Procurement and tenders - definitions

Terms used by CouncilWhat they mean
Request for Tender (RFT)A Request for Tender is an open invitation to any supplier for Council works or services.  Suppliers need to respond by completing Tender Response Schedules and attaching evidence of their ability to meet the requirements of that tender.  Tenders will include a range of services, goods and project and construction works.
Request for Quotation (RFQ)A Request for Quotation is a selective invitation to three or more suppliers. Only those suppliers who have been invited may respond.
Register of Prequalified Suppliers (ROPS)

A ROPS is a contractual arrangement that Council may establish for the carrying out of works, goods and services, by inviting public tenders through a Request for Tender process. A ROPS is essentially a panel of suppliers where multiple suppliers are appointed under many different categories.

Suppliers must submit a conforming tender response and will be assessed during the evaluation process to determine if they are successful.  Suppliers and Contractors are 'pre-qualified' to provide services, works or products.

Council maintains more than 20 different lists of ROPS arrangements. These ROPS lists are advertised and renewed every two to three years, and suppliers who want to be on the list must submit a tender at renewal time. *Please note that inclusion on a ROPS list is not a guarantee of work with Council. Council staff members use them to find suitable suppliers to deliver services or supply products as required.

Preferred Supplier Arrangements (PSA)A PSA is a contractual arrangement and Council may establish a PSA where there is a known program of work and works or services are usually required in large volumes and frequently.  Council is able to obtain better value for money by aggregating the demand for those goods and services. Prices or a schedule of rates are usually fixed for the duration of a PSA arrangement.
Local Buy

Local Buy is a service that is established by Local Government Association of Queensland (LGAQ) to provide procurement services to local and other government entities by aggregating the purchasing power.  This may eliminate the need for government authorities to establish their own supply contracts. A contract established by Local Buy enables Councils and government entities to purchase from Local Buy's contractual arrangements without the need to seek tenders or quotes.

More information on Local Buy can be found at their website:  https://www.localbuy.net.au

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Last updated: 30 October 2020