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Procurement News
February 2020
Issue 66

In this issue...

WADE 2020 Celebrations and Marketplace
The WA Disability Enterprise (WADE) Consortium will play host to a mini blockbuster of celebrations and chat fests.
Whether you are the CEO, a decision maker or a buyer, join us and make a difference. 

Date:      Thursday, 26 March
Time:      8:30am to 2:00pm
Venue:    Westralia Square Atrium, 141 St Georges Terrace, Perth
As supporters of diversity and inclusion, all Local Government Officers are encouraged to support this event.

This event will bring industry leaders from Local and State government and private enterprise together with Disability Enterprises, to foster partnerships through social procurement.

The event includes a range of six individual presentations and panel discussions. Hear from industry leaders as they share insights, success stories and explore leading practices across a range of topics including diversity and inclusion practises, disability employment, social enterprise and sustainability.
Further details are available here. To register, click here.
Weighting of Price in Evaluation
WALGA often receives feedback from suppliers regarding the structure and weightings applied to evaluations.
A recent article received unsolicited from Slavin Architects (view here) provides good commentary on this issue, particularly relating to the balance of price considerations matched against qualitative criteria. It aligns with good procurement practice and is consistent with the approach adopted and promoted by WALGA.  

The Local Government (Functions and General) Regulation 1996, require selection of the most advantageous offer. This is determined by a balance of both price and qualitative strength. One of the most important procurement skills is the ability to attribute a qualitative value to each bid received so that it can be integrated into the Value For Money consideration.

Risk factors also need to be factored into the evaluation process when determining the overall best value offer. To best achieve this outcome, WALGA suggests that price not be weighted as part of the evaluation process but is considered separately and considered on balance against the qualitative criteria and other evaluation factors.

WALGA’s Procurement Toolkit contains commentary on structures and best practice process for Tender evaluation.  

WALGA emphasizes the importance of ensuring that qualitative criteria are appropriately set and weighed into a procurement process, and cautions that price-centric decision making will not necessarily deliver the best or correct tender outcome.
For further information on best practice evaluation process, contact Procurement Services on (08) 9213 2514.
Undue Influence in Evaluation Panels
An effective Panel Member will work as part of the evaluation team with a mutual respect and co-operate with each other.
To achieve that, Panel Members need to observe the following:
  • Local Government Act 2019
  • Procurement Act 1995
  • Procurement Governance Policy 2019
  • Procurement Rules 2019
  • Local Government Code of Conduct
  • Employment Contract, and
  • any other guidelines provided by the Local Government.
In addition to their statutory obligations, the individuals participating in an Evaluation Panel should:
  • accept that his or her role on the Evaluation Panel is not a management or administrative one
  • acknowledge that he or she has no capacity to individually direct the Local Government employees to carry out particular functions, and
  • refrain from publicly criticising employees in a way that casts aspersions on their professional competence and credibility.
Panel Members will not take advantage of their position to improperly influence other Panel Members or Local Government employees in the performance of their duties or functions, in order to gain undue or improper (direct or indirect) advantage or gain for themselves or for any other person or body. 

WALGA has developed a Code of Conduct for Evaluation Panel Members that can assist with outlining the obligations for those participating in Tender Evaluations. This is available as a template in WALGA’s Procurement Toolkit under section 8.10) Evaluation Criteria. You will need to be signed into the WALGA website to access the toolkit. Please open this link for a step-by-step guide to registering for the WALGA website.
For more information, contact Procurement Services on (08) 9213 2514 .
NPN Training Workshop
From Halls Creek to Gnowangerup, WALGA’s Business Solutions offers a range of customised procurement workshops, travelling across the State to share knowledge and develop capacity in relation to procurement.
Last week, Ellinore Buchan went further afield (to Sydney!) where she presented at a National Procurement Training Delivery Workshop. It was a great opportunity to see how the LG associations across Australia are working together to raise the profile of procurement in the Local Government sector.
For more information or to discuss customised workshop needs, please contact Procurement Services.
eQuotes Training 
Did you know that WALGA offers free eQuotes Training?
eQuotes is our free online Request for Quote system for Members, and is an essential tool for all staff members involved in purchasing of goods and services. The system is provided to Members as part of their membership fee. 

