PROCUREMENT PLAN (SHORT)
For non-construction works procurements with a Procurement Value of $10k – less than $100k procured through:

closed tender (multiple written quotes)

direct source (one written quote)

a panel of suppliers.
[For non-construction procurements through open tender or with a Procurement Value of $100k or more, use the
Procurement Plan (Full)]
[Instructions and guidence] [Content to be inserted by the Procurement Officer]
[Ensure all highlighting has been completed or removed prior to approval]
[This procurement plan must be approved prior to approaching the market]
The Requirement
Procurement Title
[Procurement Title: [Nature of services/goods] for [Nature of the Project] at [Name
of school] (the School) [e.g. Design services for the design of a four classroom block
at Bugtown School]
[Reference number if available]
The Buyer
Procurement Value ($NZ
exclusive of GST)
[The Board of Trustees (BoT) for [Name of school]] [OR] [relevant EIS business
unit(s) funding/undertaking the procurement]
Initial term contract value (budget value):
[$value]
Value of potential extensions/renewals/variations:
[$value]
Value of potential resultant further contracts/engagements
[$value]
Procurement Value
[$sum value]
[The Procurement Value is the maximum total estimated value all expenditure that
may result from the procurement including the initial contract, all potential
renewals, extensions, variations and options any other further potential resultant
contracts or engagements.]
[$value]
Budget ($NZ exclusive of
GST) and Funding Source
The budget for this procurement has been approved in writing by the Procurement
Sponsor. Prior written approval of the Procurement Sponsor will be obtained for any
additional budget.
(Detail the funding source(s) e.g. five year plan funding or Cost Centre number)
Description of the
Requirement
[The required solution:
 nature of the goods/services sought (e.g. project management, design
services or quantity surveying services)
 key deliverables
 an indicative overall project budget
 what is to be constructed
 outcomes sought
 the scope of the engagement
 site considerations
 time frames.


capability (skills, expertise) required by the supplier
capacity required by the supplier (resources, availability and back-up).]
The supplier will be required to comply with the requirements and
recommendations of the Health and Safety in Employment Act: 1992 and any
subsequent amendments. Any accident, incident or near miss must be notified to
the project manager immediately.
[To be included if the engagement is to include the Requirement for Information
and Communication Technology (ICT) network design/products/installation][This
engagement includes the Requirement for the following Information and
Communication Technology (ICT) network design/products/installations:

structured cabling (cabling and connectivity constructed according to
standardised rules to facilitate integration of voice, data, video, and other
signals) product supply and installation services] [and/or]

