The University requires that all procurement of works, goods or services with a value over $100,000 (+GST) are subject to a competitive procurement process. The University will use one of two types of tender process depending on the type of procurement being undertake: Open or Selective (closed) to identify the best source of goods and services.
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The default tender position for University is to advertise tenders on an open and competitive basis Open tenders will be advertised in a manner so as to attract a wide response. Tenders will be listed via the Government Electronic Tendering Service website (www.gets.govt.nz).
Selective tender (including sole source) is a tender process without open advertising from selected pre-qualified suppliers. The use of a selective purchase may be appropriate where:
- The goods or services require specialised skills or are very complex, and there are, in the opinion of the University, limited qualified suppliers
- The required goods and services are only available from one source, or limited sources, in the relevant timeframe
- The standardisation or compatibility requirements require the use of a specific supplier
- The goods or services are identical to those purchased within the last six months under an open tender process
- The goods or services are subject to prototype or development work
- The cost of a procurement process is likely to be disproportionate to the value or benefits likely to be gained
New Zealand broader outcomes
In accordance with the New Zealand Government’s rules for procurement, as part of the procurement planning, the University is required to consider, where appropriate, the Government’s four broader outcomes when purchasing goods, services and works including:
- Increasing New Zealand businesses’ access to government procurement: This is focused on increasing the number of New Zealand businesses contracting directly to government, and within the supply chain. This includes Māori businesses and Pasifika businesses
- Increase the size and skill level of the domestic construction sector workforce: The government is leveraging procurement through construction to encourage businesses to increase the size and skills of their workforces.
- Improve conditions for workers and future-proof the ability of New Zealand businesses to trade: This priority protects workers from unfair and unsafe behaviour, and incentivises well-performing firms while ensuring they are not undercut by firms who have reduced costs through poor labour practices. In particular, the New Zealand Government has prioritised the following areas: Cleaning Services, Security Services and Forestry.
- Support the transition to a net zero emissions economy and assist the Government to meet its goal of significant reduction in waste by 2020 and beyond.
Broader outcomes in this context are the secondary benefits generated by the way a good, service or work is produced / sourced. These outcomes can be social, environmental, cultural or economic benefits and will deliver long-term public value for New Zealand.
How to bid for a tender
Contract opportunities has listings of currently available tender opportunities.
If you wish to respond to a tender opportunity, you will be required to register on the GETS website as follows:
- Register in Government Electronic Tenders Service (GETS):
If you are interested in our open tendered opportunities, please register on GETS. The account creation process is free and will involve either creating a new RealMe or using an existing one. Once an account is created and activated, you can select the specific categories and service delivery region of your business, GETS will notify you if there’s any tenders published which match your pre-set criteria. Once you find a tender you are interested, click "Subscribe to this Notice" to download the tender documents.
- Respond to a tender: The RFx document will provide all information about the requirement and contract terms and conditions. You can also ask questions via GETS. Unless otherwise specified in the RFx documentation, any response you wish to submit will require submissions through GETS.
- Evaluation: We will evaluate responses using the method and criteria set out in the tender document. A tender evaluation team is established for each tender process. Evaluation panel members are to sign Conflicts of Interest Declarations to identify any potential conflicts of interest that they might have, prior to the commencement of the evaluation process.
Otago’s tender process asks for specific criteria to be met to ensure that assessed tenders represent value for money. This does not mean that a contract will be awarded to the supplier demonstrating the lowest price.
Responses to the criteria are assessed to determine the best value for money outcome for Otago that considers price, economic, environmental and social benefits. Value for money can be demonstrated in:
- Whole of life cycle costs
- Technical merits of the product or service
- Contractual and technical compliance
- Legislative compliance
- Risk factors that may impact on cost and value
- The capacity of the supplier (financial, managerial, technical abilities)
- Sustainable practices
- An ongoing, innovative and competitive local business environment.
More complex value-for-money evaluations can include a comparison of cost and non-cost factors. Non-cost factors may include:
- Fitness for purpose
- Technical and financial expertise
- Supplier capability
- Risk mitigation strategies
- Availability of maintenance, service and support
- Compliance with specifications
- Ease of inspection, communication and delivery.
4. Contract Award: We will notify successful and unsuccessful participants of the outcome. The result will also be published on GETS.
Contract Terms and Conditions
When responding to tenders for goods and/or services to Otago, you’ll be asked to note and understand the conditions of responding to a tender and must comply with our general contract conditions. If applicable, you may need to comply with special conditions of contract.
Compliance with the University’s contractual terms and conditions specified in the tender must be addressed in the supplier’s response to the tender.
Read the University’s standard contract template:
Contract for Goods and Services