Douglas Shire Council
The procurement template documents below have been developed as part of a joint project between FNQROC and Ochre Legal, to promote consistency across the FNQ region. The documents are subject to copyright and are not to be distributed without approval.
All of the documents, regardless of the procurement process or project, are designed with a similar structure, comprised of the following parts and designed to be read and construed together:
- Part A - Procurement: Tender Documents and Procurement Process Conditions
- Part B - Evaluation: Evaluation Documents and Probity
- Part C - Contract: Contract and Scope and/or Specification documents
- Part D - Notices: Templates summarising all the notice requirements of contracts
If you are unsure of the procurement process, or which documents to use, FNQROC are happy to provide guidance and assistance, please contact Ieva Pradal, FNQROC Procurement Coordinator via .
Additionally, FNQROC welcomes any feedback in relation to suggested improvements or changes to the templates, please direct these to Ieva Pradal, FNQROC Procurement Coordinator via .
Please note, the descriptions in the tables below are for general guidance only and do not constitute legal advice.
Engaging suppliers through a Local Buy goods and/or services arrangement. To engage a contractor through a Local Buy construction arrangement, use suite 8, 9, 10 or 11.
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2. Services - Fixed Term Engagement
Engaging suppliers for a fixed period and a fixed scope. (e.g. cleaning, maintenance or management of a facility for an agreed term).
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3. Services - Single Engagement - Contract
Engaging suppliers of services to complete a fixed scope by a specified date (e.g. engaging a consultant to prepare a report) where Council requires a contract to be signed. Where Council wishes to engage the supplier using its standard terms and conditions, use suite 3A.
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3A. Goods & Services - General - Single Engagement
Engaging suppliers of services to complete a fixed scope by a specified date (e.g. engaging a consultant to prepare a report) where Council wishes to engage the supplier using its standard terms and conditions. Where Council requires a contract to be signed, use suite 3.
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4. Goods & Services - General - Single Engagement - Contract
Engaging suppliers to provide a fixed scope of goods and/or services by a specified date (e.g. engaging a supplier for a one-off cleaning service or for the one-off supply of goods) where Council requires a contract to be signed. Where Council wishes to engage the supplier using its standard terms and conditions, use suite 4A.
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4A. Goods & Services - General - Single Engagement - STANDARD T&C
Engaging suppliers to provide a fixed scope of goods and/or services by a specified date (e.g. engaging a supplier for a one-off cleaning service or for the one-off supply of goods) where Council wishes to engage the supplier using its standard terms and conditions. Where Council requires a contract to be signed, use suite 4.
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5. Plant Hire - ROPS or PSA - Contract
Establishing a register of pre-qualified suppliers of services or a preferred supplier arrangement under the Local Government Regulation for suppliers of a broad range of services, goods or work where Council requires a contract to be signed by all suppliers at the commencement of the term which will govern the ROPS or PSA. Where Council does not require a contract governing the ROPS or PSA, use suite 5A, 5B or 7.
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5A. Services-ROPS or PSA-Standard T&Cs
Establishing a register of pre-qualified suppliers of services under council’s standard terms and conditions where no contract will exist until suppliers are engaged and each engagement which will be governed by Council’s standard terms and conditions (that is, Council will not sign a contract either governing the ROPS or when a supplier is engaged). Where Council wishes to enter into a contract governing the ROPS, use suite 5.
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5B. G&S-General-ROPS or PSA-Standard T&Cs
Establishing a register of pre-qualified suppliers of goods and/or services under council’s standard terms and conditions where no contract will exist until suppliers are engaged and each engagement which will be governed by Council’s standard terms and conditions (that is, Council will not sign a contract either governing the ROPS or when a supplier is engaged). Where Council wishes to enter into a contract governing the ROPS, use suite 5.
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6. Plant Hire-ROPS or PSA-Contract
Establishing a register of pre-qualified suppliers of services under the Local Government Regulation for the wet and dry hire of plant where Council requires a contract to be signed by all suppliers at the commencement of the term which will govern the ROPS or PSA. Where Council does not require a contract governing the ROPS or PSA, use suite 6A.
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6A. Plant Hire-ROPS or PSA-Standard T&Cs
Establishing a register of pre-qualified suppliers of wet and dry hire of plant under council’s standard terms and conditions where no contract will exist until suppliers are engaged and each engagement which will be governed by Council’s standard terms and conditions (that is, Council will not sign a contract either governing the ROPS or when a supplier is engaged). Where Council wishes to enter into a contract governing the ROPS, use suite 6.
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7. Generic - ROPS or PSA - No contract
Establishing a register of pre-qualified suppliers or preferred supplier arrangement under the Local Government Regulation where there is no contract in place at the time of establishing the register or arrangement and no pre-agreed form of contract which will apply to specific engagements. These documents simply provide for the establishment of the register of pre-qualified suppliers or preferred supplier arrangement. Council must then identify the form of contract when seeking quotations from a supplier for a specific engagement or when the supplier is engaged. For example, this suite could be used to set up a panel of construction contractors, where Council will, during the term of the ROPS, seek formal quotes for each specific engagement using the RFQ and contract documents from either of suites 8, 9, 10 or 11.
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8. Works-Standard Risk-Construct Only
Construction work where the Contractor is not responsible for the whole of the design.
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9. Works-Standard Risk-Design and Construct
Construction work where the Contractor is responsible for the whole of the design. Where the Contractor is only responsible for part of the design, use suite 9 and the relevant optional design clause in the General Specification.
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10. Works-Standard Risk-Supply with Instrallation
Construction work that involves supply, delivery and installation of equipment.
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11. Works-Minor Works - With or Without Design
Low value, low risk construction projects regardless of whether the Contractor is undertaking any design.
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