Procurement for school-led projects
Schools and kura are responsible for making procurement decisions for their property projects. Our procurement guidance provides flexibility for schools to adopt procurement approaches that suit the size, complexity, and risk of their project.
Changes to procurement for school-led projects
We recently held a session to go through the new school-led procurement changes – watch our video for details.
You can also view the presentation slides.
Procurement expectations
Rather than following a prescribed process, schools should be able to demonstrate that their procurement decisions:
- are fair
- are transparent
- achieve value for money
- appropriately manage risk, and
- support responsible stewardship of public assets.
These expectations are summarised in our guidance document, and in the procurement expectations below.
Proportionate procurement
Procurement approaches should be proportionate to the value, complexity, and risk of the project.
Lower-risk projects may require simpler procurement processes, while higher-value or more complex projects may require more robust market engagement and evaluation processes.
Value for money
Value for money is not simply selecting the lowest-priced supplier. Schools should consider the overall costs, risks, benefits, and opportunities associated with each supplier's proposal.
Examples may include:
- comparing proposals against an independent cost estimate
- undertaking a competitive procurement process
- assessing quality, capability, and project outcomes alongside price.
Conflicts of interest
Everyone involved in a procurement must declare any actual, potential, or perceived conflicts of interest.
Schools must ensure conflicts are appropriately managed to maintain fairness, integrity, and public confidence in procurement decisions.
Transparency and record keeping
Schools must maintain sufficient records for up to 7 years to explain and support procurement decisions.
Documentation should include:
- the name of successful supplier
- why the work was required
- why the procurement approach was selected
- how suppliers were approached or selected
- how proposals were evaluated and any relevant due diligence undertaken
- why the preferred supplier was chosen.
We may request procurement records as part of audit activities or legislative requirements.
Templates and resources
Schools may use their own procurement documentation, or choose to use the optional templates provided below.
Optional school-led procurement terms and conditions
Whilst there are no mandatory terms and conditions, a school or kura can choose to use the attached terms and conditions in their procurement.
Archived templates and documentation
To support any procurements which are already underway under the previous framework, we’ve made our archived templates available below.
Contract works procurement plan – Full (1.9 MB, Docx)
Contract works procurement plan – Short (1.6 MB, Docx)
Professional services procurement plan – Full (1.7 MB, Docx)
Professional services procurement plan – Short (1.6 MB, Docx)
RFx Process Terms and Conditions for tendering (438 KB, Pdf)
Guide to using GETS for school procurement (665 KB, Pdf)
Guide for submitting a manual tender (133 KB, Pdf)
Professional services request for proposal (1.5 MB, Docx)
Contract works request for quote template (1.7 MB, Docx)
Professional services request for quote template (1.7 MB, Docx)
Contract works request for tender (1.8 MB, Docx)
Contract works registration of interest (1.7 MB, Docx)
Professional services registration of interest (1.4 MB, Docx)
Contract works request for quote template (lite) (1.6 MB, Docx)
Contract works schedule of prices (25 KB, Xlsx)
Tags, clarifications and assumptions table (732 KB, Docx)
Contract works price analysis workbook (50 KB, Xls)
School property conformance and best value evaluation workbook (364 KB, Xlsx)
School property evaluation workbook excluding economic benefits (421 KB, Xlsx)
School property evaluation workbook including economic benefits (410 KB, Xlsx)
School property procurement evaluator’s guide (210 KB, Pdf)
School property evaluation workbook for ROI (102 KB, Xlsx)
Direct source or closed tender recommendation report (1.5 MB, Docx)
Open tender procurement recommendation report (104 KB, Docx)
Preferred or shortlisted respondent letter template (740 KB, Docx)
Need support?
Schools, kura, and Project Managers can contact us for procurement advice and guidance at SP.Procurement@schoolproperty.govt.nz.