Step 2: Approach the market
The value of the procurement determines the approach and documents you need to use.
Procurements less than $10,000
There are no requirements for how you engage a supplier if your procurement is less than $10,000.
We recommend you get a written quote.
Procurements between $10,000 and $99,999
You should get multiple competitive quotes where possible.
Research the local market to understand how many qualified suppliers are available and may be interested in quoting for the work. Send a request for a quote to as many of them as possible.
Quote request templates
Use the correct quote request template for your project.
For simple projects with a value of less than $100,000:
For complex consultancy/professional services for projects with a value of less than $100,000:
For construction/contract works for projects with a value of less than $100,000:
Procurements over $100,000
For procurements more than $100,000, you must run an open tender via the Government Electronic Tender Service (GETS). If you need access to GETS, email us at sp.procurement@schoolproperty.govt.nz.
For information about advertising on GETS, use the guides below.
In exceptional circumstances, you may be able to request an exemption to use a different market approach.
Use a single-stage or 2-stage open tender
A single-stage open tender (also known as a Request for Tender) provides all the information for suppliers to submit a detailed response. This tender approach evaluates their approach to the work, capability and capacity before assessing pricing. It allows each response to be evaluated thoroughly and fairly.
A 2-stage open tender involves requesting registrations of interest from suppliers so you can make a shortlist. You then invite the shortlisted suppliers to prepare a full offer. This is appropriate for large procurements and when 10 or more suppliers are likely to bid for the contract.
The benefits of using a 2-stage process are that:
- schools have fewer full offers to evaluate
- suppliers don’t need to prepare a full offer unless they’ve been shortlisted and have a reasonable chance of getting the contract.
Tender documents
For a 2-stage process, first use:
Professional services registration of interest (1.4 MB, Docx)
For a single-stage process, or the second stage of a 2-stage process, use:
Professional services request for proposal (1.5 MB, Docx)
For a 2-stage process, first use:
Contract works registration of interest (1.7 MB, Docx)
For a single-stage process, or the second stage of a 2-stage process, use:
School board-led property procurement terms and conditions
These are the standard terms and conditions for school board-led property procurement.