Tenders and Procurement
Council’s procurement activities are undertaken in accordance with the Local Government Act 1993 (NSW) and the Local Government (General) Regulation 2021 (NSW). These legislative requirements ensure that public funds are spent responsibly and that procurement processes are conducted with transparency, fairness and accountability.
Council uses different procurement methods depending on the value, complexity and risk of the goods, services or works being procured.
Click here for Procurement Policy
Purchase Orders
A purchase order is Council’s standard method of engaging a supplier for goods and services.
The General Terms and Conditions for Purchase Orders set out the standard legal and commercial framework that applies when Council issues a purchase order to a supplier. They define the rights and obligations of both parties. This includes but is not limited to the requirements relating to delivery, payment, insurance.
Click here for the General Terms and Conditions for Purchase Order
Request for Quotation (RFQ)
A Request for Quotation (RFQ) is used for medium-value or higher-risk purchases where a competitive process is required, but a formal public tender is not mandated under legislation.
Council may invite selected suppliers or approach the open market, to submit written quotations in response to defined specifications. Submissions are evaluated against criteria outlined in the RFQ documentation, which may include price, capability, experience, methodology and compliance requirements.
Request for Tender (RFT)
A Request for Tender (RFT) is a formal procurement process generally used for high-value, complex or higher-risk goods, services or works.
In accordance with section 55 of the Local Government Act 1993 (NSW), Council is required to invite public tenders for contracts above the prescribed legislative threshold, unless a permitted exemption applies.
RFTs are publicly advertised and submissions are assessed against predetermined evaluation criteria. The process is designed to ensure open competition, transparency, probity and compliance with legislative obligations.
Panel Contracts
In some cases, Council establishes a panel of suppliers through a formal RFT process.
A panel contract is formed when multiple suppliers are appointed under a single RFT for the provision of specific goods or services over a defined period. Appointment to a panel does not guarantee a set volume of work. Instead, it establishes a standing arrangement that enables Council to engage panel suppliers as required.
In addition to panels established directly by Council, Council may access panel arrangements established by prescribed organisations under the Local Government (General) Regulation 2021 (NSW). These include organisations such as Local Government Procurement, which establish compliant panel contracts that councils are permitted to use without conducting a separate tender process.
Tenderlink
Council publishes its open tenders via the website Tenderlink.
If you wish to be advised of future opportunities, we encourage you to register (at no cost) on Council’s Tenderlink portal (showing interest in the appropriate categories of tender) and this will ensure you are notified at the next relevant time.
Should you experience difficulties accessing the above website please call Tenderlink’s helpdesk on 1800 233 533.
Click here for the Hilltops Tenderlink Portal
Guide for Small Business Owners
Council recognises the important role small and local businesses play in supporting the regional economy.
Suppliers are encouraged to review this guide before responding to an RFQ or RFT to better understand Council’s expectations and requirements.