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 tool | Used for | Description | How it is done | Who does it / Contact | Ways to engage with Defence |
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Defence Policy Statement or White Paper | Defining the NZ Government's Defence policy | Defence supports the Government to prepare a statement that outlines NZ's Defence policy |
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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 |
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Pre Registration of Interest (ROI) | Gathering information about industry capability and capacity |
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At:
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Expression of Interest or Registration of Interest (EOI or ROI) | Gathering a register of capable companies for a certain acquisition |
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Publicly advertised on GETS or SmartProcure | Ministry of Defence or Defence Commercial Services |
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Pre Qualification Questionnaire (PQQ) | Pre qualification questionnaire |
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GETS and/or SmartProcure | Defence Commercial Services |
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After the PQQ | Early engagement |
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Direct contracts may result |
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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 |
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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 |
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Post RFQ | Late engagement | Defence contacts respondents and selects a respondent to start negotiating a contract |
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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 |
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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:
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RFI | Early formal engagement |
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GETS or SmartProcure |
Ministry of Defence or Defence Commercial Services |
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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:
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Project teams within the NZDF or Ministry of Defence |
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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:
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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 |
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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:
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Request for Tender (RFT) | Formal industry engagement |
Used by Defence:
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GETS or SmartProcure |
Ministry of Defence or Defence Commercial Services |
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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 |
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Updated October 2019