How to Submit a Tender or Expression of Interest - Penrith City ...

How to Submit a Tender or Expression of Interest(Certain Quotations may follow these steps. This information should be used as a general guideand is not intended to be a categorical instruction of all of Council’s tendering procedures. Forfurther information please contact Council’s Supply Section on 4732 8152)Step 1Find and Review the Advertisement for Public Tenders and Expression of InterestCouncil advertises all open tenders, expressions of interest (EOI) and quotations in accordancewith the provisions of the Local Government (General) Regulation 2005. Advertisements aregenerally published in the local government section of the Sydney Morning Herald (Tuesdayedition), on Council’s News Page in the local press media and on the WSROC eTendering site athttps://tenders.nsw.gov.au/wsroc/, there may be however circumstances where Council usesalternative methods of advertisement.You will also find the most recent information about tendering opportunities of other WSROCmember Councils on the eTendering site.Please note: Council is not required to advertise tenders for contracts of a value less than $150,000.Contracts under $150,000 are generally not advertised.Step 2Obtain a Copy of the Request for Tender or Expression of Interest (EOI).These documents can be downloaded from the WSROC eTendering site at no costhttps://tenders.nsw.gov.au/wsroc/.Alternatively, Council can provide a hard copy for a non-refundable fee. Copies can be obtained atthe, Civic Centre which is located at 601 High St, Penrith. To request a hard copy, please contactCouncil on (02) 4732 7777.Step 3Decide whether or not you are Suitable for the ProjectRead the documents carefully and familiarise yourself with the following:all sections of the request for tender, quotation or expression of interest documentCouncil’s Conditions of Tendering Requirementsthe Terms and Conditions of Contractall Specifications and Statement of Requirements, andthe advertised Selection Criteria

Confirm that you are able to provide the product or service in accordance with Council’s Termsand ConditionsIf you wish to be advised of all requests for tenders being issued by Council you can register yourcompany online via the WSROC eTendering site at https://tenders.nsw.gov.au/wsroc/.Step 4Understanding the Terms and Conditions of the TenderYou 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 thecontact person nominated in the advertisement and/or have the tender reviewed by your legalrepresentative.Step 5Completing Your Tender, Quotation or Expression of Interest SubmissionAll submissions made to Council should include all completed schedules and associatedannexures or attachments from the request for tender, quotation or expression of interestdocument.Applicants should:address all of the criteriasupply all related information, andabide and conform to the conditions of tenderYour submission is then ready to lodge (refer to step 7).Submissions received by Council are treated in confidence during the evaluation and reportingstages (see Steps 9 to 10 and 12), and subsequently retained on Council’s confidential tender,quotation or expression of interest file.Step 6Tender Period and ClarificationGenerally, the tender period for submissions is for a minimum of 21 calendar days after the dateof 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 thenominated Council officer. If appropriate, a response to your query will be forwarded in writing toyou 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 advicegiven. Council reserves the right not to answer any request if deemed that it is not appropriate toprovide the requested information.To ensure that all potential respondents are given the same information, a public informationsession may be held. At a public information session the relevant Council officer would give detailsof 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 tothose 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 eTendering site at https://tenders.nsw.gov.au/wsroc/ duringthe tender period for any additional information that may be posted.Step 7Lodgement of Tender / Quotation / Expression of Interest SubmissionIn accordance with Councils Statement of Business Ethics, and the instructions in the relevantrequest for tender, quotation or expression of interest document, subject to conditions,submissions may be:Soft Copieslodged on the eTendering site (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 orfaxed, provided that the requirements for facsimile are met as set out in the tenderingconditionsPenrith 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 theinitiative adopted by the NSW Government. The electronic tendering system has the capacity toallow viewing of documents, downloading or ordering of request for tender documents, and forthe lodgement of tender responses in appropriate circumstances.Although not mandatory, tenderers are encouraged to obtain the request for tender documentselectronically and to lodge tender responses electronically, through the eTendering website at:https://tenders.nsw.gov.au/wsroc/, using the software tools provided.

Hard Copy submissionsIf 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 referencenumber. Hard copy submissions should be addressed to the Tender Box, Civic Centre – GroundFloor, Penrith City Council, 601 High Street, Penrith NSW 2750.Please ensure sufficient time is allowed in lodging your responsePublic access to Council’s Customer Service Centre is limited to business hours Monday to Fridayfrom 8.30am to 4.00pm on normal business working days.Step 8Closing Time and DateAll submissions in response to a request for tender, quotation and expression of interest should belodged into the manual or electronic tender box via the WSROC eTendering site as soon aspossible, 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 ofinterest 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 closingtime 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 9Tender, Quotation or Expression of Interest OpeningMembers of the public who attend the opening of tenders and expressions of interest shall beentitled to the same information as that which members of the public are entitled under section175 the legislation.A listing of applicants will be displayed on the Customer Service Notice Board.

Step 10Evaluation of Tender, Quotation or Expression of InterestSubmissions are generally reviewed by an Evaluation Panel.Assessment criterion are set out within the tender, quotation or EOI documentation. This will inmost cases be used to evaluate the submissions.Criteria example:Completion/delivery timesQualityCurrent commitmentsPrevious performance-referee checksCapability including technical, management, human resources and financial capabilityOH & S PerformanceWorkplace and industrial relations practicesEnvironmental performanceConformity requirements & Compliance with relevant laws & regulationsLife Cycle Costs/Whole of life costsApplicants should ensure that all information relating to the tender, quotation, or expression ofinterest selection criteria is provided.Responses to each of the selection criteria are evaluated against a predetermined scoringmethodology that ensures fairness and equity in the evaluation process. The successful submissionwill be that which the evaluation process determines will deliver the most advantageous outcometo Council.Step 11Post Tender Interviews (optional)The Evaluation Panel may in some instances invite you to a post tender interview to seek furtherdetails 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 theselection criteria, against the predetermined scoring methodology.Step 12Recommendation to CouncilAfter completing the evaluation process, the tender evaluation panel delivers a tender report andrecommendation 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” tabon Council’s website at 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 contributedto the panel recommendation.Any concerns with the outcome and or process can by raised by email togovernance@penrithcity.nsw.gov.au or by phoning the Governance department on(02) 4732 7856.