WALGA also provides free demonstrations and training for members’ staff to start, as well as user support via telephone and email, in addition to online videos and FAQs available in eQuotes. 

The training is relevant to Local Government officers who would like refresher training, or are new to eQuotes.
For more information about eQuotes or to organize a demonstration, email eQuotes or call (08) 9213 2505.
Procurement Toolkit Update  
WALGA has recently added a Prequalified Supplier Panel Contract to the suite of templates available in the Procurement Toolkit.
WALGA’s Procurement Toolkit is the leading procurement resource for all Local Governments. It is the culmination of extensive research and development by leading procurement consultants in conjunction with WALGA. The Procurement Toolkit provides clear guidance on legislative requirements and good practice for all purchasing and contract management processes.

Pre-Qualified Supplier Panel Contract for Minor Works and Related Services
The purpose of this tool is to provide guidance in constructing a contract from the Invitation to Join a Panel of Prequalified Suppliers documentation. Planning is fundamental to producing an effective contract all information should be gathered and provided with the Invitation documentation.
For more information, the template can be found here.
Certificate IV in Procurement and Contracting
Certificate IV in Procurement and Contracting PSP40616 is a nationally recognised qualification that has been specifically designed to recognise the skills of those working in procurement and contract roles within Local Government. It covers the broad range of skills required to operate without supervision in a procurement and contracting environment.

Upon successful completion of 15 units, participants will be awarded the certificate. This qualification is delivered via a combination of workshops and one-on-one contact with students. This may include face-to-face meetings, Skype and telephone sessions and on-the-job workplace visits to provide support and assistance in the completion of assessment requirements.

This course is relevant for those involved with any aspect of procurement and/or contracts within Local Government. 

Date:          Monday - Friday, 9 - 13 March
Location:  ONE70, LV1, 170 Railway Parade, West Leederville    
Cost:         $4500.00 (GST exempt) includes full assessment costs

This course is delivered and assessed by Scope Training (RTO 52127)
For more information or to register, visit WALGA Training or email Training to secure a place.
There is a new feature available in eQuotes to assist Local Government buyers.
When creating a request (RFx) to an internal or external supplier list, or to Marketplace, buyers will now be able to:
  • see each Supplier's distance from the Buyer's location
  • sort Suppliers according to distance
  • update the buying location based on where services are to be sourced, and
  • view and filter Suppliers on an interactive map.
To ensure alignment across all sourcing, this has required some enhancements to the appearance of the map in the local supplier Marketplace, for those Local Governments which use this module.
If you have any questions about these new features, contact Tabitha Syokau on 9213 2035.
Impact of Coronavirus
A number of suppliers to the Preferred Supplier Program have notified WALGA and Members about the potential impact of the Coronavirus on deliveries and supply chains.
Examples include products such as LED Luminaires and ICT Hardware. In the broader context of risk management, consideration should be given to the impact of possible freight disruption to building supplies and materials, and the flow on effect to project activity for roads, infrastructure civil construction and similar activity.

Contracts should be checked, particularly clauses relating to force majeure. The definition of a force majeure event can impact liability and insurances where downstream activity inclusive of delays and cost increases results from the supply of project materials.
For further information, contact Andrew Blitz on (08) 9213 2046
Foreign Exchange Seminar - An Introduction
Western Australian Treasury Corporation (WATC) invites you and your staff to attend a free education seminar on foreign exchange (FX).
FX Seminar - An Introduction, will provide an overview of the FX market, an understanding of basic conventions and terminology, and an awareness of managing and transacting FX with WATC.

Seminar Outline
  • Fundamentals of FX
  • FX market concepts and terminology
  • FX risk
  • Government stance on FX risk
  • WATC FX services
  • Transacting through WATC client portal
Suitable as a refresher to anyone currently managing FX payments or for new who have no prior experience with FX and would benefit from greater awareness and knowledge.

Date:    Thursday, 12 March
Time:    Registration from 8:45am, seminar finishes at 12:00pm
Venue:  WATC Boardroom, Level 12, 225 St Georges Terrace, Perth
To book a place at the seminar or to discuss the suitability of this course, contact Bruce Whyatt on (08) 9235 9119.
Preferred Supplier Arrangements Updates
WALGA has 36 Preferred Supply panels and details of these panels are available by logging into eQuotes, or by consulting the Preferred Supplier Directory on the WALGA website.
Contract Extensions
  • Town Planning & Related Services (C026_16) has been extended to Wednesday, 31 March 2021.
  • Collection & Recycling of Used Oil (C042/13) has been extended to Friday, 19 February 2021.

