There are some situations when we can buy goods, services or works without having a public tender or asking for Expression of Interest.
These situations include:
- urgent situations, such as storm damage to one of our buildings that puts the health or safety of staff and the community at risk
- when we want to enter into a contract under, or that relies on, state government contracts, the Construction Suppliers Register or the Marketing Services Register
- when we want to enter into a contract under, or that relies on, a procurement process being completed by the Municipal Association of Victoria for a group of councils
- when we want to enter into a contract under, or that relies on, a procurement process being completed by Procurement Australia where Victorian councils have access
- a contract with the Municipal Association of Victoria for Liability Mutual Insurance services
- when we want to enter into a short-term arrangement of 6 months or less because we plan to go out to market for the same or similar goods, services or works soon
- using legal services
- when a contract is due to expire, and the value of the original contract didn’t exceed thresholds
- when a contract is due to expire, and the value of the original contract exceeded thresholds, but was entered into after a public tender, Expression of Interest or panel arrangement process
- there is still a need for the goods, services or works provided under the original contract and it hasn’t expired
- the goods, services or works provided under the original contract can’t easily be provided by anyone in the market other than the original supplier
- we have looked at the proposed new contract with the original supplier to make sure it’s still value for money
- where we’ve found out from past inquiries that there is only one supplier available who can provide the particular goods, services or works
- where the CEO is happy that not going out to market will give us better value and better results.
We need pre-approval from a Director if we want to avoid the need to get a minimum number of quotes. However, even with this pre-approval, we still need to follow the right processes and get financial approval for the goods, services or works.
You can find reasons for why we would get this pre-approval in our guidelines below.
For questions about the tendering process, email Tenders or contact Council Procurement on (03) 9278 4323.