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                    Tenders and expressions of interest

                    Smiling people at table with laptop
                    To win a tender with City of Melbourne you need to make your offer in the right format, at the right time through Tenderlink.

                    We go to the open market when the goods, services or work are valued over $250k, and consider the following when evaluating submissions: 

                    • experience, capability and capacity to provide the relevant goods, services or works
                    • alignment to City of Melbourne corporate strategy, aims and objectives
                    • achieving best value outcomes in terms of time, cost and value
                    • commitment to achieving City of Melbourne sustainability goals.

                    Tender requirements

                    • All tenders must be submitted digitally through Tenderlink.
                    • Suppliers must have an ABN and relevant insurance.
                    • We use a system called SMARTEK to track supplier compliance which will be specified in the tender documents.
                    • Expressions of Interest are sought when we need to test what the market has to offer.
                    • Our internal panel contracts go through a tender process.
                    • Tenders generally remain open for a period of 21 days unless otherwise specified.
                    • Suppliers must submit tenders before the closing date and time, as late submissions are not accepted.
                    • Open tenders can be viewed in Tenderlink and are advertised in the Saturday edition of The Age newspaper.

                    Tender process

                    Tenderlink registration

                    Supplier completes a one-time free registration in Tenderlink to receive email notifications of new tenders (includes expressions of interest and panels).

                    Find tender documents

                    All open public tenders and expressions of interest are located in Tenderlink where registered suppliers can download the documents.

                    Confirm participation

                    The supplier reviews the tender document and decides to participate:

                    • conditions of tending
                    • specifications or requirements for the work
                    • delivery and price.

                    If suppliers require further information or clarification regarding the tender, they can submit questions to the Council point of contact as detailed in the tender documents.

                    Complete submission

                    Fill in all the necessary areas specified in the document noting that if a supplier is successful it will form part of the legally binding contract.

                    Submit application

                    ​We only accept Tenders submitted digitally through Tenderlink. 

                    • Tenders must be submitted before the documented closing date and time (late tenders are not accepted).
                    • We do not accept tender applications through email, hard copy or fax.

                    Outcome notification

                    ​All suppliers receive an outcome letter advising if they have been successful or unsuccessful. 

                    • Successful suppliers receive a formal contract.

                    Purchase Order

                    Supplier receives a Purchase Order and can now commence work as agreed with the buyer.

                    Accessing Tenderlink

                    Frequently Asked Questions

                    Tenderlink

                    Where can I find help about using Tenderlink?

                    Log in to Tenderlink. Select Help for information about:

                    • setting up a supplier account
                    • viewing current tenders
                    • registering interest in a tender
                    • downloading tender documents
                    • responding to a tender.

                    Can I lodge my tender via email?

                    No. Tenders cannot be lodged via email, fax or hard copy. They must be lodged via Tenderlink in accord with the conditions of tendering.

                    Can more than one login be created for a supplier account?

                    Yes. To find out how, login to Tenderlink and select Help.

                    Note: a new login must be approved by the manager of your organisation’s supplier account in the authorisation email before the login can be activated.

                    Do I have to use the same login and password I used to download the documents to upload my tender?

                    Yes. If you don’t use the same login and password you will not be able to upload your tender.

                    What if I forget my password?

                    Login to Tenderlink select Forgotten your password? and follow the prompts to complete the forgotten password process.

                    Do I have to answer all the questions in the tender document?

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

                    How long does it take to upload a tender?

                    The time it takes to upload a tender submission varies depending on your internet speed and the size of the documents. Always allow plenty of time to upload your tender submission documents.

                    How do I set up email notifications for tender opportunities?

                    To get emails about tender opportunities:

                    1. log in
                    2. select Update Account
                    3. select Manage Tender Notification Subscriptions
                    4. tick the relevant boxes.

                    Is registration with SMARTEK, the contractor compliance system, mandatory for all City of Melbourne contracts?

                    ​No. If it is mandatory, it will be stated in the tender documents. The tender documents contain instructions for registering and getting assistance. Registration is usually mandatory for publicly advertised contracts that are subject to the local government procurement public tendering threshold of $250,000+ including GST.

                    What if I haven’t obtained full compliance for the information I have entered into SMARTEK, the contractor compliance system, by the tender closing time?

                    You need to respond to all of the compliance questions by the tender closing time. If there are some non-compliances or minor areas that you haven’t addressed properly, as indicated by the SMARTEK team, these will need to be addressed immediately.

                    If the tender evaluation panel decides that some of the questions have not been responded to, or the non-compliances have not been addressed, they may determine the tenderer supplier is non-compliant for the pre-qualification criteria.

                    Expressions of interest (EOI)

                    We use an EOI approach to seek an indication of potential service providers in the market who may be capable of undertaking specific work.

                    EOI’s help us: 

                    • establish potential service providers for a single contract 
                    • establish a panel of service providers for several contracts in an ongoing work program 
                    • identify suppliers with the best proposals, usually for more complex or unusual procurements.

                    A contract is not formed through an EOI process. However, it may result in one of the following outcomes: 

                    • a select tender to specific respondents 
                    • a full open tender 
                    • a reevaluation of the tender specifications based on market feedback.
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