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Procurement manual

Published: | Category: Funding , Procurement , Manuals | Audience: Local & regional government

The Procurement manual is to be used for activities funded through the National Land Transport Programme and contains procurement procedures approved by the NZ Transport Agency for use by approved organisations when purchasing infrastructure, planning and advice, and public transport services. This manual also provides guidance on the application of these procurement procedures and the strategic context within which they operate.

A new version of the Procurement manual, Amendment 4 [PDF, 3.5 MB], is now available. The changes included in Amendment 4 are fully described in General circular 17/06 Amendment to the NZ Transport Agency Procurement manual [PDF, 860 KB].

Procurement tools

There are a number of tools to assist in the use of the manual and application of Transport Agency procurement policies including:

Frequently asked questions

For further information on the Transport Agency procurement policy, including the Procurement Manual and procurement procedures, view our frequently asked questions [PDF, 141 KB]

Publication details

  • Author:
  • Published: July 2009
  • Version: Updated 1 March 2018
  • ISBN/ISSN: ISBN 978-0-478-34658-9
  • Amendments: Nov 2009

Procurement manual

Download the Procurement manual – Amendment 4 [PDF, 3.5 MB]

The current version of the Procurement manual, Amendment 4, can be viewed below. Individual chapters can be downloaded as a PDF file if required.

From 1 March 2018, Amendment 4 [PDF, 3.5 MB] came into effect and the online version below will be updated with the new content.

Browse manual by chapter

ChapterDownload

1.0 - Introduction

  • 1.1 - Overview
  • 1.2 - Purpose and structure of the manual
  • 1.3 - Legislative and policy framework
  • 1.4 - Roles of the NZ Transport Agency and approved organisations
  • 1.5 - Value for money spent
  • 1.6 - Strategic approach to procurement
  • 1.7 - Procurement procedures
  • 1.8 - Monitoring and auditing
  • 1.9 - In-house professional services
17 pages [PDF, 178 KB]

2.0 - Guidelines on procurement procedures

  • 2.1 - Overview
  • 2.2 - Introduction
  • 2.3 - Structure of procurement procedures
  • 2.4 - Strategic context
  • 2.5 - Selecting a delivery model
  • 2.6 - Supplier selection methods
  • 2.7 - Contracts
  • 2.8 - Customised procurement procedures
13 pages [PDF, 356 KB]

3.0 - Value for money spent

  • 3.1 - Overview
  • 3.2 - Defining value for money in relation to procurement
  • 3.3 - Identifying value for money at the activity selection stage
  • 3.4 - The process for maintaining or enhancing value for money through procurement
  • 3.5 - Attributes to be valued
11 pages [PDF, 58 KB]

4.0 - Strategic approach to procurement

  • 4.1 - Overview
  • 4.2 - A strategic approach
  • 4.3 - Procurement strategy
  • 4.4 - Writing a procurement strategy
23 pages [PDF, 193 KB]

5.0 - Supplier selection process

  • 5.1 - Overview
  • 5.2 - Approach to supplier selection
  • 5.3 - Staged supplier selection processes
  • 5.4 - Supplier selection methods
  • 5.5 - Evaluation of proposals
  • 5.6 - Purchaser-supplied inputs
15 pages [PDF, 123 KB]

6.0 - Procurement procedure 1 – Infrastructure

  • 6.1 - Overview
  • 6.2 - Definition
  • 6.3 - Strategic context
  • 6.4 - Delivery models
  • 6.5 - Supplier selection methods
  • 6.6 - Contracts
27 pages [PDF, 344 KB]

7.0 - Procurement procedure 2 – Planning and advice

  • 7.1 - Overview
  • 7.2 - Definition
  • 7.3 - Strategic context
  • 7.4 - Delivery models
  • 7.5 - Supplier selection methods
  • 7.6 - Contracts
16 pages [PDF, 271 KB]

8.0 - Procurement procedure 3 – Public transport services

  • 8.1 - Overview
  • 8.2 - Definition
  • 8.3 - Strategic context
  • 8.4 - Delivery models
  • 8.5 - Supplier selection methods
  • 8.6 - Contracts
21 pages [PDF, 230 KB]

9.0 - Procurement procedure 4 – Public transport fare subsidy schemes

  • 9.1 - Overview
  • 9.2 - Definition
  • 9.3 - Requirements
4 pages [PDF, 38 KB]

10.0 - Rules

  • 10.1 - Overview
  • 10.2 - Definitions
  • 10.3 - Compliance with legal requirements
  • 10.4 - Procurement strategies
  • 10.5 - Procurement procedure advanced components
  • 10.6 - Documentation and publication requirements
  • 10.7 - Emergency reinstatement
  • 10.8 - Competition for supply
  • 10.9 - Direct appointment and closed contest for low dollar value contracts
  • 10.10 - Direct appointment of a monopoly supplier
  • 10.11 - Direct appointment where competition reduces value for money
  • 10.12 - RFP contents and conformity
  • 10.13 - Using an available supplier selection method
  • 10.14 - Non-price proposal evaluation attributes
  • 10.15 - Price and price weight
  • 10.16 - Alternative proposals
  • 10.17 - Added value premium
  • 10.18 - Use of negotiation in a supplier selection process
  • 10.19 - Qualifications of proposal evaluators
  • 10.20 - Business units proposing to undertake minor and ancillary works
  • 10.21 - Maximum term of a term service contract for infrastructure or planning and advice
  • 10.22 - Supplier bonds
  • 10.23 - Lead-in times for public transport services contracts
  • 10.24 - Contract term of public transport units
  • 10.25 - Contract price adjustment for input price variation public transport services
  • 10.26 - Key performance indicators for public transport (bus) contracts
  • 10.27 - Direct appointment of a supplier for a public transport unit
  • 10.28 - Gross price resets for public transport units
  • 10.29 - Information for tenderers for public transport units
  • 10.30 - One-off transition for like-for-like public transport units
  • 10.31 - Vehicle quality requirements for bus public transport units
  • 10.32 - Public transport fare subsidy schemes
40 pages [PDF, 243 KB]

11.0 - Performance measurement and monitoring

  • 11.1 - Overview
  • 11.2 - Performance measurement and monitoring framework
  • 11.3 - Information to be provided
  • 11.4 - Audit and compliance
  • 11.5 - Role of approved organisations
  • 11.6 - Role of the NZ Transport Agency
  • 11.7 - Public transport service key performance measures
12 pages [PDF, 197 KB]
Appendix A: Procurement strategy checklist 2 pages [PDF, 71 KB]
Appendix B: Criteria for selecting a delivery model 3 pages [PDF, 43 KB]
Appendix C: Supplier selection methods 10 pages [PDF, 199 KB]
Appendix D: Procurement procedure decision trees 10 pages [PDF, 148 KB]
Appendix E: Data collection checklist 2 pages [PDF, 33 KB]
Appendix F: Procedural audits checklist 2 pages [PDF, 33 KB]
Appendix G: Definition of terms 2 pages [PDF, 72 KB]
Appendix H: Calculating public transport commerciality ratios 2 pages [PDF, 71 KB]
Appendix I: Contract negotiation processes for bus public transport units 2 pages [PDF, 76 KB]
Appendix J: Public transport financial incentive mechanisms 1 page [PDF, 53 KB]
Appendix K: Measuring public transport customer satisfaction 9 pages [PDF, 159 KB]
Appendix L: Public transport data definitions 3 pages [PDF, 97 KB]
Appendix M: References 2 pages [PDF, 38 KB]

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