Council with the best possible solution to goods and services requirements, while minimising Council's exposure to risk and providing value for money. It also aims to ensure that the process is fair to all.
The principle of value for money does not mean that Council will automatically select goods and services with the lowest price. Council will balance all relevant factors including initial cost, whole of life costs, quality, reliability and timeliness to determine actual value for money. Our tendering aims to promote honesty, transparency and integrity, and protect the public's interests.
Council procures goods and services in accordance with section 55 of the Local Government Act 1993 (NSW) , the tender provisions within the Local Government (General) Regulation 2005 (NSW) and in accordance with the Council's adopted policies and associated procedures.
Our processes promote fairness, efficiency and effectiveness, a fair and competitive tendering environment that:
- deals appropriately with conflicts of interest
- provides Council with best value options
- ensures accountability and
- encourage monitoring and evaluation of performance.
There are 10 principles of ethical behaviour underlying our procurement/tender process that must be adhered to by all parties, at all times and at all levels:
- Parties must conduct the procurement/tendering process with honesty and fairness at all levels.
- Parties must conform to all legal obligations.
- Parties must not seek quotations/tenders without a firm intention to proceed.
- Parties must not engage in any practice, including improper inducements, which give one party an improper advantage over another.
- Respondents must be prepared to attest to their probity, and not engage in any form of collusive practice.
- Conditions of tendering/procurement must be the same for each party on any particular submission.
- All requirements must be clearly specified in the tender/quotation documents and criteria for evaluation must be clearly indicated.
- Evaluation of tenders/quotations must be based on the conditions of tendering/procurement and selection criteria defined in the tender/quotation documents unless otherwise allowed by law.
- Parties must not disclose confidential or proprietary information.
- Any party with a conflict of interest must declare that interest as soon as the conflict is known to that party - see Council’s Code of Conduct.
For more details contact our Supply Section on 4732 8152.
For more information, see the NSW Government's Local procurement: A guide to doing business with local councils.
For information on our Governments Contracts Register as per the Government Information (Public Access) Act 2009, please see our Access to Information web page.
How to submit a tender or expression of interest
(Certain Quotations may follow these steps. This information should be used as a general guide and is not intended to be a categorical instruction of all of Council’s tendering procedures. For further information please contact Council’s Supply Section on 4732 8152)
Step 1 - Find and review the advertisement for Public Tenders and Expression of Interest
Council advertises all open tenders, expressions of interest (EOI) and quotations in accordance with the provisions of the Local Government (General) Regulation 2005. Advertisements are generally published on the Council’s Electronic Tendering Portal there may be however circumstances where Council uses alternaitve methods of advertisement.
You will also find the most recent information about tendering opportunities of other WSROC memberCouncils on the eTendering site WSROC eTendering site.
Please note: Council is not required to advertise tenders for contracts of a value less than $250,000 (including GST). Contracts under $250,000 are generally not advertised.
Step 2 - Obtain a Copy of the Request for Tender or Expression of Interest (EOI)
These documents can be downloaded from the WSROC eTendering portal at no cost.
Alternatively, Council can provide a hard copy for a non-refundable fee. Copies can be obtained at the, Civic Centre which is located at 601 High St, Penrith. To request a hard copy, please contact Council on (02) 47327663.
Step 3 - Decide whether you are Suitable for the Project
Read the documents carefully and familiarise yourself with the following:
- All sections of the request for tender, quotation or expression of interest document
- Council’s Conditions of Tendering Requirements theTerms and Conditions of Contract
- All Specifications and Statement of Requirements, and the advertised Selection Criteria
Confirm that you can provide the product or service in accordance with Council’s Terms and Conditions
If you wish to be advised of all requests for tenders being issued by Council you can register your company online via the WSROC eTendering site.
Step 4 - Understanding the Terms and Conditions of the Tender
You will need to ensure that you understand all the terms and conditions of the specific tender, quotation or expression of interest.
If you are unsure about Council’s proposed contract, either make enquiries in writing with the contact person nominated in the advertisement and/or have the tender reviewed by your legal representative.
Step 5 - Completing your Tender, Quotation or Expression of Interest Submission
All submissions made to Council should include all completed schedules and associated annexures or attachments from the request for tender, quotation or expression of interest document.All submissions made to Council should include all completed schedules and associated annexures or attachments from the request for tender, quotation or expression of interest document.
- address all the criteria
- supply all related information, and
- abide and conform to the conditions of tender
Your submission is then ready to lodge (refer to step 7).
Submissions received by Council are treated in confidence during the evaluation and reporting stages (see Steps 9 to 10 and 12), and subsequently retained on Council’s confidential tender, quotation or expression of interest file.
