School property procurement templates and guides
Using the following tools and templates will help you apply the school property procurement framework.
- Procurement process guides
- Conflict of interest templates
- Planning templates
- Sourcing documents
- Sourcing exemptions
- Evaluation guides, tools and templates
- Procurement sponsor role and responsibilities
- Communicating the outcome to suppliers
- Support
Procurement process guides
The following guides are designed to support project managers to run a
procurement process on behalf of a school:
| Name | What it is | When to use it |
|---|---|---|
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School Property Procurement Quick Reference Guide [PDF, 175 KB] |
A summary of the key elements of the school property procurement framework, including process steps, roles, definitions, value thresholds, documents and approvals |
Use this guide to help you remember what to do to apply the School Property Procurement Framework |
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School Property Procurement Direct Source & Closed Tender Guide [PDF, 336 KB] |
A guide that supports you through the process of buying from suppliers directly |
Use this guide for procurements with a value less than $100,000 |
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A guide that supports you through the process of openly advertising a contract opportunity so all suppliers can respond |
Use this guide for procurement valued at $100,000 or more |
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A detailed step-by-step guide that explains how to register and use the Government Electronic Tender Service |
Use this guide if you’re required (or have decided) to use GETS to advertise a contract opportunity |
Conflict of interest templates
Conflict of interest templates are used to identify and manage conflicts of interest. This helps to make sure procurement decisions are made in the best interests of schools:
| Name | What it’s for | When to use it |
|---|---|---|
|
Procurement Conflict of Interest Declaration & Confidentiality Agreement [DOC, 120 KB] |
This template is used to:
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Everyone involved in a procurement valued at $50,000 or more, must complete this template at the start of the procurement project. This applies whether or not they have a conflict to declare. For procurements with a value less than this, only those who have a conflict to declare need to complete the form. This template can also be used to declare any new conflicts that come up during the project |
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This template is used to declare any commercial interests that would, could, or be seen to conflict with the school’s (and put a plan in place to manage them) |
If you’ll be involved in a school procurement and you, or the company you work for, has a commercial interest in it, you must use this template to declare it |
Conflict of interest management on school property procurements
Planning templates
Project managers use these documents to set out the plan for procuring construction work and the consultancy services associated with that work.
| Name | What it’s for | When to use it |
|---|---|---|
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This template is used to set out a high-level plan for procuring construction work, such as:
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Use this template for construction work valued $10,000 - $99,999 |
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This template is used to set out a detailed plan for procuring construction work |
Use this template for construction work valued $100,000 or more |
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Professional services procurement plan – short [DOC, 121 KB] |
This template is used to set out the high-level plan for procuring consultancy services for a property project, such as:
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Use this template for consultancy services with a value of $10,000 - $99,999 |
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This template is used to set out a detailed plan for procuring consultancy services for a property project |
Use this template for consultancy services valued at $100,000 or more |
Sourcing documents
Project managers use sourcing documents to ask suppliers to put in a bid to do specific work:
| Name | What it’s for | When to use it |
|---|---|---|
|
This template is used to request formal written quotes for consultancy services, such as:
|
Use this template for consultancy services valued $50,000 - $99,999 |
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Professional services registration of interest [DOCX, 475 KB] |
This template is used to shortlist suppliers that are capable of providing particular consultancy services |
Use this template for consultancy services valued at $100,000 or more that are likely to get a lot of bids |
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This template is used to formally ask suppliers for written proposals to provide consultancy services. It can be put out after an ROI, or on its own |
Use this template for consultancy services valued at $100,000 or more |
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This template is used to request formal written quotes for construction work, such as:
|
Use this template for construction work valued $50,000 - $99,999 |
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This template is used to shortlist suppliers capable of delivering specific construction work |
Use this template for construction work valued at $100,000 or more that is likely to get a lot of bids |
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This template is used to formally ask suppliers to put in a bid to carry out specific contract works. It can be put out after an ROI, or on its own |
Use this template for construction work valued at $100,000 or more |
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A spreadsheet that asks suppliers to provide detailed pricing information as part of a contract works request for tender (RFT) |
Use this template as part of the tender documents for a contract works RFT. It may also be used to form part of a contract |
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This template is optional, but can be used to request a formal written quote from a single supplier |
You can, but don’t have to, use this template for any procurement with a value less than $50,000 |
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RFx Process Terms and Conditions (Conditions of Tendering) [PDF, 543 KB] |
This document explains the Ministry’s process for responding to any request for quote, tender or proposal, or registration of interest (RFx) and the standard terms and conditions suppliers must meet to take part in the process |
A link to these terms and conditions is included in every RFx document |
When you complete your sourcing documents, you’ll need to attach a copy of the contract suppliers will be expected to sign up to if their bid is successful.
