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Frequently Asked Questions

Port Macquarie-Hastings Council has provided frequently asked questions and answers to help you when selling a product or service to Council.

1.    How can I do business with Port Macquarie-Hastings Council?

Port Macquarie-Hastings Council encourages suitable experienced and qualified organisations to submit their proposal through either a Tender, Quotation and or Expressions of Interests (EOI) process.

2.    What is Tendering and Expression of Interest Process (EOI)?

Tendering and EOI is a formal process for seeking offers for the supply of goods or services whereby an invitation is publicly advertised and offers are submitted, evaluated and considered by the Council prior to entering into any agreements or contracts for the supply of goods and services.

3.    How can I obtain the Tender Document(s)?

Tender documents can be obtained by downloading through Port Macquarie-Hastings Council eProcure website.

4.    Can I lodge my submission via email?

Council does not accept submissions via email. Options for lodgement of tenders are:

  • Via Council's eProcure website, or
  • Place hard copy of Tender in a sealed package with the title & tender number in the tender box (prior to tender closure) which is located at:

Port Macquarie-Hastings Council
Cnr Lord & Burrawan Streets

5.    Can I lobby Councillors and staff?

No.  Contacting Councillors or other officers about a tender is forbidden by the Conditions of the Tender and will result in your tender being excluded by Council.

6.    Can I submit my tender by facsimile?

Council does not accept tender submissions via facsimile.

7.    Do I need an ABN?

All individuals and organisations lodging tenders with Council for provision of materials, equipment or services must have an Australian Business Number (ABN).  All submissions must clearly state the submitter’s ABN.

8.    Do I have to answer all the Questions in the tender?

Yes. The questions in the tender and schedules are designed to ensure the best provider for the contract. Your responses are used in the tender evaluation. Failure to complete the information can result in your tender submission being marked as non-conforming.

9.    How many copies of the tender do I need to submit?

Lodgement via the electronic tender box is preferred. If submitting a hard copy, the tenderer is to submit the tender as specified in the tender documents, which may require an original plus two hard copies be submitted.

10.  What is a conforming tender?

A conforming tender is one that meets the conditions outlined in the request for tender document. You must ensure that you have signed and completed

all the relevant forms and supplied Council with all the information required as part of the tender document.

11.  What is a non-conforming tender?

A tender is non-conforming when there is an absence of any requirement clearly detailed in the conditions of tendering.

12.  Is there an opportunity to negotiate the contract if I am awarded the tender?

There is no opportunity to negotiate the contract after the tender has been accepted. If you wish to offer alternative terms they must be submitted in full as part of your tender - these may not be accepted.

13.  What is Best Value?

Council will base procurement decisions on a principle of value for money rather than the lowest cost. Council will determine this by considering experience, quality, reliability, timeliness, service and initial & ongoing costs and potentially a range of other criteria.

This page was last updated on: 07 July 2020