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Using the office furniture contract

This page will provide step by step instructions on how to use the Common Capability office furniture contract. You may also find additional resources on this page.

Using this contract

  • 1
    Determine your requirements

    Start by determining your agency's requirements and what you need to source from the panel.

    Keep in mind your agency's current office furniture model and target future state. Your agency should consider:

    • Annual or anticipated demand for furniture
    • Scale of fit-out
    • Product scope (storage, seating, workstations, meeting rooms)
    • Recycling and upcycling current furniture
    • Warranty, maintenance and support services

    By determining your requirements you can form a clear picture of what outcome you would like to achieve.

  • 2
    Review the suppliers

    Consider each supplier's value-add services, profile and how they align to your requirements. This information can be found on the office furniture suppliers page using an agency login.

    Office furniture suppliers

    You do not need to select a single supplier. A range of suppliers can be used to cater to your different requirements. For example, a particular supplier may be able to supply your storage cabinets, whilst another supplier may be able to supply your desk chairs.

  • 3
    Talk to the suppliers

    Talk to some or all of the suppliers to communicate your needs, and to learn more about their services.

    Depending on the estimated value of your engagement, you may then have to seek quotes from all panel suppliers.

  • 4
    Decide on a selection process

    Your secondary procurement process will be determined by the value of your engagement based on the estimated whole of life contractual value.

    • For expenditure greater than $100,000
      Your agency must seek quotes from all relevant panel suppliers. This procurement process has been agreed with the panellists (see clause 5.2 of the supply agreements).
    • For expenditure of $100,000 or less
      Your agency must act in accordance with its internal procurement policy. You may be advised to sole source direct to one supplier or request 3 quotes.
  • 5
    Request information

    Issue a Request for Quote (RFQ) for your determined service requirements to the selected panel suppliers. The RFQ should contain as much of the following as possible:

    • The quantity and description of product required;
    • Any requirements in regard to colour, quality, materials, style and functionality;
    • The relevant timeframes;
    • The location of delivery;
    • The weighting criteria for the final selection of who will provide the products and services;
    • The contact point for any clarification questions; and
    • Any other criteria deemed necessary.

    If a provider can meet your requirements, they may respond to the Request for Quote.

    Government model RFx templates

  • 6
    Evaluate the responses and select a supplier

    Evaluate the responses against your requirements. It is good practice to establish an evaluation panel with members that have a range of relevant expertise, such as those across facilities management. You can find more information about evaluation panels below.

    Setting up the evaluation panels

    Once you have chosen your supplier and agreed on your service requirements, you will need to issue a purchase order, other order documentation or a Statement of Work to the successful supplier. The Statement of Work template for office furniture in the contract resources section can help you do this.

    Contract resources

  • 7
    Debrief unsuccessful suppliers

    Unsuccessful suppliers should be offered a debrief. This can be in the form of a face-to-face meeting, phone call or email. In the debrief, you must:

    • provide the reasons why an offer was not successful
    • explain how the offer performed against the evaluation criteria
    • indicate the advantages of the successful offer
    • answer any concerns or questions from the supplier.

    You can find more information about supplier debriefs below.

    Debriefing unsuccessful suppliers

    End of process