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​​Procurement

​The lead agency is responsible for managing the procurement processes for delivering the project, and the services required to operate the building.

During the procurement process we expect the lead agency to make procurement decisions with input from the participating agencies at pre-agreed times.

The lead agency will:

  • use the Government Procurement Rules and its agency-specific Procurement Policy to achieve procurement outcomes
  • incorporate procurement planning into detailed project plans and documentation
  • plan procurement activities early
  • clearly communicate procurement plans to the participating agencies
  • take into consideration all procurement activities for the co-location and the impacts it may have on participating agency’s existing contracts for the same services
  • provide regular performance reporting on approved contracts to participating agencies.

Government Procurement Rules

Participating agencies will:

  • participate in evaluation panels as needed
  • notify the lead agency of any existing service contracts that may be impacted by the co-location - such as printing, cleaning or facilities management contracts, for example
  • manage any changes to existing service contracts as a result of the co-location.

It is intended that participating agencies will receive most of their workplace related goods and services through the lead agency contracts. However, if one of the participating agencies is a non-government entity it may be possible for them to access one or more government collaborative contract for the goods and services.

It is worth noting that discretion to access government collaborative contracts is only granted in exceptional circumstances. If a lead agency or participating agency thinks this might relate to an entity in the co-location, for more information on the discretionary process email us.

See a list of all current and upcoming contracts

Products and services you need for the project

There are key project activities that you may need input from your agency’s procurement team on. These all have timing considerations - each agency will need to factor in the timing required for:

  • internal approval processes
  • project requirements, and
  • the review/approval needs of the participating agencies.

If you’d like to discuss appropriate timings based on your particular circumstances, contact your internal procurement advisor in the first instance. Otherwise you can email us.

Building acquisition

Timing will be dependent on the available building stock of the region’s market, advertising requirements and the procurement approach undertaken. Keep in mind if you aren’t adopting an opt out (Rule 12 (3e), you'll need to follow the advertising timeframes set out in the Rules (Approaching to market Rules 35 to 45). Agencies should confirm timings with their property team and procurement team based on the project.

Other process considerations

  • Content for the Building RFP can be informed by the completed accommodation brief.
  • The purchase and leasing of Buildings and Land may be a opt out from the Rules (Rule 12 (3e)). Even if an opt-out is used, agencies should still conduct procurement activities in accordance with the Government Procurement Rules principles and good practice guidance.
  • Consider engaging the market through appropriate means, including the Government Electronic Tendering Services (GETS) as well as more specific avenues such as local/national property agents and property publications.

Government Electronic Tendering Services (GETS)

Property consultancy services (non-construction)

This includes:

  • workplace strategists
  • tenant advocates
  • property advisors
  • others as required.

Agencies signed up to the property consultancy services common capability contract (CCC) can run secondary procurement processes for each service. Agencies not part of the CCC will need to comply with the Rules and internal procurement policy for each service. Timing will depend on your agency’s procurement process appropriate for the anticipated spend.

Property consultancy services contract

Other process considerations

  • These types of consultancies can help with developing the accommodation brief, and with the building search process, selection and negotiation.
  • Services delivered for fit-outs are considered to be services and are covered by Rule 7 of the Rules.
  • A common capability contract (CCC) is in place and can be used by the lead agency.

Construction consultancy services

This includes:

  • Architecture and design services

  • Building services, mechanical, hydraulic and electrical engineering services

  • Civil, structural and geo-technical engineering services

  • Environmental services

  • Fire engineering services

  • Project managers

  • Quantity surveyors

  • Transport engineering

  • Agencies signed up to the Marketplace can run secondary procurement processes for each service.

Pae Hokohoko Marketplace 

Separate processes may need to be run for each consultant, but can be run concurrently. Timings will depend on the procurement process chosen, the anticipated spend and project circumstances.

Other process considerations

  • New Zealand Government Procurement has a suite of guidance documents available to support you in your construction related procurement. 
  • Technical specialists will need to be on board to help with due diligence reviews of the buildings, design services, and for fit-out and construction.
  • Services delivered for fit-outs are considered to be services and are covered by Rule 7 of the Rules.
  • You should discuss the best way to stage the procurement process with your procurement advisors or legal team. A phased approach may be appropriate.

Construction procurement

External legal advice

Timing will be dependent on the level of assistance required and the estimated spend.

External legal services contract

Other process considerations

  • These services may be required if your agency doesn’t have in-house property legal expertise, or an existing arrangement with a supplier.

Products and services you may need for the building's operation

Consider using All-of-Government (AoG) contracts, common capability contracts, or syndicated solutions if they’re available for the goods or services you need for your co-location. If you’re unsure whether there’s a government panel in place, check the contracts page for details of current and upcoming contracts.

Where the lead agency has existing contracts for various services, these may be able to be used for the co-location. Keep in mind that the participating agencies may also have contracts in place for operational services, such as printing solutions.

The products and services you’ll likely need to operate a co-location site include:

  • electricity (we recommend engaging with us before you sign a development agreement or lease for electricity)
  • printing solutions
  • cleaning services
  • maintenance services
  • waste management
  • furniture (purchase and disposal)
  • ICT network connectivity (Telecommunications as a Service, or TaaS)
  • ICT security services
  • IT hardware
  • visitor booking systems
  • AV equipment
  • office supplies.

Contract register

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