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Purchasing Policy and Procedures

Council's Procurement Policy, Purchasing Procedures, Tendering Procedure, Purchase Card Procedure and Engagement of Consultants Procedure are designed to ensure that all public expenditure of public and ratepayer funds on the purchase of goods & services result in the best value for Port Macquarie-Hastings Council and the Community.  Copies of the Policies and Procedures appear below:

 Procurement Policy35KB pdf(PDF, 35KB);
 Purchasing Procedures48KB pdf(PDF, 48KB);
 Tendering Procedure128KB pdf(PDF, 128KB);
 Purchase Card Procedure31KB pdf(PDF, 31KB); and
 Engagement of Consultants Procedure50KB pdf(PDF, 50KB)

The standards of behaviour for Council staff and Suppliers in procurement are set down in our  Statement of Business Ethics Policy41KB pdf(PDF, 41KB)

Goods & Services between $2,001 - $50,000 (including GST)

At least two (2) written quotations are to be obtained and the most advantageous to Council shall be selected. If for some reason two (2) written quotes cannot be obtained, the reasons are to be documented on the requisition and referred back to the appropriate Manager.

Under no circumstances are orders to be split so that the total value of the order falls under the amount of the individual’s authority level. If an entire order is of greater value than the individuals delegated authority level, it must be referred to the appropriate manager for further authorisation.

The appropriate officer will review all quotations and if not accepting the lowest priced bid, then the reasons must be documented and forwarded to the appropriate manager for acceptance and sign off.

Goods & Services between $50,001 - $100,000 (including GST)

There are a number of options open to Council staff for goods & services of this value. Staff can either choose to advertise a tender or request for quote (RFQ) for the relevant goods & services following the guidelines listed in the above clause “Goods & Services between $100,000 - $150,000” or obtain at least three (3) written quotations and the most advantageous to Council shall be selected.

Under no circumstances are orders to be split so that the total value of the order falls under the amount of the individual’s authority level. If an entire order is of greater value than the individuals delegated authority level, it must be referred to the appropriate manager for further authorisation.

Goods & Services between $100,001 - $150,000 (including GST)

For contracts between $100,001 - $150,000, either a formal tender or request for quote (RFQ) is to be invited by public advertisement in accordance with Council’s Tendering Procedure. Such tenders may be submitted to Council, together with a recommendation from the Council Officer or Evaluating Panel calling tenders or authorised & signed by the Director within the division or General Manager.

Circumstances may arise where due to extenuating circumstances an advantageous result would not be achieved by advertising a tender or RFQ. As a minimum, three (3) formal written quotations will be required. If for some reason three (3) written quotes cannot be obtained, the reasons are to be documented and referred back to the appropriate Director. Such contracts must be authorised and signed by the Director within the division.

Under no circumstances are orders to be split so that the total value of the order falls under the amount of the individual’s authority level. If an entire order is of greater value then the individuals delegated authority level, it must be referred to the appropriate manager for further authorisation.

Tenders & Contracts in excess of $150,000 (including GST)

For contracts in excess of $150,000 (including GST), either formal tenders are to be invited by public advertisement in accordance with Section 55 of the Local Government Act 1993 & the Local Government (General) Regulation 2005 or accessing an existing contract with a prescribed organisation as below:

  • State Contracts Control Board (Smartbuy);
  • Local Government Procurement (LGP); and
  • Procurement Australia (PA). 

This page was last updated on: 04 July 2014