Step 6 - Tender Period Clarification
Generally, the tender period for submissions is for a minimum of 21 calendar days after the date of the advertisement’s first publication. However, the submission period for quotations may vary.Generally, the tender period for submissions is for a minimum of 21 calendar days after the date of the advertisement’s first publication. However, the submission period for quotations may vary.
During the tender period, you may wish to seek further information or clarification from the nominated Council officer. If appropriate, a response to your query will be forwarded in writing to you and all other applicants who registered and obtained a copy of the request for tender Quotation or expression of interest document. Council will maintain a written record of all advice given. Council reserves the right not to answer any request if deemed that it is not appropriate to provide the requested information.
To ensure that all potential respondents are given the same information, a public information session may be held. At a public information session, the relevant Council officer would give details of the tender, highlight requirements regarding the tender documentation that is to be submitted, and answer questions regarding the tender. The minutes of this meeting would be distributed to those who attend the meeting, and those that have registered their interest in the tender, quotation or expression of interest with Council.
During the tender period any amendments, addendums and additional information released byCouncil will be communicated to all registered applicants.
Applicants are advised to check the Apet360 portal site here during the tender period for any additional information that may be posted.
Step 7 - Lodgement of Tender / Quotation / Expression of Interest Submission
In accordance with Councils Statement of Business Ethics, and the instructions in the relevant request for tender, quotation or expression of interest document, subject to conditions, submissions may be:In accordance with Councils Statement of Business Ethics, and the instructions in the relevant request for tender, quotation or expression of interest document, subject to conditions, submissions may be:
- lodged on the Apet360 portal (please note, this is Council’s preferred option)
- delivered by hand to the tender box at Council’s Civic Centre
- sent through the mail via a post office facility or other recognised delivery agency
Penrith City Council, as a member of the Western Sydney Regional Organisation of Councils (WSROC), is committed to the implementation of an electronic tendering system similar to the initiative adopted by the NSW Government. The electronic tendering system has the capacity to allow viewing of documents, downloading or ordering of request for tender documents, and for the lodgement of tender responses in appropriate circumstances.
Tenderers are encouraged, although not mandatory, to obtain access to the Request for Tender documents via this link and use Council’s Electronic Tendering Portal to prepare and submit tender responses. There is no fee or costs to use the Penrith City Council Portal.
Hard Copy submissions
If lodging a submission in hardcopy, the submission must be made in a sealed envelope marked "Tender”, “Quotation” or “Expression of Interest” along with the advertised name and reference number. Hard copy submissions should be addressed to the Tender Box, Civic Centre – Ground Floor, Penrith City Council, 601High Street, Penrith NSW 2750.
Please ensure sufficient time is allowed in lodging your response
Public access to Council’s Customer Service Centre is limited to business hours Monday to Friday from8.30am to 4.00pm on normal business working days.
Step 8 - Closing Time and Date
All submissions in response to a request for tender, quotation and expression of interest should be lodged into the manual or electronic tender box via the Apet 360 Portal as soon as possible, but no later than the closing time specified in the tender documents.
The closing time and date nominated in the request for tender, quotation and expression of interest is the latest time by which the submission must be lodged.
Please ensure sufficient time is allowed in lodging your response.
Tender, quotation and expression of interest submissions received after the nominated closing time and date in most cases will result in Council not being able to consider the response further.
Don’t not leave it to the last minute!
Step 9 - Tender, Quotation or Expression of Interest Opening
.Members of the public who attend the opening of tenders and expressions of interest shall be entitled to the same information as that which members of the public are entitled under section 175 the legislation.
A listing of applicants will be displayed on the Customer Service Notice Board.
Step 10 - Evaluation of Tender, Quotation or Expression of Interest
Submissions are generally reviewed by an Evaluation Panel.Submissions are generally reviewed by an Evaluation Panel.
The assessment criterion is set out within the tender, quotation or EOI documentation. This will in most cases be used to evaluate the submissions.
- Criteria example:
- Completion/delivery times
- Current commitments
- Previous performance-referee checks
- Capability including technical, management, human resources and financial capability
- WH & S Performance
- Workplace and industrial relations practices
- Environmental performance
- Conformity requirements & Compliance with relevant laws & regulations
- Life Cycle Costs/Whole of life costs
Applicants should ensure that all information relating to the tender, quotation, or expression of interest selection criteria is provided.
Responses to each of the selection criteria are evaluated against a predetermined scoring methodology that ensures fairness and equity in the evaluation process. The successful submission will be that which the evaluation process determines will deliver the most advantageous outcome to Council.
