The New Zealand Purchasing Officers Sustainability Procurement Guide

2009

Introduction to the Sustainable Government Procurement Project

This report has been developed to assist government departments to improve their sustainable procurement practices. It provides an overview of the Sustainable Government Procurement Project as well as guidance on what core Public Service departments must consider when purchasing goods and services. The document draws together all existing sustainable procurement policies and makes it mandatory for core government departments to implement them.

Departments will find it a useful

reference tool for integrating sustainable procurement into existing procurement policy.

Sustainable procurement "Central government is the biggest purchaser in New Zealand in a wide range of sectors, including IT equipment, buildings, and office supplies, with an annual procurement budget of $6 billion,"

"Sustainable public purchasing will provide significant market opportunities for New Zealand

companies, encourage technological

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innovation and help to create new export opportunities.

By harnessing the collective purchasing power of government departments, government procurement can contribute to wider economic transformation goals and help to establish New Zealand’s credentials internationally as a world-leading sustainable economy and producer. Government can drive demand, encourage supply of innovative, environmentally-friendly products and services, encourage use of cleaner production methods, and ensure improved consideration of cost-effectiveness over the whole of life cycle of goods and services. Procurement’s role in acting as a ‘gatekeeper’ in the process will also serve to raise the profile of the profession, and encourage practitioners to recognise the important role that procurement plays.

The Sustainable Government Procurement Project The Sustainable Government Procurement Project was launched in February 2006 by Prime Minister Helen Clark in conjunction with five other sustainability initiatives: Business Partnerships for Sustainability, Enhanced Eco-verification, Towards a Carbon Neutral Public Service, Towards Zero Waste, and the Household Sustainability Program. The purpose of the Sustainable Government Procurement Project is to make sustainability a core component of government procurement policy and practice. Through sustainable procurement practice, government departments will be encouraged to purchase goods and services that are more water and energy

efficient, emit less carbon, produce less waste, and are accredited or environmentally certified where possible.

The working definition of ‘sustainable procurement’ that this project will use is:

…a process whereby organisations meet their needs for goods, works and utilities in a way that achieves value for money on a whole of life basis in terms of generating benefits not only to the organisation, but also to society and the economy, whilst minimising damage to the environment.”

The Sustainable Government Procurement Project comprises a package of initiatives focused on setting clear expectations, targets and minimum standards of practice through the broader Government Procurement Policy framework, and providing participants in the government market with access to tools, templates and training to ensure these can be met.

The Project is led by the Ministry for Economic Development’s Government Procurement Development Group (GPDG).

Sustainable procurement initiatives will be supported by the GPDG’s ongoing efforts to lift the quality of procurement practice across the public sector as a whole, which has been identified as variable at present.

Objectives of the Project The project is designed to:

• Support government leadership in sustainability through government procurement

• Raise awareness and increase knowledge of sustainability issues in the government market

• Develop a common understanding and consistent approach to sustainable procurement across the wider Public Sector

• Accelerate the adoption of more sustainable procurement practice by purchasing agencies

• Focus purchasing agencies’ sustainable procurement efforts on areas of greatest collective impact.

Benefits Expected benefits of the Sustainable Government Procurement Project include2:

• Government procurement market activity producing less carbon and waste

• Improved value for money over whole of life outcomes from departmental spend, and operational cost savings through better demand and waste management, and the use of more energy, water and resource efficient goods and services

• Knowledge and methods for incorporating sustainability considerations into procurement decisions being widely disseminated both within and beyond the public sector through good practice government procurement arrangements (eg, syndicated procurement contracts; standard tender and contract clauses)

• Improved availability of sustainable and innovative goods and services in New Zealand due to increased demand in the government market

• Increased supply opportunities for innovative and sustainable New Zealand firms

Government Procurement Policy

Current Policy FrameworkThe Government expects its departments, and encourages other public sector agencies, to be guided in

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their procurement by the following principles:

best value for money over whole of life;

open and effective competition; full and fair opportunity for

domestic suppliers; improving business capabilities,

including e-commerce capability; recognition of New Zealand's

international trade obligations and interests; and

requiring sustainably produced goods and services wherever possible, having regard to economic, environmental and social impacts over their life cycle.

