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Plan open, select list or sole supply tenders

Before deciding how to tender for a supplier, you need to:

For building construction and maintenance (BCM), select list tenders are often used for low value and high volume work, and high value and high risk projects, to reduce tendering costs for industry and government.

You should assess risk before going to tender, to make sure you are following the correct process.

You may have reasons or agency procedures to conduct open tenders or sole supply tenders when they meet certain criteria.

Ask your agency contact about tendering requirements.

1. Develop detailed eligibility and conditions of tender

Make sure your eligibility requirements are detailed and accurate before you call for tender.

Include any specific requirements for suppliers, so they can focus on tendering for work they are competitive for.

Once your call to tender is published, you may be bound by a ‘process contract’ to assess all suppliers based on these eligibility requirements and tendering conditions.

Learn more from the Building and Construction Code of Practice 2000.

Contact your agency contact for advice.

2. Select list tender process

Select tendering involves inviting a limited number of contractors to tender on a contract, based mainly on how closely their known capabilities or experiences match the contract requirements.

This minimises the cost to industry of tendering, promotes competition and uses a transparent, fair and equitable process.

You may decide to use a select list tender process if:

  • you already understand the local supply market and the pool of contractors available to choose from

or

  • you have very specific contract requirements and want to ensure suitable contractors are invited to tender.

The Contracts Committee may need to agree with your approach before you start a select list tender process.

Ask your agency contact if your select list tender will need to get Contract Committee approval.

You can invite select list tenders through the QTenders website.

Expression of interest (EOI)*

You can publish an EOI request on QTenders to asking suppliers to express their interest in being included on your select list.

Request for information (RFI)*

By publishing a request for information (RFI) on QTenders, you are asking suppliers to tell you the skills they have in a particular area to support development of a select list.

Request a select tender list

Select tender lists of contractors from the Prequalification (PQC) System are usually only prepared for contracts:

  • expected to be worth more than $1 million

and

  • assessed with a high service risk rating of 3 or 4 and approved by the Contracts Committee.

You can ask Contract Services or Building and Asset Services to assist in developing a select list of prequalified suppliers for you.

3. Open tender process

Invitations for open or public tenders must appear on the QTenders website.

Refer to your agency’s procurement procedures to find out when tenders are open.

To register for QTenders, email bsu@hpw.qld.gov.au or phone 07 3215 3699.

Expression of interest (EOI)*

You can publish an EOI request on QTenders to asking suppliers to express their interest in being considered as part of an open tender.

*Note: For a large project, it is recommended you also consider promoting your RFI or EOI request to regional suppliers to satisfy probity, accountability and local participation requirements.

4. Sole supply tender process

If you believe a supplier has unique qualities that set them apart from other candidates, or the project is commercial-in-confidence, you may be able to justify a sole supply tender process. For example, a firm may have first-hand knowledge of a building to be renovated or repaired, or continuing their current involvement in a project may deliver significant cost benefits.

With this approach you are at particular risk of being accused of excluding other suppliers, so your agency must be able to defend its decision and demonstrate probity and accountability.

You can invite sole supply tenders through the QTenders website.

Read the probity and integrity in procurement guide (PDF, 526KB).

5. Develop a tender evaluation plan

You will need to develop a tender evaluation plan.

Read the Evaluating offers (PDF, 429KB) guideline for advice on planning your evaluation.

Learn more about evaluating tenders using the price quality method.

6. Contract disclosure requirements

Under the Queensland Procurement Policy, ‘affected agencies’ must:

  • publish basic details of all awarded contracts and standing offer arrangements of $10,000 and over

and

  • publish additional contract details for contracts and standing offer arrangements of $10 million and over.

Read the Contract disclosure (PDF, 596KB) guideline for more information.

Ask your agency contact about the best way meet these requirements.

7. Helpful resources