About the Preferred Supplier Program
All Local Governments that are Members of WALGA are able to purchase goods and services through the WALGA Preferred Supplier Program (PSP).
Through the PSP, Members can access over 1,100 Preferred Suppliers across 12 Panels which include over 150 categories of different goods and services.
The Local Government Regulations provide a tender exemption for purchases through the PSP. This means that Members can save time and money by engaging prequalified Preferred Suppliers directly from the Panels rather than undertaking a full tender process.
There is no cost to be a Preferred Supplier, however there is a management fee of up to 2% payable on any work obtained through the PSP. The management fee funds the operating costs of the PSP and other WALGA services and programs.
Engaging with Local Governments
The PSP doesn’t guarantee Preferred Suppliers work with Local Governments. It is the responsibility of the Preferred Supplier to engage with Local Governments. However, WALGA will provide opportunities wherever possible for Preferred Suppliers to be promoted to and interact with Local Governments.
Preferred Suppliers may be invited to provide Quotations through VendorPanel (also known as eQuotes) or they may be engaged directly by the Local Government. If Local Government approaches a Preferred Supplier directly or there is no reference to the PSP or Panel Name/Number on a Purchase Order, the Preferred Supplier should check whether the Local Government is undertaking this engagement through the PSP. This is important for Preferred Supplier reporting purposes but also, more importantly, for Local Government auditing purposes.
VendorPanel
VendorPanel (also known as eQuotes) is an easy-to-use online tool that enables Local Governments to request quotations. It provides Local Government staff direct access to all Preferred Suppliers, including being able to view company profiles, insurances, pricing and contact details.
WALGA encourages Preferred Supplier to keep their profile up to date and have the correct contact details listed. RFQs will be emailed to the address listed in your profile.
Preferred Supplier Directory
The Preferred Supplier Directory contains profiles for all Preferred Suppliers and is used by Local Governments to search for information and contact details. Ensuring your profile is kept up to date with your current service and product offerings will increase your visibility to Local Governments.
Reporting
Preferred Suppliers are required to report to WALGA every quarter through the Preferred Supplier Reporting Portal.
Frequently Asked Questions
Some WALGA Members may refer to it as eQuotes as it is also branded this way for WALGA Members.
If Members are using a different method, such as email, phone or using a different system, they are advised to reference the WALGA PSP Panel name or number. This makes it clear that the supplier is being engaged under the PSP.
If you are contacted by a Local Government to provide a quote and there is no reference to WALGA or the PSP, just ask them if you are being engaged as a Preferred Supplier so that there is no confusion at reporting time or during Local Government audits.
If the RFQ has been sent via VendorPanel, you can use the icons available to decline the quota. If you are able to provide a brief reason this assists the Member know whether to invite you into future RFQs.
It also protects the Local Government that engaged you. The WALGA PSP is a tender exempt option for Local Government procurements above the tenders threshold and your quarterly report can assist Local Governments demonstrate they used the tender exemption when being audited.
Some Members will have their own contract terms and conditions or there may be other reasons they need to depart from the WALGA Member Conditions.
Members are asked to include the contract conditions that apply at the time of seeking a quotation. That way everyone is clear about the terms of engagement. f you are unsure, feel free to check prior to responding.
You can view your profile by searching for it here.
To update the content of your profile, login to the Preferred Supplier Portal.
Cick here to contact your WALGA Contract Manager.
You are required to submit a report whether you’ve been utilised as a Preferred Supplier or not. If you haven’t completed any work via the Preferred Supplier Program in the relevant quarter, then you need to submit a Nil Report ($0 value).
Preferred Suppliers have 21 days from the opening of a reporting quarter (an email is sent to the Reporting Contact advising this) to report all work invoiced to the WALGA Member as part of the Preferred Supplier Program.
Engagements through public tender do not have to be reported as they are not considered a PSP engagement.
If you are confused about what to report please contact your WALGA Contract Manager.
You can contact us on 9213 2505 or [email protected] or contact your WALGA Contract Manager.
