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Doing business with Council

The What; Why; and How on Council's eProcurement system VendorPanel.

In line with relevant legislation and procurement regulations, Council is committed to creating a procurement environment that is efficient, fair, and transparent. Our procurement practices are guided by key objectives:

  • Efficient and Effective
  • Equitable and Inclusive
  • Responsive
  • Transparent
  • Financially sustainable
  • Accountable 

How council seeks responses from the market depends on the anticipated contract value:

Anticipated Spend Market Approach
Up to $10,000 Simple Quotes - a simple quote can be sought from 1 or more suppliers who are able to provide the goods or services.
$10,001 to $50,000 3 Simple Quotes - minimum of three quotes sought from suppliers who can provide the goods or services, generally via Council’s eTendering portal – VendorPanel.
$50,000 and above RFQ or RFT Process – these requests are advertised on VendorPanel. This means that anyone who is registered on VendorPanel can review and respond to relevant requests.

 

Evaluation

Generally, for lower value engagement (less than $50,000), responses are assessed based on predefined and transparent criteria that could include price, quality, delivery terms, and sustainability factors. This is to ensure fairness and objectivity in the evaluation process.

A number of additional factors are considered when evaluating responses received for higher value contracts (above $50,000), including a mandatory criterion for recognition of local outcomes. This takes into consideration not only if a company is local, but how they demonstrate support of local business and community enterprises through delivery of the contract.

Other criteria include a company’s methodology for delivering the contract, capability in providing the goods or services, experience completing similar contracts, and price. The winning response is based on a documented assessment process undertaken by a nominated panel, showing how the recommendation was achieved.

Award

Following a recommendation being reached, approval to award a contract goes through a process governed by Council’s delegation. As part of this process, the evaluation officer/s sets out how the responses were assessed and why the recommendation achieves best value for money.

Advice of the outcome will then be provided to all responding companies. Anyone who was unsuccessful in their bid can request feedback, to assist in any future responses.

Using VendorPanel

To streamline and enhance procurement processes, Council uses VendorPanel.

VendorPanel is a secure, web-based platform that connects buyers with pre-registered suppliers. Council uses the system for managing public tenders and quotations. This ensures compliance with procurement legislation and Council policies. Council and suppliers can interact, making the process faster and simpler.

Register Here

VendorPanel is designed to simplify the procurement process for suppliers, whether they’re a large corporation or a small local business. Suppliers can benefit from using the VendorPanel platform as it:

  • Consolidates all communication with Council in one place. Suppliers can track and manage all their quotations, bids, and communications from the same dashboard, reducing confusion and administrative overhead.
  • Automates tasks like sending reminders, confirming receipt of bids, and managing timelines, reducing the manual work for both suppliers and Council staff.
  • Provides full visibility of the procurement process from start to finish. Suppliers can track the progress of their bids, see what criteria Council is using for decision-making, and ensure that all processes are conducted fairly and in line with regulations.
  • Ensures compliance with procurement laws and Council policies. The system automatically aligns with relevant legislative and regulatory requirements, reducing the risk of non-compliance and ensuring that procurement activities are transparent and auditable.
  • Allows local businesses to engage with Council’s procurement process. Through VendorPanel, local businesses can see opportunities that are specifically tailored to their expertise and capacity.

How to Register on VendorPanel

Getting started on VendorPanel is simple and free. Follow these steps to become a registered supplier:

Step 1: Visit the Registration Page

Register here to start your registration process.

Step 2: Create Your Supplier Profile

Complete the form with your business name, contact information, industry, and areas of expertise. Ensure your details are accurate so you can receive the most relevant notifications. Registration is free, and suppliers are notified of new opportunities based on their business profile.

Step 3: Verification Documents

Submit necessary verification documents (e.g. business license, insurance, certifications) for approval. These documents help Council confirm your eligibility to participate in procurement activities.

Step 4: Receive Notifications

Once registered, VendorPanel will notify you when relevant opportunities are available, ensuring you never miss an important bid. Council posts procurement opportunities (e.g., tender invitations, quotation requests) through VendorPanel. Opportunities are categorised by type, region, and value, making it easy for suppliers to find relevant bids.

Step 5: Submit Your Bids

When an opportunity aligns with your capabilities, submit your bid directly through VendorPanel, track its status, and communicate with Council in real time.

Frequently Asked Questions with answers


Yes, you can request feedback on your submission. To do so, please email the Procurement Team at procurement@begavalley.nsw.gov.au .

Make sure to include relevant details such as the project name or reference number to help us locate your submission quickly.

Bega Valley Shire Council values local suppliers and encourages their participation in procurement opportunities. While we do not offer automatic preference based solely on location, being local is considered as part of the tender submission. All suppliers, however, must meet the required criteria and compete on merit.

Suppliers are selected based on a fair and transparent evaluation process. Submissions are assessed against the criteria outlined in the request documents. Each criterion is weighted, and suppliers are scored accordingly. The supplier that offers the best overall value for money, in line with Council policies and procurement guidelines, is awarded the contract.

 How do you ensure procurement is ethical and fair?

The Council follows strict procurement policies and guidelines to ensure all processes are ethical, transparent, and fair. This includes:

  • Using open and competitive tendering methods
  • Treating all suppliers equally and without bias
  • Clearly stating evaluation criteria in advance
  • Managing conflicts of interest
  • Maintaining confidentiality of supplier information
  • Following probity principles and conducting regular audits

These practices help build trust, ensure accountability, and support fair access to opportunities for all suppliers.

Like Tenders, panel’s are established following a public tender process. Anyone interested in future panel opportunities should ensure they are registered on VendorPanel.

From time to time, Council also uses Local Government Procurement (LGP) Panels. For more information on LGP and to register to be notified of these opportunities, please visit Apply to become a contractor – Local Government Procurement

 You can let Council know about your company’s offerings by:

  • Registering your business on VendorPanel
  • Emailing the Procurement Team with a brief introduction, capabilities statement, and relevant brochures or case studies. (Be sure to include your business contact details and areas of expertise.)
  • Responding to open tenders and quote requests—this is a keyway to demonstrate your capabilities.

While registering or reaching out doesn't guarantee work, it helps increase your visibility for future opportunities.

Bega Valley Shire Council processes creditor payments every fortnight, with pay runs occurring on the second Wednesday of each fortnight. Once your invoice is correctly submitted and approved, payment will typically be made during the next scheduled pay run.

To avoid delays, ensure your invoice includes all required details and matches the purchase order or contract terms.


 

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