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Using the property consultancy services contract

Using this contract

  • 1
    Determine your requirements

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

    Consider your agency’s:

    • current office accommodation
    • future property needs
    • annual or anticipated demand for asset management
    • workplace strategy
    • sustainability objectives
    • iwi relationships.

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

  • 2
    Select a provider

    You can select providers from the panel in one of two ways outlined below. The method you choose will depend on your:

    • property requirements
    • scale and complexity of the work
    • level of risk
    • budget and timeframes.

    Regardless of your selection process, you should also ask providers about conflicts of interest they’d have if engaged by your agency.

    A provider must confirm whether they’d have an actual, potential or perceived conflict of interest related to the work.

    If they identify a conflict of interest, they cannot provide services until your agency approves it in writing. The conflict of interest should be recorded and, if necessary, a conflict of interest management plan put in place.

  • 2a
    Direct selection

    You can select a provider by using the information available in the Online Panel Directory and/or your own market knowledge and experience.

    The list of property consultancy services providers is grouped by subcategory.

    Property consultancy services providers

    If you need to see provider details, services and rates, use OPD to review providers.

    Online Panel Directory

    If you need access to OPD, ask your agency’s procurement advisor or team.

    When you've selected a provider from the panel, document your decision and get the approvals you need to go ahead, in line with your agency's internal secondary procurement and decision-making processes.

  • 2b
    Secondary selection

    This is a process where you approach several providers from the panel.

    A secondary selection process is recommended where:

    • the engagement is high-value and/or risk
    • further follow-on business may result
    • you have not tested the market for this work recently
    • internal policy on procurement financial thresholds require more than one quote/proposal
    • there is ambiguity in how the service will be delivered. A secondary RFP may be useful in this case (typically large projects)
    • there are many providers that could undertake the engagement.

    Tips for running a secondary selection process

    New Zealand Government Procurement (NZGP) has completed a robust procurement process to select the panel of providers, so there’s no need to test the entire market each time you have a requirement. You don't need to advertise your requirements on GETS.

  • 3
    Start a Property Consultancy Services Order

    Once you’ve chosen a provider, start to fill in a Property Consultancy Services Order (PCSO). If you choose multiple providers, you’ll need to complete a separate PCSO with each provider. Complete Part A of the PCSO, providing as much detail as possible.

    All other documentation (including briefs, cost estimates and variations) can be referenced or attached as appendices for auditing, invoicing, and reporting.

    The panel provider(s) will respond with their estimate/quote within Part B of the PCSO. You can find the PCSO template in the contract documents section on the main contract page.

    Property consultancy services

    For help filling out a PCSO, email us.

  • 4
    Finalise the Property Consultancy Services Order

    Both parties approve the PCSO by signing Part E in Schedule 3.

    Part D is for any variations that the provider makes to their quote in Part B.

    Check your internal delegations to make sure the correct authority signs. The provider can now start their work with your agency.

    Keep a copy of the signed PCSO in your agency’s records. Set up reminders to proactively manage a provider’s delivery of your agency’s requirements, and to meet any of your own obligations (like payment of provider invoices).

  • 5
    Debrief unsuccessful providers

    If you used a secondary selection process, let the unsuccessful provider(s) know that a provider has been selected after the PCSO has been signed. Depending on the size and nature of the project, it may be appropriate to offer a debrief.

    A debrief could be a simple phone call to give the provider an overview of the strengths and weaknesses of their response. Doing this gives providers an opportunity to improve their future responses.

    Debriefing suppliers

    End of process
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