Overview of the procurement process

Schools must follow our procurement process when carrying out school-led property projects.

Schools must follow government procurement rules when planning a property project and approaching suppliers.

To simplify the rules, we’ve developed a procurement process for use on school-led property projects. The process is mandatory for procurements of $10,000 or more.
 
Government procurement rules – New Zealand Government Procurementopen_in_new

School-led property procurement – Quick reference guide (224 KB, PDF)
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Procurement roles

You need to understand the different roles in the procurement process before you begin.

Roles and responsibilities in the procurement process

Procurement process steps

  1. 1

    Step 1: Plan the procurement

    Begin preparing the plan that you’ll follow throughout the procurement process.

    Go to step 1

  2. 2

    Step 2: Approach the market

    The value of the procurement determines the approach and documents you need to use.

    Go to step 2

  3. 3

    Step 3: Evaluate supplier offers

    Complete initial checks and evaluate the offers you’ve received to identify a preferred supplier.

    Go to step 3

  4. 4

    Step 4: Award the contract

    A supplier recommendation report is endorsed by the procurement leader and approved by the procurement sponsor – then the contract is signed.

    Go to step 4

  5. 5

    Step 5: Manage the contract

    Once the contract is awarded and work is underway, the contract will need to be managed closely.

    Go to step 5

Project funding

You’ll need a confirmed budget before starting the procurement process. Talk to your property advisor and check that funds are available to complete the project.

Funding for a school-led project might be available through any of the following channels:

  • 5 Year Agreement (5YA) funding
  • property maintenance grant
  • learning support property modifications.

Conflict of interest declarations

Conflicts of interest must be properly managed.

For procurements less than $50,000

Anyone involved in the procurement who has an actual, potential or perceived conflict of interest must sign a declaration.

For procurements more than $50,000

All people involved in the procurement must sign a conflict-of-interest declaration.

Conflicts of interest in property procurement

Keeping records

Retain all procurement documentation in the project file for 7 years.

More information

If you have any questions about property procurement, email us at sp.procurement@schoolproperty.govt.nz, or contact your property advisor.