Doing business with Council

We are a big customer when it comes to business and love to buy locally! 

To take the confusion out of the procurement process, we have created Doing Business With Council, a guide that gives you all the information your need about being a Council supplier.

Doing Business with Council Event

Join us for a FREE information session on 'Doing Business with Council,' focusing specifically on quotations and tenders for goods and services supporting Council operations. This event is tailored to assist your business in navigating through these processes with ease.

Event Details:

  • Date: Wednesday, 27 March 2024
  • Time: 5:30 pm - 8:00 pm
  • Venue: Cessnock Leagues Club, 1 Darwin St, Cessnock NSW 2325
  • Cost: FREE
  • Light Refreshments will be provided

During this session, our experts will provide comprehensive guidance, ensuring you gain a clear understanding of Council's expectations and specific requirements related to quotations and tenders.

Participants will receive the 'Doing Business with Council' handbook—a comprehensive resource put together to support you through every step of the quotation and tender process.

Recognising the significance of networking, we've arranged for light refreshments during the session, creating an excellent opportunity not only to gather crucial information but also to connect with key figures in the local business community.

Don't miss out on this chance to enhance your business's collaboration with Cessnock City Council. RSVP now to secure your spot at this informative event.


Keeping of records

Records created or received by a service provider relating to the performance of a contract are considered State Records under the State Records Act 1998 (NSW). Service providers must make and keep records of all matters relating to the performance of the contract including but not limited to records of inspections, testing and compliance, records of accounts, timesheets and reports produced.

All contractors must:

  • make and keep records of all matters relating to the performance of the contract
  • store records in an appropriate secure location and in a format that is accessible by Council
  • ensure that records are not inappropriately accessed, used, disclosed or destroyed without approval from Council
  • return state records to Council at the end of the contracted period within a reasonable timeframe
  • provide Council with access to records relating to the performance/delivery of the contract within seven days of a written request by Council
  • abide by the requirements of the Privacy and Personal Information Protection Act 1998 and the Health Records and Information Privacy Act 2002 and Council’s Privacy Management Plan

Our procurement process

We advertise our quotations and tenders on VendorPanel. To access our tenders and submit your quotes, you must register your company.

Register on VendorPanel 

These systems speed up the procurement process and reduce costs for us and our suppliers. They capture your business information and allow us to provide open and transparent processes.


How much does it cost?

Registration is free for VendorPanel, with no costs for signing up, receiving notifications or submitting quotes! 

How can I obtain the tender documentation?

Once registered as a supplier, you'll be able to download and view the documentation electronically. You'll also receive email notifications of any new requests we publish. 

How can I obtain more information?

If you have questions, you can ask them through the forum on the online system.

How do I make a submission?

Upload your submission into the online system before the advertised closing date.

Our procurement values

We are committed to ethical business practices and expect the people we deal with to have the same ethical behaviour. 

  1. Value for money
    Obtaining the best quality and value for the price.

  2. Open and fair competition

    All prospective suppliers will be treated fairly in an open and transparent manner with the same access to information about the engagement.

  3. Accountability
    A clear framework and process lines of responsibility and accountability with all relevant transactions documented.

  4. Risk management
    Recognising risk and developing strategies to deal with the risk.

  5. Probity and transparency
    Conducting business in an honest and principled manner, demonstrating the highest levels of integrity consistent with the public interest.

Register of government contracts

In accordance with the requirements of Section 27 of the Government Information (Public Access) Act 2009, we're required to maintain a register that records information about each government contract. 

Contracts that must be included in the register are those between Council and a private sector contractor which has (or is likely to have) a value of $150,000 or more. 

The register involves:

  • the contractor undertaking a specific project
  • the contractor agreeing to provide specific goods and services
  • the transfer of real property or
  • the rent payable for the term of the lease.

Employment contracts don't need to be included in the register. 

Browse our current contracts register or contact us and ask to speak with our GIPA Officer for more information. 

Complaints and fraud 

If you are not satisfied with an outcome regarding business you've done with Council, you can make a complaint here.

If you believe a Council official is engaging in wrongdoing, you are encouraged to let us know. Visit our Fraud and corruption prevention page for more information.