How to Submit a Tender

Step 1:  View Advertisement for Public Tenders and EOI

• Advertisement relating to current Public Tenders and  EOI are published in the local Governments section of the Sydney Morning Herald on Tuesday.
• Hurstville City Council also publishes the notification of invitation for all Public Tenders and EOI via Hurstville City Council website.
• Step 1 is not applicable to Selective Tenders as they are not advertised.

Step 2:   Obtain a Copy of the Request for Tender or EOI document

• These documents can be downloaded from Hurstville City Council website at a nominated cost.
• Alternatively a hard copy is available for a non-refundable fee through Council’s Customer Services Unit.
• For interstate tenderers and those outside of the Sydney metropolitan area, a Tender can be obtained by contacting the relevant Council contact (as stated in the Tender Advertisement) for further information.

Step 3:   Decide Whether or Not You are Suitable for the Project

• Familiarise yourself with the following:
  • All sections of the Request for Tender or EOI document;
  • Council’s Conditions of Tendering requirements;
  • Advertised Selection Criteria;
  • All specifications and Conditions of the relevant Contract;
• Confirm that you are able to provide the product/service in accordance with Council’s Terms and Conditions;

Step 4:  Understanding the Terms and Conditions of the Tender

• You will need to ensure that you understand all the terms and Conditions of the specific Tender or EOI;
• If you are unsure about Council’s proposed contract, Contractors should contact Council’s Officer as nominated in the relevant Request for Tender or EOI and / or arrange for a review by your legal representative;

Step 5:   Completing Your Tender or EOI

• All submissions should include the following completed schedules from the Request for Tender or EOI;
  • Section 4 Information to be supplied by Applicants
  • All associated Annexure.
• Applicants should:
  • Follow the guidelines;
  • Answer each of the criteria;
  • Supply all related information.
• Your submission is then ready to lodge (refer to Step 7)
• Submissions received are treated in confidence during the evaluation and reporting and subsequently retained on Council’s confidential Tender or EOI file;

Step 6:   Tender Period and Clarification

• Council will issue clarifications relating to the Tender or EOI to all those who respond to the invitation;
• In general, the Tender Period is open to receive submissions for 21 days (period may vary)
• During the Tender Period, you may wish to seek further information or clarification from the nominated Council Officer. Response to your clarification will be forwarded in writing to you and all other applicants. Council will maintain a written record of all advice given.
• Council may hold a Pre-Tender Meeting to provide further information and to respond to questions raised. The minutes of this meeting will be distributed to those who attended the meeting, or who have registered their interest in the Tender, Quotation or EOI with Council.
• Amendments, addendums and additional information during the Tender Period will be communicated to all applicants through emails via Hurstville City Council website;
• Applicants are advised to check Hurtsville City Council website and their emails during the Tender Period for any additional information that may be posted as announcements;

Step 7:  Lodging Your Tender /EOI Submissions

In accordance with instructions in the relevant Request for Tender or EOI document:

• Manual submissions are to be hand delivered to Hurstville City Council Civic Centre, MacMahon Street, Hurstville as follow:
  • Tenders and EOI deposited in Tender Box, Customer Services Unit, Ground Floor;

Step 8:  Closing Time and Date

• The closing time and date nominated in the Request for Tender and EOI is the latest time by which Tender or EOI applications must be lodged;
• Tender and EOI submissions received after the nominated time and date will be rejected and deemed late;

Step 9:   Tender and EOI Opening

• Council Tender Opening Panel will open and list in alphabetical order all submissions received by the due date and time. All Tenders and EOI applications will be opened in Council Chamber public area;
• The listing of applicants will be displayed on the Customer Service Notice Board;

Step 10: Evaluation of Tender and EOI

• Every submission will be reviewed by an Evaluating Panel;
• The following are examples of commonly used criteria in a n evaluation assessment:
  • Operational capability and Company resources
  • Financial capacity to undertake the supply of required goods and services;
  • Occupational health and safety standards
  • Environmental considerations;
  • Technical and methodology assessment;
  • Suitability of price offered;
  • Reference calls.
  • Quality

What Happens Next?

• The Evaluation Panel will examine all submissions for compliance with the conditions of tendering, including completion of all relevant Request for Tender or EOI schedules;
• All Council Request for Tender or EOI include a section which relates to the criteria upon which responses and ultimate selections are to be scored. Applicants are well advised to ensure that all information relating to the Tender /EOI selection criteria is provided;
• Applicant’ responses to the selection criteria are scored and weighted. The highest total score will determine ultimate selection;
• The Evaluation Panel may invite you to a post-tender interview to demonstrate and seek further details of your capacity to carry out the required works/services;
• Following the post-tender interview the Evaluation Panel may review the scores and ranking of Applicants.
• A Tender Report will be prepared and considered by the Council in a confidential session;
• All Council resolutions will be published on Hurstville City Council website.

Flow Chart of Tendering to Council