Covid-19 - Guide for suppliers and vendors visiting New Zealand offices
Contracts and grant funding opportunities
We advertise contracts for external suppliers and consultants on the Government Electronic Tenders Service(external link) (GETS) website. You need to register on GETS to see our tender documents and receive tender notifications.
If you are interested in supplying or receiving a grant from the New Zealand Aid Programme please follow these links:
In October 2018 the Government recognised that its procurement activities offer a unique opportunity to achieve broader cultural, economic, environmental and social outcomes for New Zealand.
MFAT is incorporating these broader outcomes(external link) within Procurement Strategies. Suppliers are encouraged to read and learn about the broader outcomes for incorporation within their responses to our market engagements. Incorporating broader outcomes is looked upon favourably by our proposal evaluators and has increasingly been specifically measured in evaluation criteria.
The four priority outcomes MFAT focusses on are:
1. Increasing access for New Zealand businesses.
2. Construction skills and training.
3. Improving conditions for New Zealand Workers.
4. Reducing emissions and waste.
Our procurement policy, guides and processes follow the Government Procurement Rules, and we work to the five principles of government procurement:
1. plan and manage for great results
2. be fair to all suppliers
3. get the right supplier
4. get the best deal for everyone
5. play by the rules.
When the Ministry contracts with suppliers, there are specific policies that must be complied with during the tenure of the Contract. These policies are outlined within the Terms and Conditions, which are also released with Tender packages via GETS(external link). Typically these policies include:
- Security Policy for Contractors and Consultants
- Supplier Code of Conduct 2019 (see below for more detail)
- ICT Acceptable Use Policy 2020
From time to time, the Ministry may amend or add policies which suppliers are required to comply with (especially when there are specific requirements in the project - e.g. working with children or other vulnerable people). Such requirements will be included within the tender documentation released on GETS(external link). All prospective tenderers should review the documentation carefully to understand any specific requirements.
The tender process also allows time for questions or clarifications to be raised should prospective suppliers require further information around the specific policies required for a given tender.
MFAT Supplier Code of Conduct
MFAT's Commercial Division has recently released a new supplier code of conduct that has been updated.
The new code requires all suppliers to MFAT to act lawfully and adhere to our policies and procedures. The intent of this document is to make our expectations of suppliers clear, and provide a vehicle for subcontractors to suppliers to be aware of our expectations.
It has been specifically developed to fully cover both the conduct standards approved by Cabinet for suppliers in NZ, and the international standards required for our work overseas. It replaces two previous documents totalling 40+ pages and did not address the conduct of domestic suppliers. In this regard the new code is more concise and much easier to read than our previous guidance, as well as encompassing all suppliers, not just those who support the Aid Programme.
The Supplier Code of Conduct has specifically been updated to include UN requirements, such as the Ministry Policy on Preventing Sexual Exploitation Abuse and Harassment (PSEAH).
It also reflects the New Zealand Government Procurement Supplier Code of Conduct(external link) approved by Cabinet and published by MBIE as Procurement Functional Lead.
How to improve your chances
Take time to learn about our policies and priorities, our key partnerships, geographical focus and activities that we fund.
Network with other suppliers and consultants who do business with MFAT. You may get valuable development experience working as a sub-contractor to a company that has an ongoing projects, including members of our supplier panels.
Join the MFAT Suppliers and Consultants Group(external link) on LinkedIn™. This group, and its sub-groups, connects current suppliers and other international development professionals and specialists interested in working with the aid programme.
Target the contracts where you can clearly evidence that you have relevant and effective skills and experience. Ensure you fully research the project location and demonstrate how you will address any specific issues or challenges. MFAT provides debriefings to unsuccessful tenderers – make full use of the information provided to improve your future bids.
Learn what's important in the tender process
Our tender documents detail how your offer will be assessed. Focus your response according to the weighting given to each assessment criterion. Read all the conditions of tender to ensure that your response is fully compliant, otherwise your offer may be rejected. For example provide signed declarations and keep documentation below any maximum page numbers. Always ensure your tender is delivered before the deadline!
When responding, avoid repeating sections of the Terms of Reference verbatim. Assessment panels look for proposals that demonstrate strong understanding of an assignment and its constraints, such as operational, logistical, financial and possible political issues. Focus CV information on the skills and experience required for that particular project. Don’t make claims that cannot be substantiated – if you are likely to be successful, they will be subject to reference checking.
Always proof read your documents before submission. Many Ministry projects involve the provision of important reports, so the quality of your bid document will signal whether your report writing skills are likely to meet the required standard.
For all feedback or queries about procurement, grants and commercial activities at MFAT:
Ministry of Foreign Affairs and Trade
195 Lambton Quay, Private Bag 18-901, Wellington 6160