School property procurement templates and guides

Using the following tools and templates will help you apply the school property procurement framework.

Procurement process guides

The following guides are designed to support project managers to run a
procurement process on behalf of a school:

NameWhat it isWhen to use it

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

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

School Property Procurement Open Tender Guide [PDF, 360 KB]

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

GETS Procurement Officer Guide [PDF, 681 KB]

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:

NameWhat it’s forWhen to use it

Procurement Conflict of Interest Declaration & Confidentiality Agreement [DOC, 120 KB]

This template is used to:

  • declare any personal interests that would, could, or be seen to conflict with those of the school (and put a plan in place to manage them), and 
  • agree to protect any confidential or commercially sensitive information learned from being involved in the procurement

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

Commercial Conflict of Interest Declaration [DOCX, 43 KB]

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.

NameWhat it’s forWhen to use it

Contract works procurement plan – short [DOC, 118 KB]

This template is used to set out a high-level plan for procuring construction work, such as:

  • demolitions
  • new builds
  • redevelopments
  • roof replacements

Use this template for construction work valued $10,000 - $99,999

Contract works procurement plan – full [DOC, 245 KB]

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

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:

  • project management services
  • quantity surveying
  • design services

Use this template for consultancy services  with a value of $10,000 - $99,999

Professional services procurement plan – full [DOC, 240 KB]

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:

NameWhat it’s forWhen to use it

Professional services request for quote [DOCX, 467 KB]

This template is used to request formal written quotes for consultancy services, such as:

  • project management
  • quantity surveying
  • design services

Use this template for consultancy services valued $50,000 - $99,999

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

Professional services request for proposal [DOCX, 510 KB]

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

Contract works request for quote [DOCX, 486 KB]

This template is used to request formal written quotes for construction work, such as:

  • demolitions
  • new builds
  • redevelopments
  • roof replacements 

Use this template for construction work valued $50,000 - $99,999

Contract works registration of interest [DOCX, 411 KB]

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

Contract works request for tender [DOCX, 161 KB]

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

Contract works schedule of prices [XLS, 57 KB]

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

Request for quote – lite [DOCX, 97 KB]

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

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.

NameWhat it’s forWhen to use it

Procurement exemption request  [DOC, 114 KB]

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:

NameWhat it’s forWhen to use it

School property procurement evaluator guide [PDF, 257 KB]

A guide that supports evaluation teams to evaluate supplier responses

Use this guide to understand your role in a school property procurement evaluation

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

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

Contract works price analysis workbook [XLS, 27 KB]

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

Contract works price analysis guide [PDF, 254 KB]

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’

Procurement Recommendation Report [DOC, 118 KB]

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.

NameWhat it’s forWhen to use it

School property procurement sponsor guide [PDF, 145 KB]

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.

NameWhat it’s forWhen to use it

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

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

Tender debrief worksheet [DOCX, 240 KB]

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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