Templates

Conflict of interest templates

Refer to the managing conflicts of interest and confidentiality section of our website for information on when these templates need to be used.

Managing conflicts of interest and confidentiality

Procurement policy template

Agencies can use this template to develop a procurement policy that documents in one place the principles and values that guide your procurement decisions.

It is good to identify your agency’s core procurement objectives, roles and responsibilities, and thresholds for open advertising.

Refer to the guide on how to write a procurement policy for more information.

How to write a procurement policy

Procurement plan templates

Refer to the writing a procurement plan section of our website to understand how to use these templates better.

Writing a procurement plan

The procurement plan outlines the entire procurement process, from your sourcing plan to your contract term and exit strategy. Check if your agency has their own procurement plan templates before using one of these.

Government model RFx templates

RFx is a generic acronym used to cover an assortment of tender types, such as Request for Quote (RFQ) and Request for Proposal (RFP). Government model RFx templates are standardised templates intended to cover the majority of tenders that a government agency undertakes. They support good procurement practice across government and make it easy for suppliers to work with the agencies.

We recommend that you check first with your internal procurement or legal team before using these documents.

Refer to the sourcing your suppliers section of the website on what else you should do at this stage of the procurement process.

Sourcing your suppliers

For designated contracts, agencies must carry out due diligence to make sure suppliers are meeting good employment standards.

Things agencies and suppliers should consider when filling out these templates:

• Broader outcomes
• Health and safety
• Employment conditions

The Government Procurement Rules can help you understand this process better.

Government Procurement Rules

Advance notice

The advance notice is for procurements that are in their final stage of approval and will go ahead. It gives suppliers an early indication of a procurement opportunity and should be published before posting a notice of procurement (ROI, RFQ, RFP) on GETS.

Use an advance notice when suppliers need to prepare for a procurement due to:

• the requirements being complex
• there is an opportunity for suppliers to collaborate
• suppliers need time to explore sub-contractors in the supply chain
• there is an opportunity for innovation and new ideas.

It does not replace a future procurement opportunity (FPO).

Future procurement opportunities

Request for Information (RFI)

A Request for Information (RFI) helps you identify the number and type of suppliers who are active in the area of interest. It is a formal request to the market for information about the type of goods or services currently available for a possible procurement. This is a market research tool only and it must not be used to select or shortlist suppliers.

Agencies need to fill out some sections of the Request for Information (RFI) Response Form template with information that help suppliers understand needs and requirements. Suppliers must then complete the other sections.

Registration of Interest (ROI)

A Registration of Interest (ROI) is often used when you anticipate a large number of responses to a procurement tender. It is a formal request asking potential suppliers to register their interest in an opportunity to supply specific goods, services or works. This is the first step in a multi-step procurement process.

Agencies should provide suppliers with the Registration of Interest (ROI) Response Form to respond to an ROI. The information will help you decide whether or not they are appropriate for the job. Only respondents who are shortlisted after the ROI has closed, will be invited to continue in the procurement process.

An ROI is followed by a Request for Proposal (RFP) allowing shortlisted suppliers to respond.

Request for Proposal (RFP)

A Request for Proposal (RFP) is a formal request asking suppliers to propose how their goods or services or works can achieve a specific outcome, and includes their prices. An agency may be open to innovative ways of achieving any requested outcome/s. Use the Request for Proposal (RFP) template to help you outline the requirements and desired outcomes of the procurement.

Agencies must provide suppliers with the Request for Proposal (RFP) Response Form template to obtain the required information.

Request for Quotes (RFQ)

A Request for Quotes (RFQ) is usually used when you know what you want to purchase and cost is the most important factor. It is a formal request asking potential suppliers to quote prices for ‘stock standard’ or ‘off-the-shelf’ goods or services or works. It is aimed at low to medium-value/risk.

You should use a Request for Quotes Lite (RFQ-L) when your procurement purchase is for very low value contracts and can easily be signed-off in an email. For example, when you are only buying a one-off item that fits within your manager’s budget.

Agencies should provide suppliers with the Request for Quotes (RFQ) Response Form or the Request for Quotes Lite (RFQ-L) Response Form templates to obtain the required information.

