FAQs

A procurement is the process government uses when it needs to obtain goods, services or construction works, or in some circumstances dispose of public assets, using public funds.

A procurement may be undertaken for the public authority itself or on behalf of another public authority or third party. Depending on the requirement, it may involve market research, requesting quotations or tenders, evaluating supplier responses, establishing a contract and managing delivery of the agreed outcomes.

Government procurement is not just about buying goods and services. Procurement can also support broader economic and community outcomes for South Australia.

Depending on the nature of the procurement, agencies may consider outcomes such as:

• supporting South Australian businesses and jobs
• creating employment and skills development opportunities
• engaging apprentices, trainees and disadvantaged job seekers
• participation by Aboriginal businesses and Aboriginal people
• environmental sustainability and waste reduction initiatives
• opportunities for local businesses to participate in supply chains.

If social or economic outcomes are relevant to a procurement, the requirements will usually be outlined in the procurement documents.

For government procurement, a South Australian business is a business that operates in South Australia and, for the relevant procurement, has more than 50% of the workforce delivering the contract residing in South Australia.

No. South Australian businesses are not automatically awarded government work. To be successful, you must demonstrate that you can deliver the required goods or services and provide value for money. The South Australian Government has policies designed to create opportunities for local businesses and workers, but suppliers still need to compete and meet the requirements of the procurement process.

Value for money is not simply the lowest price. It is achieved by balancing whole-of-life cost with quality and other relevant financial and non-financial factors, including the supplier's capability, risks, contract outcomes and contribution to the South Australian economy where relevant.

A contract is a legally binding agreement between a government agency and a supplier that sets out the rights and obligations of each party. It will typically describe the goods, services or works to be provided, the basis for pricing and payment, performance requirements, and the terms and conditions that apply.

Contracts can be established in different ways depending on the procurement requirement.

Some contracts involve a commitment by the agency to purchase a specific quantity or scope of goods or services. Other contracts, such as standing offers, establish the terms and conditions under which future work may be requested but do not guarantee that any work will be awarded.

Where a standing offer is established, a separate order, work order, purchase order, statement of work or other approved ordering mechanism may be required before an obligation arises for the supplier to deliver services and for the agency to pay for those services.

Once established, contracts are managed throughout their term to ensure contractual obligations are met and the intended outcomes are delivered. For further information on how government contracts are managed refer to the Contract Management Policy on the Governance page

There is no single registration process that automatically makes a business a government supplier. To supply goods or services to government, suppliers need to respond to procurement opportunities published by public authorities.

Future procurement opportunities are identified through the Forward Procurement Plan, which can be accessed through Supplier Hub SA. If the procurement process is still in planning, you will be able to contact the agency through the published contact person.

Open tenders and other market opportunities are published on SA Tenders and Contracts. Suppliers should register on this platform and keep their contact details and business information up to date to receive relevant notifications and access procurement opportunities.

While not every government procurement opportunity is advertised as an open tender, planned procurement activities valued at over $55,000 are generally published in the Forward Procurement Plan on Supplier Hub SA at least three months before the expected procurement activity.

The Forward Procurement Plan provides suppliers with early visibility of future opportunities and details of the agency contact who can be approached to discuss the requirement. If you are interested in supplying to government, regularly reviewing the Forward Procurement Plan can help you identify and prepare for upcoming opportunities.

Information about previously awarded contracts and past tenders can be found on SA Tenders and Contracts website.

An approach to market is the way government invites suppliers to respond to a procurement opportunity. It may be open to all suppliers, limited to selected suppliers, or direct to one supplier where the policy requirements and approvals are met. The approved approach is based on value, risk, complexity, market analysis and the procurement objective.

If you identify an error, inconsistency, ambiguity or omission in the tender documents, you should raise it with the nominated contact officer as soon as possible using the process outlined in the procurement documents.

Carefully read the procurement documents and respond to all questions and requirements. Your response should clearly explain how your business will meet the requirements and provide evidence to support any claims regarding your capability, capacity, experience, qualifications or past performance.

While requirements vary between procurements, suppliers are commonly asked to provide:

• information about their business and key personnel
• relevant experience and examples of similar work
• details of their proposed solution or delivery approach
• pricing and commercial information
• licences, certifications, accreditations and insurances
• details of subcontractors or delivery partners
• responses to the evaluation criteria.

Do not assume the evaluation team has prior knowledge of your business, even if you have worked with the agency before. For probity and fairness, responses are evaluated based on the information provided in the submission. If a response does not address the question or provide sufficient supporting evidence, the evaluation team may be unable to consider information that has not been included in the response. This can affect the assessment of your bid. The evaluation team's role is to evaluate the submitted response, not to fill gaps using prior knowledge of a supplier.

There is no guaranteed way to win a government opportunity, however there are several steps suppliers can take to improve the competitiveness of their bids.

