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Using the property consultancy services contract

Using this contract

  • 1
    Determine your requirements

    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.

  • 2
    Select a provider

    For expenditure greater than $100,000, the participating agency must select a provider through a secondary procurement process by requesting quotes from a minimum of three panel providers.

    Expenditure of $100,000 or less must be in accordance with the participating agency’s internal procurement policy and the Government Procurement Rules.

    The Online Panel Directory will assist with searching and identifying suitable panel providers for your engagement.

    Please note: You do not need to openly advertise when engaging from the panel for services within scope of the contract.

  • 3
    Start a Property Consultancy Services Order (PCO)

    Once you have made your selection, complete a PCO to be signed by both your agency and the provider of your choice. If you select multiple providers, a separate PCO 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 reference or attached to a master PCO as appendices for purposes of audit, invoicing and reporting.

  • 4
    Brief providers

    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 PCO should be made at this point prior to services being delivered.

    The panel providers will respond with their quote within Part B of the PCO.

  • 5
    Due diligence

    You can choose to complete some or all of the following for due diligence.

    • Interviews
    • Reference checking
    • Ministry of Justice and police checks

    Once you have completed your due diligence and selected the preferred provider you will confirm this with them. If the PCO needs to be revised further use Part C to undertake this.

  • 6
    Finalise the Property Consultancy Services Order (PCO)

    Approval is then undertaken by both parties signing Part E of the PCO. Please check your internal delegations to ensure the correct authority signs. The provider can now begin their engagement with your agency. The PCO should be kept on file as per your internal policy.

  • 7
    Debrief unsuccessful providers

    After the PCO 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.

  • 8
    Provider executes brief and measures outcomes

    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).

  • 9
    Complete a post engagement survey

    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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