Procurement

Procurement

Our goal is securing sustainable value-for-money for the whole life of assets or services through smart buying decisions. We achieve this through relationships that encourage and foster fair competition and innovation, while also satisfying our customers in the community.

When you’re doing business with your council, the process is as follows:

Purchase/contract orders

• All goods and services provided to Waipā District Council must be supported by a valid purchase order and a contract number where relevant.
• Purchase order and contract numbers (where relevant) related to the goods and services you provide Waipā District Council must be included on your invoice.
• Valid purchase order numbers are 6 digits long with a ‘0’ prefix.
• Valid contract numbers are 6 digits long in the format ‘XX-XX-XX’.
• If you haven’t received your purchase order or contract number, please contact the person that you have been working with at Waipā District Council to request this information.

Standard terms of purchase

Waipā District Council’s purchase order standard terms and conditions contain the default terms and conditions which apply to all purchase orders created by Waipā District Council, unless otherwise agreed within the purchase order or contract.

• Read the purchase order standard terms and conditions
• Supplier Code of Conduct - Frequently Asked Questions
• Supplier Code of Conduct

Some key things to note:

• Supply of products, services or works cannot start without a purchase order
• When you send your invoice it must show the purchase order number to enable payment to be made. If you have not received your purchase order number please contact the person that you have been working with from the Council to request one.

Waipa District Council has adopted a Code of Conduct which we ask all of our suppliers to accept as part of being a supplier to Council. The code is based on the same supplier code used by Government. The code is linked to our purchase order terms and conditions. We’ve introduced the code to demonstrate that we want to work with suppliers who operate in an ethical manner, follow good health and safety practices and are generally good corporate citizens.

Invoices

Invoices should be raised and submitted punctually

Invoices for the previous month should be received by the 5th of the following month to allow enough time for processing.

Taking these steps will help invoices move through our system without delay:

• Purchase order number and contract number (where relevant) must be included on your invoice (invoices cannot be paid without a purchase order and contract order number (where relevant).
• A copy invoice can be sent to your Waipā District Council contact (as long as it is clearly stamped with the word ‘copy’).
• Your invoice should preferably be typewritten and also contain this information:
  • The words ‘Tax Invoice’ in a prominent place (where GST is applicable)
  • Show the full name and address of Waipā District Council
  • Name, address and GST number (where applicable) of supplier
  • Date of issue
  • Show the total payable by Waipā District Council and GST amount (where applicable)
  • Description of the goods or services provided
  • Quantity or volume of the goods or services provided.

How to send your invoice

Invoices can be sent to Waipā District Council Accounts Payable either by email (preferred method) or post.

Email: invoices@waipadc.govt.nz

Post:

Accounts Payable

Waipā District Council

Private Bag 2900

Te Awamutu 3840

If requested, please send a copy of your invoice to your Waipā District Council contact, but please ensure that in the first instance your invoice is sent to Accounts Payable as noted above.

When emailing invoices:

• Email invoices to: invoices@waipadc.govt.nz
• Include only one invoice per email.
• Invoices should be attached in PDF format (web links will not be processed)
• Ensure your invoice has a purchase order number and all relevant information is on the invoice and labelled correctly e.g. GST number, invoice number, etc.
• The subject line should contain your company name along with the words ‘Tax Invoice’ and your tax invoice number.

If you are unsure whether we have received your invoice, please email us at: finance@waipadc.govt.nz.

Payment

Payment will be made via an electronic bank transfer into your nominated bank account.

Invoices will be paid on the 20th of the month following the date of the invoice unless alternative payment terms have been prescribed on your contract. For example, monthly services provided in January with an invoice dated:

• 31 January and received by 5 February will be paid on 20 February
• 1 February and received by 5 February will be paid on 20 March.

How to update your contact or vendor details

If any of your details have changed, please email: finance@waipadc.govt.nz If you have a change in bank account number please send Waipa District Council a bank verified account name and number.

Credit notes

Credit notes should be sent to the same address as invoices and clearly state ‘Credit’.

Email: invoices@waipadc.govt.nz

Post:

Accounts Payable

Waipā District Council

Private Bag 2900

Te Awamutu 3840

If requested, please send a copy credit note to your Waipa District Council contact.

Health, safety and wellbeing

Waipa District Council is committed to working with our suppliers to ensure the health, safety and wellbeing of our suppliers, staff and residents.

We ask all of our suppliers to have:

• A health and safety system
• Processes to identify and manage hazards and risks and safety at work
• Safe plant and equipment
• Adequate health and safety training and supervision
• Appropriate resources, knowledge, and expertise.

Tenders and Proposals

Our tenders will be advertised via the New Zealand Government Electronic Tenders Service (GETS). Registration for GETS is free of charge. You’ll need to register with GETS to receive notifications for the opportunities you’re interested in.

If you are a business considering applying for a Council tender, we have provided an ‘Information for Suppliers’ guide with helpful information and advice.

Register for GETS here . You will need a RealMe account.

As a registered supplier you can:

• Receive email notification of any new tenders we publish
• Download and view the documentation
• Participate in tender forums to seek clarifications or to ask questions

If you need help with GETS, you can contact their helpdesk here:

• Free Phone (NZ): 0508 GETS HELP (0508 438 743).
• International: +64 4 901 3188.
• Email: info@gets.govt.nz

Once a Waipā District Council tender has been published on GETS, all communications, including tender addendums and any tender forum questions and answers will be issued by the relevant council contact via GETS and will arrive at the tenderer's email address from the GETS address: noreply@gets.govt.nz. Make sure you understand the timeframes and submit your tender bid before the closing date and time.

The process for responding to our tenders will be outlined in our tender documentation.

For more information or advice:

Indicative Work Programme

This is our indicative works programme for our capital physical works for key projects greater than $1M. The programme indicates the various phases of the procurement, and we intend to update this every quarter as timelines change or as we need to make changes to the programme. Note that the Project Budget is the total budget for the project, so includes all internal costs .

Indicative Work Programme [PDF]

Contact:Procurement@waipadc.govt.nz