Introduction1. These Rules set out mandatory standards and procedural requirements for the conduct of procurement by government departments (defined for this purpose as the "public service departments" listed in the Schedule to the State Sector Act 1988, plus New Zealand Defence Force and New Zealand

Police). The Rules reflect and reinforce New Zealand's established policy of openness and transparency in government procurement. They are based on, but not limited to, the treaty obligations of New Zealand under Chapter 11 of the Trans-Pacific Strategic Economic Partnership Agreement with Brunei, Chile and Singapore (TPSEPA, also known as the P4 Free Trade Agreement). The Rules are to be applied by departments in their procurement globally to facilitate competitive participation by domestic and foreign suppliers in New Zealand's government procurement market.

Pre-Existing Commitments to Australia and Singapore2. The Australia New Zealand Government Procurement Agreement (ANZGPA) establishes a single ANZ market for government procurement, without limitation by value threshold. While these Rules have general application, they must not be interpreted as reducing the scope of departments' wider obligation under the ANZGPA to accord Australian suppliers non-discriminatory treatment

and equal opportunity to compete, on a value for money basis in their procurement generally.

3. New Zealand has similar non-discriminatory obligations to Singapore under the existing bilateral Closer Economic Partnership Agreement (CEP). In this case however, a value threshold applies, as under these Rules. Departments conducting their procurement within the existing policy and good practice framework (see paragraph 4 below) and applying these Rules will generally meet our CEP obligations to Singapore. Should any conflict arise in practice, advice should be sought from the Ministry of Economic Development.

Continuing Policy and Good Practice Framework4. The Government continues to expect its departments to conduct all their procurement within the framework of the policy principles1 set out in the Policy Guide for Purchasers issued by the Ministry of Economic Development , and the good practice guidelines set out in "Procurement: a Statement of Good Practice" issued by the Office of the Auditor-General. For construction procurement, departments should note that the Auditor-General also encourages use of the document "Principles of Best Practice: Construction Procurement in New Zealand", issued by the New Zealand Construction Industry Council.

5. Although these Rules are more prescriptive, they are designed to be generally consistent with the policy and good practice principles

mentioned above. Should any points of conflict arise, however, the Rules must prevail.

6. Departments are also reminded that in all their procurement activities they continue to be accountable for observing the relevant minimum standards of behaviour (e.g. in relation to integrity and confidentiality of information) required by law or government direction (e.g. the Code of Conduct issued by the State Services Commissioner).

Including the principles of: best value for money over whole of life; open and effective competition; and full and fair opportunity for domestic suppliers.

Mandatory Coverage of These Rules7. These Rules must be applied by government departments, as listed in the Schedule to the State Sector Act 1988, plus New Zealand Police and New Zealand Defence Force, to procurement:

1. by any contractual means, including purchase and rental or lease, with or without an option to buy, build-operate-transfer contracts, public works concessions contracts, and contracts accessed via third party commercial supply brokerage arrangements.

2. with contract values at or above the following thresholds:

1. Goods and services: NZ$100,000

2. Construction services:

3. NZ$10 million, except that a NZ$100,000 threshold applies for the purposes of paragraph 48 (GETS post-award notice) and paragraph 51 (Annual Procurement Plans).

8. Notwithstanding the higher threshold for mandatory application of these Rules to construction services procurement, departments are reminded that the Government expects them to conduct all their construction services procurement within the policy and good practice framework as stated in paragraph 4 above.

9. Mandatory coverage of these Rules is further defined and limited by the Exclusions and Exceptions listed in Appendix 1.

10. Notwithstanding the fact that only the entities referred to in paragraph 7 above are required to apply these Rules, the Government encourages their application in the wider public sector as appropriate.

Valuation of Contracts

11. In determining whether contract values are at or above the thresholds, departments must base the contract valuation on the maximum total estimated value of the procurement over its entire duration, including optional purchases, premiums, fees, commissions, interest and revenue streams or other forms of remuneration provided for in the contract. All forms of remuneration, including payments to an agent or supply broker, must be declared in the contract.

Non-Avoidance12. Departments must not prepare, design or otherwise structure or divide at any stage any procurement in order to avoid the application of these Rules.

Procurement Managed by a Third Party

13. Use of a third party as an agent or consultant (not being the prime contractor) to advise on, arrange or manage a procurement process does not remove from departments the requirement to comply with these Rules, where applicable.

