REQUEST FOR QUOTES (RFQ) TEMPLATE (NON-WORKS) INSTRUCTIONS
DELETE THIS PAGE BEFORE RELEASE
[Instructions and guidence] [Content to be inserted by the Procurement Officer] [Responses to be inserted
by the Respondent]
This template is intended to be used for:


single stage closed Request for Quote processes valued at under $100k
secondary selection processes for supplier panels
In this template the Ministry/School Board of Trustees is to be referred to as “the Buyer” and potential
suppliers that have submitted a response are referred to as “Respondents”.
Identify the name of the school/college in the Procurement title followed by (the School) or (the College).
The specified school/college may then be referred to as “the School” or “the College” throughout the RFQ.
Content in the RFQ must be consistent with the relevant approved Procurement Plan.
Prior to publication:
1. delete all unused optional content
2. ensure all [green] and [yellow] highlighting has been removed
3. delete the Instructions page (this page)
4. make a separate Word document copy of the Response Form (Section 7). Copy and paste Section 7
Response Form into a new Word document and save as a Word document with the file name:
“Response Form [Procurement Title] RFQ”
5. save the whole RFQ document (including Section 7: Response Form) as a PDF document with the
file name: “RFQ [Procurement Title]”
6. save the Proposed Contract as a PDF document with the file name “Proposed Contract
[Procurement Title]”
EIS01Jul15
[Either]The Ministry of Education
[Or]The Board of Trustees for [Name of School]
(the Buyer)
Request for Quotes (RFQ)
[Nature of Services/Goods] for [Nature of
the Project] at [Name of School] (the
School)
[Procurement Title e.g. Design and Engineering services for the Construction of a Four Classroom Block at
Bugtown School]
[Reference number (if available)]
RFQ released: [Date]
Deadline for Quotes: [Time date]
SECTION 1: Key information
1.1
Context
a. This Request for Quote (RFQ) is an invitation to suitable potential suppliers to submit a
Quote for the [Procurement title] Contract opportunity.
1.2
Our timeline
a. Here is our timeline for this RFQ.
Deadline for Quotes:
[Time][Date]
Anticipated Contract start date:
[Date]
b. All dates and times are dates and times in New Zealand.
1.3
How to contact us
a. The Point of Contact for this RFQ is:
Name: [Procurement Officer name]
Role: Procurement Officer
Email address: [Procurement Officer’s email address]
b. All enquiries must be directed to the Point of Contact. All communications in relation to
this RFQ will be managed by the Point of Contact.
1.4
Developing and submitting your Quote
a. For helpful hints on tendering and access to a supplier resource centre go to:
www.procurement.govt.nz / for suppliers.
b. In submitting your Quote you must use the Response Form provided at Section 7. A
Microsoft Word document version of the Response Form is included with the RFQ.
1.5
Address for submitting your Quote
a. Quotes must be submitted by email to the following address:
[email address]
b. Quotes submitted by any other means may be rejected as non-compliant.
1.6
Our RFQ Process, Terms and Conditions
a. Offer Validity Period: In submitting a Quote the Respondent agrees that their Quote will
remain open for acceptance by the Buyer for [number] calendar months from the
Deadline for Quotes.
b. The RFQ is subject to the RFQ Process, Terms and Conditions (shortened to RFQ-Terms)
described in Section 6 (RFQ Process Terms and Conditions). We have made the following
variations to the RFQ-Terms:
i. delete paragraph 6.3b.
ii. In paragraph 6.8, replace the term “shortlist” with “select(ion) as preferred”.
iii. Replace Paragraphs 6.8b and 6.8c. with, “In deciding which Respondent(s) to exclude
from further evaluation or select as preferred, the Buyer will take into account the
results of the evaluation and may take into account the degree to which the
Respondent accepts the Proposed Contract and the outcome of due diligence
undertaken.”
iv. In paragraph 6.12, add the following sub-paragraph (6.12e), “If an issue or complaint
remains unresolved following best endeavours at resolution with the Buyer’s Point
of Contact, the issue or complaint may be escalated by emailing the Ministry’s
Education Infrastructure Service Procurement Team:
EIS.Procurement@education.govt.nz (Email title: Issue with [Procurement Title]
RFQ).
v. Replace the first sentence of paragraph 6.13a. with, “All enquiries regarding the RFQ
must be directed to the Buyer’s Point of Contact through the email address provided
(except as described in paragraph 6.12e.).”
vi. Delete paragraph 6.23c.
vii. Replace definition of Respondent with: A person, organisation, business or other
entity that submits a Quote in response to the RFQ. The term “Respondent” includes
its officers, employees, contractors, consultants, agents, representatives and, in the
case of a joint venture, consortium or similar arrangement, the parties to that
arrangement.
viii.
Add definition “the Ministry”: the Ministry of Education.
ix. Add definition “Named Personnel”: The Respondent’s individual personnel that the
Buyer has a Requirement to name in the Contract and who will undertake specific
roles for the duration of the Contract (or other timeframe as set by the Buyer).
x. Add definition “Approved ICT Installation Contractors”: An ICT installation contractor
that has been approved by the Ministry to work in schools, and is included in the
Approved ICT Installation Contractors list published at:
ICT Contractors Policy and Procedures
SECTION 2: Our Requirements
[Requirements should be framed in terms of:

