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Templates

Templates for procurement processes, including government model contracts and procurement plans and policies.

Use automated templates for quicker document creation

The most commonly used documents are available as automated templates.

From this page, under each template heading, is a blue button leading to a web-based editor. Information you enter here populates throughout the template to save valuable time. You can save your progress, and you can still export a Word version at the end.

Choose the blue button to use an automated template for your chosen document.

For help using automated templates, contact us.

Conflict of interest templates

Refer to the managing conflicts of interest and confidentiality section of our website for information on when these templates need to be used.

Managing conflicts of interest and confidentiality

Procurement policy template

Agencies can use this template to develop a procurement policy that documents in one place the principles and values that guide your procurement decisions.

It is good to identify your agency’s core procurement objectives, roles and responsibilities, and thresholds for open advertising.

Refer to the strategic procurement planning section of our website for more information.

Strategic procurement planning

Procurement plan templates

Refer to the writing a procurement plan section of our website to understand how to use these templates better.

Writing a procurement plan

The 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.

Procurement plan automated template

Click the button to create a procurement plan of any value, step by step, using the automated template. Or use the standard templates below.

Create a procurement plan

Government model RFx templates

RFx is a generic acronym used to cover an assortment of tender types, such as Request for Quote (RFQ) and Request for Proposal (RFP). Government model RFx templates are standardised templates intended to cover the majority of tenders that a government agency undertakes. They support good procurement practice across government and make it easy for suppliers to work with the agencies.

We recommend that you check first with your internal procurement or legal team before using these documents.

Refer to the sourcing your suppliers section of the website on what else you should do at this 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:

  • Broader outcomes
  • Health and safety
  • Employment conditions

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

Government Procurement Rules

Advance notice

The advance notice is for procurements that are in their final stage of approval and will go ahead. It gives suppliers an early indication of a procurement opportunity and should be published before posting a notice of procurement (ROI, RFQ, RFP) on GETS.

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

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

It does not replace a future procurement opportunity (FPO).

Future procurement opportunities

Advance notice automated template

Click the button to create an advance notice, step by step, using the automated template. Or use the standard template below.

Create an advance notice

Request for Information (RFI)

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

Agencies need to fill out some sections of the Request for Information (RFI) Response Form template with information that help suppliers understand needs and requirements. Suppliers must then complete the other sections.

Request for Information automated template

Click the button to create a Request for Information document, step by step, using the automated template. This includes an RFI Response Form. Or use the standard templates below.

Create a Request for Information

Registration of Interest (ROI)

A Registration of Interest (ROI) is often used when you anticipate a large number of responses to a procurement tender. It is a formal request asking potential suppliers to register their interest in an opportunity to supply specific goods, services or works. This is the first step in a multi-step procurement process.

Agencies should provide suppliers with the Registration of Interest (ROI) Response Form to respond to an ROI. The information will help you decide whether or not they are appropriate for the job. Only respondents who are shortlisted after the ROI has closed, will be invited to continue in the procurement process.

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

Registration of Interest automated template

Click the button to create a Registration of Interest document, step by step, using the automated template. This includes the ROI terms and ROI Response Form. Or use the standard templates below.

Create a Registration of Interest

Request for Proposal (RFP)

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

Agencies must provide suppliers with the Request for Proposal (RFP) Response Form template to obtain the required information.

Request for Proposal automated template

Click the button to create a Request for Proposal document, step by step, using the automated template. This includes the RFP terms and RFP Response Form. Or use the standard templates below.

Create a Request for Proposal

Request for Quotes (RFQ)

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

You should use a Request for Quotes Lite (RFQ-L) when your procurement purchase is for very low value contracts and can easily be signed-off in an email. For example, when you are only buying a one-off item that fits within your manager’s budget.

Agencies should provide suppliers with the Request for Quotes (RFQ) Response Form or the Request for Quotes Lite (RFQ-L) Response Form templates to obtain the required information.

Request for Quotes automated templates

Click the buttons to create a Request for Quotes or a Request for Quotes Lite document, step by step, using the automated template. This includes the RFQ terms and RFQ Response Forms. Or use the standard templates below.

Create a Request for QuotesCreate a Request for Quotes Lite

Response form optional extras

Optional extras are additional information that you can include in a Response Form template when submitting a bid. This should be used sparingly but you can ask suppliers to provide additional information if there are specific details about a business or operational need that should be included.

Evaluation, negotiation and due diligence templates

Refer to the source your suppliers section of our website for more information on how and when you can use these templates.

Source your suppliers

Government model contract templates

Government model contracts have been designed as the default government contract and are aimed purchasing low-value, low-risk common goods and services.

It is up to your agency to determine what constitutes low-value, low-risk common goods and services. This definition is subjective and will depend on the size of your agency and the scale and complexity of your procurement function.

Government model contract automated template

Click the button to create a Government model contract (covering both Crown and non-Crown use) or vary an existing Government model contract, using the automated template. Or use the standard templates below.

Create a Government model contract

Form 1 templates - Crown

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

Form 2 templates - non Crown

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

Social service contract templates and tools

Refer to the social services procurement section of our website for more information on how and when you can use these templates and tools.

Social services procurement

Outcome agreement automated template

Click the button to create a bilateral or integrated outcome agreement, step by step, using the automated template. Or use the standard templates below.

Create an outcome agreement

Construction procurement tools

Refer to the construction procurement section of our website for the companion guides to the tools below.

Construction procurement

Contact us

Email the Procurement team if you can't find what you need or require assistance in using these templates.

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