Integrity in Procurement Practices14. Departments must have in place policies and procedures to eliminate any potential conflict of interest on the part of those engaged in or having influence over a procurement.

Non-Disclosure of Confidential Information15. Departments must not, except to the extent required by law, disclose confidential information that would prejudice legitimate commercial interests of a particular supplier or might prejudice fair competition between suppliers, without the written

authorisation of the supplier that provided the information.

Departments will be aware that information not disclosed according to these Rules will nevertheless be subject to the Official Information Act 1982 on an ongoing basis.

Non-Discrimination16. Departments must accord all potential suppliers equal opportunity and equitable treatment on the basis of their financial, technical and commercial capacity.

17. Departments must make procurement decisions on the basis of value for money of goods and services to be supplied, and not on the basis of their place of origin or the degree of foreign ownership or affiliation of the supplier.

Offsets

18. Departments must not consider, seek or impose offsets at any stage of a procurement.

Departments are reminded that under the ANZGPA the non-discrimination obligation applies to procurement in the ANZ "single government procurement market" without limitation by value threshold.

Offsets are conditions or undertakings relating to domestic content, licensing of technology, investment, counter-trade or similar requirements to encourage local development or improve the balance of payments accounts.

Technical Specifications19. Departments must not prepare, adopt or apply any technical specification with the purpose or effect of creating unnecessary obstacles to international trade or domestic supply.

20. Technical specifications prescribed by a department must, where appropriate:

1. be specified in terms of performance and functional requirements, rather than design or descriptive characteristics; and

2. be based on international standards, where applicable, or otherwise on national technical regulations, recognised national standards, or building codes.

21. Departments must not prescribe technical specifications that require or refer to a particular trademark or trade name, patent, design or type, specific

origin or producer or supplier, unless there is no sufficiently precise or intelligible way of describing the procurement requirements and provided that, in such cases, words such as "or equivalent" are included in the tender documentation.

22. Departments must not seek or accept advice to be used in the preparation or adoption of any technical specification for a particular procurement from a person that may have an interest in that procurement, if to do so would prejudice fair competition.

Technical specification means a tendering requirement that:

1. sets out the characteristics of: 1. goods to be procured, such

as quality, performance, safety and dimensions, or the process and methods for their production; or

2. services to be procured, or the processes or methods for their provision, including any applicable administrative provisions;

2. addresses terminology, symbols, packaging, marking or labeling requirements, as they apply to a good or service; or

3. sets out conformity assessment

procedures prescribed by a department.

Tendering ProceduresTendering to Be the "Default" Method

23. Procurement covered by these Rules is normally to be conducted by way of open tendering procedures in the course of which any interested supplier may submit a tender or apply to meet conditions for participation10 in a procurement process.

Notice of Intended Procurement to Be Published on GETS24. Departments must publish on GETS a notice inviting interested suppliers to

submit a tender or apply to meet

conditions of participation in the procurement process. The notice must be accessible on GETS during the entire period established for tendering or submission of an application (whether or not also published in other print or electronic media).

Content of Notices of Intended Procurement25. The information in notices of intended procurement must include:

1. a description of the intended procurement;

2. any conditions that suppliers must fulfil to participate in the procurement process;

3. the time limits for submission of tenders or applications to participate; and

4. contact details for obtaining of all relevant documents.

Time Limits26. Departments must publish notices of intended procurement on GETS sufficiently in advance to provide all interested suppliers with a reasonable period of time, in light of the nature, circumstances and complexity of the procurement, to obtain the full tender documentation and to prepare and submit responsive tenders by the closing date, or to apply to participate in the procurement process, where applicable.

27. The time provided between the date of publication of the notice on GETS and the final date for submission of tenders or applications to participate must in no case be less than 10 working days. (N.B. - this is to be regarded as the absolute minimum, not the norm).

Tender Documentation28. The tender documentation must contain all information necessary for suppliers to prepare and submit responsive tenders, including the essential requirements and evaluation criteria for the award of the procurement contract.

29. Departments must either:

1. offer direct access to the entire tender documents and any

supporting documents by electronic means; or

2. promptly make the tender documentation available at the request of a supplier who is invited to submit a tender.

Further Information30. Departments must endeavour to reply promptly to any reasonable request for explanation or relevant information made by a supplier, provided that such information does not give that supplier an advantage over its competitors in the procedure for the award of the contract. The explanation or information provided to a supplier may be provided to all suppliers that are invited to tender.

