Being a supplier with Council
This page aims to outline how Invercargill City Council procures goods and services and to provide further information that will help suppliers and contractors to work with Council.
We will provide information on our procurement methods, tender processes, health and safety, payment processes and current and awarded tenders.
Background
Invercargill City Council approved the 2021-2031 'Roadmap to Renewal' as part of the Long-term Plan process. This roadmap forms the core of our strategy over the next ten years as we work to create a city with heart.
Council has approved funding for the next three years as follows:
| Service | 2021–22 | 2022–23 | 2023–24 |
|---|---|---|---|
| Core capital projects | $46.6m | $32.1m | $28.6m |
| Strategic Roadmap to renewal projects | $18.6m | $13.3m | $16.3m |
Procurement Policy
Also refer to the Procurement Policy on the Policies page.
This policy covers activities associated with the purchasing of all goods and services by or on behalf of Council. It applies equally to Council, Community Boards, the management team, all departments and staff.
Dependant on the value, complexity, risk and type of work a decision is made on which method we follow.
We aim to do this by:
- Obtaining value in expenditure of public money
- Ethical and fair treatment
- Probity, accountability and transparency
- Social equity
- Fostering local business
What will we be procuring?
- Capital works and maintenance contracts for Roads and Transport, Managing Climate Change, Water, Stormwater and sewerage, built infrastructure, parks and reserves
- Specialist consultants
- General consultants
- Other general services and supplies when required
Types of procurement
Open Tenders
All projects over $200,000 will be advertised publicly on Government Electronic Tendering (GETS). Interested parties are invited to register with GETS to receive notifications of upcoming public tender opportunities. There is no cost to this service.
Request for Quotes
When the value of the contract will be between $10,000 and $100,000 Council will contact selected or specialist supplier to provide quotes.
Procurement Process
- Council determines requirements: scope, budget, timeline, health and safety
- Council select from the above procurement type and prepares the tender information
- a detailed description of the goods or services required for respondents
- response form template to be completed including schedule of prices
- the conditions of the tender
- the tender deliverables
- a draft contract
- Council publishes the tender on GETS or contacts selected suppliers directly.
- Suppliers respond to the tender
- read all of the documents provided
- attend any pre-tender briefing sessions
- check anything you do not understand with the nominated Council contact officer before the clarification period closes
- plan and prepare your response
- submit your response in the correct format before the closing date
- Council will evaluate the applications as outlined in the tender document and select a supplier.
- The contract is awarded and executed by the supplier and Council
- The unsuccessful suppliers are notified.
- Council staff manage the contract.
Unsolicited Proposals
Sometimes suppliers approach the Council with a proposal for something they think the Council needs outside a competitive tendering processes. Generally Council will not accept these proposals and all procurement will follow the procurement policy.
Health and Safety Requirements
Council is committed to working with our suppliers to ensure the health, safety and wellbeing of our suppliers, staff, residents and visitors to Invercargill.
We ask all our suppliers to have:
- A health and safety system
- Processes to identify and manage hazards and risks and safety at work
- Safe plant and equipment
- Adequate health and safety training and supervision
- Appropriate resources, knowledge and expertise
- Be pre-qualified through SiteWise
All suppliers to Council who will be providing physical works are required to be prequalified by registering with SiteWise.
SiteWise contractor accreditation
Invercargill City Council aims to provide a safe environment for people who are working on-site at Council facilities or worksites and to monitor the arrival and departure of people working on-site.
An important part of health, safety and wellness management relates to the work of contractors and subcontractors.
Under the Health and Safety at Work Act 2015, Invercargill City Council is a PCBU and therefore has the responsibility to ensure, as far as reasonably practicable, the health and safety of all workers including contractors, subcontractors and regular volunteers as well as any others who may visit or be involved with the worksite.
SiteWise is a pre-qualification system that grades a contractor’s health and safety capability and publishes that grade in a database that can be viewed by Council. This allows for better contractor selection and an easier tendering process for everyone involved.
Once received, you can send your SiteWise certificate through to the Health and Safety team by emailing hs@icc.govt.nz
Four Wellbeings
Social and Sustainable Procurement is an issue being taken up by Procurement in New Zealand, Australia and Europe as a means to help achieve public and government expectations of meeting societal obligations.
Environmental sustainability
We’re helping our environment by looking for ways we can reduce energy use, greenhouse gas emissions, solid waste generation and to improve the quality of the water we use.
Social responsibility
We’re contributing to our local communities and social wellbeing in Invercargill by promoting diversity, acceptance, and compassion for all people. This included purchasing from local business and employment of vulnerable groups.
Economic benefit
We’re making a positive economic contribution to our city in lots of different ways – from using local businesses for goods and services we supply to supporting events that bring money into Invercargill.
Cultural
Procurement may give weighting to services provided by Tangata whenua and / or Maori business.
Payment Processes
Invercargill City Council has an automated payment process – this makes getting paid on time easy.
Before you start your invoice
- New suppliers to Council need to complete an initial new supplier form in order to receive payment, refer to the Supplier Setup section below more details.
- Make sure you receive a purchase order number from your Council contact when the purchase is confirmed.
- If it is a tax invoice, make sure it complies with the Inland Revenue requirements for a tax invoice.
- If you have recently made any changes to your details (e.g. GST, address, bank account), or to your invoice format (e.g. changed from MYOB to Xero) – notify us at askaccountspayable@icc.govt.nz with proof of change as soon as possible so we can update our records. If your details do not match our records this could delay payment of your invoice.
Preparing your invoice
- Include the correct purchase order number on the invoice.
- On the invoice, address it to Invercargill City Council, 101 Esk Street, Private Bag 90104, Invercargill 9840
Sending your invoice
- By email: Attach your invoice and supporting documents in a PDF format and email to: APInvoices@icc.govt.nz
Payment of your invoice
After receiving your invoice, it will be matched against our records and then processed for payment as per the agreed payment terms. Council will pay invoices on or around the 20th of each month following the date of the invoice unless alternative payment terms have been agreed in your contract.
New Supplier Setup
Supplier set up forms are provided directly by Invercargill City Council once approval to establish a new supplier has been obtained.
Please contact your Council representative to request the appropriate form and instructions.
