Quotes
Purpose of obtaining quotes
The purpose of obtaining quotes is to provide assurance that your supplier costs are reasonable and represent value for money.
A major cost item is a good, service, work, or piece of equipment purchased from an external supplier that can reasonably be quoted as a standalone item.
A simple test: ask "Am I buying a good, service, work, or piece of equipment from an external supplier?" If the answer yes, quotes will generally be required.
Quotes are not normally required for operational expenditure including salaries and wages, volunteer reimbursements, administration costs, consumables, fuel, catering and routine operating expenses.
Requirements for quotes
All quotes must:
- be no more than 4 months old at the time the application is submitted, and
- clearly describe the goods, services, equipment, or works being funded through the application.
Quotes must be obtained through a fair process. Any actual, potential, or perceived conflict of interest, including relationships between the supplier and applicant organisation, must be disclosed at the time of application.
The Funding Administration Manager may approve a may approve a reduced quote requirement if the nature, location, scale, or technical requirements of the project mean there are a limited number of suitable suppliers available.
Examples where quotes would generally be required
- building works
- plumbing works
- electrical works
- landscaping works
- consultant services
- contractor services
- event production services
- vehicles, trailers, vessels, and machinery
- equipment purchases
- specialist facilitators
- audio-visual production
- marketing and design services
Examples where quotes would not normally be required
- salaries and wages
- volunteer reimbursements
- administration costs
- fuel
- catering
- stationery
- consumables
- minor miscellaneous expenses