• carefully reading the procurement documents and responding to all requirements
• demonstrating how your solution meets the evaluation criteria and addresses the agency's needs
• providing clear examples of relevant experience, capability and past performance
• asking questions during the open query period during the open tender process if requirements are unclear
• ensuring all requested information and supporting documents are submitted by the closing date and time
• attending supplier briefings or market engagement activities where available
• requesting a debrief if unsuccessful so you can learn from the experience and strengthen future submissions.

The most competitive bids clearly demonstrate an understanding of the requirement, provide evidence of capability and experience, meet all mandatory requirements, and show how the proposed solution will deliver value.

Yes, innovative solutions are often welcomed where they help government achieve a better outcome. However, suppliers should first check whether the procurement documents allow alternative offers. If you propose an alternative solution, clearly explain the benefits and demonstrate how it meets the agency's requirements. Remember that evaluators can only assess the information provided in your response, so any innovation or alternative approach must be clearly described and supported by evidence. Responses should always address the stated requirements and evaluation criteria.

Yes. You can withdraw, replace or amend your response at any time before the closing date and time.

If you need to make changes, you should delete the incorrect file and upload the most current version before the tender closes.

It is your responsibility to ensure that the correct and complete response has been uploaded before the closing date and time. After the tender has closed, suppliers are generally unable to amend their submission.

Avoid waiting until the last minute to upload your response. Submitting early allows time to check that all files have been uploaded correctly and that the final version is the one you intended to submit.

Suppliers are responsible for ensuring their responses are submitted before the closing date and time specified in the procurement documents.

If you miss the closing date, your submission may not be accepted or considered. Government agencies must treat suppliers fairly and consistently and accepting a late submission may not always be possible.

To avoid missing a deadline:

• allow sufficient time to complete and review your response
• submit early rather than waiting until the last minute
• ensure all supporting documents have been uploaded
• contact the nominated procurement contact as soon as possible if you experience an issue that may affect your ability to submit on time.

Submitting your response early reduces the risk of technical issues, internet outages, upload delays or other unexpected problems preventing your bid from being received before the closing time.

Treat the closing date and time as a firm deadline and aim to submit your response well before it expires.

No. South Australian businesses are not automatically awarded government work. To be successful, you must demonstrate that you can deliver the required goods or services and provide value for money. The South Australian Government has policies designed to create opportunities for local businesses and workers, but suppliers still need to compete and meet the requirements of the procurement process.

No. While price is an important consideration, government does not automatically select the lowest-priced bid. Procurement decisions are based on the evaluation criteria published in the procurement documents. Suppliers should focus on demonstrating how their proposed solution meets the requirements and delivers value, rather than competing on price alone.

Insurance requirements vary depending on the nature of the goods or services being provided, the level of risk involved and the contract requirements.

Common types of insurance may include public liability, professional indemnity, workers compensation and motor vehicle insurance where vehicles are used to deliver the contract.

The procurement documents or contract will usually specify the types and minimum levels of insurance required. You may be asked to provide certificates of currency before a contract is awarded or before work commences.

If you are considering responding to a procurement opportunity, check the insurance requirements early. If you do not currently hold the required insurance, speak with your insurer to understand whether it can be obtained and what the costs may be.

Mandatory requirements are the minimum requirements that suppliers must meet to be considered for a contract. If you do not meet a mandatory requirement, your response may not progress to the next stage of evaluation, regardless of how strong the rest of your submission is.

If you are unsure whether you meet a mandatory requirement, do not assume it will not matter. Review the documents carefully and seek clarification from the contact person before the closing date if anything is unclear.

If your offer is unsuccessful, you should be advised of the outcome in writing and you may request feedback or a debrief. A debrief is intended to help you understand the quality of your response and areas for improvement for future opportunities.

Yes. An unsuccessful result on one procurement does not prevent you applying for future opportunities. Each procurement is assessed on its own requirements, evaluation criteria and approved process. Feedback from a debrief can help improve future responses.

As a contract approaches its end date, the agency will review its future requirements and determine the most appropriate course of action. This may include exercising an extension option (if available under the contract), establishing a new contract through a procurement process, using another existing arrangement, or discontinuing the requirement if it is no longer needed.

Where a contract includes extension options, the agency may decide to extend the contract after considering factors such as contract performance, whether the arrangement remains fit for purpose, ongoing business needs and value for money.

Suppliers will generally be advised in advance whether an extension option will be exercised or whether the agency intends to undertake a new procurement process. Existing suppliers are not automatically awarded a new contract and may be required to compete for future opportunities. For further information refer to the SA Contract Management Policy on the Governance page

Price increases are not automatic. The contract will generally set out whether prices can be adjusted, when adjustments can occur and the process that must be followed. If your costs increase during the contract term, you should contact the contract manager as early as possible and provide any supporting information required under the contract. Any request for a price increase will be assessed in accordance with the contract terms and relevant approval requirements.

You are responsible for managing your subcontractors. While subcontractors may assist with delivering the contract, the government agency's contract is with you, not your subcontractors. You remain accountable for the quality, performance and delivery of all goods and services provided under the contract, including those delivered by subcontractors. Where required by the contract, agency approval must be obtained before engaging or replacing subcontractors.