Modifications31. Where a department, during the course of a procurement, modifies the essential requirements and evaluation criteria of the tender documentation, it must publish such modifications on GETS or transmit them in writing to all suppliers who have requested tender documentation at the time the criteria are modified, in the same manner the original information was transmitted, and in adequate time to allow such suppliers to modify and resubmit their tenders, as appropriate.

Conditions for Participation in a Procurement Process32. Publication on GETS of a notice inviting suppliers to apply to satisfy conditions for participation in an intended procurement process, must be sufficiently in advance for

interested suppliers to prepare and submit responsive applications, and for the department to evaluate and make its determinations based on such applications.

33. Departments must consider for a particular procurement process those suppliers that request to participate and are not yet registered or qualified, provided there is sufficient time to complete the registration or qualification procedures before the award of the contract.

34. Departments must limit any conditions for participation, including financial guarantees, technical qualifications and information necessary for establishing the financial, commercial and technical capacity of suppliers, as well as the verification of qualifications, to those which are essential to ensure the firm's

capability to fulfil the contract in question.

35. Departments must judge the financial, commercial and technical capacity of a supplier on the basis of both that supplier's global business activity and its activity in New Zealand, taking due account of the legal relationship between the supply organisations (e.g. in assessing resources available to the supplier).

36. Nothing in this section of the Rules precludes a department from excluding a supplier from a procurement on grounds such as bankruptcy, liquidation or insolvency, false declarations relating to a procurement, or significant deficiency in the performance of any obligation under a prior contract.

Lists of Registered or Qualified Suppliers ("Preferred Supplier Lists")37. A department may establish for continuing use a list of suppliers registered or qualified to participate in a procurement process.

38. A department using such a list must:

1. make the current updated list of registered or qualified suppliers publicly available;

2. ensure that suppliers may apply to join the list at any time; and

3. include all qualifying applicants within a reasonable period of time, taking into account the conditions for participation and the need for verification.

39. Where a department requires suppliers to qualify for such a list before being permitted to participate in a particular procurement process, and a supplier that has not previously qualified submits an application, the department must promptly start the registration or qualification procedures and must allow such supplier to participate in the procurement process, provided there is sufficient time to complete the procedures within the time period established for the award.

40. The department must make available continuously on GETS a notice inviting interested suppliers to apply for inclusion on the list. The notice must include:

1. a description of the goods and services for which the list of suppliers may be used; and

2. the conditions to be satisfied by suppliers for inclusion on the list of registered or qualified suppliers.

41. Departments must notify registered or qualified suppliers of the termination of, or of their removal from the list, and state the reason for this action.

Panel Contracts42. A department may establish, by means of a contract awarded according to these Rules, a panel of alternative suppliers from any of whom the department may at its option purchase, as and when required, identified goods or services meeting minimum requirements, including indicative or set prices or rates as appropriate, specified for provision of the goods or services over the term of the contract.

Awarding of Contracts43. Departments must receive, open and evaluate all tenders under procedures that guarantee the fairness and impartiality of the procurement process.

44. Departments must consider for award only those tenders which, at the time of opening, conform to the essential requirements of the notice of

intended procurement or tender documentation and are submitted by a supplier who complies with the conditions for participation.

45. Unless the department determines that it is not in the public interest to award a contract, it must award the contract to the supplier that has been determined to be fully capable of undertaking the contract and whose tender is determined to offer the best value for money in terms of the essential requirements and evaluation criteria set forth in the tender documentation.

46. A department must not cancel a procurement or terminate or modify an awarded contract in order to circumvent these Rules.

Departments choosing to make procurements under a "syndicated” contract containing a common use provision (CUP) (which provides that goods and services will be available to other government agencies on the same terms and conditions as the original contract) will be considered to have met the requirements of the Tendering Procedures section (paragraphs 23 -46), provided the syndicated contract has been awarded by a department or departments consistently with these Rules, including Valuation of Contracts (paragraph 11 above) and has been reviewed and endorsed by the Syndicated Contracts Review Board. Departments choosing to use a syndicated contract option must take steps to satisfy themselves that this represents the best value for money for their particular needs in the current market circumstances.

For a list of the circumstances in which open tendering need not be used, see Appendix 2: Exceptions to Open Tendering Requirement.

