Partner with us

Southern Ports advertises all open tenders on the Western Australian Government portal Tenders WA. To ensure you are notified of our tender opportunities, visit the Tenders WA website and register your business for notifications of tenders issued.

Southern Ports also issues requests for quotations for lower value and lower risk products or services on a restricted quotation basis. During this process we will identify potential suppliers of these products or services and invite them to participate in the quotation process.

All suppliers invited to provided products or services to Southern Ports must be onboarded via our vendor management system FELIX. Suppliers are required to successfully submit responses to pre-qualification questions and then pass the Southern Ports evaluation process. 

Four common objectives that guide our procurement include, but are not limited to:

• Safety
  We ensure that suppliers are chosen who can deliver their goods and services safely and in accordance with required specifications and safety standards.

• Risk management
  We ensure our Risk Management Framework is used to determine and manage the risks associated with engaging suppliers to deliver scopes of works.

• Agile procurement
  We apply an agile mindset to ensure the sourcing effort to acquire products and services is relative to the value, risks and scope complexity of the purchase.

• Create value for money
  We strive to achieve best value for money for all purchases.

We also apply good corporate governance and adhere to government statutory and regulatory requirements. This includes using the following to guide our procurement:

• Aboriginal Procurement Policy (APP)
• Building and Construction Industry (Security of Payment) Act
• Building and Construction Industry Training Levy Act
• Modern Slavery Act 2018 (Cth)
• Western Australian Buy Local Policy
• Western Australian Cyber Security Policy
• Western Australian Industry Participation Strategy (WAIPS).

Southern Ports values the important contribution Aboriginal-owned businesses make to the community and supports their continued growth.

Aboriginal businesses are recognised when registered with an appropriate organisation, such as Supply Nation or ABDWA (Aboriginal Business Directory WA).

If you own an Aboriginal business and are recognised by either of these organisations, we encourage you to register for tender opportunities as they become available on Tenders WA.

Sourcing approaches

Southern Ports adopts several different approaches to source products and services.

• Restricted tender
  In a restricted tender or request for quote (RFQ), Southern Ports invites a pre-determined bid list directly to participate in a sourcing event.

• Open tender
  An open tender is one that is publicly advertised through Tenders WA. In an open tender, anybody can register for a tender and submit a tender response.

• Common Use Arrangements (CUAs)
  Southern Ports is a user of CUAs. CUAs are whole of government contracts that the Western Australian Government has established that can be accessed by agencies and authorised entities. This includes a wide range of products and services, such as fuel, computers, electricity, travel, advertising, groceries and stationery.
  

Submission of offers

Suppliers that are invited to participate in a restricted sourcing event or choose to respond via an open tender will be required to submit an offer in accordance with issued quotation or tender questionnaire. Suppliers should consider the following when responding:

• conditions of responding
• stipulated closing date and time
• any requirements for completing supplier prequalification or onboarding requirements
• mandatory site briefings
• information to be provided to demonstrated capacity and capability to deliver the required scope of work
• tendered pricing
• proposed contracting terms
• any other requested information or templates to be completed
  

Evaluation of offers

We will evaluate compliant offers against pre-determined qualitative and quantitative criteria and weightings.

At the conclusion of the evaluation process, offers will be ranked and Southern Ports will engage with the recommended supplier in contract negotiations and due diligence. If negotiations are successful, then Southern Ports and the supplier will enter into a contract to supply the products or services.

Before supplying any goods, services or works to Southern Ports, you must have either a valid purchase order or contract in place.

Types of contracts

There are different types of contracts Southern Ports may enter into depending on the scope of work to be provided.

• Purchase orders (PO)
  Purchase orders are issued to Suppliers under Southern Ports Terms and Conditions. By accepting the Purchase Order, you agree to the terms and conditions set by Southern Ports for the procurement of goods, services or works. These terms and conditions can be viewed here.

• Contracts
  Some goods or services are required to be provided under a Southern Ports contract with relevant terms and conditions. These may include:
  • Consultancy agreements
  • Services agreements
  • Minor works agreement
  • Major works agreements
  • Goods supply agreements
  • Technology agreements

New supplier onboarding

All new suppliers must have an approved account with Southern Ports so we can issue purchase orders and process invoice payments. We use two systems to onboard new suppliers.

• Onboarding with FELIX
  Southern Ports requires all suppliers to be onboarded using its online supplier onboarding system, FELIX. Once the supplier has completed and submitted their FELIX registration, Southern Ports will review the information provided.
• Onboarding with EFTsure
  Southern Ports uses a system called EFTsure to verify banking details, reducing the risk of delayed, lost or redirected payments. Once the supplier submits their information, EFTsure will contact them to verify their business and banking information.

Commencing the contract

Suppliers that are awarded a contract or purchase order from Southern Ports may be required to complete activities prior to commencing the contract. These are stipulated in the contract may include:

• Contract kick off meeting
• Contract plans that require approval by Southern Ports
• Valid insurance certificates and policies
• Onsite inductions
• Mobilisation to site including plant and equipment, resources and materials

Your Southern Ports representative will engage with you regarding requirements prior to commencing the contract.

Delivering the scope

Once the supplier has mobilised, the contract scope delivery commences. The contract may specify delivery obligations that may include:

• Contracted scope to be delivered
• Safety or environmental related activities or tasks
• Operational meetings
• Regular contract performance and relationship meetings
• Supplier reporting and performance information
• Inspection and testing
• Training
• Materials delivery and receipting

Once the contract scope has been delivered in accordance with the Contract, the supplier demobilises and the contract is closed out. Any residual commercial or legal obligations remain until closed out.

Payments

Suppliers are required to submit a valid ATO tax invoice to Southern Ports Accounts Payable (refer to the email address found on the purchase order).

All invoices submitted must include a valid PO number. Invoices will not be paid without a valid PO number. 

We welcome feedback on all aspects of our business to help us continually improve from procurement to operations and beyond.

To provide feedback, please visit our contact us page.