Emergency and urgent procurement for school property projects

The definitions of emergency, urgent situation, and the process steps schools must follow.

Level of complianceMain audienceOther


  • Project Managers
  • Boards
  • Property Manager
  • Principals and Tumuaki
  • Proprietors

Schools must follow the steps provided on this page for emergency and urgent procurement. This guidance provides additional access to procurement exemptions, resolving urgent work, and school insurance resources that may support you during an emergency school property project. 

What is an 'emergency'?

An emergency is a sudden unforeseen catastrophe resulting in injury, loss of life or critical damage to property or infrastructure, such as a major earthquake.

What is an 'urgent situation'?

An urgent situation is an unforeseen event or circumstances resulting in immediate risk of injury, loss of life or significant damage to property or infrastructure that would lead to closure of all or part of the school.

Process for emergency and urgent procurement

Use the following process in emergency or urgent situations:

  1. Contact the school’s property advisor and get verbal approval to go ahead with the procurement.
  2. Follow up with an email confirmation.
  3. Get a quote, estimate or rates (verbal or written) from your intended supplier and evaluate it to make sure it is reasonable.
  4. Engage the supplier for only the minimum quantity/term required to alleviate the situation
  5. Once the situation has been alleviated, apply for a procurement exemption.

Urgent work

Read more out about resolving Urgent health and safety work

Use insurance to pay for repairs

Find out about the Ministry’s School Building Insurance Funding Programme which pays for repairs to damaged school buildings:

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