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Mandated agencies need to submit regular reports.

Reporting is important because it informs policy and improves the visibility of procurement data. Your reporting helps to identify public value. It also helps all government agencies track how they’re doing and measure improvement over time.

Broader outcomes

There are four priority outcomes that mandated agencies must consider when doing procurement.

These are:

  1. Give New Zealand business better access to government procurement
  2. Increase size and skill of construction sector workforce
  3. Improve conditions for workers
  4. Support transition to zero emissions economy

More detail on these is at Broader outcomes.

Some information about your agency's commitment to all of these outcomes is captured when you register procurement activity on GETS.

More detailed reporting on the first, third and fourth outcomes comes from the collection tools detailed below.

Outcome one: Better access for New Zealand businesses

Agencies must consider how they can create opportunities for New Zealand businesses, including Māori, Pasifika and regional businesses, as well as social enterprises. Progressive procurement is one of the initiatives in place to support this outcome. The progressive procurement policy specifically supports Māori businesses.

Learn more about this policy or visit Te Puni Kōkiri’s website.

Increasing access for New Zealand businesses

Progressive procurement — Te Puni Kōkiri

What you need to tell us

All mandated agencies must report on their progress against an 8% target of their relevant annual procurement contracts awarded to Māori businesses.

You need to provide information on contracts awarded to Māori businesses within each financial year.

When is it due

1 March and 1 October.

How to submit

Use this tool to report on your agency’s total annual procurement contracts awarded to Māori businesses.

If you would like a copy of the most recent New Zealand Business Number Māori business identifier (MBI) data to help with this, email the Procurement team.

What else is good to know

Purchase orders with Māori businesses can be included in reporting. A business can only be counted once in any 12-month reporting period for the same goods or services, as would be the case if there was an ongoing formal contract to provide goods and services.

If purchase orders are also used to calculate the total number of contracts awarded or active, make sure businesses are not counted multiple times for the same goods or service.

The latest report and case studies can be found at Te Puni Kōkiri:

Buyers (government agencies) — Te Puni Kōkiri

Outcome three: Improve conditions for workers

Agencies must ensure suppliers and their sub-contractors comply with employment standards, and health and safety requirements.

What you need to tell us

You’ll need to provide:

  • contract information for cleaning, forestry and security contracts
  • details of how these contracts comply with employment standards
  • what audit and compliance methods are in place.

When is it due

1 March and 1 October.

How to submit

Use this template for reporting on improving worker conditions for designated contracts in cleaning, forestry and security.

Outcome four: Support transition to zero emissions economy

The New Zealand Government is committed to achieving positive environmental outcomes through sustainable procurement by buying low emissions and low waste goods, services and works.

Your agency’s transition to electric vehicles falls under this fourth outcome. Detailed information on this initiative is captured in your agency’s EV transition plan.

To help agencies achieve the Government’s goals for reduced emissions, you are required to prepare a fleet optimisation and transition plan. You are also required to submit a data collection form summarising projected changes in fleet size.

This is collected yearly. The latest round was due on 3 October 2023.

Plan to optimise and reduce fleet emissions

Procurement Capability Index

What you need to tell us

The Procurement Capability Index (PCI) is a tool that measures agencies' procurement capability. All mandated agencies must rate their capability on a scale of 1 - 4 within a range of specified areas – for example, planning, governance, and risk management. Agencies can provide evidence to support these scores.

When is it due

1 October.

What else is good to know

Read the guide to the questions asked, what the scores mean, and what kind of evidence can be provided:

Other data collection

Future procurement opportunities

Publishing future procurement opportunities (FPO) on Government Electronic Tender Service (GETS) lets businesses understand the pipeline of potential work coming from buyers and prepare in advance.

FPOs replaced Annual Procurement Plans (APPs) in October 2020.

An FPO is not a commitment to proceed with the procurement; it signals intended future activity to the market. Once the procurement opportunity is realised and advertised, the RFx can be linked to the FPO. This allows suppliers to continue tracking your procurement.

You do not need to use an FPO for secondary procurements. Secondary procurements are where an agency buys goods or services under existing panel arrangements, like All-of-Government or syndicated contracts.

To publish an FPO on GETS

  1. Sign in as an Electronic Tender Coordination Officer (ETCO) or Purchasing Officer (PO).
  2. Select ‘Add RFx’, top right of the Purchaser Home Screen.
  3. For RFx Type, enter the tender details, select ‘Future Procurement Opportunity’, and save.
  4. Fill in the required information and publish the FPO.

There are three project status types:

Initial development – you’re investigating options to procure in the future. High-level information only; budget may or may not be available.

Awaiting approval – you intend to procure and are now seeking approval to progress to the next phase. Medium-level information.

Confirmed – you have approval and will be progressing with a procurement. More detail and certainty of information.

  1. Update the tender with relevant information as the FPO progresses through the procurement stages.
  2. Once an outcome has been reached, notify the supplier by completing the FPO.

After the Indicative RFx publication date, the FPO outcome is under the ‘Award Contract’ tab. The FPO outcome field has two values (Realised and Cancelled).

Note that the FPO outcome does not replace the Award Notice. If the opportunity is realised, you will still need to create a separate RFx.

Significant service contracts framework

Agencies are not required to submit significant service contract (SSC) reports until further notice.

A historical record of what reporting was previously collected under this framework is still available.

Significant service contracts framework