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Rule 17:
Notice of Procurement

Primary requirement

  1. Agencies must include all of the information that suppliers need to prepare and submit meaningful responses in each Notice of Procurement.

Application

  1. Each Notice of Procurement must contain the following information:
    1. the agency’s name and address
    2. the name and contact details for the agency’s contact person
    3. the procurement process being used
    4. a description of the goods, services or works and any technical specifications, plans, drawings or instructions, a description of the outcomes, or the service delivery design developed through a social sector commissioning process or social investment outcomes contract, including any economic benefits the agency is seeking to achieve
    5. the quantity (if known) or estimated quantity of, or when setting up a panel of suppliers, the anticipated demand for, the goods, services or works
    6. the estimated timeframe for delivering the goods, services or works, or the estimated length of the contract and any options relating to the length of the contract (for example, 3 + 2 + 1 years)
    7. where known and appropriate, the expected budget available to spend on the goods, services or works
    8. any service levels, response times or other performance measures suppliers will need to meet
    9. any conditions for participating in the procurement process, including any pre-conditions (Rule 14) or certificates or standards the supplier must meet.
    10. any limitations on the number of suppliers that may be shortlisted
    11. all evaluation criteria the agency will use to assess responses, including an indication of the relative importance of each evaluation criterion
    12. the deadline, address and format (for example, written or oral responses) for submitting responses
    13. any restrictions or instructions on how suppliers are to submit responses or details of how responses are to be submitted through an e-procurement system.
    14. any other terms or conditions relating to the procurement or the procurement process, such as the agency’s intention regarding the ownership of intellectual property (see Rule 18)
    15. if the procurement will be conducted electronically (for example, using e-tender software), all the information suppliers will need to participate electronically
    16. if the procurement may involve an e-auction or other non-traditional procurement process, the rules or instructions relevant to the process and all of the information and training suppliers need to participate (Rule 24).

More information

Definition of Notice of Procurement

The document published on GETS that advertises a new contract opportunity, like a Request for Tender.

Request for Information (RFI)

A Request for Information (RFI) is not a Notice of Procurement. It’s a market research tool. Agencies should never shortlist from an RFI – it’s unfair to suppliers, as all interested suppliers may not have responded and agencies might therefore not get the full response they should have to achieve value for money.

Relative importance of evaluation criteria

When listing the evaluation criteria, you should indicate the relative importance of each criterion (Rule 17.2.k). Do this by including the weighting for each criterion or, if you are not using weightings, by ranking the criteria in priority order.

Additional information to include in the Notice of Procurement

It’s good practice to include additional information in the Notice of Procurement, such as:

  • details of how you’ll communicate additional information or changes to the process
  • the draft contract terms and conditions that the agency is proposing
  • the indicative timeframe for the procurement process, for example:
    • deadline for suppliers’ questions
    • dates for shortlisted supplier presentations
    • dates when suppliers will be notified if they’ve been successful or not
    • dates debriefs will be held
    • anticipated contract start date.

How this Rule applies to multi-step processes

In multi-step processes, detailed information can be made available after shortlisting suppliers.

For a multi-step process, more information or details may be contained in the Request for Tender or Request for Proposal that follows the Notice of Procurement, for example:

  • a complete description of the goods, services or works and any economic benefits to New Zealand that the agency is seeking 
  • the detailed evaluation criteria the agency will use to award the contract
  • full instructions on how a competitive process (for example lean agile procurement, an e-auction or similar) will be conducted. 

New Zealand Business Numbers (NZBN)

Agencies should request an NZBN in their Notice of Procurement.

NZBNs are unique identifiers that have been specifically created for all New Zealand businesses to use. 

In procurement, NZBNs can be used to provide standard core business information (like name, address, contact details). Keeping an NZBN up-to-date means you won’t have to keep repeating these details or advising people when your information changes. 

NZBNs are not compulsory – suppliers shouldn’t be excluded if they don’t have one.

NZBNs are quick, easy and free to set up. For more information, see New Zealand Business Number.

Examples of other procurement documents

  • architectural drawings
  • engineering plans
  • licences, permits, concessions, or other documents exchanging goods or assets
  • detailed technical specifications
  • reports
  • extensive specifications in a file too large to upload to GETS
  • environmental and other standards.

New Zealand web standards

It is a requirement of the NZ Government Web Standards that when outsourcing web development work, Public Service departments, New Zealand Police and New Zealand Defence Force include a requirement that the work complies with the mandatory requirements in the latest version of the New Zealand Government web standards.

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