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​​Roles and responsibilities

​Each participant in an AoG contract has responsibilities that they must meet as part of that contract.

The contract user

Participating agencies or schools maintain the day-to-day operational relationship with their selected supplier. Their responsibilities include:

  • fulfilling obligations set out in the contract and purchasing agreement
  • managing the operational relationship with a supplier
  • notifying suppliers of any internal policy, security clearances and probity checks required
  • managing suppliers' performance and escalating any disputes or other issues
  • working with suppliers to determine any specific reporting requirements, eg monthly spend, accuracy of invoicing and timeliness of payment. This should also be recorded in the purchasing agreement.

The contract manager

The contract manager will be either:

  • New Zealand Government Procurement (NZGP), or
  • the Government Property Group (GPG).

Their responsibilities include:

  • monitoring the supplier’s performance against Service Level Agreements
  • managing supplier audits
  • managing the strategic relationship with suppliers
  • managing all other changes to AoG contracts, including extensions and renewals.

The contract owner

The Ministry of Business Innovation and Employment (MBIE) negotiates and enters into all AoG contracts on behalf of the Crown.

The contract supplier

AoG contract suppliers should provide:

  • services or products to participating agencies as per the Service Level Agreement
  • any transition services required by participating agencies
  • reporting as required
  • account management services to participating agencies
  • contract management to MBIE.

They should also promote the contract to other eligible agencies.

Resolving disputes

Suppliers and agencies must try to resolve any disputes that arise between them as soon as possible.

  1. On the day the dispute arises, both parties should attempt to resolve the dispute.
  2. If the dispute isn't resolved within 10 business days, the agency and the supplier should escalate it to their senior representative.
  3. If it's not resolved within another 10 business days, the agency's senior representative should escalate the dispute to their NZGP or GPG contract manager.
  4. After a further 10 business days, the agency must escalate the dispute to MBIE’s manager for Delivery Services. The supplier should escalate it to their General Manager or Director.

Contact us for advice on any disputes or issues that arise with suppliers.

Contract documents

Overview of the contractual documents for AoG contracts.

Supply / Services Agreement

Signed between MBIE and each supplier when the contractual relationship is formed.

Non-Disclosure Agreement (NDA)

Signed between MBIE and eligible agencies to allow access to AoG contracts and commercially sensitive information.

Note: eligible agencies only need to sign a NDA once to gain access to information across all AoG contracts.

Memorandum of Understanding (MoU)

Sets out the relationship between NZGP or GPG and participating agencies. It highlights the obligations of each party and the key points in the contract as they relate to participating agencies.

Letter of Accession (LoA)

Signed by eligible agencies to confirm agreement to the MoU. By signing the LoA eligible agencies join the contract as a participating agency.

Statement of Work (SoW)/ Purchase or Services Order / Pricing or Service Supplement

The purchasing agreement signed between a participating agency and supplier for a specific piece of work.

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