Douglas Shire Council (DSC), in establishing contracts for the carrying out of Works or Goods and Services, in accordance with Section 228 of the Local Government Regulation 2012, is required to accept the offer most advantageous to it, whilst also applying Council’s local business and industry criteria. In making this decision, Council must have regard to the five sound contracting principals set out in Section 104(3) of the Local Government Act 2009.
Click on the links below to access key information.
- Tenders (RFT, ITO, RFP)
- Sales & Disposal
- Request for Information (RFI)
- Terms and Conditions
- Evaluation of tenders
- Supplier briefings
- Changes to tenders
- Action by Douglas Shire Council after receiving tenders
- Details of Particular Council Contracts worth greater than $200,000
DSC007884 Register of Prequalified Suppliers – (Goods and Services) – CLOSED
DSC007885 Register of Prequalified Suppliers – Hire of Mobile and Fixed Plant (Wet and Dry) – CLOSED
Sales and auctions
Terms and Conditions
Douglas Shire Council utilises the following general conditions of contract for various general types of goods and services procurement:
- Basic Purchasing Conditions Standard terms and conditions that are used for the purchase of low value (<$15,000) and low risk (off the shelf, standard products/services, commodity based, known or established specifications/scope of works) goods and services.
- General Contract Conditions General contract terms and conditions that are used for the purchase of medium value (<$200,000) and medium risk (suitable for most contracts that are not high risk or complex in nature) goods and services.
- Comprehensive Contract Conditions Comprehensive contract terms and conditions used for the purchase of high value (>$200,000) and high risk (complex contracts where general contract conditions are not adequate to mitigate identified risks or performance bonds are required) goods and services.
- Local Buy Terms & Conditions Standard terms and conditions set by Local Buy for Local Buy Panel Arrangements.
Douglas Shire Council utilises the AS 4000 suite of contracts. Terms and definitions common to these standards are consistently used across the whole of the AS 4000 suite.
- Construct only contracts AS 4000-1997 is intended for use as General conditions of contract primarily for construct only projects of a major nature. It is suitable for a wide variety of civil engineering, building, electrical and mechanical engineering and other types of engineering and construction contracts. This contract requires administration by a Principal-appointed Superintendent who may appoint Superintendent’s Representatives.
- Design and construct contracts AS 4902-2000 is intended for use as General conditions of contract for design and construct only projects. This standard caters for situations where the Principal provides only a ‘brief’ with or without a preliminary design.
- Supply of equipment, etc. contracts There are three suitable contracts intended for specific use.
- AS 4910-2002 General conditions of contract for the supply of equipment with installation is suitable for use where a project requires the supply and installation of major items of equipment (including building elements which are purpose-built or manufactured). This standard could be considered for ‘Turnkey Projects’;
- AS 4911-2003 General conditions of contract for the supply of equipment without installation is suitable where installation is not required; and
- AS 4912-2002 General conditions of contract for periodic supply of goods is suitable where delivery or supply of goods is required over a specified period of time.
- Management contracts There are two suitable contracts intended for specific use.
- AS 4915-2002 Project management – General conditions is suitable for use as an agreement between a Project manager and Principal, where the project manager acts as the Principal’s agent and provides management services from pre-design to completion (including the engagement of a contractor to perform the work).
- As 4916-2002 Construction management – General conditions is suitable for use as an agreement between a construction manager and Principal, where the construction manager acts as the Principal’s agent. This means that the construction manager is responsible for supervision and management of the project, the Principal contracts with and pays the trade contractors directly.
- Service and maintenance of assets contracts There are three suitable contracts intended for specific use.
- AS 4919-2000 General conditions of contract
- AS4920-2000 General conditions of contract
- AS4921-2000 General conditions of contract (short form)
- AS4122-2010 Provides general conditions of contract for the engagement of consultants, particularly in the construction industry. The Standard sets out the general obligations governing the relationship between these consultants and their clients.
- AS4949-2001 Sets out conditions of contract for small scale construction works.
- Conditions of Offer Are contained within individual RFQ (Schedule A – RFQ Conditions) or ITO (Schedule C – Invitation to Offer Conditions)
- Definitions and Interpretations A list of consistent definitions and interpretation clauses applicable to multiple documents.
Douglas Shire Council policies and procedures
DSC requires suppliers to comply with relevant policies and procedures as detailed in the tender documentation, these may include:
All contractors, sub-contractors and their employees are required to complete the Douglas Shire Council Contractor Safety Induction prior to commencing work at any Council site.
