Procurement

On this page:

Procurement policy, principles and values •
Buying goods and services •
Purchase orders and service contracts •
Purchasing card (P-card) •
Working with us

Each year Waikato Regional Council spends more than $130 million procuring goods, services, and equipment.

It is of the utmost importance when committing or spending public funds, that goods and services are procured in an efficient, ethical and transparent manner to achieve best public value.

Our procurement policy and processes aim to achieve best public value and promote broader environmental, social, cultural and economic outcomes.

Procurement policy, principles and values

Our procurements are underpinned by Government procurement principles and Waikato Regional Council's values.

Procurement principles

Plan and manage for great results.
Be fair to all suppliers.
Get the right supplier.
Get the best deal for everyone.
Play by the rules.

Council values

Responsible | Kia tika – doing the right thing – for people and place.
Respectful | Kia tau – acting with respect – toward all.
Effective | Kia toa – making a difference – reach for results

Buying goods and services

We have two primary methods of buying goods and services – purchase orders or services contracts, and purchasing cards (P-cards). Occasionally staff may use petty cash.

Unless specific arrangements have been made, and confirmed in writing, payment to suppliers will only be made if one of these methods has been used.

Purchase orders and service contracts

A purchase order or service contract is used to authorise the procurement of goods or services with a unique identifying number. The purchase order or service contract number should be quoted on all correspondence regarding those goods or services, including the invoice.

A purchase order or service contract is also used for goods or services procurement that fall under individually negotiated contracts or agreements. These purchase orders or service contracts will be valid for a specific period, or until the agreed dollar value is reached, and will be related to a formal contract.

If a formal written contract is in place, the terms and conditions of that contract will take precedence over the purchase order terms and conditions. However, the purchase order number should always be quoted.

Any invoices which do not quote a purchase order or a service contract number, or do not match the purchase order or agreed contract payment, value, quantity or detail, may not be authorised for payment and may be returned to the supplier for correction.

Our purchase order terms and conditions for goods and services are available below for you to read.

Purchasing card (P-card)

A P-card is issued to staff who have a need for buying low value goods or services. It is used in the same way as any other credit card, except it must only be used for the purchase of goods and services for Waikato Regional Council.

Generally, P-cards will be used to purchase low value items from suppliers who are not likely to be used frequently. Typically, these purchases are for less than $500, but may be up to $2000.

Working with us

We use the GETS (Government Electronic Tender Services) platform to advertise all major council projects. GETS is a free service designed to promote open and fair competition. Using an online portal also speeds up the tendering cycle and reduces the time and cost for us and our suppliers.

To use GETS, suppliers must register online using a RealMe (Government online identification) log in. Registration is free and can be used to access several protected Government sites, such as IRD.

As a registered supplier, you can receive email notifications of any new tenders we publish. When you identify a project you want to tender for, read the information carefully. The tender documents will provide all the information you need about the contract and how to respond. If you have questions about a particular project, or just need something clarified, you can do this through the GETS listing.

Details about upcoming procurement opportunities will be updated here as well.

Future procurement opportunities

Title	Overview	Status	Indicative total value	Indicative contract term	Indicative release date
Fish Passage Pump Island Block PS Upgrade (Site 3)	Pump station construction	Approved	$4,000,000	TBC	May-24
Fish Passage Pump Rangiriri North PS Upgrade (Site 4)	Pump station construction	Initial planning	$5,000,000	TBC	Jun-24
Pump Station Pipes Outlet Johnstones PS Upgrade (Site 5)	Pipes outlet	Initial planning	$195,000	TBC	Mar-24
Alexander & Stocks PS Electrical Upgrade	PS electrical upgrade	Initial planning	$742,000	12 months	TBC
Mangatawhiri Compartment 3 Inlet Upgrade	Inlet upgrade	Initial planning		12-24 months	Sep-23
Tuakau Pump station	Pipe replacement and inlet Upgrades	Approved	$331,500	12-24 months	Sep-23
Lower Waikato Stopbanks Upgrade	Stopbanks upgrade	Initial planning	$800,000	TBC	TBC
Priority possum control areas (PPCA) Southern Sector	4 PPCA areas	Initial planning	$1,000,000	TBC
Emerging technology PoC	Will have 2 Proof on concepts in 23/24	Initial planning	$100,000	1 year	TBD
Geospatial Managed Services	Procurement to undertake some basic geospatial administrative tasks	Initial Planning	$180,000	Multi year TBD	Sep-23