Buying office supplies
Learn about the All-of-Government (AoG) office supplies contract, which covers stationery, cleaning, hygiene and washroom consumables, ICT consumables and educational supplies.
|Level of compliance||Main audience||Other|
AoG contracts are optional for schools to join.
- July 2021 refresh
- Benefits of joining this AoG contract
- How to join the AoG office supplies contract
- Key office supplies considerations
- Further information
Joining a collaborative contract is likely to save a school both time and money, while also reducing risk.
Learn more about All of Government contracts.
This AoG contract offers the following benefits to schools.
- Schools receive competitive pricing without having to commit to bulk amounts. This generates savings of between 20 and 40 percent (depending on the products and suppliers chosen).
- Competitive prices for sustainable products, such as carbon neutral paper, are offered to schools.
- Schools can access any special price offered to the public, whenever that price is lower than the AoG price.
- All schools across the country can be serviced by these suppliers.
The process for joining the office supplies contract is similar to that for other AoG contracts.
Before you begin
If your school hasn’t signed up to an AoG contract before, you will need to complete the non-disclosure agreement (NDA) available on the New Zealand Government Procurement website.(external link)
You can contact email@example.com to find out if your school has already completed an NDA.
Read about the contract and the memorandum of understanding (MoU)
Log in to the New Zealand Government Procurement website to access more information on the contract. You will need to be using your school-linked RealMe account, as you will gain access to commercially sensitive information.
Read the MoU for the office supplies contract in the ‘Contract documents’ section on the New Zealand Government Procurement webpage(external link). The MoU sets out the obligations of the schools participating in the contract.
Determine your requirements
Determine your school’s requirements and decide which product categories you will be signing up for.
You might choose to prepare a list of the products currently purchased by your school, their quantity and their price. This will help you to compare your school’s current expenditure to your projected expenditure under the AoG contract and establish what savings might be achieved through the AoG contract.
Engage with supplier(s)
Research each suppliers’ product range, pricing and customer service. Your school might consider other factors such as the supplier’s environmental policies and if they are New Zealand based.
You can compare the suppliers’ pricing using New Zealand Government Procurement’s pricing comparison tool(external link), which includes the products most commonly bought by schools. You could alternately, seek quotes from suppliers for comparison based on the list of products you currently purchase.
Complete a Letter of Accession (LoA)
Completing the LoA confirms your school agrees to the terms set out in the Memorandum of Understanding (MoU).
Also complete the supporting supplier and product category sheet. On this form, you will be required to select the product categories you wish to join and your preferred supplier per category.
The completed LoA and sheet must be emailed to firstname.lastname@example.org.
Delivery of office supplies goods
After New Zealand Government Procurement receives your signed LoA and supporting sheet, you will receive a confirmation email. Your school can then begin purchasing from your chosen supplier/s under the AoG terms and at AoG prices.
|Category||Examples of what’s included|
|Key office supplies||
|Cleaning and hygiene||
See more information on the scope of the contract, including what’s not covered, on the New Zealand Government Procurement website(external link).
There are eight suppliers on the AoG panel, each offering a differing range of products.
|Supplier/s||Product categories offered|
National Express Products (NXP)
All product categories
Advance International Cleaning Systems (NZ)
Cleaning and hygiene
Schools will select one supplier for each of the product categories signed up for.
Schools can choose a different supplier for each category. However, suppliers might offer a consolidation benefit if a school buys from them in multiple categories.
Once signed up to a supplier for a product category, schools should buy all the products within the scope of that product category from the supplier.
Schools can change preferred supplier for a category twice during the term of the contract. To do so, contact New Zealand Government Procurement at email@example.com.
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