This mandatory induction aims to ensure that contractors working on our sites are aware of Council’s WHS policy and procedures.
Contractors are to meet the requirements set by Work Health Safety Act 2011 and Work Health Safety Regulation 2011.
Although this is a ‘general induction’ only, a site specific induction, risk assessments and documented hazard identification may be required where applicable.
This handbook does not cover every safety situation and is provided as a guide to assist you in setting a standard for safe work and minimising risk.
All contractors are to ensure that WHS legislation compliance is met through their own Safety Management Systems.
Individuals are required to read the attached Induction handbook. Each individual is required to complete the last two pages of the handbook with details of the qualifications and return it to Douglas Shire Council at Customer Service at 64-66 Front St, Mossman or via email email@example.com
Any question, please refer to your Council representative for more information.
1. Read the on-line induction handbook.
2. Complete the necessary pages at the back and sign.
3. Return these pages to Douglas Shire Council Mossman Administration or email: firstname.lastname@example.org
Evaluation of tenders
Details of the evaluation process and criteria will be documented in the tender documentation. Once specified, the evaluation criteria and process must be followed.
The tender documentation is generally constructed to enable offers to be submitted in two distinct and separate files:
- Non-pricing schedules (containing information to evaluate gates 1 and 2)
- Pricing schedules (containing the information to evaluate gate 3).
DSC follows a three gate evaluation process for the evaluation of tenders.
Gate 1: Mandatory criteria
These are formed, in terms of minimum specified requirements, to allow the evaluation team to filter out those submissions that do not conform to the mandatory requirements. Non-conforming offers (which don’t meet the mandatory criteria requirements) will not be further evaluated by the evaluation team as part of the evaluation process.
Gate 2: Scoring criteria
These are set to allow the evaluation team to assign a relative score for each evaluated offer, for each criterion set. Each scoring criterion also has a percentage weighting allocated to it to represent its relative importance and worth in the selection process. Scoring criteria focus on evaluating and determining whether the particular suppliers have the required capability to provide the required services, goods, ICT or works for Douglas Shire Council. Only those offers that score sufficiently at this stage will move through to Gate 3.
Gate 3: Value for money
Only those submissions that move through from gate 2 will then be looked at in order to determine the best value pricing submissions received, including any negotiations.
The Chief Procurement Officer may approve the utilisation of an alternate tender evaluation methodology for a specific procurement where it is considered advantageous to do so.
At the discretion of the Chief Procurement Officer, where it is believed to be advantageous to the success of the procurement initiative and included in the tender documentation, supplier briefings may be held as part of the tender process and will include all suppliers wishing to respond to a tender. The purpose of the supplier briefing is to present to potential suppliers information about the specifications, Response forms, conditions of tendering and conditions of contract and then provide the opportunity for attendees to ask further questions of clarification, which will be documented along with the responses and issued as an addendum, to the tender.
Changes to tenders
These will be done by way of on addendum. All addenda will be forwarded to all tenderers by way of the LGTenderbox. Where appropriate, the tender period may be extended when an addendum is issued at the discretion of the Chief Procurement Officer. All queries should be addressed only to the Contact Officer listed within the tender documentation.
Action by Council after receiving tenders
After the close of the tender date, DSC may without limitation of any other action open to it:
If so requested by DSC, the tenderer must submit by the date and time specified information in clarification regarding their tender submission. Failure to provide the requested information may result in the tender being deemed non-conforming and it will not be evaluated further.
Request changes to tenders
Section 228(7) of the Local Government Regulation provides that Council may invite all tenderers who submitted a tender to change their tenders where there is a change in the tender. This is during the period of the close of tender but before any tender is recommended for acceptance. Should the change have resulted in alternative suppliers submitting an offer, consideration will be given to withdrawing the tender and readvertising. The Local Government Regulation requires all changes to tenders under Section 228(7) be listed in Council’s Annual Report.
Enter into post tender negotiations
DSC may negotiate with suppliers after the close of tenders when it has expressly reserved the right in the conditions of the tender. All suppliers who proceed to gate 3 will be invited to enter into negotiations. The commencement of negotiations with one or more supplier is not an indication that a particular supplier’s response has been unsuccessful or successful. All negotiations will be handled with the utmost probity and the equality of opportunity for the suppliers in gate 3 will be maintained throughout the negotiations.