wireless integration services product supply and installation services
ICT Network products and installations must comply with the Ministry’s ICT Cabling
Infrastructure Policy and Standards for Schools and the Respondent is (or must subcontract ICT installation to) one of the Ministry’s Approved ICT Installation
Contractors (All Ministry approved ICT Installation Contractors have been police
vetted). Any change to ICT network design must be approved by the Ministry prior
to installation.]
[To be included if the engagement is likely to involve unsupervised access to
students at the School during normal school hours for that school][All supplier
personnel (including those of all sub-consultants) accessing the School during
normal school hours [time am – time pm][normal school hours for that School]will
be required to be police vetted (a review by the BoT of a person’s criminal
conviction information held by the New Zealand Police Licensing and Vetting Service
Centre). An adverse police vetting may result in the vetted person being refused
access to the School.]
[For Professional Services] The Supplier will be required to maintain the following
insurance:
 Public Liability insurance of no less than [$2,000,000 per occurrence] [IPENZ
contract (under $50,0000] [OR] [$5,000,000 per occurrence] [CCCS (over
$50,000)]
 Professional Indemnity insurance of no less than [five times the fee with a
maximum of $250,000] [IPENZ contract (under $50,000)] [OR] [five times the
fee with a maximum of $2,000,000] [CCCS (over $50,000)] which must be
maintained for a minimum of six years after completion of the services.
[To be included if the engagement involves design services][Design must comply
with the Ministry of Education’s Development Compliance Framework (DCF), the
Property Strategy 2011-2021 and Property Management Policies for safe, flexible
and inspiring learning environments as set out at State Schools Design Standards,
Intended Contract
Contract Type
[The Ministry contract template to be used]
Start Date
[Intended contract start date]
[EITHER]
Contract Term
An initial term of [number months/years] and [number] optional extensions of
[number months/years] ([number]+[number]+[number] [months/years]) [e.g. 3+1+1
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Procurement Plan (Less than $100k) EIS01Jul15
years]
[Or]
Upon final completion intended to be [date].
[EITHER]
Special Terms and
Conditions
[Detail of any special terms/conditions in the contract]
[Or]
Not applicable
Procurement Approach
[EITHER]
Procurement Method
Direct Source (evaluation of one quote)
[OR]
Closed Request for Quotation (RFQ) to [number] potential suppliers.
Potential Suppliers (invited
to respond and the rationale
for their inclusion)
[List the potential supplier(s) invited to respond and detail the rationale for them
being invited to bid (including if from a supplier panel)]
Risks
[List risks associated with the procurement including:
 description of the risk
 potential consequences
 likelihood
 treatment (how the risk will be managed).]
Evaluation
[Names of evaluators including identifying the ET chairperson]
Evaluation Team (ET)
[Should be no less than two people. Must include representation from the client
school/business unit and must not include the Procurement Sponsor.]
[For direct source (one quote)]
[Conformance and Value
[Describe how it will be determined whether the quote meets minimum
requirements (conforms) for proposed solution, capability and capacity and that the
price is within market expectations and represents value for money.] [e.g. market
research, price/rates in comparison to other similar engagements]
Evaluation Method and
Criteria
[For closed tender(multiple quotes) EITHER]
[Conformance and Best Price
Determine which quotes meet minimum requirements (conforms) for proposed
solution, capability and capacity and select the quote which provides best value for
money taking into account total cost of ownership.]
[OR]
[Weighted Attribute
Quotations scored out of 10 (with 5/10: meets minimum requirement) for each of
the following weighted criteria:

Proposed Solution: 30%
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Ministry of Education, Education Infrastructure Service
Procurement Plan (Less than $100k) EIS01Jul15

Capability (skills and expertise): 15%

Capacity (resources and availability): 15%

Price: 40%
A quote may be excluded from further evaluation and/or selection if it scores less
than 5/10.]
Price evaluation will involve [Detail how price will be analysed in order to determine
a single price for each proposal][E.g. “Respondents will be required to propose a
single fixed price” or “ Respondents rates will be applied to the following scenario in
order to determine a single price: (Role A rate x 20 hours) + Role B rate x 45
hours)].Proposal prices will be scored using the following formula:
Proposal A’s score =
(Lowest Proposal Adjusted Price / Proposal A’s Adjusted Price) x 10]
A quote may be excluded from further evaluation or selection subject to due
diligence.
Timeline
Times/dates
RFQ issued to potential supplier(s):
Potential supplier clarification requests close:
RFQ closing date/time
Intended contract award date
[date]
[date]
[time/date]
[date]
Endorsement/Approval
Requested by Procurement
Officer
(The person conducting the
procurement)
Endorsed by Procurement
Owner
(Represents the recipient
school/business unit)
[EIS led only (delete this row
if BoT led)] EIS Procurement
Leader
[Procurement Officer signature]
[Name] [Date]
[Procurement Owner signature]
[Name] [Date]
[EIS Procurement Leader Signature]
[Name] [Date]
Approved by Procurement
Sponsor
(Delegated Financial
Authority and/or Cost
Centre Owner)
[Procurement Sponsor signature]
[Name] [date]
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Ministry of Education, Education Infrastructure Service
Procurement Plan (Less than $100k) EIS01Jul15