Information for Suppliers
East Gippsland Water (EGW) manages its multi-million dollar annual spend on goods, services and capital works by endeavoring to deliver the best outcomes for external stakeholders, local industry and the broader community. This commitment is driven by:
The Financial Management Act 1994 which has a set of Financial Standing Directions and Instructions detailing mandatory requirements in regard to financial management by agencies.
The Project Development and Construction Management Act 1994 (Vic) which has a set of Ministerial Directions which are supported by mandatory instructions. The Ministerial Directions for public construction procurement prescribe principles and procedures that Victorian government departments and public bodies must follow when they procure public construction works and services.
EGW however, wants to ensure best practice processes are implemented and to this end EGW has adopted a procurement policy and standard operating procedure that not only ensures we comply where required, but also that we take on the recommendations of non-mandatory guidelines as well.
EGW under its Procurement Policy, commits to the following principles of procurement:
- Value for Money – This is aimed at achieving the best overall outcome for money spent. It does not necessarily mean choosing the lowest price. Factors such as assurance of quality; reliable and timely delivery; Health Safety and Environment requirements; and possible ongoing maintenance and operational support, may be taken into consideration in procurement decisions.
- Probity – Procurement processes will be conducted with integrity, ethical behaviour, fairness and transparency.
- Accountability – Staff responsible for procurement will be held accountable for efficient and effective purchasing decisions.
- Purchasing Ethics –Staff must abide by EGW’s Code of Conduct.
East Gippsland Water applies The Victorian State Government’s Supplier Code of Conduct which is available at the Victorian Government Purchasing Board website.
East Gippsland Water is committed to ethical, sustainable and socially responsible procurement and we expect the same high standards of our Suppliers. We view our Suppliers as partners and we care about the way they do business when providing goods or services, including construction works and services, within our Region.
The Supplier Code of Conduct (Code) describes the minimum expectations in the areas of: integrity, ethics and conduct; conflict of interest, gifts, benefits and hospitality; corporate governance; labour and human rights; health and safety; and environmental management. Suppliers to EGW are advised to review the Code and ensure that relevant areas of their business and supply chain meet these standards.
Please see the EGW minimum ethical standards for suppliers page for further information.
Contracts awarded above $100,000
In line with Victorian Government policy we provide summary details of all current contracts valued at $100,000 or more.
For any enquiries, please contact our procurement team on procurement@egwater.vic.gov.au
Procurement Activity Plan 2023/24
Suppliers can find details of our current Procurement Activity Plan which outlines East Gippsland Water’s future anticipated procurement activity below.
The Procurement Activity Plan is provided solely for informational purposes, and it should not be relied upon for any reason. All planned procurement is subject to change, at any time, at East Gippsland Water’s discretion. All published estimated market release dates are indicative only. This information does not represent a solicitation or an invitation to supply, or a commitment by East Gippsland Water to purchase the described goods, services and/or construction.
East Gippsland Water undertakes all purchasing and tendering activities in a fair and ethical manner, and commits to obtaining goods and services at the value for money.
How we do business
Procurement opportunities will be offered in a number of ways:
- Tender
- Via an established Panel Contract; or
- Quote
and will be dependent upon the value levels below:
Like to do business with us?
EGW recognises that every procurement activity undertaken is an opportunity to deliver social and sustainable outcomes that help build a fair, inclusive and sustainable Region.
EGW recognises the importance of increasing the economic growth of local regional businesses and is committed to ensuring it is an integral part of our sourcing and procurement processes.
EGW uses the procurement platform Vendor Panel to source suppliers to approach with opportunities. It is a free and easy platform for suppliers to register and allows you to be seen by all government agencies that use this site.
- Visit VendorPanel.com.au/Marketplace
- Select the appropriate category for your business
- Click on the link you receive in your email
- Complete your business profile.
As part of this we encourage all suppliers to attend one of the Vendor Panels weekly supplier webinars to learn and hear tips and tricks for setting up and managing their supplier accounts and ensure they’re getting the most value from the platform.
Please ensure that you read and understand the Standard Terms and Conditions of engagement with East Gippsland Water by clicking on the link below.
Procurement Thresholds:
EGW’s Procurement Governance Framework provides guidance for each level of procurement and the required approval gates for each level.
Amount (Incl GST) |
Minimum Requirements |
| <5,000 | Minimum one quote is required |
| $5,001 – $50,000 | At least two written quotes must be sought, or a Tender sent to market |
| $50,001 – $150,000 | At least three written quotes must be sought, or a Tender sent to market |
| $150,001 and above | Tender sent to market |
Tenders
All new tenders associated with the procurement of construction works, and goods and services by EGW are advertised on one of the following two tender platforms dependent upon the Tender type.
Construction – Tenderlink
Non-construction – Vendor Panel
EGW encourages all businesses to register as a Supplier via the links below. This allows registered suppliers and contractors to view and receive email updates of relevant tenders as they become available, as well as lodge tender responses online, and request and download documentation.
Panel Contracts
EGW will undertake and establish Pre Qualified Supplier Arrangements (PQSA) for non-construction procurement activities.
These Panel Arrangements will be created through a full tender process where EGW will go to market to establish a group of eligible Suppliers under the banner of a specific business need. This means these Suppilers will have been assessed as having the technical, financial and managerial capability necessary to perform agreed requirements and can be called upon to complete work for EGW.
There are two types of Panels:
|
PQSA – Closed |
PQSA – Open |
|
This is where the goods and/or services will be supplied under agreed pricing conditions for a stated period meaning that EGW can purchase directly from a supplier without the need for a further Request for Quotation (RFQ) or Request for Tender (RFT) process.
This is a closed panel and new Vendors cannot be added while the Panel contract is current. |
This type of arrangement does not include fixed pricing and therefore requires that EGW undertake a further RFQ process. However, as we have gone through a tender process to ensure that the Supplier complies with our technical requirements (i.e. insurances, licences etc.), procurement lead-time is significantly reduced. This is an open panel and EGW will reserve the right to allow new Suppliers to be added after an evaluation process.
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At times new Panel opportunities will be presented to the market. It is important, therefore, that if as a potential supplier you wish to participate in any opportunity, you register your business on the Tender Link and Vendor Panel pages so that you can be advised via email when tenders are released.
If you have any queries in relation to these Panel Contracts, please contact the procurement team at procurement@egwater.vic.gov.au
Quotes
In line with the procurement thresholds above and where a panel contract does not exist, quotes will be issued where required.
- To guarantee that you are offered an opportunity to quote ensure that you have registered your details with a detailed description of your business and services on Vendor Panel.