Templates

Conflict of interest

We have a specialised tool that lets agencies declare their conflicts of interest. There are also templates available. Refer to the managing conflicts of interest and confidentiality section for information on when these templates need to be used.

Managing conflicts of interest and confidentiality

Procurement policy

This lets you develop a procurement policy that documents the principles and values behind your procurement decisions.

You should identify your agency’s core procurement objectives, roles and responsibilities, and thresholds for open advertising.

Refer to our guide on how to write a procurement policy for more information.

How to write a procurement policy

Procurement plan templates

Your procurement plan outlines the entire procurement process, from your sourcing plan to your contract term and exit strategy. Check if your agency has their own procurement plan templates before using one of these.

The guide to procurement has more information on writing a procurement plan.

Writing a procurement plan

RFx templates

Government model request templates (RFx) are standardised documents that cover the majority of tenders for government agencies. They support good procurement practice across government, making it easy for suppliers and agencies to work together.

Check with your internal procurement or legal team before using these documents.

The sourcing section of the guide to procurement has more on what else you should do at the relevant stage of the procurement process.

Sourcing your suppliers

For designated contracts, agencies must carry out due diligence to make sure suppliers are meeting good employment standards.

Things agencies and suppliers should consider when filling out these templates:

• Economic benefits
• Health and safety
• Employment conditions

The Government Procurement Rules can help you understand this process better.

Government Procurement Rules

Advance notice

Procurements that are in their final stage of approval and will go ahead can include an advance notice. This gives suppliers an early indication of a procurement opportunity and should be published before posting a notice of procurement (ROI, RFQ or, RFP) on GETS.

Use an advance notice when suppliers need to plan ahead for a procurement due to:

• the requirements being complex
• an opportunity for suppliers to collaborate
• suppliers needing time to explore sub-contractors in the supply chain
• an opportunity for innovation and new ideas.

Advance notices do not replace a future procurement opportunity (FPO).

Future procurement opportunities

Request for Information

A Request for Information (RFI) helps you identify the suppliers who are active in a certain field. It's a formal request to the market for information about the type of goods or services currently available for procurement. This is a market research tool only, it must not be used to select or shortlist suppliers.

The Request for Information (RFI) response form template needs to be filled in by both agencies and supplies. Agencies put in information that help suppliers understand their needs and requirements, then suppliers complete the other sections.

Registration of Interest

A Registration of Interest (ROI) is a formal request asking potential suppliers to register interest in an opportunity to supply specific goods, services or works. This is the first step in the procurement process.

Agencies should provide suppliers with the ROI response form to respond to an ROI. The information suppliers put in this form will help you decide if they are appropriate for the job. Only respondents who are shortlisted after the ROI has closed, will be invited to continue the process.

An ROI is followed by a Request for Proposal (RFP), which allows shortlisted suppliers to respond.

Request for Proposal

A Request for Proposal (RFP) asks suppliers to propose how their goods or services or works can achieve a specific outcome, and to provide their prices. An agency may be open to innovative ways of achieving any requested outcomes. Use the RFP template to help you outline the requirements and desired outcomes of the procurement.

Agencies must provide suppliers with the response form template to obtain the required information.

Request for Quotes

A Request for Quotes (RFQ) is a formal request asking potential suppliers to quote prices for ‘stock standard’ or ‘off-the-shelf’ goods or services or works. It’s usually used when you already know what you want to purchase and cost is the most important factor. It is aimed at low to medium risk procurements.

Use a Request for Quotes Lite (RFQ-L) for procurement purchases that are very low value contracts that can easily be signed-off by email. One example would be, when you are buying a one-off item that fits within your manager’s budget and nothing else.

Agencies should provide suppliers with the RFQ response form or the RFQ-L response form templates.

Response form optional extras

You can include additional information in a response form template when submitting a bid. You can ask suppliers to provide additional information if there are specific details about a business or operational need that should be included. This should be done sparingly.

Evaluation, negotiation and due diligence templates

Refer to the sourcing section of the guide to procurement for more information on how and when to use these templates.

Source your suppliers

Government model contract templates

The templates in this section are considered Approved Government Model Templates (A-GMTs) for the purposes of Rule 47.

Rule 47: Approved Government Model Templates

Government model contracts are the default government contract for purchasing low-value and, low-risk common goods and services.

Your agency should determine what constitutes low-value and low-risk common goods and services taking into account the size of your agency and the scale and complexity of your procurement function.

We don’t recommend you use Government Model Contract (GMC) templates where personal information is accessed by or collected through a third party, because the arrangement is no longer low risk. Agencies should engage with their legal teams to prepare an agreement appropriate for this purpose.

The templates may also not be suitable for use when outsourcing services that relate to the core functions of your agency. For more information contact the Public Service Commission.

Contact us - Public Service Commission Te Kawa Mataaho

Crown templates

The Form 1 templates have been developed for use by agencies that contract in the name of the Crown (for example the Sovereign in right of New Zealand, acting by and through the Ministry of Business, Innovation and Employment).

Non-Crown templates

The Form 2 templates have been developed for use by any other buyer that does not contract in the name of the Crown.

Variation and GMC-lite templates

Historic terms and conditions for Government model contracts

You may have active contracts that used previous versions of the Government model contract templates. Previous templates refer to the previous terms and conditions.

The previous versions of the GMC terms and conditions documents are available for reference.

Government Model Contracts - historic terms and conditions

A record of what has changed between the current version and the previous version of each terms and conditions document is also available.

Contract management templates

Under the Government Procurement Rules, mandated agencies must maintain a clear contract register and use right-sized contract management plans.

Rule 34: Contract Management System

Rule 35: Contract Management Plan

Robust contract management also helps to manage relationships with suppliers. Supplier relationship management templates are available further down this page.

Supplier relationship management templates

If your agency doesn’t have a dedicated contract management system, you can use the Contract register template to fulfil the requirement of Rule 34.

Contract management plan templates

Agencies must have a contract management plan that is right-sized and accounts for the contract’s value, complexity, risk, and duration. Your agency may already have a template or process for this, or you can use these as a starting point.

For extremely low-value or routine contracts, the activities listed in sections 1 and 2 of the Essential Task Register (Contract Management and Performance Management activities) qualify as a contract management plan for the purposes of Rule 35.

For social services contracts, use the Outcome agreement management plan template below.

Refer to the contract management section of our website for more information on how and when you would use these templates and tools.

Creating a contract management plan

Understanding your contract management responsibilities

Social service contract templates and tools

The social services procurement section has more information about using these resources.

Social services procurement

Construction procurement tools

Guides for the tools below are in the construction procurement section.

Construction procurement

Supplier relationship management templates

These templates can help you to establish and maintain ongoing relationships with your agency’s suppliers. More information on supplier relationship management (SRM) is on our guide page.

Introduction to supplier relationship management

Contract register template and segmentation tools

Using a contract register keeps your contracts organised. Once you have an overview, you can segment your suppliers by category, and then by their strategic importance. This tells you where to focus your supplier relationship management resources.

Templates for defining value, roles and planning engagement

Outlining value helps you define the goals of your SRM strategy and increase stakeholder buy-in. Once you have a communications strategy, a RACI matrix will also help to define tasks and clarify expectations.

Supplier engagement templates

Using a kick-off meeting template lets you sort out details like attendees and items for discussion. It also captures any outcomes.

A joint business plan can act both as a planning and reporting tool for the future relationship. If you have suppliers who are embedded into an existing SRM strategy or project and are performing well, you can also run an innovation tracking exercise using the template below.

Contact us

Email our team if you need help using these templates.

Email us