Conditions for participation means any registration, qualification or other pre-requisites that interested suppliers must meet in order to participate in a procurement process i.e. to be invited to tender or to have submissions considered.

Post-Award Information and Supplier Debriefing47. Departments must:

1. promptly publish or inform suppliers that have submitted a tender of the contract award decision; and

2. on request from an unsuccessful supplier, promptly provide pertinent information concerning reasons for the rejection of its tender or the relative advantages of the tender that was accepted.

GETS Post-Award Notice48. Departments must, promptly after the award of a contract (whether or not the procurement was by open tendering), publish on GETS a notice containing at least the following information:

1. the name and address of the successful supplier;

2. a description of the goods or services supplied;

3. the term of the contract; and

4. the value of the contract award (determined in accordance with paragraph 11 above).

Supplier Complaints49. Departments must be open to, and accord impartial and timely consideration to any complaints from suppliers regarding an alleged breach of these Rules arising in the context of a procurement in which they have or have had an interest.

50. Departments must make records documenting the procurement process and reasons for decisions available to any authorities competent to hear or review supplier complaints of alleged breaches of these Rules, and cooperate fully in such hearings or reviews.

Annual Procurement Plans 51. Departments must publish on GETS, by 1 July each year, a rolling Annual Procurement Plan (APP) which is to be

updated no less frequently than every 6 months.

52. The APP is to contain a short strategic procurement outlook for the department supported by details of any planned procurement, including the estimated date of the publication of a notice of intended procurement on GETS as in paragraph 24 above (where applicable). [Departments will be provided with an electronic template for APPs]

Audit Requirements

53. Departments must keep records documenting all their procurement which are readily accessible for the purposes of audit of compliance with these Rules. [Departments will be given further advice on minimum information required for audit].

Appendix 1: Exclusions and Exceptions

Exclusions from Mandatory Coverage of These Rules1. In exercising their discretion not to apply these Rules to the following categories of procurement, departments must still, where appropriate and to the extent possible, have regard to the principles of the government procurement policy and good practice framework (paragraph 4 above).

2. Departments are not required to apply these Rules to:

1. the purchase or acquisition of goods and services by a department from another department, except where tenders are called, in which case these Rules shall apply;

2. non-contractual agreements, or any form of assistance to persons or governmental authorities, including foreign assistance, grants, loans, equity infusions, fiscal incentives, subsidies, guarantees, cooperative agreements, sponsorship arrangements and

governmental provision of goods and services;

3. purchases funded by international grants, loans or other assistance, where the provision of such assistance is subject to conditions inconsistent with these Rules;

4. procurement of goods and services (including construction) outside the territory of New Zealand, for consumption outside the territory of New Zealand;

5. acquisition of fiscal agency or depository management services, liquidation and management services for regulated financial institutions, and sale and distribution services for government debt;

6. hiring of government employees;

7. any procurement in respect of contracts for construction, refurbishment or furnishing of chanceries abroad; or

8. procurement of public health, education and welfare services.

General ExceptionsSecurity

3. Nothing in these Rules is to be construed as preventing the

New Zealand Government from taking any action or not disclosing any information which

it considers necessary for the protection of its

essential security interests relating to the procurement of arms, ammunition or war materials, or to procurement indispensable for national security or for national defence purposes.

Other

4. Subject to the requirement that such measures are not applied in a manner that would constitute a means of arbitrary or unjustifiable discrimination between countries where the same conditions prevail or a disguised restriction on trade between countries, nothing in these Rules is to be construed to prevent the New Zealand Government from adopting or maintaining measures:

1. necessary to protect public morals, order or safety;

2. necessary to protect human, animal or plant life or health (including environmental measures necessary to protect human, animal or plant life or health);

3. necessary to protect intellectual property; or

4. relating to goods or services of handicapped persons, of philanthropic or not for profit institutions, or of prison labour.

5. Nothing in these Rules is to be construed as requiring departments to disclose confidential information the disclosure of which would impede law enforcement or otherwise be contrary to the public interest.

