PURCHASING, TENDERS AND CONTRACTS

(Selling to the Bureau - Tenders, Contracts Arranged and Other Procurement Information)

• CONTRACTS EXCEEDING $100,000 - SENATE ORDER
• COMMONWEALTH PROCUREMENT GUIDELINES AND CIRCULARS
• SUPPLIER PRE-QUALIFICATION SCHEMES
  • Endorsed Supplier Arrangement
  • Telecommunications Services to Government
• ADVERTISING OF TENDERS AND CONTRACTS
• GOVERNMENT ONLINE STRATEGY
• INDUSTRIAL CAPABILITY NETWORK
• BUREAU PROCUREMENT
  • Purchasing Benchmarks
  • Procurement Profile
  • Bureau Standard Conditions of Contract
  • Payment Terms
  • Goods and Services Tax
• BUSINESS OPPORTUNITIES
• CONTACT POINTS

Please note, many of the documents referred to in this document are recorded using the Portable Document Format (PDF). For information on this format, refer to the end of this document.

Commonwealth Procurement Framework

The Bureau’s procurement is conducted within the Government Procurement Framework incorporating Commonwealth Procurement Guidelines, Procurement Updates and Guidance material. Copies of the guidelines and associated circulars can be obtained from the Department of Finance and Administration at http://www.finance.gov.au/ctc

Supplier Pre-Qualification Schemes

Endorsed Supplier Arrangement

The Endorsed Supplier Arrangement (ESA) is a system for prequalifying suppliers of Information Technology equipment and services, major office machines, commercial office furniture and auctioneering services to sell to the Commonwealth. Where suitable equipment or services are available, the Bureau is obliged to purchase IT equipment and services, and major office machines from endorsed suppliers.

Information about the ESA and the endorsement process can be obtained from the Department of Finance and Administration at http://www.esa.finance.gov.au/

The ESA is a Multi-Use List and does not:

• guarantee that suppliers will be included in any select tender process; or
• represent a contract for the supply of products or services.

Endorsed Suppliers must still identify relevant Government business opportunities and prepare submissions to requests for tenders and expressions of interest.

Telecommunications Services to Government

The Australian Government Information Management Office (AGIMO) manages the Whole of Government Telecommunications Arrangement (WOGTA) that aggregate the Commonwealth's purchasing of voice, data, mobile, Internet and facilities management services. Under WOGTA, licensed carriers under the Telecommunications Act 1997 (Cwlth) and carriage service providers are required to sign a separate Head Agreement with AGIMO before they can provide telecommunications services to departments and agencies.

To learn more about the various AGIMO initiatives and how to become a signatory to the Whole of Government Telecommunications Arrangement, visit the AGIMO website: http://www.agimo.gov.au/infrastructure/telecommunications

Advertising of Tenders and Contracts

To ensure openness and accountability in Government purchasing, all agencies subject to the Financial Management Accountability (FMA) Act 1997 must publish open business opportunities, and report contracts and standing offers with a value of $10,000 or more on AusTender. This includes purchase orders, oral or written contracts, leases and corporate credit card transactions.

AusTender is managed on behalf of the Australian Government by the Department of Finance and Administration. Suppliers are free to browse the following sites to identify business opportunities and the level of activity in Government purchasing:

• business opportunities are published at https://www.tenders.gov.au/federal/index.shtml; and
• contracts arranged are published via AusTender at http://www.contracts.gov.au/.
  

Government Online Strategy

The Australian Government is committed to moving to e-commerce for procurement. For simple procurement it is Government policy that agencies should be able to trade electronically with all suppliers that wish to do so, using open standards.

To support complex procurement (purchase of complex or strategic requirements, usually via a tendering process), the Australian Government AusTender system has been implemented. It is also Government policy to pay all its suppliers electronically.

Where appropriate AGIMO will provide suppliers with guidance on trading electronically with Government. In stdctr2 as part of the Government's Small Business Assistance package, the National Office for Information Economy (NOIE) developed "Doing Business Online with Government" - a guide for suppliers to trade electronically with Commonwealth Government agencies. As this document is still relevant, it has been retained by AGIMO for the benefit of suppliers. Details are available at :http://www.agimo.gov.au/business/e-procurement

With few exceptions, the Bureau is paying its invoices by electronic funds transfer and deals electronically with some of its regular suppliers. See under Payment Terms to find out how you can pay the Bureau electronically.

