Procurement

Each year the Bay of Plenty Regional Council purchases more than $156 million worth of goods, works and services.

This means we need to make sure that our procurement activities:

• Are carried out in a consistent and compliant manner.
• Deliver benefits through effective procurement processes.

We follow the Principles of Government Procurement and Government Rules of Sourcing when planning, sourcing and managing procurement, as these set the standard for good practice. The way we buy goods, services or works will vary depending on the value, complexity and risk involved, and we apply the approach best-suited to the individual purchase, within the framework of the Principles and Rules – encouraging competitive tendering whenever possible.

Bay of Plenty Regional Council has an obligation to ensure that it obtains best value for money for ratepayers, and that it is prudent in all financial operations. 

Purchase orders

Within the Council we require the use of purchase orders for all purchases of goods and services.  Purchase orders are used to authorise the purchase and each have their own unique identifying number.  This number tracks the order through the procure to pay process and not only allows for processing efficiencies, but is also used as an audit tool.

All correspondence with the Regional Council, including invoices, must include the purchase order number to ensure that appropriate authorisation has been given for the purchase and to allow us to effectively process your payment or query.

• Please view our terms and conditions

Supplier information

Please contact the procurement team on procurement@boprc.govt.nz for any enquiries or advice.

Accounts Payable contact details

The most efficient way for us to receive and process invoices is electronically. To ensure that payment is made as quickly as possible please email invoices to accountspayable@boprc.govt.nz.

Address: 
P O Box 364
Whakatāne
3158
New Zealand

Phone: 0800 884 880

Email: accountspayable@boprc.govt.nz.

Tenders

Whenever possible the Bay of Plenty Regional Council will use a competitive tendering process. This means opportunities to provide goods and/or services to us will be advertised or we will contact suitable suppliers seeking quotes. Most of our tenders are advertised on the Government Electronic Tender Service (GETS).

To view Bay of Plenty Regional Council tender opportunities on GETS:

• Visit GETS to view and participate in tenders.
• Register online for free on the portal. A RealMe account is required for registration.
• Receive notifications of upcoming open public tender opportunities upon registration.

Responding to Tenders and Proposals

If you're interested in an advertised tender opportunity:

• Read all provided documents carefully to understand the requirements.
• Attend any pre-tender briefing sessions to gain insights.
• Seek clarification for any queries before the clarification period closes.
• Plan and prepare your response according to the tender timetable.
• Submit your response in the specified format before the Deadline for Proposals.

Evaluation and Contract Award

Upon receiving responses, we:

• Evaluate and negotiate based on the Evaluation Approach outlined in the RFP.
• Notify all tender submitters of the outcome, whether successful or unsuccessful.

Find Out More

For further guidance on evaluating responses and understanding the tendering process, refer to the provided resources on New Zealand Government Procurement.

Joint purchasing initiatives

All of Government Procurement Programme

This is a central government initiative that has been expanded to local government and provides centralised contracts in a range of supply categories at the best buying rates in New Zealand. Bay of Plenty Regional Council is a party to several of the AoG contracts.

n3

n3 (formerly GSB) provide a supply aggregation service and have a number of suppliers under contract. The Council is a member organisation and saves money through discounts with the contracted suppliers and not having to tender and administer the supply relationships.

Bay of Plenty Local Authority Shared Services LImited (BOPLASS)

BOPLASS is a company owned by the Bay of Plenty Regional Council, Rotorua District Council, Western Bay of Plenty District Council, Kawerau District Council, Tauranga City Council, Ōpōtiki District Council, Whakatāne District Council, Taupō District Council and Gisborne District Council and has been established to promote shared services between local authorities in the Bay of Plenty/Gisborne Regions and elsewhere.  The purpose of the company is to provide benefit to Councils and their stakeholders through improved levels of service, reduced costs, improved efficiency and/or increased value through innovation. Bay of Plenty Regional Council has entered into a number of contracts for goods and services through BOPLASS to benefit from the joint purchasing power of consolidating spend with other Councils.

For more information or advice on procurement matters, please e-mail us: procurement@boprc.govt.nz

Transport Activities Procurement Strategy

The Transport Activities Procurement Strategy shares the Council’s overall procurement vision:
“To support the strategic objectives of the Bay of Plenty Regional Council by providing best value for Council’s ratepayers through intelligent, best practice, sustainable procurement”.

The Procurement Strategy demonstrates how BOPRC meets the provisions of the Land Transport Management Act 2003.  It covers all BOPRC's transport-related procurement activities. This translates to:

• Public transport services
• Total Mobility
• Transport operations, including but not limited to, the supply and maintenance of electronic ticketing machines, advertising, timetable design and print.

View the Public Transport Procurement Strategy.

Contractor Health and Safety

We have put in place a streamlined pre-qualification process to ensure we are using contractors who operate with effective health and safety management systems and are holding current and relevant insurances. 

Health and safety pre-qualification

Waikato and Bay of Plenty Councils have teamed up with SHE Software NZ Ltd to develop a new streamlined pre-qualification process. The system will be made available to all Councils throughout New Zealand to pre-qualify contractors. This will ensure Councils are using contractors who operate with effective health and safety management systems and are holding current and relevant insurances.

This system will help us meet our responsibilities to ensure that contractors, working for or on Council assets and/or supplying services, have effective health and safety management systems to prevent harm to people and the environment or damage to property.

Benefits to contractors include:

• An easier system that enables contractors to be pre-qualified for multiple Councils through the one process.
• Improved relationships between contractors and Councils.
• Contributes to the WorkSafe New Zealand’s Statement of Intent strategy to reduce injuries by 2020.

This process requires contractors and sub-contractors who carry out services for participating Councils, to apply to become pre-qualified every two years, with insurance renewals conducted annually. Should these expire in the system, Councils may not allow you to carry out work for them until renewals are received.  The application is simple to follow, with recognition for those who have health and safety accreditations.

The fees (paid online) are:

All prices are subject to GST.

As contractors become pre-qualified, their company/industry details become accessible on a database. This provides visibility to contractors and Council staff to identify who is approved, assisting with the tendering process and Council procurement. This database can also be used by contractors to determine if a sub-contractor they are considering using is pre-qualified with Councils.

NOTE: Please ensure you have an email address before starting your application as this is needed to complete the process. 

• Frequently asked questions.

If you have further questions please contact us at safety@boprc.govt.nz.

• Begin your application.