Appendix 2: Exceptions to Open Tendering Requirement1. Provided that the procedure is not used to avoid competition, protect domestic suppliers or discriminate against any domestic or foreign supplier, departments may award contracts by means other than open tendering procedures in any of the following circumstances:

1. where, in response to a prior notice, invitation to participate, or invitation to tender under open tendering procedures

1. no tenders were submitted,

2. no tenders were submitted that conform to the essential requirements in the

tender documentation, or

3. no suppliers satisfied the conditions for participation, and

the department does not substantially modify the essential requirements of the procurement in the contract as awarded;

2. where, for works of art, or for reasons connected with the protection of exclusive rights, such as patents or copyrights, or where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists;

3. for additional deliveries by the original supplier which are intended either as replacement parts, extensions or continuing services for or upgrades of existing equipment, software, services or installations, where a change of supplier would compel the procuring department to procure goods or services not meeting requirements of interchangeability with existing equipment, software, services or installations, or conditions under original supplier warranties;

4. for goods purchased on a commodity market;

5. when a department procures a prototype or a first good or service that is developed at its request in the course of, and for, a particular contract for research, experiment, study or original development.  When such contracts have been fulfilled, subsequent procurements of such goods or services shall be subject to the principles and procedures laid down in these Rules;

6. when additional construction services which were not included in the initial contract but which were within the objectives of the original tender documentation have, due to unforeseeable circumstances, become necessary to complete the construction services described therein, provided that the total value of contracts awarded for additional construction services does not exceed 50 percent of the amount of the main contract;

7. in so far as it is strictly necessary where, for reasons of extreme urgency brought about by events unforeseeable by the department, the goods or services could not be obtained in time by means

of an open tendering procedure, and the use of such procedure would result in serious injury to the department, the department's programme responsibilities or the New Zealand Government. For purposes of this subparagraph, lack of advance planning by a department or its concerns relating to the amount of funds available to it do not constitute unforeseeable events;

8. for purchases made under exceptionally advantageous conditions that only arise in the very short term, including public auction or unusual disposals, such as those resulting from liquidation, bankruptcy or receivership. This provision is not intended to cover routine purchases from regular suppliers; or

9. in the case of a contract awarded to the winner of a design contest provided that the contest has been organised in a manner which is consistent with the principles of these Rules and that the contest is judged by an independent jury with a view to a design contract being awarded to the winner.

2. Whenever it is necessary for departments to resort to a procedure other than open

tendering procedures based on the circumstances set forth in Paragraph 1, the departments must maintain a record or prepare a written report providing specific justification for the contract.

While it is recognised that competition may not be appropriate in the circumstances listed, departments must use competition-limiting methods only where necessary and justified in accordance with paragraph 2 below)

In exercising their discretion not to use open tendering procedures in these circumstances, departments must still, to the extent possible,

have regard to the principles of the government procurement policy and good practice framework.

Commodity market means a market in which commodities are bought and sold for future delivery at a specific price through an exchange.

Examples of sustainability clauses from Govt3 surveys

Department of Corrections 1.1 Design - Sustainable Development The Department's goal is for the design to incorporate best international design practice to reduce environmental impact with regard to sustainability, avoidance of environmental pollution, life cycle energy use,

water, wastewater management and solid waste management. This is to be achieved by addressing the following objectives:

selection of materials and systems that principally minimise their operational impact on the environment, while coming from sustainable resources, have minimum

production environmental effects and avoid environmental disposal implications

by meeting the Department's Energy Services performance Brief without compromising the Department of Corrections Facilities Standards

by employing current and proven cost-effective technology and design techniques

by adopting best practice procedures and addressing whole of life cycle cost.

ACC The Supplier will perform the services in a manner that gives appropriate regard to the protection of the natural environment. The Supplier will comply with all environmentally related legislation and codes of practices relating to the products and services being offered. The Supplier will ensure any opportunities for improvement in ACC’s environmental performance identified by the Supplier’s employees or subcontractors are reported to the relevant ACC key contact.

NZ Customs Where appropriate in both RFP and Contract documents NZ Customs Service will apply the

generic clauses as below. Subject to the specific nature of the procurement alteration will be made to ensure the emphasis of sustainable practice over the life of the contract. The New Zealand Customs Service is committed to purchasing sustainable products, works and services wherever possible. NZ Customs Service will give appropriate weighting to sustainable products, works and services in the purchasing process.