Industrial Capability Network

The industry Capability Network (ICN) is an Australian-wide network with 24 offices located around Australia and a staff of around 80 technical experts that can assist businesses to maximise the opportunities that arise from purchasing undertaken by both the government and private sectors.

ICN is independently managed and financially supported by the Commonwealth Department of Industry, Tourism and Resources (DITR).  Amongst its services, ICN can assist industry find new business opportunities, match Australian suppliers with buyers, and assist businesses to identify local suppliers.

The ICN provides a valuable link between buyers and sellers and the Bureau has used the ISN to identify local suppliers with the capability and ability to meet the Bureau specialised requirements.

Suppliers can find out more about the ICN and register with the ICN at http://www.icn.org.au/icn/default.aspx.

Bureau Procurement

Purchasing Benchmarks

To achieve a balance between competition and the costs associated with inviting and evaluating offers, the Bureau currently has in place purchasing benchmarks as follows:

• up to $2000 - quotes are not required (but may be advisable if it is believed there is a possible material disparity between suppliers);
• >$2,000 - <$10,000 - obtain at least three competitive verbal quotes;
• >$10,000 - <$80,000 - obtain at least three competitive written quotes. However, depending on the value, complexity and risk of the proposed project, consideration should be given to open or select tenders;
• $80,000 or more - covered procurement subject to the Commonwealth Mandatory Procurement Procedures (open tender); and
• $6 million - for procurement of construction services.

The above benchmarks will not be applicable in every case. Other factors will determine the purchasing method to be adopted and these may include:

• a sole supplier or limited number of suppliers exist;
• access to a panel arrangement or Multi Use List is available;
• pursuing the second (or subsequent) phase of a multi-stage procurement process;
• a genuine urgency exists; and
• the procurement is exempt form Mandatory Procurement Procedures for reasons prescribed in the Commonwealth Procurement Guidelines.

Bureau Procurement Profile

The Bureau purchases a wide range of goods and services. Besides stationery, I.T. hardware and software, office machines and general office requisites, the Bureau has more specific requirements in the following categories:

• Fabricated metal products
• Pneumatic and hydraulic pumps, compressors and control equipment
• Electrical machinery and apparatus
• Electronic valves and tubes, and electronic components
• Parts for radar, radio and communications equipment
• Instruments and appliances for measuring, checking, testing and other purposes
• Construction work
• Engineering services
• Consultancy services
• Research and development services
• Repair services

In the 2004-05 financial year, there were approximately 15,979 transactions for the purchase of goods and services with a total value in excess of $104 million. The following tables give a breakdown of this procurement activity:

Transactions by quantity placed

Transactions Below $10,000

Transactions Between $10,000 and $50,000

Transactions Above $50,000

Head Office

6,626

647

259

Regional Offices

8,284

155

8

Totals

14,951

774

254

Transactions Below $10,000

Transactions Between $10,000 and $50,000

Transaction Above $50,000

Head Office

$6,992,000

$10,057,000

$79,235,000

Regional Offices

$5,000,00

$2,166,000

$560,000

Totals

$11,992,000

$12,223,000

$79,795,000

The above do not include purchases made by credit card. There are approximately 354 cardholders in the Bureau who, in the 2004/05 financial year, spent over $2.7 million on basic goods and services.

Bureau Standard Conditions of Contract

The Bureaus Standard Conditions of Contract for the Purchase of Goods and Services are available for download here. These conditions apply to the majority of purchases made by the Bureau. The Bureau of Meteorology does not warrant that the documents on this site are the latest documents or that they will be used for all purchases. Suppliers should note that the terms are varied from time to time so the terms available on this site may not be the latest terms. Please contact the Bureau and speak to the Senior Contracts Officer or by e-mail to  contracts@bom.gov.au if you want to check on whether a new version of a contract is being released.

There will be specific purchases for which different conditions apply and in those cases the conditions will be included in the offer invitation documents or offered to the supplier prior to contract.