Response form optional extras

Optional extras are additional information that you can include in a Response Form template when submitting a bid. This should be used sparingly but you can ask suppliers to provide additional information if there are specific details about a business or operational need that should be included.

Evaluation, negotiation and due diligence templates

Refer to the source your suppliers section of our website for more information on how and when you can use these templates.

Source your suppliers

Government model contract templates

Government model contracts have been designed as the default government contract for purchasing low-value, low-risk common goods and services.

The templates in this section are considered Approved Government Model Templates (A-GMTs) for the purposes of Rule 47.

Rule 47: Approved Government Model Templates

It is primarily up to your agency to determine what constitutes low-value, low-risk common goods and services. This definition is subjective and will depend on the size of your agency and the scale and complexity of your procurement function.

We don’t recommend the use of the Government Model Contract templates where personal information is accessed by or collected through a third party. This kind of arrangement is no longer low risk and using the Government Model Contract is not a suitable option. Agencies should engage with their legal teams to prepare an agreement appropriate for this purpose.

The Government Model Contract templates may also not be suitable for use where an agency is outsourcing services that relate to one of its core functions. For more information contact the Public Service Commission.

Form 1 templates - Crown

The Form 1 templates have been developed for use by agencies that contract in the name of the Crown (for example His Majesty the King, in right of New Zealand, acting by and through the Ministry of Business, Innovation and Employment).

Form 2 templates - non Crown

The Form 2 templates have been developed for use by any other buyer that does not contract in the name of the Crown.

Variation and GMC-lite templates

Historic terms and conditions for Government model contracts

You may have active contracts that used previous versions of the Government model contract templates. Previous templates refer to the previous terms and conditions.

The previous versions of the GMC terms and conditions documents are available for reference.

Government Model Contracts - historic terms and conditions

A changelog of what has changed between the current version and the previous version of each terms and conditions document is also available.

Contract management templates

Under the Government Procurement Rules, mandated agencies must maintain a clear contract register and implement right-sized contract management plans.

Rule 34: Contract Management System

Rule 35: Contract Management Plan

Robust contract management also supports your ability to manage relationships with suppliers. Separate supplier relationship management templates are available further down this page.

If your agency doesn’t have a dedicated contract management system, you can use the Contract register template to fulfil the requirement of Rule 34.

Contract management plan templates

Agencies must have a contract management plan that is right-sized and accounts for the contract’s value, complexity, risk, and duration. Your agency may already have a template or process for this, or you can use these as a starting point.

For extremely low-value or routine contracts, the activities listed in Sections 1 and 2 of the Essential Task Register (‘Contract Management' activities and ‘Performance Management’ activities) constitute a sufficient contract management plan for the purposes of Rule 35.

For social services contracts, use the Outcome agreement management plan template linked in the Social service contract templates section below.

Refer to the contract management section of our website for more information on how and when you would use these templates and tools.

Creating a contract management plan

Understanding your contract management responsibilities

Social service contract templates and tools

Refer to the social services procurement section of our website for more information on how and when you can use these templates and tools.

Social services procurement

Construction procurement tools

Refer to the construction procurement section of our website for the companion guides to the tools below.

Construction procurement

Supplier relationship management templates

These templates can help you to establish and maintain ongoing relationships with your agency’s suppliers. More information on supplier relationship management (SRM) is on our guide page.

Introduction to supplier relationship management

Contract register template and segmentation tools

Using a contract register is fundamental for keeping your contracts organised. Once you have an overview of your contracts, you can segment your suppliers by category, and then further by their strategic importance. This segmentation process tells you where to focus your supplier relationship management resources.

Templates for defining value, roles and planning engagement

Outlining a value proposition helps you define the goals of your SRM strategy and increase stakeholder buy-in. Once you have a communications strategy, a RACI matrix will also help to define tasks and clarify expectations. 

Supplier engagement templates

Using a kick-off meeting template lets you finalise details like the attendees and items for discussion, and capture outcomes of the discussions. Then, a joint business plan can act both as a planning and reporting tool for the future relationship. If you have suppliers who are embedded into an existing SRM strategy or project and are performing well, you can also run an innovation tracking exercise using the template below.

Contact us

Email the Procurement team if you can't find what you need or require assistance in using these templates.