{"id":59571,"date":"2026-04-07T04:55:00","date_gmt":"2026-04-07T04:55:00","guid":{"rendered":"https:\/\/www.cos.net.au\/c\/?p=59571"},"modified":"2026-07-23T04:55:46","modified_gmt":"2026-07-23T04:55:46","slug":"childcare-centres-choosing-supplies-provider","status":"publish","type":"post","link":"https:\/\/www.cos.net.au\/c\/buyer-guides\/childcare-centres-choosing-supplies-provider","title":{"rendered":"What Should Childcare Centres Consider Before Choosing a Supplies Provider?"},"content":{"rendered":"\t\t
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Before choosing a supplies provider, childcare centres should consider seven factors: whether the supplier’s product range covers every category from art and craft through to hygiene, nappy change, kitchen, cleaning, office, and safety from a single account; whether they deliver reliably to the centre without gaps in NQF-critical categories; whether contracted pricing fits within the tight margin between average hourly fees and the CCS rate cap; whether standing orders can be configured for daily consumables; whether a named account manager with early learning experience will be allocated; whether compliance documentation is available for products used with children or relevant to Quality Area 2; and whether the supplier has published ethical sourcing credentials. In a sector where centre-based day care services had 278.7 confirmed breaches per 100 services in 2024-25 and the average hourly fee sits within 28 cents of the CCS rate cap, both compliance and cost certainty deserve serious weight in supplier selection.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Choosing a supplies provider for a childcare centre is a decision made in a specific operational and financial context that does not apply in most other organisational settings. The Productivity Commission’s Report on Government Services 2026 reports that nationally in 2024-25, centre-based day care services had 278.7 confirmed breaches per 100 services, up from the previous year. This is the regulatory environment within which childcare centres operate. Supply-related compliance gaps, such as unavailable hand hygiene products or insufficient educational materials, sit within the scope of the NQF quality areas that underpin these assessments.<\/p>

The financial context is equally specific. The Department of Education’s Child Care Subsidy data report for the September quarter 2025 shows the average hourly fee for Centre Based Day Care at $14.35, against a CCS hourly rate cap of $14.63. The margin between average fee and rate cap is just 28 cents per hour. Within this structure, all operational costs including staff, facility, food, and supply must be managed. Cost certainty in supply, through contracted pricing with a preferred supplier, is not a procurement preference. It is a financial sustainability requirement.<\/p>

Across approximately 18,000 NQF services operated by around 7,200 providers, 79% of whom run a single service, 91% of rated services have achieved the National Quality Standard. Maintaining that achievement, within tight financial margins and under active regulatory oversight, requires every operational system to work well. Supply is one of those systems. This article sets out the seven considerations that should guide a childcare centre’s choice of supplies provider.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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confirmed breaches per 100 centre-based day care services in 2024-25, up from the prior year, underscoring the regulatory environment in which childcare centres manage compliance obligations including supply-related QA2 and QA3 requirements<\/div>\t\t\t
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average hourly fee for Centre Based Day Care in the September quarter 2025, against a CCS rate cap of $14.63, leaving a margin of just 28 cents per hour within which all operational costs including supplies must be managed<\/div>\t\t\t
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of rated NQF services achieved the National Quality Standard at 30 June 2025, across approximately 18,000 services operated by 7,200 providers, 79% of whom run a single service<\/div>\t\t\t
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7 Considerations Before Choosing a Childcare Supplies Provider<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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1. Full Category Coverage: Can One Account Replace All Your Current Vendors?<\/h3>

The first and most foundational consideration is whether the prospective supplier can genuinely cover every supply category your centre needs from a single account, making real consolidation possible. A supplier that covers most categories but not nappy change consumables, or most categories but not kitchen supplies, still requires the centre to manage additional vendor relationships with all their associated ordering, invoicing, and account management overhead.<\/p>

For a childcare centre, the minimum category coverage a consolidated supplier must provide includes art and craft materials appropriate for all enrolled age groups from infants through preschool, cleaning and disinfection products for rooms, surfaces, and outdoor areas, hand hygiene products including liquid soap and sanitiser, nappy change supplies including bags, wipes, liners, and barrier cream, kitchen and catering consumables for meals and snacks, bathroom and personal care items, office and administrative supplies, and safety and first aid items.<\/p>