Payment Terms

Unless other arrangements are agreed, the Bureau’s standard terms of payment are thirty days from date of acceptance of good and/or services and a correctly rendered invoice. Advance payments are generally not agreed unless there are commensurate savings to the Bureau and they are secured in some way.

The Bureau is required to pay its accounts electronically. Any new suppliers to the Bureau will be required to provide their bank account details. Suppliers can do this by submitting an Electronic Funds Transfer Authority that can be downloaded here.

[THE ELECTRONIC FUNDS TRANSFER AUTHORITY FOR COMPANIES IS AVAILABLE AS A DOWNLOADABLE ACROBAT DOCUMENT.]

Goods and Services Tax

The Bureau of Meteorology is subject to A New Tax System just like any other Australian business. The Bureau of Meteorology, including its commercial arm, is registered for GST and has the Australian Business Number (ABN) 92 637 533 532. The GST will be included in the price of, and payable on, taxable supplies that the Bureau provides, and the Bureau will be entitled to input tax credits on its creditable acquisitions. If the value of the supply is $50 or more, the Bureau will need to obtain tax invoices from suppliers registered for GST to allow it to claim the input tax credits.

The Bureau prefers to deal with suppliers with an ABN, but there is no obligation on suppliers with an annual turnover of less than $50,000 ($100,000 for non-profit bodies) to have an ABN (except entities that supply taxi travel who must register regardless of turnover). However, it should be noted that if an ABN is not provided, the Bureau is required by legislation to deduct withholding tax and remit it to the Australian Taxation Office (ATO). Withholding Tax will not be deducted from invoices from non-registered suppliers in the following circumstances:

• the supplier is registered for an ABN only, or
• the supplier has completed and lodged with the Bureau a Statement by a Supplier - Reason for not quoting an Australian Business Number (ABN) to an enterprise

In both cases the supplier cannot charge GST.

If you require further information on The New Tax System, want to obtain the necessary forms, wish to register for GST or just an ABN, please call the Australian Taxation Office (ATO) on 13 24 78 or visit the ATO’s website at www.ato.gov.au.

Business Opportunities

The Bureau issues from time to time Business Opportunities in the form of Requests for Tender, Proposals, Expressions of Interest, etc. They are published on AusTender at

https://www.tenders.gov.au/federal/index.shtml. If no Business Opportunities are open and you believe you have goods or services that may be of interest to the Bureau please send a message to the Finance and Supply Section at mailto:contracts@bom.gov.au with details of your business and its capabilities.

Multi-Use Lists

Current Opportunities

Contracts Exceeding $100,000 - Senate Order

In accordance with a Senate Order J.4358-9 of 20 June stdctr1, the Bureau is required to publish contracts of $100,000 or more in value and which have not been fully performed or which have been entered into in the previous twelve months.

Clicking on the link below will bring up a list with information on the contractor, date of the contract, the subject matter of that contract and if any special confidentiality provisions apply.

The cost of complying with this Senate Order is being absorbed by the Bureau as part of its existing administrative activities.

Unless otherwise stated the Bureau treats contract information as commercial-in-confidence and publication is confined to summary details on AusTender (at http://www.contracts.gov.au/) and this site.

The Bureau may make additional information available upon request. In so doing the Bureau will use the Department of Prime Minister and Cabinet guidelines on the scope of public interest immunity (in Government Guidelines for Official Witnesses before Parliamentary Committees) to determine whether information regarding contracts will be provided. The Bureau will not disclose information if disclosure would be contrary to the Privacy Act 1988, or to other statutory secrecy provisions, or if it has given an undertaking to another party that the information will not be disclosed.

LINK TO SENATE ORDER J.4358-9 LIST

Contact Points

If you want to know more about procurement by the Bureau, or if you supply goods or services which you believe may of interest to the Bureau, you can contact Finance and Supply Section on telephone
03 9669 4438 or by e-mail to contracts@bom.gov.au (Last revised on 30 January 2006).

Please note that you must download Adobe Acrobat Reader (available free from ADOBE) to open the PDF versions of the publications. If you encounter problems reading the PDF versions, ensure you have version 3.1 or later of Adobe Acrobat Reader. Click here to contact us if problems still exist.