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Procurement Request For Proposal Template for New Zealand

A Request for Proposal (RFP) document designed for use in New Zealand procurement processes, compliant with New Zealand procurement legislation and guidelines. This document serves as a formal invitation to potential suppliers to submit detailed proposals for goods, services, or works. It includes comprehensive requirements specifications, evaluation criteria, submission guidelines, and terms and conditions that align with New Zealand commercial law and procurement best practices. The document is structured to ensure transparency, fairness, and value for money in accordance with New Zealand government procurement principles and private sector requirements.

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What is a Procurement Request For Proposal?

The Procurement Request For Proposal (RFP) is a critical document used in New Zealand for formal procurement processes when organizations seek to obtain detailed proposals from potential suppliers. It is particularly relevant when the procurement value is significant, the requirements are complex, or when multiple evaluation criteria need to be considered. This document type is designed to comply with New Zealand procurement legislation, including the Government Procurement Rules (for public sector) and the Contract and Commercial Law Act 2017. It provides a structured framework for gathering comparable proposals, ensuring fair competition, and maintaining transparency throughout the procurement process. The RFP includes detailed specifications, evaluation criteria, pricing requirements, and terms and conditions, enabling organizations to make informed procurement decisions while managing legal and commercial risks.

What sections should be included in a Procurement Request For Proposal?

1. Introduction: Overview of the procuring organization and the purpose of the RFP

2. RFP Timeline: Key dates including release date, submission deadline, evaluation period, and award notification

3. Background: Detailed context of the procurement need, current situation, and strategic objectives

4. Scope of Requirements: Detailed description of goods/services required, including specifications, volumes, and performance requirements

5. Evaluation Process and Criteria: Description of how proposals will be evaluated, weighted criteria, and selection methodology

6. Submission Requirements: Instructions for proposal format, content requirements, and submission process

7. Terms and Conditions: Standard terms governing the RFP process and subsequent contract

8. Pricing Requirements: Instructions for providing pricing information, including format and any specific pricing scenarios

9. Contractual Requirements: Key terms and conditions that will form part of the final contract

10. Response Format: Structured format for responses including required forms and templates

What sections are optional to include in a Procurement Request For Proposal?

1. Pre-qualification Requirements: Used when suppliers must meet specific criteria to be eligible to submit a proposal

2. Site Visit Information: Include when physical inspection of facilities or locations is necessary for proposal preparation

3. Innovation and Alternative Proposals: Include when the organization is open to innovative solutions or alternative approaches

4. Transition and Implementation: Required for complex services or systems that need significant implementation planning

5. Sustainability Requirements: Include when environmental or social sustainability is a key consideration

6. Local Content Requirements: Used when there are specific requirements for local business participation

7. Security Requirements: Include for procurements involving sensitive information or requiring security clearances

8. Business Continuity: Required for critical services or products where continuity planning is essential

What schedules should be included in a Procurement Request For Proposal?

1. Schedule 1: Detailed Specifications: Technical specifications, performance requirements, and service levels

2. Schedule 2: Pricing Template: Standardized format for submission of pricing information

3. Schedule 3: Response Ƶ: Standard forms and templates for structured responses

4. Schedule 4: Draft Contract: Proposed contract terms and conditions

5. Schedule 5: Current Environment: Detailed information about existing systems, processes, or services

6. Schedule 6: Compliance Matrix: Template for suppliers to indicate compliance with requirements

7. Appendix A: Supplier Information Form: Template for collecting standard supplier information

8. Appendix B: Reference Check Form: Template for supplier references

9. Appendix C: Non-Disclosure Agreement: Confidentiality agreement for sensitive information

10. Appendix D: Conflict of Interest Declaration: Template for declaring any potential conflicts of interest

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Jurisdiction

New Zealand

Publisher

Ƶ

Cost

Free to use

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