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When we don’t need a public tender or Expression of Interest

There are some situations when we can buy goods, services or works without having a public tender or asking for Expression of Interest.

These situations include:

  • urgent situations, such as storm damage to one of our buildings that puts the health or safety of staff and the community at risk
  • when we want to enter into a contract under, or that relies on, state government contracts, the Construction Suppliers Register or the Marketing Services Register
  • when we want to enter into a contract under, or that relies on, a procurement process being completed by the Municipal Association of Victoria for a group of councils
  • when we want to enter into a contract under, or that relies on, a procurement process being completed by Procurement Australia where Victorian councils have access
  • a contract with the Municipal Association of Victoria for Liability Mutual Insurance services
  • when we want to enter into a short-term arrangement of 6 months or less because we plan to go out to market for the same or similar goods, services or works soon
  • using legal services
  • with approval from the CEO for the following circumstances:
    • when a contract is due to expire, and the value of the original contract didn’t exceed thresholds
    • when a contract is due to expire, and the value of the original contract exceeded thresholds, but was entered into after a public tender, Expression of Interest or panel arrangement process
    • there is still a need for the goods, services or works provided under the original contract and it hasn’t expired
    • the goods, services or works provided under the original contract can’t easily be provided by anyone in the market other than the original supplier
    • we have looked at the proposed new contract with the original supplier to make sure it’s still value for money
    • where we’ve found out from past inquiries that there is only one supplier available who can provide the particular goods, services or works
    • where the CEO is happy that not going out to market will give us better value and better results.

We need pre-approval from a Director if we want to avoid the need to get a minimum number of quotes. However, even with this pre-approval, we still need to follow the right processes and get financial approval for the goods, services or works.

For questions about the tendering process, email Tenders or contact Council Procurement on (03) 9278 4323.

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