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Becoming a supplier

Whenever possible the Bay of Plenty Regional Council will use a competitive tendering process. This means opportunities to provide goods and/or services to us will be advertised or we will contact suitable suppliers seeking quotes.

About GETS

All of our openly advertised tenders can be found on the Government Electronic Tender Service (GETS).

  • Visit GETS to view and participate in tenders.
  • Register online for free on the portal. A RealMe account is required for registration.
  • Receive notifications of upcoming open public tender opportunities upon registration.
  • Responding to Tenders and Proposals.

  • Read all provided documents carefully to understand the requirements.
  • Attend any pre-tender briefing sessions to gain insights.
  • Seek clarification for any queries before the clarification period closes.
  • Plan and prepare your response according to the tender timetable.
  • Submit your response in the specified format before the Deadline for Proposals.
  • Evaluation and Contract Award.

  • Evaluate and negotiate based on the Evaluation Approach outlined in the RFP.
  • Notify all tender submitters of the outcome, whether successful or unsuccessful.

For further guidance on evaluating responses and understanding the tendering process, refer to the provided resources on New Zealand Government Procurement.

Panel Establishment Process

At Toi Moana, panel contracts are agreements established with a group of pre-approved suppliers who provide specific goods or services. These suppliers are selected through a competitive process and form a "panel" that the council can draw from for future needs, without the need for a full tender process each time. This approach helps streamline procurement while ensuring quality and value.

Toi Moana’s panels cover a range of services, including engineering, science, consents, rivers and drainage, national wallaby control, and integrated catchments and biosecurity.

To get on a panel contract with Toi Moana, suppliers typically need to go through a competitive selection process. 

Toi Moana will use GETS to advertise when additional suppliers are being added to the above panels. Please watch GETS for opportunities to join the panel. Additions to the panel are not available all year round to ensure a fair process.

To join a panel contract with Toi Moana, interested suppliers typically need to follow a specific application process. Here's a general outline:

1. Eligibility

Ensure your organisation meets the eligibility requirements outlined by Toi Moana. This may include compliance with certain industry standards and qualifications. These will be outlined in the RFP of EOI.

2. Application Submission

When Toi Moana opens a panel for new suppliers, they will usually publish a Request for Proposal (RFP) or similar document detailing the requirements and evaluation criteria. Interested parties should submit their proposals following the guidelines in this document.

3. Demonstrate Capability

Your application should highlight your organisation's strengths, relevant experience, and how you can meet the specific needs of the council. This often includes a pitch on your unique value proposition, past performance, and any relevant certifications etc.

4. Review Process

After submissions, Toi Moana will review applications based on predetermined criteria. Successful applicants may then be invited to join the panel.

To be considered for a panel contract with Toi Moana, suppliers typically need to meet several minimum requirements, which may include (these will be specified in the RFP):

Relevant Experience

Suppliers should demonstrate experience in the specific services or goods they wish to provide. This often involves a proven track record of delivering similar projects successfully.

Financial Stability

Potential panel members may need to show financial viability, which can include submitting financial statements or proof of sufficient funding to undertake contracts.

Qualifications and Certifications

Suppliers may be required to hold relevant industry qualifications or certifications, ensuring they meet certain professional standards. This could include health and safety certifications or specific trade licenses, depending on the nature of the services offered.

Insurance

Adequate insurance coverage is often a prerequisite. This includes public liability insurance and any other relevant insurance policies to protect against potential risks associated with the work.

Compliance with Legal and Regulatory Requirements

Suppliers must comply with all relevant laws, regulations, and standards applicable to their industry and the services they provide​.

Quality Assurance Systems

Having established quality management processes or systems in place is typically necessary to ensure that the services provided meet the expected standards.

Tender tips

Here are some brief tips for submitting a successful tender.

Here are some brief tips for submitting a successful tender:

Understand the Requirements

Carefully read the tender documents to ensure you fully understand the scope, requirements, and evaluation criteria. Address each point clearly in your submission.

Highlight Relevant Experience

Showcase your organisation's relevant experience and past successes.

Include case studies or examples that align with the project’s needs to demonstrate your capability.

Be Clear and Concise

Use straightforward language and avoid jargon. Ensure your submission is well-organised and answers the questions directly to facilitate the evaluation process.

Provide Value

Articulate how your proposal offers value beyond the basic requirements.

Discuss innovative solutions, cost savings, and any sustainable practices that set your offer apart.

Ensure Compliance

Confirm that your proposal complies with all legal and regulatory requirements, including health and safety standards, insurance, and certifications.

Review and edit

Before submission, review your tender for clarity, accuracy, and completeness. It can be beneficial to have a colleague proofread it for feedback.

Submit on Time

Adhere strictly to deadlines for submission.

Late tenders are often disqualified, so ensure you factor in time for potential delays.