Verify coverage by asking for specific product lists in each category rather than accepting a general claim of comprehensive range. Ask whether age-appropriate product variants are available for the categories used directly with children.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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COS: <\/strong>40,000+ products across all of these categories. Most Australian childcare centres can consolidate their full supply requirements to a single COS account, with contracted pricing and a dedicated account manager experienced in early learning supply requirements.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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2. Delivery Reliability Without Gaps in NQF-Critical Categories<\/h3>

Centre-based day care services had 278.7 confirmed breaches per 100 services in 2024-25. While supply gaps are not the only source of compliance risk, a gap in hand hygiene products, surface disinfection supplies, or nappy change consumables creates direct Quality Area 2 compliance exposure. A gap in art materials or educational resources creates Quality Area 3 Element 3.2.2 exposure. In a sector with this level of regulatory activity, preventable supply-related compliance gaps are an unnecessary risk.<\/p>

A reliable delivery record for existing childcare or early learning customers, a documented process for resolving out-of-stock situations in NQF-critical categories quickly, and the ability to arrange urgent orders during operating hours when unexpected demand spikes occur are all considerations to verify before committing to a supplier.<\/p>

Ask specifically: What is your on-time, in-full delivery rate for childcare centre customers? How do you handle out-of-stock situations for QA2-relevant products? What is the typical resolution timeframe? Can urgent orders be arranged and delivered within 24 hours when necessary?<\/p>

3. Contracted Pricing Within the CCS Fee-to-Cap Margin<\/h3>

With the average Centre Based Day Care hourly fee at $14.35 and the CCS rate cap at $14.63, the margin between average fee and cap is 28 cents per hour. Within this structure, every operational cost including supply must be managed carefully. Contracted pricing with a preferred supplier is the most direct way to bring cost certainty to the supply line within this funding model.<\/p>

Contracted pricing means fixed, agreed rates across all product categories, applied automatically through the ordering portal so the centre always pays what was agreed regardless of catalogue price movements. This predictability allows the centre director to plan the annual supply budget accurately and avoids the mid-year cost pressure that results from catalogue price increases in an environment where fees cannot simply be raised to compensate.<\/p>

Before committing, obtain a written pricing schedule across all required categories. Confirm that pricing applies automatically through the portal. Ask how pricing reviews are managed and what notice is given before any rate changes take effect. For not-for-profit community-managed centres, confirm that contracted pricing documentation satisfies the governance oversight obligations of the management committee or board.<\/p>

4. Standing Orders for Daily Consumables Without Manual Monitoring<\/h3>

Childcare centres consume certain products every single operating day: nappy bags and change table consumables in infant and toddler rooms, hand soap and sanitiser at every handwashing point, surface cleaning and disinfection products in rooms and outdoor areas, kitchen basics for meal preparation, and art and craft basics for the daily program. These categories cannot be managed reactively. A reactive ordering approach means the centre director monitors stock levels across all categories every day, identifies what is running low, places individual orders, and waits for delivery. This is a significant and avoidable administrative burden.<\/p>

Standing orders, configured at the individual product level to deliver at agreed quantities and intervals, transform daily consumable supply into a managed, automated function. The centre director’s involvement is limited to reviewing quantities when enrolments change, not monitoring stock daily.<\/p>

Before committing, ask: can standing orders be configured at the individual product level with quantities I set? Can they be adjusted when my enrolment numbers change without a formal process? Will the supplier proactively alert me if a product in my standing order is approaching an out-of-stock situation? For multi-room centres, can different configurations be set for different rooms under one account?<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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COS tip: <\/strong>Your COS account manager configures standing orders during account setup based on your licensed capacity, occupancy rate, and the daily consumption patterns typical for your age group mix. Quantities are adjusted whenever enrolments change, and the account manager monitors product availability to flag issues before they affect your orders.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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5. A Named Account Manager With Early Learning Supply Experience<\/h3>

79% of NQF approved providers operate a single service. For these providers, the centre director is typically responsible for managing the supplier relationship alongside everything else they do. An account manager who knows the centre, understands the NQF compliance context, and manages the supply relationship proactively takes the supply monitoring and issue resolution function entirely off the centre director’s plate.<\/p>

An early learning-experienced account manager understands that a gap in nappy change consumables is not a business inconvenience: it is an immediate health and dignity issue. They know which product categories are NQF-critical. They flag alternatives proactively when a product changes or becomes unavailable. They manage delivery and invoice issues without requiring the centre director to contact the supplier.<\/p>