Landcare Research The supplier will:

perform the services in a manner which gives appropriate regard for the protection of the natural environment

comply with all environmentally related legislation and codes of practices relating to the products and services being offered

ensure any opportunities for improvement in NZ Customs Service's environmental performance, identified by the Supplier’s employees or sub-contractors, are reported to the relevant key contact in Customs.

Environmental Managementa. Our Company is aware of and abides by all relevant

environmental codes of practice and environmental legislation, specifically the Resource Management Act, and the Hazardous Substances and New Organisms Act (as implemented). Yes ( ) No ( ) b. Our Company disposes of waste correctly (and with the appropriate permits) and reuses/ recycles where possibleYes ( ) No ( ) c. Our Company will inform Landcare Research where we believe that there may be more environmentally friendly alternatives to the goods/services we provide Yes ( ) No ( )d. Our staff are appropriately trained, qualified, experienced and/or supervised for this work. Yes ( ) No ( )

Ministry for Culture and Heritage In carrying out its obligations under this Contract, the Contractor will comply with the Code of Conduct and all other relevant Ministry and Government guidelines, standards, and policies (including the provisions of the Govt3 Sustainable Practice Initiative) that have been disclosed to the Contractor prior to or during the term of this Contract.

Ministry of Fisheries Examples of standard environmental clause for tenders and other documents that have been developed (to be modified to suit each situation):i. The Ministry of Fisheries is committed to purchasing sustainable products, works and services wherever possible. The Ministry will give appropriate weighting to sustainable products, works and services in the purchasing process. ii. The Supplier will perform the services in a manner that gives appropriate regard to the protection of the natural environment. The Supplier will comply with all environmentally related legislation and codes of practices relating to the products and services being offered.iii. The Supplier will ensure any opportunities for improvement in Ministry of Fisheries' environmental performance, identified by the Supplier’s employees or subcontractors are reported to the relevant Ministry Govt3 contact person.iv. Tenders are to provide details of any ecolabel licence (see www.enviro-choice.org.nz) or similar initiatives. v. Tenders will include details of energy ratings for appliances. vi. The Supplier shall provide the minimum appropriate level of packaging for the supplied

items, consistent with ensuring an adequate level of protection during the storage and delivery phases of those items. vii. As far as is practicable, it is the intention of the Ministry of Fisheries to ensure that the packaging is returned to the Supplier at regular intervals for recycling and reuse. viii. The Supplier shall make due allowance in their Tender for the design and costing of packaging for an appropriate level of recycling and reuse and shall submit details of their packaging proposals with their Tender.

ix. The Supplier shall provide products and services with appropriate considerations to: reduced levels of toxicity, end of life disposal, shipping efficiencies and reducing environmental impact during research services.

Housing NZ Key clauses and instructions in the HNZC Sustainable Procurement Toolkit are: Tenderers are to provide details of any ecolabel licence (see

www.enviro-choice.org.nz) or similar initiatives. Tenderers are to provide details of the energy rating (see www.eeca.govt.nz) or similar initiatives. All timber and timber products, including tropical timber and timber products, must be procured from legally logged and sustainably managed sources. Tender documents are to ask suppliers and manufacturers if they:

1. have any measures to reduce/minimise packaging

2. have a take-back scheme for packaging (where you return packaging to the supplier), and/or

3. if they use recycled materials to make their packaging.

Procurement Training and Education

Public Sector Procurement WorkshopsGood Practice Procurement Seminar

Joint presentation by the Ministry of Economic Development and the Office of

the Controller and Auditor-General. To be run in Wellington and other centres in 2009 - watch this space for details!

Sustainable Procurement

Sustainable government procurement workshops are being provided by the Ministry of Economic Development and

the Ministry for the Environment. 2009 workshop dates will be posted on the events calendar in the New Year.

Professional Training and Accreditation

The Chartered Institute of Purchasing and Supply (CIPS) is an international, not-for-profit education and qualification body based in the UK representing purchasing and supply chain professionals. The Ministry supports CIPS as the peak procurement professional body for procurement practitioners and procurement professionals, and the MCIPS International Standard as a certification level that public servants undertaking professional

procurement roles will be encouraged to aspire to.

CIPS Assisted Study Programme (ASP)

CIPS is running a new 12-month assisted study programme "ASP" with tutored workshops to help you with self-study and exam revision for the CIPS Foundation Diploma in Purchasing & Supply (Level 4). Contact Edward.rayner@cipsa.com.au

Open Training (non-assessed)

CIPS also runs regular training seminars on a variety of procurement topics in Auckland, Wellington, and Australia. These are open to private and public sector participants. Details on the 2009 programme available at CIPS: Open Training or email training@cipsa.com.au to find out more.

