Submitting a Tender via VendorPanel
Wagga Wagga City Council uses VendorPanel, a secure online procurement platform, to manage tendering and quotation processes.
VendorPanel is free for suppliers and provides a simple, transparent way to submit your tender or quotation to Council.
Once registered, your business profile becomes visible not only to Council buyers, but also to other organisations using the Marketplace to source suppliers in your industry and region.
Why use VendorPanel?
- Easy to receive and respond to requests for quotes and tenders
- Streamlined communication with Council through the platform
- A secure, structured process that ensures compliance and transparency
- All documentation and correspondence is stored in one place
To get started, register your business on VendorPanel and complete your profile. This will allow you to be invited to relevant opportunities and submit tenders directly through the platform.
Check out the below video to see how VendorPanel can help your business
Submit a Tender Guide
Step 1: Preparing Your Tender
Before submitting a tender, it’s important to be well-prepared and ensure your submission meets all requirements. Here’s how to get started:
- Assess your suitability - Consider whether your organisation has the capability and capacity to deliver the project.
- Read the tender documents thoroughly - Understand the conditions of tendering, contract terms, specifications, and any clauses related to delivery, pricing, or variations.
- Ensure you have an ABN - You must include a valid Australian Business Number (ABN) in your application. If you don’t have one, you can apply via the Australian Business Register.
- Seek clarification if needed - If you’re unsure about any aspect of the contract or requirements, contact the nominated person listed in the tender or seek legal advice.
Check your submission carefully
- Have you completed all required fields?
- Have you responded to all criteria?
- Have you signed all necessary sections?
- Have you understood and addressed all elements of the documentation?
Taking the time to prepare properly increases your chances of submitting a clear, complete, and competitive tender.
Step 2: Lodging Your Tender
Once you’ve completed all required fields, addressed each evaluation criterion, and prepared your submission in full, you’re ready to lodge your tender.
- Ensure all requirements are met - Your tender response must be complete, accurate, and comply with the instructions provided. All mandatory fields must be answered, and the required number of copies (if applicable) included. Incomplete submissions may be deemed non-conforming and excluded from consideration.
- Submit on time - Tenders must be lodged by the stated closing time and date. Late submissions will not be accepted, except in exceptional circumstances.
- Submit via Vendorpanel - Tenders should be submitted electronically via VendorPanel, this ensures a secure and timely lodgement process. Council does not accept tenders submitted by email or fax.
- Hard copy submissions (if required) - If submitting in person, place your tender in the tender box at Council’s Customer Service counter, Civic Centre, 243 Baylis Street, Wagga Wagga NSW 2650. The tender box is accessible Monday to Friday, 8:30am to 5:00pm.
Important note: The information provided in your tender becomes part of the contract if your offer is successful. Ensure your submission accurately reflects your capability to deliver the proposed services or works.
Step 3: Awaiting Review
All submitted tenders are assessed by a dedicated evaluation panel against the criteria outlined in the Request for Tender documents.
The panel reviews each submission in detail, checking for compliance with all conditions of tendering. Strengths and weaknesses are recorded, and only conforming tenders - those that meet all specified requirements - will be considered. Incomplete or non-compliant submissions may be ruled non-conforming and excluded from further evaluation.
Tender decisions are based on the principle of value for money, not simply the lowest price. The panel will also consider environmental performance, giving preference to cost-competitive products and suppliers that demonstrate responsible environmental practices.
Once Council has reviewed all responses and made a decision, you will be notified in writing about the outcome of your submission.
Please note:
- There is no opportunity to negotiate the contract after acceptance. Any alternative terms must be included in your original submission.
- Lobbying of Councillors or Council staff is strictly prohibited and may result in disqualification.
Tips for writing your tender application
Do:
- Respond to all evaluation criteria - Address each part of the criteria clearly and thoroughly.
- Understand the requirements - Read the mandatory conditions and terms carefully before preparing your submission.
- Show what you can do - Explain your organisation’s capabilities using clear, factual examples.
- Be clear about assumptions - If your offer relies on any assumptions, make sure these are clearly explained.
- Explain how the work will be delivered - Show that your organisation has the resources and capacity to meet the requirements.
- Ask questions if unsure - If anything is unclear, contact the tender team for clarification—they’re there to assist.
- Allow enough time to submit - Ensure your bid is lodged through VendorPanel before the closing deadline.
Don’t:
- Don’t assume we know you - Even if you’re an existing supplier, explain your capabilities in detail—evaluation is based on what you submit.
- Don’t be vague or generic - Avoid generalised statements or marketing content that doesn’t directly address the tender.
- Don’t reuse old content blindly - Make sure any reused content is updated and relevant to this specific tender.
- Don’t wait to give your best price - Submit your most competitive offer up front—there may not be a second chance.
- Don’t use unclear statements - Be specific. Avoid phrases like “up to 24 hours” or “save 50%” without details to support them.
VendorPanel How To's and Tutorial Videos
This short video will guide you through the registration process, including how to register to multiple lists and complete your profile so it is visible to buyers.
Be attractive! Buyers want to know your business - so be detailed in your description, add documents like compliances, and include your colleagues so they can help you manage quotes and stop opportunities slipping through the cracks.
Create a compelling Business Profile on VendorPanel 211.6 KB Download