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#20-14 Contract Procedures Manual (SM021)

Published: | Category: Technical advice note | Audiences: Road traffic engineers & consultants, Roading contractors

This note is to advise that the third edition, amendment 1 of the Waka Kotahi NZ Transport Agency manual SM021, Contract Procedures Manual, has been released. The third edition is to be used for all future procurement of infrastructure and non-infrastructure goods/services/works and is available for download from the Waka Kotahi website. The changes are mainly internal process changes, all-of-Government and sector requirements and editorial changes. This new version of the Manual applies from the date of this notice.

Publication details

  • Author:
  • Published: 11 June 2020
  • Reference: 20-14
  • Contact: procurement@nzta.govt.nz

Purpose

This note is to advise that the third edition, amendment 1 of the Waka Kotahi NZ Transport Agency manual SM021, Contract Procedures Manual, has been released.  The third edition is to be used for all future procurement of infrastructure and non-infrastructure goods/services/works and is available for download from the Waka Kotahi website.  The changes are mainly internal process changes, all-of-Government and sector requirements and editorial changes. This new version of the Manual applies from the date of this notice.

General information

The Contract Procedures Manual (SM021) details Waka Kotahi procedures for procuring and is split into two parts. SM021 Part A details procedures for implementing the requirements of the Waka Kotahi Procurement manual. It also covers the administrative requirements for contracts involving payments for professional services (PS) and physical works (PW).  SM021 Part B contains guidance, procedures and processes that govern corporate procurement (non-NLTP-funded).

SM021 has been updated to reflect current business practice and to align with our Procurement Manual and the Procurement Policy. The processes and procedures outlined in this update to SM021 must be followed by Waka Kotahi for all procurements that are undertaken from now on.

Purpose of the Manual

Waka Kotahi must approve one or more procurement procedures that are designed to obtain the best value for money spent by Waka Kotahi and approved organisations, contributing to an effective, efficient, and safe land transport system in the public interest (Land Transport Management Act sections 2 and 25).  Every approved procurement procedure must specify how procurement is to be carried out (which may differ for different kinds of procurement).

The purpose of the Manual is to fulfil the obligations of Waka Kotahi to the Land Transport Management Act s.25 and also to provide approved organisations with some guidance in developing their own procedures.  It also allows our suppliers to be more aware of our expectations as a procuring organisation.

Changes

The changes to SM021 are not considered to have significant effects, consisting of:

  • Corrections to the Manual to amend internal changes such as alterations to delegations and approvals
  • Incorporating necessary external changes such as the MBIE government procurement requirements and the Construction Industry Accord
  • Editorial changes to make the Manual easier to read.

A more detailed list of the Manual changes can be found at:
https://www.nzta.govt.nz/resources/contract-procedures-manual/(external link).

Communication plan

Our target audience for this manual is generally internal staff and those external consultants who conduct procurement on behalf of Waka Kotahi.  As a result, our communications will mostly be focussed internally.  Advice of these changes will be promulgated by:

  • This note advising the Manual’s release 
  • Direct access via the website and intranet
  • Delivery of presentations at the next Project Managers Forum and Tender Secretary and Procurement meeting.

Implementation

The SM021 Manual and its templates are currently published for use on the Waka Kotahi website and InfoHub. These publications will be updated with the new versions and in addition easy access links to the documents will be added to the Procurement OnRamp page. A summary of amendments will be available to help users identify the difference between this version and the previous published version.

Given this update is reflective of current procedures and processes, it was not considered necessary to conduct company-wide, specific training on the changes to SM021.

Document review

A review of the effectiveness of the changes and the current Manual will be undertaken in September 2020.

Publication details

Author: Waka Kotahi NZ Transport Agency
Published: June 2020
Reference: ISBN (online): 978-1-98-856165-3
Version: Third edition, amendment 1
Found at: https://www.nzta.govt.nz/resources/contract-procedures-manual/(external link)

Further information

To submit documents or if you have any questions or feedback, please contact the Senior Procurement Advisor – Procurement Excellence at procurement@nzta.govt.nz 

 

[signed]

David Darwin - Chair, Ratification Group

Vanessa Browne - Delegated Approver

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