Supporting Tendered or Contracted Services

This information explains Lotterywest’s policy and principles which guide our management of applications by organisations for services which are subject to tendered or contracted services to ensure:

• No unfair disadvantage
• Relevant disclosure

The policy includes tenders that are:

• Quarantined or targeted to the not for profit sector
• Open to the market
• Offered by negotiation, or with a preferred provider

IMPORTANT: It may impact on your Grant Application if you do not meet our requirements. You are encouraged to read this information carefully and contact us prior to applying to make sure you are eligible and to access further information about our grants.

No unfair advantage

Tendering is one of the processes used by governments for contracting the delivery of services to the community through the Community Services Sector. 

The intent of Lotterywest’s policy is to ensure that organisations are not unfairly advantaged by their eligibility to apply for Lotterywest Grants when competing for contracted services or tenders.

Requirement to inform and disclose

Organisations are required to both inform Lotterywest of their intention to apply for a grant to assist in the tendered activity as well as disclose this information within the Tender documentation submitted to the Purchasing agency.

Given that invitations to submit proposals for Tenders and Contracted Services are offered in a variety of ways, Lotterywest’s policy is designed to ensure it clearly identifies and manages potential issues in relation to fairness and equity.

Application management principles

The following principles apply to managing grant applications from organisations involved in competing for contracts to deliver services. In all instances outlined below:

• the applicant organisation and purpose for which the funds are sought must be eligible for Lotterywest  support; and
• the applicant’s request will be considered within appropriate policy and guidelines.

Quarantined or targeted tenders

Quarantined or targeted tenders are those only available to the not-for-profit sector.

If a tender or contract is only open to the not-for-profit sector then groups are eligible to apply to Lotterywest for capital items to assist this service provision.  However the following requirements should be met:

• Lotterywest must be ADVISED PRIOR to the submission of a grant application that it forms part of a tender submission.
• The applicant should clearly DISCLOSE IN THE TENDER DOCUMENT THAT A LOTTERYWEST GRANT WILL BE SOUGHT, including the purpose of the grant to be sought in relation to the service subject to Tender.
• Where possible, a COPY OF THE TENDER DOCUMENTATION should be provided to Lotterywest. If a copy is not provided an explanation should be included as to why this was not possible.
• If approved, GRANTS WILL BE MADE CONDITIONAL upon the letting of the tender or awarding of the contract within a three month period. 
• Grants to support service provision by an organisation after the letting of the competitive contract or tender will not be considered.

Open Market Tenders and Contracts 

Where contracts or tenders are open to the whole market (inclusive of 'for profit' and 'not for profits') Lotterywest will not assist with infrastructure grants to support the tendered/contracted service.

Applicants can apply for a grant to support ADDITIONAL ASPECTS; core organisational infrastructure and service elements that are not subject to the open market contract. However:

• The application should demonstrate that the grant will only support additional aspects and WILL NOT PROVIDE AN UNFAIR ADVANTAGE over their competitors.
• It should also demonstrate that Lotterywest support will result in INCREASED QUANTITY OR QUALITY OF SERVICE than would otherwise have been possible.
• Lotterywest must be ADVISED PRIOR to the submission of a grant application that it forms part of an open market tender submission. Notification by Grant applicants does not in any way pre-empt the outcome of the application. Applications will be subject to normal assessment.
• Where possible, a COPY OF THE TENDER DOCUMENTATION should be provided to Lotterywest. If a copy is not provided an explanation should be included as to why this was not possible.
• If approved, GRANTS WILL BE MADE CONDITIONAL upon the letting of the tender or awarding of the contract within a three month period. 
• Grants to support service provision by an organisation after the letting of the competitive contract or tender will not be considered.

Where no ‘For Profit’ provider exists

There are instances, particularly in rural communities where a suitable ‘for profit’ provider for a service does not exist and government may select a direct negotiation or preferred provider approach. In this instance the tender or contract is negotiated directly with a not-for-profit provider in order to maintain a community service.  In these instances, organisations subject to such contracts/tenders may make an application to Lotterywest for assistance.

• Where possible, a COPY OF THE CONTRACT DOCUMENTATION should be provided to Lotterywest. If a copy is not provided an explanation should be included as to why this was not possible.
• If approved, GRANTS WILL BE CONDITIONAL upon the awarding of the contract within a three month period.
• The application should demonstrate that Lotterywest support will result in INCREASED QUANTITY OR QUALITY OF SERVICE than would otherwise have been possible.

Please contact us if you have any queries, and prior to submitting an application to support Tendered or Contracted Services.