2009 Procurement Events CalendarLast updated: 19/12/2008

Date Event Location Comments

2009

March25-27 March

CIPS Category Management Forum

SYDNEY Programme and early bird discounts

April21 April Fundamentals of

Procurement course

AUCKLAND CIPS training. Open to private and public sectors

22 April Developing Professional Procurement Techniques course

AUCKLAND CIPS training. Open to private and public sectors

23 April Fundamentals of Procurement course

WELLINGTON

CIPS training. Open to private and public sectors

24 April TBC

Developing Professional Procurement Techniques course

WELLINGTON

CIPS training. Open to private and public sectors

May28 May Tender Evaluation

courseWELLINGTON

CIPS training. Open to private and public sectors

June11 June ANNUAL NZ

STRATEGIC PROCUREMENT FORUM

Sky City Convention CentreAUCKLAND

Find out more

July22-23 July

Category Management Masterclass

AUCKLAND CIPS training. Open to private and public sectors

28-29 July

PUBLIC SECTOR PROCUREMENT FORUM

SYDNEY Find out more

August

25-26 August

Sustainable Procurement Masterclass

WELLINGTON

CIPS training. Open to private and public sectors

September16 September

Developing Supplier Relationships course

WELLINGTON

CIPS training. Open to private and public sectors

October14-15 October

ANNUAL CIPS AUSTRALASIA CONFERENCE

MELBOURNE Find out more

About CIPS: The Chartered Institute of Purchasing & Supply

CIPS exists to promote and develop high standards of professional skill, ability and integrity among all those engaged in purchasing and supply chain management. CIPS assists individuals, organisations and the profession as a whole.

We are the leading body representing the field of purchasing and supply chain management. Established in 1932, we have grown to become the central reference for industry best practice and our code of conduct is the standard around the world. In 1992 we were awarded a Royal Charter in recognition of our status as a centre of excellence and support for the profession.

Find out more about what we do. 

Effective and efficient governance by our members

Our Royal Charter invests the governance of our institute in our members. The Council sets and steers our strategic agenda and the Board of Management manages our operations. Our team at Easton House look after the daily running of our organisation.

Find out more about our team and our governance.

Delivering value through membershipWe are well positioned to effectively serve the interests of all involved in purchasing and supply chain management. Membership can make an enormous contribution to both public and private sector businesses, delivering a tangible return on investment.

Membership recognises your professional status and helps you to keep up to date with latest developments through a comprehensive range of courses, conferences and publications. You can find full details of the benefits in our membership section.

If you would like to receive regular information on any of the services described in this web site, please contact us.

Study & QualifyReap the rewards of our comprehensive education programmes.

Commitment to people development is central to our education programmes – ensuring that we offer a wide range of qualifications with supporting training programmes, materials, textbooks and networks.

Our education programmes provide opportunities at several levels to enable you to pursue studies in the context of your broader business environment.

Training and development opportunities are available to applicants regardless of their location. There are currently more than 20,000 members studying for our qualifications worldwide.

Training & EventsGrow your skills with our comprehensive choice of training courses and events  

Compelling evidence demonstrates that the strategic and operational impact of purchasing is a lever for maximising shareholder value.

Purchasing professionals need a more sophisticated skills and competence mix in order to rise to today's challenges to maximise their corporate value. 

We provide an extensive range of training to suit purchasing and supply professionals at all levels. Our programmes are geared towards helping you deliver real strategic and sustainable value to your organisation. 

The leading provider of purchasing and supply management training

Our enviable position as the leader in purchasing and supply management training is maintained through: 

a constant development programme

links with academia and commerce

high quality programme leaders. 

The training courses in our portfolio run on several dates throughout the year, so you can always find a date to suit you. Wherever you live in the UK there will be a venue nearby. Our events and venues are tailored to your needs, taking into account any physical, sensory or other disabilities.

Fees include:

comprehensive course support materials to help you

to practise the skills and knowledge you have gained once you are back in the workplace

lunch and refreshments (refer to individual residential events for accommodation package details)

on-site co-ordinators to ensure everything runs smoothly