Council policy
The City of Swan’s Procurement Policy governs all procurement including those less than $250,000 in value.
Whenever we tender for goods and services, we use the policies and procedures listed below to ensure all legislative and best practice requirements are met.
The City of Swan uses a comprehensive suite of documented procedures covering all the requirements of the Legislation and Council Policy.
These procedures are developed and administered by the Contracts and Procurement business unit.
- General Conditions of Contract for Goods
- General Conditions of Contract for Works and Services
- General Conditions of Contract for Services
- General Conditions of Contract for Consultants
- General Conditions of Contract for ICT Goods and Services
- General Conditions of Contract for the Supply of Artwork
- Disability Access and Inclusion Reporting Form
- Statement of Business Ethics
- Purchase Orders Terms and Conditions
- Work Health and Safety Handbook for Contractors
- Management Practice - MP-081 Fitness for Work
| General Conditions of Contract for Works and Services | ||
|---|---|---|
| Effective from | Effective to | Version Number |
| 05/07/2017 | 30/10/2018 | Version 8 |
| 31/10/2018 | 12/09/2019 | Version 9 |
| 13/09/2019 | 29/01/2020 | Version 10 |
| 30/01/2020 | 26/05/2020 | Version 11 |
| 27/05/2020 | 31/07/2022 | Version 12 |
| General Conditions of Contract for Services | ||
|---|---|---|
| Effective from | Effective to | Version Number |
| 05/07/2017 | 30/10/2018 | Version 9 |
| 31/10/2018 | 12/09/2019 | Version 10 |
| 13/09/2019 | 29/01/2020 | Version 11 |
| 30/01/2020 | 30/03/2020 | Version 12 |
| 31/03/2020 | 06/04/2020 | Version 13 |
| 07/04/2020 | 28/04/2020 | Version 14 |
| 29/04/2020 | 31/07/2022 | Version 15 |
| 01/08/2022 | 20/03/2023 | Version 16 |
Achieving value for money
Open and effective competition is a key element in achieving value for money. All potential suppliers are given the same opportunities to compete for City of Swan business.
All procurement activities are run fairly and transparently, to achieve mutual trust and respect. We also maintain an ethical approach and embrace openness, honesty, diligence, fairness, trust, respect and consistency.
Documentation
Documentation is essential in achieving accountability and transparency. It provides a record of procurement activities and how they’ve been conducted. As a minimum, we produce the following documents during the tender process:
- Procurement Plan
- Proposal
- Tender/Quotation documents and statement of work
- Tender/Quotation evaluation plan
- Evaluation report and recommendation
- Report to Executive or Council.
Confidentiality
All tender information is treated as Commercial-In-Confidence. In other words, it’s for use only by those working on the contract and remains otherwise confidential. Generally, the City of Swan won’t release confidential information or information that could impact competition, unless we’re required to by law.
Efficient, effective, competitive and transparent process
The City is committed to conducting the procurement of goods and services in an efficient, effective, competitive and transparent manner. This is how we achieve this:
- Efficiency – by using the procurement strategy best suited to the size and type of goods and/or services being procured
- Effectiveness – by using the best procurement process to attract the best outcome
- Competitive – by treating all potential suppliers fairly and giving them the same opportunities and information
- Transparency – by ensuring the procurement of goods and services is conducted in a fair, honest and diligent way and in accordance with our policies and procedures.