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#20-19 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 2 of the Waka Kotahi NZ Transport Agency (Waka Kotahi) Contract procedures manual (SM021), has been released to be used for all procurement and is available for download from the Waka Kotahi website.

Publication details

  • Author:
  • Published: 2 October 2020
  • Reference: 20-19
  • Contact:


This note is to advise that the third edition, amendment 2 of the Waka Kotahi NZ Transport Agency (Waka Kotahi) Contract procedures manual (SM021), has been released to be used for all procurement and is available for download from the Waka Kotahi website. The new version (third edition, amendment 2) of the manual applies from the date of this notice.  The main changes relate to managing insurance and providing more detail about contract controls.

General information

The Contract procedures manual (SM021) details the Waka Kotahi procedures for procuring and is split into two parts.

  • Part A details procedures for implementing the requirements of the Waka Kotahi Procurement manual ( ie for NLTP procurement). Part A includes the administrative requirements for contracts involving payments for professional services (PS) and physical works (PW).
  • Part B details the procedures and processes that govern corporate procurement (non-NLTP procurement).

SM021 has now had requirements added to give effect to specific new or changed procedures since the previous editorial update earlier in the year. The adjusted procedures will apply from now on.

Purpose of the manual

The purpose of the Contracts procedures manual is to fulfil the obligations of Waka Kotahi to obtain the best value for money (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.


The Contract procedures manual was updated in June 2020 to bring the manual in line with current business practices. However, there were some changes made to the manual as interim measures until a more permanent solution could be developed.

The changes to the Contract procedures manual (outlined below) are not considered to require significant change by Waka Kotahi, consisting of:

  • Amendments to the manual to give effect to the procedures that have been stood up since the publication of the previous version, notably the addition of the Insurance Advisory Committee [see clauses 1.8.2, 1.8.3, 9.7.1 and 9.7.2]
  • Changes to strengthen and more clearly articulate existing controls at key stages of the procurement process; and
  • Editorial changes to make the manual easier to read.

A more detailed list of the manual changes can be found at: Contract procedures manual (SM021)

Communication plan

Our target audience for this manual is generally internal staff and those external consultants who conduct procurement on behalf of the 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 update
  • direct access via the website and intranet
  • delivery of presentations at the next Project Managers Forum and Tender Secretary and Procurement meeting.

Where processes and procedures have changed a separate communication plan will be developed to advise the business of these changes and assist them with navigating the processes and procedures.


The Contract procedures 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.

Document review

Minor reviews to the manual will be conducted as and when required. A full review of the effectiveness of the current manual will be undertaken in January 2021.

Publication details

Author: Waka Kotahi New Zealand Transport Agency
Published:  September 2020
Reference:  ISBN (online): 978-1-98-856192-9
Version:  Third edition, amendment 2
Found at: Contract procedures manual (SM021)

Further information

To submit documents or if you have any questions or feedback, please contact the Senior Procurement Advisor – Procurement Excellence at



David Darwin - Chair, Ratification Group

Vanessa Browne - Delegated Approver