Start by determining your requirements and ascertaining what you have the capability to do in-house and what you need to source from the panel. By determining your requirements you can form a clear picture of what outcome you would like to achieve.
Review Providers within the Online Panel Directory to assess their suitability for your engagement. If your agency is a participating agency in this agreement your procurement team should be able to advise how to access the Online Panel Directory. You can see the names of the Providers and which sub categories they service on the Providers page. Providers are classified based on a tier structure. The characteristics of each tier can be found here.
Search criteria in the Online Panel Directory is based on a number of criteria such as:
A participating agency can choose to select a Provider from the panel directly or undertake a secondary selection process.
In making this decision consider the budget, timeframes and specific nature of the brief, any existing or past relationships, as well as any internal financial delegations and processes your agency may have.
You can select a provider by using the information available in the Online Panel Directory and/or your own market knowledge and experience.
NZGP has already completed a robust procurement process to select the panel providers, so there is no need to test the entire panel each time you have a requirement. You do not need to advertise your requirements on GETS.
A secondary selection process is recommended where:
Once you have made your selection, complete a CSO to be signed by both your agency and the provider of choice. If you select multiple providers a separate CSO will need to be completed with each provider. Complete Part A of the CSO, providing as much detail as possible.
All other documentation (such as briefs, cost estimates, and variations) generated as part of the delivery of services can be referenced or attached to a master CSO as appendices for purposes of audit, invoicing, and reporting.
Brief your provider(s) for every piece of work you undertake. A written brief ensures that both your agency and your provider are clear about what your objectives and expected outcomes are.
A combination of a written brief followed by a verbal brief is ideal for larger projects. If required, any amendments to the CSO should be made at this point prior to contract commencement.
The panel providers will respond with their quote within Part B of the CSO.
You can choose to complete some or all of the following for due diligence.
Once you have completed your due diligence and selected the preferred provider you will confirm this with them. If the CSO needs to be revised further use Part C to undertake this.
Approval is then undertaken by both parties signing Part E of the CSO. Please check your internal delegations to ensure the correct authority signs. The provider can now begin their engagement with your agency. The CSO should be kept on file as per your internal policy.
After the CSO has been agreed and approved, you should ensure that you let the unsuccessful provider(s) know that a provider has been selected. Where appropriate you should also offer the courtesy of a debrief. This obviously comes down to the size and nature of the engagement. A debrief does not need to be an overly onerous task; it could be a simple phone call to give the provider an overview of the strengths and weaknesses of their response candidate, and is to give providers an opportunity to improve future responses.
Delivery of services as outlined in the brief, to your agency by your provider(s). Outcomes are measured and reported back to your agency (where applicable).
Your provider is required to send you a survey to complete within 10 days of the engagement being completed. It is important that you complete this so that we can continue to monitor the performance of the panel. Please get in touch with us if you have any questions.End of process
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