Engaging with the Ministry and the NZDF

Defence uses many tools to engage with industry. These include Requests for Quotation, Requests for Information, Requests for Proposals and Requests for Tender. Which tools we use depends on the complexity of the project. For major Ministry of Defence projects, over $15 million total life cost, there may be many stages in the process. For smaller projects, there may be only one stage.

Stage or toolUsed forDescriptionHow it is doneWho does it / ContactWays to engage with Defence
Defence White Paper Defining the NZ Government's Defence policy At regular intervals, the NZ Government prepares a White Paper to outline NZ's Defence policy
  • Wide public and industry consultation
  • Intense Defence assessment and publication process
  • NZ Government
  • People of NZ
  • Companies and businesses
Defence Capability Plan Identifying Defence capability gaps and giving more detail about how Defence intends to fill the gaps. Best source of information for large Defence procurement intentions Many departments and divisions within Defence consult and write the plan
  • Ministry of Defence
  • NZDF
  • Subject Matter Experts
Pre Registration of Interest (ROI) Gathering information about industry capability and capacity
  • Earliest engagement for specific opportunities
  • Used by Defence to understand interested parties after a need has been identified

At:

  • Industry events
  • Face-to-face meetings
  • Consultant services
  • Site visits
  • Science and research institutes
  • Through Defence Attachés
  • Trade shows
  • Product demonstrations
  • Defence Industry Association
  • Capability planners within the Ministry of Defence and the NZDF
  • Ministry of Defence Development Branch
  • Working groups governing asset management plans 
  • Contact the Defence Industry Engagement team
  • Request meetings
  • Attend industry events
  • Talk to Defence Attachés
  • Attend trade shows
  • Research Government Rules of Sourcing and other NZ websites such as MBIE, NZTE and MFAT
  • Arrange product demonstrations
  • Invite Defence to your site
  • Present your credentials
  • Join an association or networking group
Expression of Interest or Registration of Interest (EOI or ROI) Gathering a register of capable companies for a certain acquisition
  • One way for Defence to engage early with industry to find out which companies may be interested in potential acquisition projects.
  • Allows further dialogue with industry
  • Can be used to determine if a company has the capability and capacity to supply a solution and progress to the next phase
Publicly advertised on GETS or SmartProcure Ministry of Defence or Defence Commercial Services
Pre Qualification Questionnaire (PQQ) Pre qualification questionnaire
  • Similar to an EOI or ROI
  • Helps Defence identify the most suitable suppliers to invite them to submit proposals or tenders
GETS and/or SmartProcure Defence Commercial Services
  • Write a response to the PQQ
  • Deliver the response within the specified timeframe
After the PQQ Early engagement
  • After responding to a PQQ, gives an opportunity for further early engagement
  • Defence may verify capability and capacity
Direct contracts may result
  • NZDF
  • Defence Commercial Services
  • Be prepared to answer further questions
  • Be prepared to respond to requests for quotations
Pre Request for Quotation (RFQ) Early engagement Helps Defence to understand possible options and solutions after a need is identified Normal market engagement Defence Industry Engagement team
  • Attend industry events
  • Organise face-to-face meetings
  • Provide consulting and technical subject matter expert advice
  • Organise site visits
  • Contact the Defence Technology Agency or Callaghan Innovation if you need help commercialising proposed solutions
  • Contact Defence Attachés
  • Organise product demonstrations
RFQ Request for quotation Used in low risk projects where price is the main factor in a decision to purchase and when the goods or services are stock standard GETS or SmartProcure

Ministry of Defence or Defence Commercial Services

Post RFQ Late engagement Defence contacts respondents and selects a respondent to start negotiating a contract
  • In person
  • In writing

Ministry of Defence or Defence Commercial Services

Negotiate the contract with Defence
Qualified or Registered Supplier List (QSL or RSL) Qualified or registered supplier list

Potential suppliers are selected and listed based on their ability to supply continuously for a specified good or service. Goods and services can be purchased directly from a supplier on the list if the total is under the mandatory value threshold. Also known as a panel of suppliers.