Terminated Preferred Suppliers
  • Road Building Contractors, Materials & Related Services (C017_18) Contract:
    • Rural Traffic Services
For further details contact the Contract Manager, Craig Hansom
  • Legal Services (C046_17) Contract:
          o    HLS Legal
For further details contact the Procurement Specialist, Amy Green
  • Natural Area Management & Environmental Consulting Services (C015_15) Contract:
         o    Greening Australia
For further details contact the Senior Procurement Specialist, Brian Ging
  • Waste Collection Goods & Services (C002/11) Contract:
    • MRI
For further details contact the Contract Manager, Dale Chapman

Current WALGA Tenders
  • RFT 02/20 Panel of Suppliers for Engineering Consulting Services (closing Friday, 28 February)
  • RFT 001_20 Preferred Supplier Arrangement for Library Services (closing Wednesday, 4 March)

Contract Novations
SeamlesCMS Pty Ltd (ABN 81 099 495 388) have changed their entity and trading names to Opencities Pty Ltd (ABN 81 099 495 388).  They are preferred suppliers on the C016_14 ICT & Related Services contract.

Credit Solutions Pty Ltd (ABN 57 602 115 999) have changed their entity and trading names to Credit Clear Pty Ltd t/as Credit Clear Credit Solutions (ABN 48 604 797 033).  They are preferred suppliers on the C023_17 Financial Services contract.

Road Building Contractors, Materials and Related Services PSA C017_18
WALGA will Tender for additional suppliers on Saturday, 29 February. This RFT is specifically targeting Suppliers based in the South West and Great Southern Zones. Subsequent Tenders will be run for Suppliers in other regions. A similar process has already been completed for the Kimberley and Pilbara region. Existing Preferred Suppliers will not be required to respond to the Tender.

To encourage local and regional suppliers to respond, you might want to consider:
  • running a similarly worded advertisement in your local newspaper
  • posting a notice on your notice board, and
  • posting a news item on your Local Government website.
Thank you for your continued support of the WALGA PSA.

If you have any questions, contact Contract Manager, Craig Hansom on (08) 9213 2061.

Telecommunication Services PSA C030_15

The Telecommunication Services PSA will go back out to Tender within the next couple of months and WALGA is seeking feedback from Members to ensure that the panel continues to meet Local Government needs.

Please provide any feedback through to Senior Procurement Specialist, Brian Ging on (08) 9213 2518.

Business Software Systems and Services PSA C032_16

A tender will be released shortly for additional suppliers from the Business Software Systems and Services (BSSS) PSA contract.

WALGA is forming a Client Reference Group (CRG) of Officers within the Sector to feed into this procurement project. An invitation is extended to WALGA members to join this CRG.

WALGA members wishing to nominate local suppliers for inclusion on a pre-tender notification should advise WALGA by 28 February 2020.

To participate in the CRG or nominate suppliers, contact Procurement Specialist, Lilian Kamfwa on (08) 9213 2009.
Tenderlink Reasonable Use Policy
Tenderlink has introduced a Reasonable Use Policy, which has an impact on suppliers and potential suppliers to Local Government. 
The Policy, which was introduced mid last year but is now being enforced, restricts potential respondents to a download limit of 20 downloads across Australia per year. Data provided by Tenderlink indicated that 346 suppliers are impacted by the Policy across the 60 WA Local Governments that use Tenderlink.

The only alternative is for suppliers to subscribe to the Tenderlink service. As a result, some suppliers who have been contacted by Tenderlink are no longer responding to tenders advertised on that platform. 

It is recommended that Local Governments ensure that the description of the tender being advertised is fully explanatory, to assist suppliers in deciding whether to download.
For further information, contact Alison Maggs on (08) 9213 2016
ONE70, LV1, 170 Railway Parade,
West Leederville, WA 6007
PO Box 1544, West Perth, WA 6872
Tel: (08) 9213 2000 | Fax: (08) 9213 2077
© Copyright Western Australian Local Government Association 2014

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WALGA · ONE70, Level 1, Railway Parade · West Leederville, WA 6007 · Australia