For information about which contract to include, see:
Contracts for construction works and professional services
Sourcing exemptions
The way you’re required to source suppliers depends on the value of the procurement. You need an exemption to use a less competitive approach.
| Name | What it’s for | When to use it |
|---|---|---|
|
This template is used to ask for approval to use a less competitive approach than is required by the procurement’s value |
Project managers can use this template if the circumstances of the procurement justify sourcing suppliers in a less competitive way |
For information about when an exemption may be justified, see:
Procurement exemptions for school property projects
Evaluation guides, tools and templates
Evaluation teams use these documents to help evaluate supplier responses:
| Name | What it’s for | When to use it |
|---|---|---|
|
A guide that supports evaluation teams to evaluate supplier responses |
Use this guide to understand your role in a school property procurement evaluation |
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School property procurement ROI evaluation workbook [XLS, 182 KB] |
A workbook used to score and moderate registrations of interest based on supplier capability and capacity |
Use this workbook to shortlist suppliers to invite to submit a tender or proposal |
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School property procurement open tender evaluation workbook [XLS, 211 KB] |
A workbook used to score and moderate supplier proposals and tenders against set evaluation criteria |
Evaluation teams use this workbook for procurements valued at $100,000 or more to select a preferred supplier with which to negotiate a contract |
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A workbook used to calculate adjusted prices for contract works tenders |
Evaluation teams use this tool to make it easier to evaluate and compare supplier prices |
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A guide that explains how to use the ‘Contract works price analysis workbook’ |
Evaluation teams use this guide to support them to use the ‘Contract works price analysis workbook’ |
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This template is for evaluation teams to use to summarise their evaluation of suppliers and recommend which one to select |
Evaluation teams must use this template for all procurements, except those with a value less than $10,000 that are not funded by a Five Year Agreement |
Procurement sponsor role and responsibilities
Procurement sponsors provide governance and oversight by reviewing and approving (but not being involved in) procurement decisions.
| Name | What it’s for | When to use it |
|---|---|---|
|
This guide explains the role and responsibilities of the procurement sponsor in a school property procurement |
Use this guide if you have the delegated financial authority to approve procurement decisions for a school |
Communicating the outcome to suppliers
Project managers can use these templates to let suppliers know if they were successful, or unsuccessful and the reasons why.
| Name | What it’s for | When to use it |
|---|---|---|
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School property procurement preferred or shortlisted respondent letter [DOC, 31 KB] |
A letter used to advise suppliers they’ve been selected as preferred or shortlisted to take part in the next stage of the procurement process |
Send this letter after you’ve evaluated supplier responses to an RFx |
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School property procurement unsuccessful respondent letter [DOC, 31 KB] |
A letter used to advise suppliers they have been unsuccessful and to offer or provide a debrief explaining why |
Send this letter after you have selected your preferred supplier to let the others know they weren’t successful |
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A checklist that supports project managers to give suppliers that have responded to an RFx a debrief that will help them to improve their future responses |
Project managers use this checklist to give unsuccessful suppliers a debrief about their responses to contract opportunities valued at $100,000 or more |
Support
For support using our templates and guides, email:
EIS.procurement@education.govt.nz
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