Step 11 - Interviews
The Evaluation Panel may in some instances invite you to a post tender interview to seek further details of your capacity to carry out the required works or services.The Evaluation Panel may in some instances invite you to a post tender interview to seek further details of your capacity to carry out the required works or services.
Following a post tender interview, the Evaluation Panel may review their original evaluation of the selection criteria, against the predetermined scoring methodology.
Step 12 - Recommendation to Council
After completing the evaluation process, the tender evaluation panel delivers a tender report and recommendation to an Ordinary Meeting of the Council. Public access to the report will be available in the Business Paper for that Ordinary Meeting of Council, under the “Your council” tab on Council’s website via http://www.penrithcity.nsw.gov.au/. The Council report, while not limited to, will include the names of the tenderers, the price submitted and the details that have contributed to the panel recommendation.
Before submitting a tender, quotation or expression of interest to Council, check you have:
- read and understood the terms and conditions of the tender, quotation or expression of interest terms and conditions in full
- read and understood Council’s Statement of Business Ethics
- read and understood the specifications
- sought clarification on any points that I don’t understand
- completed every schedule in the request for tender, quotation or expression of interest document
- attached the required supporting documentation
- answered all the selection criteria for tender, quotation or expression of interest
- signed every field that requires a signature in the tender, quotation or expression of interest schedules
If you are unsure about Council’s proposed contract, either make enquiries in writing with the contact person nominated in the advertisement and/or have the tender reviewed by your legal representative.
Frequently Asked Questions
What is a tender or expression of interest? When does Council call for them?
Tendering is the formal process for the procurement of goods and services. Council is required by the Local Government Act 1993 (NSW) and the Local Government (General) Regulation 2005 (NSW) to invite tenders for contracts that involve an estimated expenditure or receipt of an amount of $150,000 or greater (including GST).
Council may also choose to invite tenders where there is no legislative requirement to do so. Generally, we do this if:
- tendering seems the most appropriate mechanism due to the complexity or nature of the items or service
- consolidation of items or services would warrant it
- Council has limited experience in a particular field for arranging for a service or item, or
- we want to obtain a pool of potential providers.
Council may call for expressions of interest where there is no legislative requirement to invite tenders when we have less specific requirements and wish to consider a range of solution options that may be proposed by suppliers.
Where do I find out about opportunities for Council work?
Council’s invitations to tender are published on the WSROC eTendering website and on Council’s Electronic Tendering Portal. On these sites you can view, download or order request for tender documents and lodge your tender submissions.
Advertisements relating to current public tenders, expressions of interest and certain quotations are generally published in the local government section of the Sydney Morning Herald (Tuesday edition), and once in the Council’s News Page in local press media (The Western Weekender).
Who do I contact for clarification about a tender, quotation or EOI?
Contact the Council Officer nominated in the advertisement or the tender, quotation or EOI documents. Please note that if a clarification is provided it will only be valid if it is issued in writing. Any clarification given may also be issued to all other prospective Tenderers.
Can I lobby Councillors and staff?
No. This may result in disqualification from the tender / EOI process.
What is 'best value'?
Value for money does not automatically mean the “lowest price”. Council aims to select the offer that represents the “best overall value for each dollar spent”. This is determined by considering a range of factors relevant to the particular purpose of the tender or expression of interest. This may include, but is not limited to the:
- initial cost of the goods and services
- whole of life costs
- quality and reliability of the goods and services delivered, and
- innovation and value adding components such as meeting Council’s economic, social development and environmental policy objectives.
Best value for money is achieved when the submission satisfies all the essential criteria, specifications, safety, environmental and statutory requirements stated in the tender / EOI document.
Is there an opportunity to negotiate the contract if I am awarded the tender?
After the offer has been accepted, there is no opportunity to negotiate the contract. Alternatives or variations to the terms of the tender must be submitted in full as part of your tender submission. However, if submitting alternatives or variations to the tender, you must ensure that you also submit a conforming tender.
Register for Quotations
Council uses an online quotation tool called VendorPanel Marketplace to simplify the way we seek quotations from potential suppliers when services are not covered by existing contracts.
We encourage local suppliers to register for quotations (it’s free) and create a profile.
When requirements come up that fit with your business category you will be presented to relevant Council staff as a supplier option.
If Council requests a quote from you, you’ll be notified by email and can easily review the quotation request and submit your quote securely through your VendorPanel Marketplace profile by simply following the prompts.
