Step 1: Plan the procurement
Begin preparing the plan that you’ll follow throughout the procurement process.
Consider the requirements
You should be clear about what you want to buy, what services you’ll need and what the costs are. You may need to get an expert involved, for example, a quantity surveyor or architect.
Use this information to start documenting your procurement requirements.
Confirm funding
Discuss the procurement with your property advisor to get their support and confirm funding is available.
Prepare a procurement plan
The procurement officer should prepare the procurement plan using one of our templates. The plan will outline:
- the procurement requirements
- how you’ll approach the market
- how you’ll evaluate the proposals you receive from suppliers.
For procurements less than $10,000
You don’t need to use one of the procurement plan templates, but your property advisor might ask for some of the details of the project. We recommend you talk to your property advisor as they may know of similar projects or any funding that’s available.
The procurement sponsor must provide written approval for the purchase.
For procurements more than $10,000
You must use one of our procurement plan templates. Procurements of $100,000 or more must use one of the full plan templates.
Procurement plan templates
Reserved rights guidance
The procurement templates include reserved rights clauses. This gives you the ability to award further work to a successful contractor beyond the original scope, as long as it meets the criteria of the clauses.
To use reserved rights, you first need to conduct a typical open tender procurement, ensuring the reserved rights clause is included and consistent throughout the plan, Request for Tender, and recommendation. Use the ‘Contract Works Procurement Plan – Full’ template for this. Even if you don't have a current need for reserved rights, it's highly recommended you leave in the clause encompassing unforeseen works.
When you’re ready to award further work, use the Reserved Rights Procurement Plan template. This is a shorter plan which references the original procurement and outlines what’s being procured now.
Until further notice, email your Reserved Rights Procurement plan to us at sp.procurement@schoolproperty.govt.nz.
We’ll support you to make sure the reserved rights are being used correctly.
Get a procurement plan approved
- The procurement officer drafts up the plan using the appropriate template.
- The procurement owner endorses the plan.
- The procurement leader endorses the plan.
- The procurement sponsor approves the plan.