Councils spend money on a range of things from roads, footpaths, recreational and community facilities, parks and tress and more. When deciding how to best spend public money, we take into account a range of factors including:
- Quality and performance
- Value for money
- Community expectations and values
- Opportunities for local employment growth
- Environmental sustainability
Councils have to follow legislation set by State Government, operate under the Local Government Act and also follow rules that our Council has set. Amongst other things, the Local Government Act describes the way councils purchase goods or services, depending on how much is being spent.
Our Procurement Policy and Doing Business with Local Government Guide provides further information.
- Demonstrate accountability to rate payers
- Provide guidance on ethical behaviour in public sector purchasing
- Support local businesses
Our Procurement Policy gives us guidance to allow consistency and control over procurement activities.
Approved Methods of Procurement
Depending on the level of expenditure, we have standard methods for purchasing goods and services to ensure legislative compliance:
Quotations are sought when there is no existing contract and are based on Council’s thresholds limits (including GST):
- Purchases below $5,000 one verbal quote
- Purchases below $25,000 two verbal quotes
- Goods and Services below $150,000 three written quotes
- Works below $200,000 three written quotes
Legislation requires a public tender for the purchase of all goods, services and works for which the estimated expenditure exceeds $150,000 for goods or services, or $200,000 for contracts for the carrying out of works. Tenders are advertised in the local papers and our Current Tenders page.
Approved Contractor Register and OH&S
In order to meet its obligations as a principal employer under the Occupation Health and Safety Act 2004, we require contractors to demonstrate evidence of compliance with all Victorian workplace safety legislation by completing Council’s online system.
Invoicing and Payments
Suppliers should quote a purchase order or contract number on invoice or payment may be delayed. A purchase order number can be obtained from the Officer requesting the goods or services.
If a tax invoice is delivered with the goods, or handed to a Council Officer, there can be no guarantee that the invoice will reach the Accounts Payable Section which may result in delayed payment of the invoice. Suppliers can email their tax invoice to firstname.lastname@example.org and the invoice must include:
- GST price and GST amount
- The words ‘tax invoice’ on the page
- Date of issue
- Item description
- Purchase Order Number/Contract Number
- Name of council employee or contact for services or goods
Note: Our standard payment terms for accounts are 30 days from the date of the invoice. Our preferred method of payment is electronic funds transfer, which is done on a fortnightly basis.
The Local Government Act 1989 can provide further information on legislative requirements that Council must adhere to.