Before committing, confirm: will our centre have a named, dedicated account manager? What is their direct experience with childcare or early learning accounts? What are their response time commitments for urgent issues versus routine queries? Ask for a reference from a current childcare centre account they manage.<\/p>

6. Compliance Documentation for NQF-Relevant Product Categories<\/h3>

Quality Area 2 of the NQF requires adequate health and hygiene practices and safe food handling to be implemented at the service. Regulatory authorities may observe hand washing, nappy changing, cleaning, and food storage practices during compliance visits. When the products used in these activities are well-documented, compliance is straightforward to demonstrate. When they are not, a routine compliance visit can create a documentation problem that did not need to exist.<\/p>

A good supplier for a childcare centre provides Safety Data Sheets for all cleaning, disinfection, and hygiene products, product documentation confirming suitability for use in early childhood settings where applicable, and proactive notification when a product formulation or certification changes in a way that could affect its compliance status.<\/p>

Before committing, request a sample set of Safety Data Sheets for your NQF-critical product categories and review them for currency and completeness. Ask specifically how the supplier communicates product changes that may affect your QA2 documentation.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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NQF note (ACECQA): <\/strong>Quality Area 2 (Children’s health and safety) requires adequate health and hygiene practices and safe food handling at the service. ACECQA’s guide states that authorised officers may observe hand washing, nappy changing, cleaning, and food handling practices during visits. Safety Data Sheets and product documentation for cleaning and hygiene supplies support this compliance demonstration.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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7. Ethical Sourcing Credentials Aligned With the NQF’s Rights-Based Approach<\/h3>

The National Quality Framework is grounded in a rights-based approach to children’s education and care that extends to governance and operations, including procurement. For larger ECEC providers meeting the Modern Slavery Act 2018 (Cth) reporting threshold of $100 million annual consolidated revenue, supplier ethical sourcing credentials are a legal supply chain due diligence requirement. For all providers, choosing a supplier whose values in ethical sourcing and Indigenous procurement alignment are published and verifiable is consistent with the NQF’s expectations for how approved providers operate.<\/p>

Before committing, ask the supplier for their published ethical sourcing or responsible procurement policy, their Modern Slavery Act annual statement or equivalent supply chain risk documentation, and their Reconciliation Action Plan if applicable. For products used directly with children, ask for any eco-certification or materials safety documentation relevant to the age groups in your care.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Pre-Selection Checklist for Childcare Supplies Providers<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Use this checklist before committing to a supplies provider. All seven considerations should be confirmed, not just the majority.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Consideration<\/strong><\/p><\/td>

What confirmed looks like<\/strong><\/p><\/td>

COS<\/strong><\/p><\/td><\/tr>

Full category coverage<\/strong><\/p><\/td>

Specific product lists verified in all required categories including nappy change; no gaps requiring additional vendor relationships<\/p><\/td>

\u2714<\/strong><\/p><\/td><\/tr>

Delivery reliability<\/strong><\/p><\/td>

On-time, in-full rate data provided for comparable childcare customers; QA2 out-of-stock resolution timeframe and urgent order process confirmed<\/p><\/td>

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Contracted pricing<\/strong><\/p><\/td>

Written pricing schedule provided across all categories; automatic portal application confirmed; pricing fits within CCS fee-to-cap margin<\/p><\/td>

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Standing orders<\/strong><\/p><\/td>

Product-level configuration confirmed; quantities adjustable without formal process; proactive out-of-stock alerts for NQF-critical categories<\/p><\/td>

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Named account manager<\/strong><\/p><\/td>

Named account manager allocated; early learning experience confirmed; response time commitments documented; reference from childcare centre provided<\/p><\/td>

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Compliance documentation<\/strong><\/p><\/td>

Sample Safety Data Sheets reviewed for currency and completeness; product change notification process confirmed for QA2-relevant categories<\/p><\/td>

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Ethical sourcing<\/strong><\/p><\/td>

Ethical sourcing policy, Modern Slavery Act documentation, and Reconciliation Action Plan provided; eco-certification available for products used with children<\/p><\/td>

