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Rule 23:
Pre-qualified suppliers list

Primary requirement

  1. Agencies that establish a pre-qualified suppliers list must openly advertise individual contract opportunities that meet or exceed the value thresholds of $100,000 for goods, services and refurbishment works and $9 million for construction works.

Application

  1. To establish a pre-qualified suppliers list, agencies must:
    1. publish an invitation to qualify (a type of Notice of Procurement) on GETS and make it continuously available
    2. allow suppliers to respond to the invitation at any time or by specific deadlines for responses
    3. include the following information in the invitation:
      1. the agency’s name and address and contact details for the person managing the process
      2. a clear description of the goods, services or works suppliers must be capable of delivering
      3. any conditions that suppliers must meet to participate and how the agency will check they meet them
      4. how long the list will be active for and how it will be refreshed or terminated.
    4. assess applicants within a reasonable timeframe and add qualified suppliers to the list as soon as possible
    5. notify unsuccessful applicants promptly and, if requested, provide the reason/s why.
  2. If a contract opportunity arises that a pre-qualified suppliers list was established for, agencies must:
    1. openly advertise the contract opportunity on GETS. 
    2. make qualification information clear in its documentation
    3. allow any unqualified supplier to submit an application to qualify. 
  3. If a supplier submits an application to qualify, agencies must: 
    1. promptly assess the application
    2. allow a supplier who is successful in becoming pre-qualified to take part in the contract opportunity, if time allows
    3. notify the supplier of the decision as soon as possible.
  4. To operate a pre-qualified suppliers list, agencies must:
    1. keep an updated list and make this publicly available at all times
    2. notify pre-qualified suppliers if the list is terminated or they are removed from the list
    3. not use the pre-qualification process to obtain price information from suppliers
    4. when a supplier is removed from a pre-qualified supplier list, explain why.

More information

Pre-qualified suppliers lists

Agencies may establish a pre-qualified suppliers list if they regularly do a specific type of procurement and want to:

  • verify which suppliers can deliver specific goods, services or works
  • make it easier for suppliers to respond to contract opportunities because they are asking for qualifying information only once.

When a supplier is added to a pre-qualified suppliers list it does not result in a contractual or legal relationship between the agency and the pre-qualified supplier.

A pre-qualified supplier may still need to meet other evaluation criteria each time the agency wishes to purchase from them.

Pre-qualification is not the same as a multi-step procurement (for example, Registration of Interest followed by a Request for Proposal) or a panel contract. Pre-qualified suppliers have the potential to win contracts over time but are not guaranteed any work.

Pre-qualified suppliers should make sure they are listed on GETS under the correct tender watch code/s to receive notifications.

Pre-qualified suppliers do not need to respond to questions relating to qualification. Agencies should make qualification information clear in the tender documentation.

Definitions of the terms in this rule

Pre-qualified suppliers list

A list of suppliers an agency has pre-approved as having the capability and capacity to deliver specific goods or services. It is the New Zealand Government equivalent of the World Trade Organization Agreement on Government Procurement’s ‘multi-use list’.

Pre-qualified supplier

A supplier included in a pre-qualified suppliers list.

Invitation to qualify (ITQ)

An invitation to suppliers, published on GETS, to apply to be included in an agency’s pre-qualified suppliers list.

Application to Qualify (ATQ)

An application by a supplier to be included in an agency’s pre-qualified suppliers list. A supplier must prove it has the capability and capacity to deliver specific types of goods, services or works to be included in the list.

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