Doing business with Council

Our statement of business ethics provides guidance for doing business with Council:

It outlines our ethical standards and our expectation that goods and service providers and contractors will comply with this standards in all dealings with us.

The statement details what contractors and goods and service providers can expect of Council, and what we ask of you.

Best value for money principle

The principle of best value for money is at the core of all Council's business relationships with contractors and suppliers of goods and services. Best value for money does not automatically mean the lowest price. Rather, Council will balance all relevant factors in determining true value for money, including:

  • initial cost
  • whole-of-life costs
  • quality
  • reliability
  • timeliness.

Part of obtaining best value for money also includes ensuring all our business relationships are honest, ethical, fair and consistent. Our business dealings will be transparent and open to public scrutiny wherever possible.

Purchase orders

When a supplier is successful with a quotation or tender, they receive an official purchase order and sometimes a Letter of Acceptance with a contract reference number.

  • A purchase order is essential to confirm an agreement has been made for carrying out works or purchasing of goods or services.
  • A supplier should not supply goods or services without first obtaining one of these numbers from the Council officer.

The official Council purchase order will be authorised and will include the name of the supplier, ABN number, contact details, the description of goods/services required, delivery details, and price exclusive of GST. Council's Standard Terms and Conditions for Purchase Orders will be provided with the purchase order. It is recommended that the conditions be reviewed prior to conducting business with Council to assess their impact, if any, on the business.

A purchase order is a legally binding document between a supplier and Council. It details the items the buyer agrees to purchase at a certain price point. It also outlines the delivery date and terms of payment for the buyer. The more specific and details included, the more efficient the purchase order will be.

  • When a seller (eg supplier, vendor, etc) accepts a purchase order, a legally binding contract is formed between the two parties.
  • The buyer should always clearly and explicitly communicate their requests to the seller, so there is no confusion when the purchase order is received.
  • If the purchase order is raised as part of a contract agreement, the conditions of the contract will prevail over the conditions of the purchase order.
  • If for any reason a supplier/business has concerns or queries regarding a purchase order, please contact Council’s contract administration.

Heavy Vehicle National Law (HVNL)

Eurobodalla Council endorses the requirements of the Heavy Vehicle National Law (HVNL) and regulations and the National Heavy Vehicle Regulator (NVHR) Chain of Responsibility (CoR).

Where Council is a consignor or consignee within the supply chain process, then Council require that all service providers take decisive action not to encourage nor require transport drivers to:

  • exceed the speed limits
  • exceed regulated driving hours
  • fail to meet the minimum rest requirements
  • drive while impaired by fatigue.

Where a service provider engaged under a contract breaches the HVNL and/or HVNR CoR, then Council may cancel any outstanding purchase orders placed with that service provider.

Ethical communication

As a general principle, all communication between Council and other parties should be clear, direct and accountable.

All contractors and suppliers have an obligation to ensure that their communication with us follows this principle.

What you can expect from us

We will ensure that all policies, procedures, and practices are consistent with best practice and the highest standards of ethical conduct.

Our staff are bound by Council's Code of Conduct. They are held accountable for their actions and expected to comply with the required standards of conduct at all times.