Recently received tenders
RFT2021-27 Harold Corr Upgrade
Wednesday April 28, 2021
|The Trustee for TURF ONE UNIT TRUST t/a Turf One Pty LTD||93797495355||Unit 12, 89 Simcock avenue Spotswood Victoria 3015 Australia|
|POLYTAN ASIA PACIFIC PTY LTD t/a Polytan Asia Pacific Pty Ltd||90 111 057 606||Factory 2, Dunlopillo Drive Dandenong South Melbourne Vic 3175 Australia|
|TUFF GROUP HOLDINGS PTY LTD t/a Tuff Group (Team)||63134718433||58-60 Sunmore Close Melbourne Victoria 3202 Australia|
|NORTH SHORE PAVING CO PTY LTD t/a NORTH SHORE PAVING CO. PTY LTD||66001021790||16 Moore Avenue Lindfield West NSW 2070 Australia|
RFT20/21-25 Regatta Park Landscape Construction
Tuesday April 20,2021
|GROWTH CIVIL LANDSCAPES PTY LTD t/a Growth Civil Landscapes Pty Ltd||35 601 437 003||60 Oak Road Kirrawee NSW 2232|
|RMA CONTRACTING PTY LTD||28 092 116 704||12/6-20 Braidwood Street Strathfield South NSW 2136|
|GLASCOTT LANDSCAPE AND CIVIL PTY LTD||97 001 281 572||Level 1, 7-9 Orion Road Lane Cove NSW 2066|
|N. MOIT & SONS (NSW) PTY. LTD.||76 074 571 510||142 Wicks Road Macquarie Park NSW 2113|
|GREATER WEST LANDSCAPES PTY LTD||44 160 584 083||175 Cranebrook Road Cranebrook NSW 2749|
|PARAMOUNT LANDSCAPING PTY. LIMITED t/a Daracon Landscaping (Landscaping)||40 003 530 201||20Kullara Close Beresfield NSW 2232|
RFT20/21-26 Dukes Oval & Monfarville Reserve Baseball Stage 1 Sports Field Lighting
Thursday March 18, 2021
|Central West Electrical Contractors t/a Central West Electrical Contractors Pty Ltd||54150282974||Unit 3/229 Russell Street Bathurst NSW 2795|
|ETE SERVICES PTY LTD||54079752257||3/181 High Street Willoughby NSW 2068|
|HIX GROUP PTY LIMITED t/a Hix Group PL (Compliance)||52 090 733 332||Unit 1, 10 Production Place Penrith NSW 2750|
|METWEST ENGINEERING PTY LIMITED t/a Metwest Engineering (Metwest Sales Team)||85 068 615 690||18 Lee Holm Road St Marys NSW 2760|
RCL20/21-01- Builder Partnering Opportunities
Wednesday March 17, 2021
|BEECHWOOD HOMES (NSW) PTY LIMITED||50132370104||Unit 2, 25-27 Redfern street Wetherill Park NSW 2164 Australia|
|CANA CONSTRUCTION PTY LTD||77142893016||PO Box 105 Pyrmont NSW 2009 Australia|
|CREATION HOMES (NSW) PTY. LTD.||43155797443||46 BROOKHOLLOW AVE Suite 3 BAULKHAM HILLS NSW 2153 Australia|
|EDEN BRAE HOLDINGS PTY LIMITED||42083807489||Level 3, 22 Brookhollow Avenue, NORWEST NSW 2153 Australia|
|EXCLUSIVE HOMES PTY LTD||25638787872||31a Fairfield Road Woodpark NSW 2164 Australia|
|HUDSON HOMES PTY LTD||49163189071||Level 1, 85 George Street Parramatta NSW 2229 Australia|
|OSCAR DESIGN & CONSTRUCTION PTY. LIMITED||37121811765||Suite 306 4 Columbia Court Norwest NSW 2153 Australia|
|SIMONDS HOMES NSW PTY LTD||65085795786||Level 1 570 St Kilda Road Melbourne Victoria 3004 Australia|
|TENON AUS PTY LTD||84632806163||2 Sammut Street Smithfield NSW 2164 Australia|
|The Trustee for METRICON HOMES UNIT TRUST||55201276124||Building E, Level 4 32 Lexington Drive Baulkham Hills NSW 2153 Australia|
RFT20/21-12 Dunheved Road Detailed Design
Monday March 3, 2021
|AECOM AUSTRALIA PTY LTD t/a AECOM Australia Pty Ltd||20 093 846 925||Level 8, 540 Wickham Street Fortitude Valley QLD 4006|
|CARDNO (NSW/ACT) PTY LTD t/a Cardno||95001145035||Level 9, 203 Pacific Highway St Leonards NSW 2065|