GETS or SmartProcure
  • Defence Commercial Services
  • MBIE all of Government contractors
Respond to the request
Before a Request for Information (RFI) is released Early engagement

Defence looks to understand possible options and solutions after a need has been identified

At:

  • Industry events
  • Face-to-face meetings
  • Consultant services
  • Site visits
  • Science and research institutes
  • Through Defence Attachés
  • Trade shows
  • Product demonstrations
  • Defence Industry Association
  • Capability planners within the Ministry of Defence and the NZDF
  • Ministry of Defence Development Branch
  • Working groups governing asset management plans 
  • Contact the Defence Industry Engagement team
  • Request meetings
  • Attend industry events
  • Talk to Defence Attachés
  • Attend trade shows
  • Research Government Rules of Sourcing and other NZ websites such as MBIE, NZTE and MFAT
  • Arrange product demonstrations
  • Invite Defence to your site
  • Present your credentials
  • Join an association or networking group
RFI Early formal engagement
  • Used by Defence to ask for information from industry
  • Helps Defence to identify a range of options and possible solutions
  • It is not legally binding and no contracts come out it
  • For large projects, forms the basis for an Indicative Business Case or Single-Stage Business Case which goes to Cabinet for approval to proceed to a short list of options (IBC) or preferred option (SSBC).

GETS or SmartProcure

Ministry of Defence or Defence Commercial Services

Post RFI Early formal engagement

After evaluating responses, Defence and industry meet to discuss the information contained in the responses to the RFI and ask for feedback from each other

By:

  • Phone
  • Face-to-face
  • Email
  • Team meetings

Project teams within the NZDF or Ministry of Defence

  • Contact the Defence Industry Engagement team
  • Request meetings
  • Attend industry events
  • Talk to Defence Attachés
  • Attend trade shows
  • Research Government Rules of Sourcing and other NZ websites such as MBIE, NZTE and MFAT
  • Arrange product demonstrations
  • Invite Defence to your site
  • Present your credentials
  • Join an association or networking group
Pre Request for Proposal (RFP) Early engagement

After other engagement and responses to an RFI, Defence looks to understand possible options and solutions after a need has been identified and possible solutions are determined as possible

At:

  • Industry events
  • Face-to-face meetings
  • Consultant services
  • Site visits
  • Science and research institutes
  • Through Defence Attachés
  • Trade shows
  • Product demonstrations
  • Defence Industry Association
  • Capability planners within the Ministry of Defence and the NZDF
  • Ministry of Defence Development Branch
  • Working groups governing asset management plans
  • Project teams
  • Contact the Defence Industry Engagement team
  • Request meetings
  • Attend industry events
  • Talk to Defence Attachés
  • Attend trade shows
  • Research Government Rules of Sourcing and other NZ websites such as MBIE, NZTE and MFAT
  • Arrange product demonstrations
  • Invite Defence to your site
  • Present your credentials
  • Join an association or networking group
RFP Formal late engagement

This is very similar to a Request for Tender (RFT) but there is more room for innovative solutions. The information in an RFP can be used to form the basis of a detailed Business Case for Cabinet approval and form the basis for a contract. It is also possible that an RFP will help to develop specifications for an RFT

GETS or SmartProcure Ministry of Defence or Defence Commercial Services
Pre Request for Tender (RFT) Industry-specific engagement

After other engagement and responses to an RFI or RFP, Defence looks to understand possible options and solutions after a need has been identified and possible solutions are determined as possible

At:

  • Industry events
  • Face-to-face meetings
  • Consultant services
  • Site visits
  • Science and research institutes
  • Through Defence Attachés
  • Trade shows
  • Product demonstrations
  • Defence Industry Association
  • Capability planners within the Ministry of Defence and NZDF
  • Capability planners within the Ministry of Defence and the NZDF
  • Ministry of Defence Development Branch
  • Working groups governing asset management plans
  • Project teams
  • Contact the Defence Industry Engagement team
  • Request meetings
  • Attend industry events
  • Talk to Defence Attachés
  • Attend trade shows
  • Research Government Rules of Sourcing and other NZ websites such as MBIE, NZTE and MFAT
  • Arrange product demonstrations
  • Invite Defence to your site
  • Present your credentials
  • Join an association or networking group
Request for Tender (RFT) Formal industry engagement

Used by Defence:

  • To ask industry for detailed information about goods and services
  • If looking to buy specific equipment and there is little room for innovative solutions
  • To form the basis of an Implementation Business Case for Cabinet approval and can be used to form the basis for a contract

GETS or SmartProcure

Ministry of Defence or Defence Commercial Services

Post RFT Late formal engagement

This is when a contract is going to be negotiated. If the project is complex and large, the Ministry of Defence will write the Implementation Business Case and submit it to Cabinet for approval to negotiate a contract

There may be question and answer meetings to help define the Business Case. There may also be a Best and Final Offer request for the successful responder or responders

  • Ministry of Defence or Defence Commercial Services
  • The successful responder
  • Be prepared to answer more detailed technical questions
  • Attend negotiations