Procurement Policy

This page outlines the Procurement Policy, which supports clear and consistent procurement practice at Whaikaha.

Download the full policy

Procurement Policy (DOCX 192KB)

Procurement Policy (PDF 321KB)

Purpose

This policy provides a consistent approach to procurement that aligns with the Whaikaha Delegated Financial Authorities (DFA) and delivers the best outcomes and public value for Whaikaha and New Zealand. It describes expected behaviours and standards for procurement activities at Whaikaha. It sets out a framework within which we can:

• meet a justifiable and approved organisational need
• maximise the efficiency of purchasing through the New Zealand Government Procurement (NZGP) online systems and standardised procurement processes
• deal with suppliers in a fair, open, and transparent manner.

Policy statement

Whaikaha will conduct procurement activities consistent with:

• the Government procurement principles - New Zealand Government Procurement external URL
• the Government Procurement Charter - New Zealand Government Procurement external URL
• the Government Procurement Rules - New Zealand Government Procurement external URL
• the Auditor General’s Procurement guidance for public entities (PDF) external URL
• the Auditor General’s Public sector purchases, grants, and gifts: Managing funding arrangements with external parties (PDF) external URL .

The Principles and the Charter apply to all procurements, even if the Rules do not apply (some activities are not considered to be procurement and there are limited circumstances where opt-out exemptions may apply – clauses 11 and 12 of the Rules provide detail) as these set the expected standard for good practice in the NZ public service.

The way we buy goods and/or services will vary depending on the whole of life cost (defined in the definitions section), complexity, and risk involved and type of services or goods being procured, or grants being distributed. We apply the approach best suited to the planned procurement, utilising purchasing technology available through the NZGP tools and templates.

Whaikaha must participate in All of Government (AoG), syndicated and Common Capability panel contracts that it has joined.

This policy is supported by the Whaikaha Grants Policy that sets out how Whaikaha operates its Grants Funding Programme.

Principles

We demonstrate high ethical standards based on honesty, integrity, probity and transparency in all our purchasing and procurement processes. Procurement activity is conducted in a manner that ensures we maintain a reputation of being fair, transparent, and unbiased towards suppliers, evidenced through sound and robust record keeping. All procurement activities must be able to withstand both parliamentary, court and public scrutiny.

We commit to our procurement processes being accessible and equitable, including advertising higher value procurements in alternate formats. We also enable reporting to be submitted in alternate formats.

Scope

This policy covers all Whaikaha procurement from discretionary spend such as catering and stationery to commercial requirements, conditional grants, funding agreements, funding of people on advisory groups or evaluation panels, and contractors and consultants.

This is a Whaikaha wide policy and applies to all employees procuring goods or services on our behalf with the following exclusions:

• employment of Whaikaha employees
• donations, sponsorships, ex-gratia payments, and koha (covered under the Gifts, Donations and Koha policy)
• disposals or sales by tender (covered under the Financial Delegations policy)
• statutory or ministerial appointments.

Our Commitment to Tāngata Whaikaha Māori and Disabled People

Whaikaha is committed to a range of outcomes which include:

• creating opportunities for New Zealand businesses, including Māori, Pacific, disabled led, and regional businesses, as well as social enterprises.

We recognise that it is an obligation under Te Tiriti o Waitangi/Treaty of Waitangi to ensure that Māori perspectives are considered across the design and implementation of our policies and service design decisions that will impact on tāngata whaikaha Māori and whānau. In our procurement work we will ensure we meet these obligations and those recorded in our organisational directions.

Our commitment to accessibility and equity will enable Māori, Pacific, and Disability led, governed, or managed organisations and regional businesses to be involved in contract opportunities.

We support tāngata whaikaha Māori and disabled people being involved in our procurement through involvement on evaluation and selection panels where applicable – this is typically for higher value procurements. All people on such panels are required to complete conflict of interest declarations.

Compliance

Full compliance with this policy is required. A breach of this policy may constitute misconduct, or, depending on the circumstances, serious misconduct (refer to the Code of Conduct).

Any concerns about procurement activity that is inconsistent with the Rules will be reported to the Deputy Chief Executive, Strategy and Enablement. Actions will be taken to ensure that any breaches are corrected.

Document control