Some contracts require suppliers to obtain approval before changing a subcontractor. This is because the experience, qualifications, capability or specialist expertise of a subcontractor may have formed part of the supplier's original offer and may have been considered during the evaluation process.

Approval helps ensure that any replacement subcontractor has the necessary capability to deliver the required goods or services and that the contract continues to be delivered as originally proposed. It also helps maintain the integrity of the procurement process by ensuring that significant changes are not made to the delivery team after the contract has been awarded.

The contracted supplier remains responsible for the performance of any subcontractors engaged under the contract.

If you are experiencing difficulties meeting your contractual obligations, you should contact the contract manager as soon as possible. Early communication gives the agency an opportunity to understand the issue and work with you to identify a solution.

Depending on the circumstances, you may be asked to provide a corrective action plan, address performance issues, reperform services, replace defective goods or take other steps to meet your contractual commitments.

Failure to meet contractual requirements may affect payments, contract extensions, performance assessments and future opportunities to do business with government. In serious cases, the agency may exercise its rights under the contract, including terminating the agreement.

The best approach is to raise issues early, be transparent about the challenges you are facing, and work collaboratively with the agency to resolve them before they impact service delivery.

As a contract approaches its end date, the agency will decide whether the contract should be extended (if the contract allows), replaced through a new procurement process, or whether the requirement is no longer needed. Existing suppliers are not automatically awarded a new contract and may need to compete for future opportunities through a new procurement process. For further information refer to the SA Contract Management Policy on the Governance page.

An Aboriginal Business is a business with an ABN or ACN that is 50% or more owned by one or more Aboriginal people. It can demonstrate that Aboriginal people are involved in the daily operation of the enterprise and have control in line with their ownership.

Aboriginal businesses can identify themselves when registering their business and when responding to procurement opportunities. Government agencies may also use information from recognised Aboriginal business directories and registers to identify potential suppliers.

In South Australia, the Office of the Industry Advocate maintains a list of Aboriginal businesses that can be used by government buyers and suppliers to identify Aboriginal businesses operating in the market.

If your business is an Aboriginal business, consider ensuring your information is current on relevant business directories and registers, and clearly identify your status when responding to procurement opportunities.

Aboriginal businesses can participate in government procurement in the same way as any other supplier by registering their business, monitoring opportunities and responding to procurement opportunities that align with their capabilities.

To improve your visibility and access to opportunities:

• ensure your business is registered on Supplier Hub SA
• keep your business profile and contact information up to date
• monitor the Forward Procurement Plan and open opportunities
• cattend supplier briefings and industry engagement activities where available
• clearly identify your business as an Aboriginal business where requested and provide any supporting information required.

The South Australian Government is committed to increasing opportunities for Aboriginal businesses through its procurement framework. However, suppliers should still demonstrate their capability, capacity and ability to deliver the required goods or services.

A not-for-profit (NFP) supplier is an organisation that operates for a social, community, charitable, cultural, educational or other public purpose rather than to generate profits for owners or shareholders. Any surplus income is generally reinvested in the organisation and its activities.

Being a NFP organisation does not prevent you from supplying goods or services to government. NFP organisations can compete for procurement opportunities, enter into contracts and be paid for delivering goods or services in the same way as other suppliers.

Government may engage with NFP organisations through either a procurement or a grant arrangement, depending on the nature of the requirement. If government is purchasing services from your organisation, you may be engaged under a contract. If government is providing funding to support a project, program or community outcome, a grant or funding agreement may be more appropriate.

A procurement is when a government agency is purchasing goods or services from a supplier to meet a business need. If you are awarded a contract, you are responsible for delivering the agreed goods or services and meeting the contract requirements in return for payment.

A grant is funding provided by government to support a project, activity or initiative that delivers a public, community, economic or social benefit. While grant recipients are accountable for how the funding is used and may have reporting obligations, they are not supplying goods or services to government under a procurement contract.

If you are responding to an opportunity, the documents will indicate whether the opportunity is a procurement or a grant. This is important because different application processes, assessment criteria, funding arrangements and contractual obligations apply.

Yes. Depending on the procurement requirements and applicable procurement rules, government agencies may approach suppliers directly or invite a limited number of suppliers to submit a quote or proposal.

Suppliers may be identified through existing contracts, standing offers, prequalification arrangements, the Supplier Hub, market research, previous experience or other appropriate sourcing methods.

Yes. A Request for Information (RFI) is an opportunity for suppliers to share information about their products, services, capabilities and market insights. You do not need to intend to bid for any future procurement opportunity to participate.

Responding to an RFI can help government better understand the market and available solutions, while also giving suppliers an opportunity to increase awareness of their capabilities and provide feedback on proposed requirements.

Participating in an RFI does not create an obligation to submit a future bid, nor does it provide an advantage or guarantee that a future procurement opportunity will be released.