extra-lite-template-procurement-plan

[Insert agency logo]

Procurement plan xtra-lite

[Name of project]

What we are buying and why

Key information	Detail
Background:	Provide a short description of the context for this procurement, including any previous contract arrangement.
Short description of goods/services:	Provide a short succinct description of the goods or services to be purchased. What are the key deliverables? What are the key milestones? What’s in scope and out of scope? Describe any minimum standards or mandatory criteria. Confirm basis of payment e.g. on invoice or on completion of milestones. List key risks and how these will be mitigated and managed.
Dates:	Contract start date: dd mm year. Contract end date: dd mm year.
Contract type:	[Choose: Government Model Contract / Government Model Contract Lite / Purchase Order].
Estimated whole-of-life cost:	$x,xxx (excluding GST).
Expense category:	Opex: $x,xxx. Capex: $x,xxx. Cost centre code: xxxx.
Budget approved by delegated financial authority holder:	Yes /no. Name.

Procurement method

Three phone quotes	Three written quotes	Closed tender	Direct source supplier	Extension of contract	Select panel supplier
					

Tender evaluation panel members

Role	Voting	Name	Organisation
Chair of evaluation panel:	
Business group / owner:	
User group / beneficiary:	
Subject matter expert:	

Evaluation methodology

The evaluation model that will be used is weighted attribute as per the table below. Price will not be a weighted criterion. Instead price will be taken into account in determining overall value for money over the whole-of-life of the contract. A two envelope process will be used and suppliers’ pricing will only be opened once the criteria scoring is completed.

Evaluation criteria

Criterion	Weighting
Technical merit (fit for purpose)
E.g. Degree to which good/services meet or exceed requirements	30%
E.g. Quality of goods/services	10%
Capability of the supplier to deliver
E.g. Supplier’s size, structure and annual turnover	5%
E.g. Track record in delivering similar goods/services	15%
E.g. Understanding of the requirements	25%
E.g. Operational and financial systems to manage delivery	15%
Total weightings	100%

Indicative timeline

Please note that the following example is for a single-stage tender.

Action	Indicative date
Tender release date:
Tender closing date:
Tender panel recommendation date:
Negotiations completed:
Advise unsuccessful suppliers:
Supplier debriefs:

Approvals

Project sponsor
Approval:	Approval to proceed to tender and identify the preferred supplier.
Name:
Position:
Date:

Holder of delegated financial authority
Total budget approved:	[Insert: total cost over whole-of-life NZ$]
Cost code:
Name:
Position:
Date: