Local business forum - Doing Business with Council

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Slides from a Warringah Council presentation & overview on how local businesses can become involved in procurement.

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Local business forum - Doing Business with Council

  1. 1. Local Business Forum6th June 2013Doing Business withCouncilLisa Neal and Paul TriggWarringah Council
  2. 2. Opening Address –Warringah Mayor Michael Regan
  3. 3. Housekeeping Phones on silent Presentation will be emailed to those whohave registered Handouts – useful sites Feedback forms Interactive session – please ask questions
  4. 4. Introductions Lisa Neal & Paul Trigg – Procurement, Fleet and Plant Paul William-Smith – Regional Economic DevelopmentCo-ordinator for Pittwater and Warringah Functional managers Representing the other councils: Pittwater Council – Peter Baartz and Paul van der Kraan Manly Council – Helen Lever and Jennifer Dyke Mosman Council – Max Glyde, Craig Covitch
  5. 5. Agenda SHOROC What we spend How we engage suppliers - regulations Identifying tender opportunities What we are looking for How to present a complying submission New initiatives
  6. 6. Objectives & OutcomeSetting the scene: who are weand what and how do we buyDe-mystify procurementregulationsAssist you in working withCouncil
  7. 7. SHOROC SHOROC is one of 18 Regional Organisationof Councils (ROC’s) across NSW Partnership between Warringah, Pittwater,Manly and Mosman Councils. Work together to deliver regional outcomes;ROCS often aggregate the requirements ofCouncils Previously SHOROC tenders managed byone of the member Councils or outsourced,move towards SHOROC having aprocurement function
  8. 8. What do we spend? SHOROC Councils spend $90M per annum onmaterials and contracts excluding CAPEX projects $18M of this is through joint procurement activities Difficult to put $$ on current local spend, numerouscontracts: Natural Environment Works (53%) / Tree pruning Trade Services (60% local) Purchase of Motor Vehicles and accessories (92%) Heavy vehicle servicing (100%)
  9. 9. How do we engage suppliers?NSW Legislative Requirements Local Government Act 1993 -Section 55 The Local GovernmentGeneral Regulation 2005,Part 7 Tendering DLG – Tendering Guidelinesfor NSW Local Government NSW Government Code ofPractice for Procurement Council Procurement Policy
  10. 10. The $150K Threshold NSW Local Government Act s55 –requirements for tendering All contracts >$150K ($250K State Gov)require a public tender GST - The threshold is inclusive of GST. Term - The value is the total over the completeterm of the contract (including options) Accumulative total - A council cannot avoidthe requirement to invite tenders breaking thepurchases into separate contracts
  11. 11. Exceptions ‘Contracts established by a person prescribed bythe regulations’. Prescribed organisations: NSW Procurement – NSWBuy Local Government Procurement (LGP) Procurement Australia Council can purchase from panels whatever thevalue without having to undertake a tender process LGP – Local Government Procurement. Panelcontracts, tendered every 3-4 years. NSW Procurement – panel contracts as for LGPplus Accreditation Schemes which are continuallyopen to new suppliers. Currently Temporary Staff,ICT Warringah Council panels
  12. 12. Identifying TenderOpportunities Main newspaper in the state plus the localpaper - to attract local suppliers Tender search agencies Individual Council Web Pages Panel contract opportunities through LGP,NSW Procurement Main contractor may be looking for local sub-contractors – tender awarded website Tenderlink - used by 91 councils in NSWincluding all SHOROC Councils
  13. 13. Tenderlink Our electronic tendering application for all tendersplus quotations >$30K Used by all SHOROC Councils Benefits: Receive notification each time a requirement ispublished within your industry category Transparency, audit trail Register on each of our portals free of charge fullservice option from Tenderlink via annualsubscription
  14. 14. Procurement <$150K Process based on internal policy Warringah $30K to $150K minimum of 3 quotes(using Tenderlink) <$30K 1 quote, best practice 2-3 How do we get quotes? Open and selective
  15. 15. How to be Invited to Quote Make yourself known to the relevantmanagers in Council so that whenthere is a requirement you are invitedto quote Decentralised Procurement – it maytake a while to find the right person! Website – Council staffing structure
  16. 16. Knowing Your Customer Understand our business: Budgets – preparation November toFeb; spending July Community Strategic Plan / CorporatePlans – indication of projects CAPEX program Email first – don’t just drop in! Respect our constraints
  17. 17. Probity Council employees are not permitted toaccept gifts, benefits or hospitality fromsuppliers. Not only will the gift not be accepted yourreputation will be tarnished ICAC – investigate and expose corruptconduct. Ombudsman (NSW and internal) –investigate maladministration
  18. 18. What are we Looking For? Best Value For Money Price Service Quality – Warranties - Fit for purpose Delivery Lead times - Storage Sustainability - environmentalconsiderations in production and use Workplace Health Safety
  19. 19. WHS Requirements
  20. 20. How to Submit a ComplyingSubmission - in a nutshell! Provide all the information in theformat requested Mandatory Requirements Evaluation criteria Alternative Offers Don’t be late!
  21. 21. Initiatives Warringah – trialling position of Buyer The focus of this position: Save money – cut out the middle man Develop local suppliers Pilot – childcare fit-out: estimated $107K achieved 22% cost reduction using local suppliers Expansion of Data-base Workshops for local business on tendering
  22. 22.  Questions Closing by Clr Sue Heins
  23. 23. Useful Sites Tenderlink: https://www.tenderlink.com/warringah/ https://www.tenderlink.com/pittwater/ https://www.tenderlink.com/manly/ https://www.tenderlink.com/mosman/ https://www.tenderlink.com/shoroc/ Council Websites: http://www.warringah.nsw.gov.au/ http://www.pittwater.nsw.gov.au/ http://www.manly.nsw.gov.au/ http://www.mosman.nsw.gov.au/
  24. 24.  SHOROC: http://shoroc.com/ Local Government Procurement: http://www.lgp.org.au/ NSW Tendering Website: https://tenders.nsw.gov.au/ NSW Procurement pre-qualification schemes: https://tenders.nsw.gov.au/?event=public.Schemes.list Department of Local Government: http://www.dlg.nsw.gov.au/dlg/dlghome/dlg_index.asp

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