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Frequently Asked Questions<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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What is the most important consideration when choosing a supplies provider for a childcare centre? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Delivery reliability for NQF-critical categories is the most consequential consideration. Centre-based day care services had 278.7 confirmed breaches per 100 services in 2024-25, according to the Productivity Commission’s Report on Government Services 2026. Supply gaps in hand hygiene products, cleaning and disinfection, or nappy change consumables create direct Quality Area 2 compliance risk. Supply gaps in art materials and educational resources create Quality Area 3 compliance risk. A supplier with a verified record of reliable delivery to comparable childcare centres prevents the most common category of preventable compliance exposure.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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How does the CCS rate cap affect what childcare centres can spend on supplies? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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The Department of Education’s September quarter 2025 CCS data report shows the average hourly fee for Centre Based Day Care at $14.35, against a CCS hourly rate cap of $14.63. With just 28 cents of margin between average fee and cap, all operational costs including supplies must be managed within a tight structure. Contracted pricing with a preferred supplier provides the cost certainty needed to plan supply expenditure within this margin, preventing the mid-year cost pressure that results from catalogue price increases when centre fees are largely constrained by the rate cap.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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Why is standing order capability particularly important for childcare centres? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Childcare centres operate continuously across 48 or more weeks of the year without the term-break structure that allows schools to use holiday periods for stock reviews and replenishment. Critical consumables including nappy change supplies, hand hygiene products, and kitchen basics are consumed every operating day. Reactive ordering in this environment means daily stock monitoring by the centre director, which absorbs management time that should go to children and families. Standing orders configured at the product level with delivery intervals calibrated to actual consumption transform daily consumable management from an active monitoring task into an automated function.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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What compliance documentation should a supplies provider make available to a childcare centre? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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For Quality Area 2 compliance, a supplier should provide current Safety Data Sheets for all cleaning, disinfection, and hand hygiene products, and confirm that products meet applicable standards for use in early childhood settings. ACECQA’s guide states that authorised officers may observe hand washing, nappy changing, cleaning, and food handling practices during compliance visits. Having organised, current product documentation supports this compliance demonstration. The supplier should also proactively notify the centre when any product’s formulation or certification changes in a way that could affect its compliance status.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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How should a centre approach the transition from multiple suppliers to a single consolidated provider? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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The transition should be completed before a new operational period begins rather than mid-stream. Set up the consolidated account, configure the approved product list, and establish standing orders during a quieter period, typically between a staff review cycle or during a period of lower occupancy. Run one delivery cycle in parallel with existing suppliers to confirm the new arrangement is working correctly before deactivating old accounts for categories now covered by the new supplier. Brief all staff who currently place any supply orders on the new process before it goes live.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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Can COS satisfy all seven pre-selection considerations for a childcare centre? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/i><\/span>\n\t\t\t<\/i><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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COS supplies childcare and early learning centres across Australia with 40,000+ products across all major supply categories including art and craft materials for all age groups, cleaning and disinfection, hand hygiene and personal care, nappy change consumables, kitchen and catering supplies, office and administrative items, safety and first aid, and furniture and equipment. Every COS early learning account includes a named dedicated account manager with early learning experience, contracted pricing with written schedule, standing order capability for daily consumables, product compliance documentation for QA2-relevant categories, national delivery, and a published ethical sourcing policy with a Reconciliation Action Plan.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\tSeven considerations. One supplier. COS for Australian childcare centres.<\/span>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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COS supplies childcare centres with 40,000+ products, contracted pricing within CCS funding, daily consumable standing orders, compliance documentation for NQF Quality Areas 2 and 3, a dedicated account manager, and ethical sourcing credentials.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Set up your COS early learning account today:<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\tGet Started<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

Choosing a childcare centre supplies provider is made in a specific operational and financial context that doesn’t apply in other organisations. <\/p>\n","protected":false},"author":13,"featured_media":59572,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3560],"tags":[3615,3614,3619,3620,3631],"class_list":["post-59571","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-buyer-guides","tag-childcare-centre","tag-early-learning","tag-early-learning-procurement","tag-early-learning-supplier","tag-early-learning-supplies-provider"],"_links":{"self":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/59571","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/users\/13"}],"replies":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/comments?post=59571"}],"version-history":[{"count":6,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/59571\/revisions"}],"predecessor-version":[{"id":59698,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/59571\/revisions\/59698"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media\/59572"}],"wp:attachment":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media?parent=59571"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/categories?post=59571"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/tags?post=59571"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}