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Joining and ​using the office supplies contract

Joining this contract

  • 1
    Determine your requirements

    You need to consider what's most important to your agency to help you shortlist suppliers, like:

    • lowest prices 
    • product range 
    • high service levels 
    • administrative simplicity 
    • capability to interface with an agency’s Financial Management Information System (FMIS) 
    • geographical reach 
    • regional presence 
    • supplier consolidation benefits.

    You may need to review your agency’s purchasing behaviour, eg whether different units buy independently from the same supplier. Talking with others in your agency can also help you work out if there are any special requirements and which categories are relevant to your agency.

  • 2
    Review the categories

    You'll need to choose a supplier for the key office supplies category, and one for each optional category you're using. You can choose different suppliers for each category, or use the same supplier across multiple categories.

  • 3
    Choose a supplier

    You can select one supplier for each of the categories you want to participate in based on any criteria, but you should follow a robust process that ensures you get the best value out of the contract.

    • Review the supplier profiles for information on each supplier’s type of business, environmental policies, value-add services, and any other information that's important to your agency. 
    • Define your commonly purchased products and seek a quote from your shortlisted suppliers. You can use the Price Comparison Template to make all the pricing you receive from suppliers consistent and able to be directly compared. 
    • We suggest that you talk to at least two shortlisted panel suppliers before making a final selection. It's good to get to know your likely contract manager and to discuss your requirements and how they propose to work with you before you make a decision.

    View the list of suppliers for the office supplies contract.

  • 4
    Read the Memorandum of Understanding (MoU)

    Each AoG contract has a related MoU. This sets out the relationship between us and the agencies participating in the contract. It also highlights the obligations of each party and the key points in the contract.

    Each contract has a copy of the MoU listed in the ‘Contract documents’ section - you’ll need to be logged in to see it.

  • 5
    Complete the Letter of Accession (LoA)

    By signing an LoA, your agency is agreeing to the terms and conditions of both the MoU and the related AoG contract.

    Contact us at procurement@mbie.govt.nz when you’re ready to join the contract and we’ll send you an LoA. Complete the Suppliers and Product category sign-up sheet attached to it.

    Once we receive your signed LoA, your chosen suppliers will be in touch to help you transition and to answer any operational questions.

    End of process

Placing orders

Each agency will have to agree how they will purchase with their supplier when they transition onto the contract.

Electronic ordering is considered best practice.

Changing suppliers

Agencies can switch suppliers twice for each category during the term of the contract. Contact us and we will send you a form to complete.

Pricing comparison tool

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