Resources

Purpose

This note is to advise that an amendment has been made to the third edition of the Waka Kotahi NZ Transport Agency (Waka Kotahi) Manual SM021, Contract Procedures Manual. The third edition is to be used for all procurement of infrastructure and non-infrastructure goods/services/works and is available for download from the Waka Kotahi website. The change will not be applied retrospectively but will apply to all procurements that commence following the date of publication.

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). All appropriate processes and procedures outlined in SM021 must be followed by Waka Kotahi staff for all purchases of goods and/or services.

Purpose of the Manual

As an organisation funded from the National Land Transport Fund (NLTF), Waka Kotahi must approve one or more procurement procedures that are designed to obtain the best value for money spent. This requirement is mandatory for Waka Kotahi and all other approved organisations that receive NLTF funding, having regard to contribute 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 this Manual is to fulfil the obligations of Waka Kotahi to the Land Transport Management Act s.25 by documenting those procedures 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.

Change

The change is related to Appendix VII Form G PQM simple spreadsheet which has had two guidance notes added to it to make it clear what data and process is required to ensure the form is complete and accurate.

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; and
• 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 there are easy access links to the documents on the Procurement OnRamp page. Staff will also be advised when the new Manual is available by announcement via the intranet.

Document review

A review of the effectiveness of the changes, the success of the roll-out and the uptake of the changed Manual will be undertaken by June 2022.

Publication details

Author: Waka Kotahi NZ Transport Agency
Published: 31 July 2021
Version: Third, Amendment 2
Location: https://www.nzta.govt.nz/resources/contract-procedures-manual/

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

For more information on the Asset Management Data Standard project, visit our website www.nzta.govt.nz/hip