Tenders

Wellington Shire Council use an external eTendering site to provide suppliers with easy access to a range of tendering services associated with our tendering program. This site also provides suppliers with the ability to download relevant documents and submit information online.

Wellington Shire Council advertises and releases tenders on the eProcure platform as its preferred provider for eTendering solutions. Opportunities are also published in Council's e-newsletter the Wellington Digital Edit and in local newspapers.

Registration is free. Please ensure your company's details are correct and maintained. All tender communication is via this portal and each tender forum.

All tender submissions must be lodged electronically through the eProcure portal. Late and hardcopy submissions will not be accepted.

For any issues with the eProcure platform please contact them on 1800 377 628.

Legislation requires a public tender for the purchase of all goods, services and works for which the estimated expenditure exceeds $250,000.

The Tender process is detailed below:

1. Once documents are compiled and approval given, the tender is advertised.
2. Tender documents are then available via the eProcure platform.
3. Tender closes on the advertised date. All tenders must be submitted via the procurement portal no later than the time nominated.
4. Tender evaluations are conducted.
5. An evaluation report is compiled with recommendation.
6. The recommendation report is submitted to Council or relevant delegated Officer for approval.
7. The successful and unsuccessful tenderers are notified of the outcome.
8. Contracts are signed and sealed by the successful contractor and Council.
9. A copy of the contract is returned to the successful contractor.
10. Contract works/services are conducted.

We use the Rapid system for contractors to register their health and safety information to become an Approved Contractor to Council.

To register, contractors must complete the Approved Contractor Registration Form.

Existing contractors may login through the My Rapid Portal login page.

Suppliers should quote a purchase order or contract number on each 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 accountspayable@wellington.vic.gov.au and the invoice must include:

• ABN
• 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 Victorian Civil Construction Industry 'Best Practice Guide for Tendering and Contract Management' establishes high and significant benchmarks for best practice tendering and contract management within the civil construction and maintenance industry.

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About the RTCCO

The Road Transport Contractual Chain Order (RTCCO) provides a framework for eligible transport operators to seek recovery of additional fuel costs incurred in providing road transport services.

Claim Period: 21 April 2026 to 7 June 2026.

Claims must only relate to additional transport services fuel costs incurred during the claim period. This process relates solely to transport services fuel cost recovery under the RTCCO and does not constitute any variation to the existing contract.

Wellington Shire Council has established this page to provide suppliers with access to RTCCO information, supporting resources and claim documentation relating to the RTCCO fuel cost recovery.

Suppliers are responsible for determining whether the RTCCO applies to their circumstances and should seek independent professional advice where required.

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External Resources

For information regarding the RTCCO, eligibility requirements and supporting guidance material, please refer to:

Fair Work Commission / Fair Work Ombudsman

• Visit the Fair Work Ombudsman website RTCCO information page Fuel cost recovery: Road transport order issued - Fair Work Ombudsman
• Access a copy of the RTCCO: Road Transport Contractual Chain Order - Fuel Cost Recovery 2026

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RTCCO Fuel Cost Recovery Claim Process

Suppliers intending to submit a fuel cost recovery claim should review the available guidance materials before preparing a submission.

To assist Council in assessing a claim, suppliers should provide sufficient information and supporting documentation demonstrating:

• How the RTCCO has affected services delivered under their contract with Wellington Shire Council.
• The contract(s) to which the claim relates.
• The fuel cost increase incurred.
• How the claim amount has been calculated and supporting evidence.
• Any subcontractor impacts, where applicable and how are those being addressed as per the RTCCO.

Council may request further information during the assessment process if additional clarification or supporting evidence is required.

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RTCCO Claim Submission Form and Checklist

Council has developed an RTCCO Claim Submission Form and Checklist to assist suppliers in preparing and lodging a fuel cost recovery claim.

The form outlines the information and supporting documentation typically required for assessment and is intended to support complete and consistent submissions. While use of the form is encouraged, suppliers may submit claims in an alternative format if preferred.

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Important Information

• Council cannot provide legal, financial, taxation or professional advice regarding RTCCO eligibility.
• Suppliers are responsible for determining eligibility and compliance requirements.
• Independent advice should be obtained where required.
• Submission of a claim does not guarantee approval or payment.
• Council may request further information to support claim assessment.
• This process relates solely to fuel cost recovery under the RTCCO and does not constitute any variation to the existing contract.
• Any non-RTCCO related proposed changes to contract rates, pricing or other commercial terms must be referred to the Contract Superintendent and managed in accordance with the relevant contract provisions.

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How to submit your claim

1. Review the RTCCO Order, Information Sheet and Fair Work resources.
2. Consider whether the RTCCO applies to your organisation and claim period.
3. Consider if you need independent advise on the RTCCO order.
4. Complete the RTCCO Claim Submission Form and Checklist.
5. Attach all relevant supporting documentation.
6. Submit the completed claim and supporting documents to Wellington Shire Council.

By Email: RTCCO_FuelCostProcurement@wellington.vic.gov.au

By Post: Wellington Shire Council, PO Box 506, Sale VIC 3850

In Person (during operating hours): Sale Service Centre, 18 Desailly Street, Sale VIC 3850 or Yarram Service Centre, 156 Grant Street, Yarram VIC 3971

Claims should be supported by sufficient information, calculations and evidence. Council may request further information or clarification during the assessment process. Submission of a claim does not guarantee approval or payment.

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Need Assistance?

If you require further information regarding the RTCCO or the fuel cost recovery claim process, please contact the Procurement Team.

Email: RTCCO_FuelCostProcurement@wellington.vic.gov.au

Phone: 1300 366 244

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