|KELLOGG BROWN & ROOT PTY LTD t/a KELLOGG BROWN & ROOT PTY LTD||91007660317||Level 13, 201 Kent Street Sydney NSW 4101|
|SMEC AUSTRALIA PTY. LIMITED t/a SMEC Australia Pty Ltd (ANZ Bids)||47065475149||Level 5, 20 Barry Street North Sydney NSW 2060|
|TURNBULL ENGINEERING PTY LTD t/a TURNBULL ENGINEERING||58612464516||Level 21, 56 Pitt Street Sydney NSW 2000|
RFT20/21-22 Dynamic 365 (D365) Vendor Partners
Monday March 1, 2021
|ASG GROUP LIMITED||57070045117||Level 11 MLC Centre 19 Martin Pl Sydney NSW 2000 Australia|
|BARHEAD SOLUTIONS AUSTRALIA PTY LTD||75609675854||Level 6, 222 Pitt Street Sydney NSW 2000 Australia|
|DELOITTE CONSULTING PTY LIMITED||86611750648||Deloitte Consulting Pty Ltd Grosvenor Place, 225 Gearge St Sydney NSW 2000 Australia|
|DIALOG PTY. LTD.||16010089175||Level 5 107 Mount Street North Sydney NSW 2060 Australia|
|EMPOWER IT SOLUTIONS PTY LTD||14113274267||Level 6, 1 Wentworth Street, Parramatta NSW 2150 Australia|
|FUJITSU AUSTRALIA LTD||19001011427||118 Talavera Rd Macquarie Park NSW 2113 Australia|
|HCL AUSTRALIA SERVICES PTY. LIMITED||72081196983||Level 8 1 Pacific Highway North Sydney NSW 2060 Australia|
|NEXON ASIA PACIFIC PTY. LTD.||70095335023||60-70 Parramatta Road Summer Hill NSW 2130 Australia|
|ORION ENTERPRISE BUSINESS SOLUTIONS PTY LTD||83087676239||L3 83-97 Kippax Street Surry Hills NSW 2010 Australia|
|PNP SOLUTIONS PTY LIMITED||31075938242||Level 9, Suite 12 100 Walker Street North Sydney NSW 2060 Australia|
|Velrada Capital Pty Ltd||38136050701||Level 18, 197 St. Georges Terrace Perth WA 6000 Australia|
RFT20/21-21 Provision of Banking Services
Monday March 1, 2021
|NATIONAL AUSTRALIA BANK LIMITED t/a National Australia Bank Limited||12004044937||Level 1, (UB 4440) 800 Bourke Street Docklands VIC 3008|
|COMMONWEALTH BANK OF AUSTRALIA t/a Commonwealth Bank||48123123124||1 Harbour Street Sydney NSW 2000|
RFT20/21-23 Chapman Gardens Amenities
Monday February 22,2021
|COVERIT BUILDING GROUP PTY LTD t/a coverit building group pty ltd||613400954||unit 18 37-47 Borec rd Penrith NSW 2750|
|ODYSSEY INTERIORS (NSW) PTY LTD t/a Odyssey Construction & Fitout||92611807375||Suite 1E Level 1, 1345 The Horsley Drive Wetherill Park NSW 2164|
|BRENIC CONSTRUCTIONS PTY LIMITED t/a Brenic Constructions Pty Ltd||59601516107||5 Opus Place Cranebrook NSW 2749|
|ALPALL PTY. LIMITED t/a ALPALL PTY. LIMITED||58062777904||PO Box 710 Springwood NSW 2780|
|PHILLIP MCNAMARA t/a Cranebrook Constructions||86395530421||97 Taylor Road Cranebrook NSW 2749|
|AUSTFIELD PTY LTD t/a Austfield Pty Ltd||84 085 004 388||316/33 Lexington Drive Bella Vista NSW 2153|
|The Trustee for THE ADAPTIVE TRUST t/a Dezign||30 841 898 791||19 John Street Lawson NSW 3074|
|ROGERS CONSTRUCTION GROUP PTY LTD t/a ROGERS CONSTRUCTION GROUP PTY LTD||56615190157||3/74 Edward Street Riverstone NSW 2765|
|VERSATILE FITOUT PTY. LTD. t/a Versatile (Fit Out )||92 161 852 375||Level 2, 210 Clarence Street Sydney NSW 2000|
|RORK PROJECTS PTY LTD t/a Rork Projects Pty Ltd||80 082 837 205||Level 6, 135 King Street Sydney NSW 2000|
|SDL PROJECT SOLUTIONS PTY LTD t/a SDL Project Solutions Pty Ltd (Tender)||83169440804||23/14 Loyalty Road North Rocks NSW 2151|