absolute Requirements (“The Respondent must have...”)

strong preference (“The Respondent should have...”)

preference (“Preference may be given to Respondents with...”)]
[Note: ability to meet pre-conditions must be confirmed as part of the process of identifying potential
suppliers to participate in the RFQ and prior to issuing the RFQ]
2.1 Project Background
a. [Describe the project (of which this procurement is a part) in sufficient detail to provide potential
suppliers with the context to the procurement that will enable a clear understanding of the overall
Requirements. May include:

history to the project: what has lead to the project being undertaken

the overall outcome sought

overview of the programme of which this project is a part

indicative budget

timeframes

scope/nature of the project (e.g. new e.g. size, new build, refurbishment, remediation,
description of the site).]
2.2 Required solution
a. [Describe the Requirements to be supplied including:

Nature of the goods/services sought (e.g. project management, design, engineering or
quantity surveying services)

what is to be constructed

outcomes sought

deliverables (e.g. plans)

the scope of the engagement

site considerations

timeframes.
b. [Optional: to be included if the project includes the requirement for Information and
Communication Technology (ICT) network installation][The project includes the Requirement for
the following Information and Communication Technology (ICT) network products/installations:

[structured cabling (cabling and connectivity constructed according to standardised rules to
facilitate integration of voice, data, video, and other signals) product supply and
installation services] [and/or]

[wireless integration services product supply and installation services].
ICT Network design, products and installations must comply with the Ministry’s ICT Cabling
Infrastructure Policy and Standards for Schools and the Respondent is (or must sub-contract ICT
installation to) one of the Ministry’s Approved ICT Installation Contractors.]
c. The Supplier will be required to comply with the requirements and recommendations of the Health
and Safety in Employment Act: 1992 and any subsequent amendments. The Supplier’s personnel
will be responsible for Health and Safety compliance on site. While work is in progress, the Buyer
and/or an outside agency may randomly audit health and safety procedures. Asbestos discovery is
to be notified to the project manager and/or the Buyer immediately and relevant Worksafe
protocols must be followed. Any accident, incident or near miss must be notified to the project
manager and/or the Buyer immediately.
d. [To be included if the engagement is likely involve unsupervised access to students at the School
during normal school hours for that school] [All Supplier’s personnel (including those of all subcontractors) accessing the School during normal school hours [time am – time pm] [normal school
hours for that school]will be required to be police vetted (a review by the school Board of Trustees
of a person’s criminal conviction information held by the New Zealand Police Licensing and Vetting
Service Centre). An adverse police vetting may result in the vetted person being refused access to
the School.]
e. The Supplier will be required to maintain the following insurance:

Public Liability insurance of no less than [$2,000,000 per occurrence] [IPENZ contract (under
$50,0000] [OR] [$5,000,000 per occurrence] [CCCS (over $50,000)]

Professional Indemnity insurance of no less than [five times the fee with a maximum of
$250,000] [IPENZ contract (under $50,000)] [OR] [five times the fee with a maximum of
$2,000,000] [CCCS (over $50,000)] which must be maintained for a minimum of six years after
completion of the services.]
f. [Optional: to be included if the engagement involves design services] [Design must comply with the
Ministry’s Development Compliance Framework (DCF), the Property Strategy 2011-2021 and
Property Management Policies for safe, flexible and inspiring learning environments as set out at
State Schools Design Standards, including:

access for students with special education needs

acoustics

Building Warrant of Fitness (BWOF)

environmental best practice guidelines for schools

fire safety and design

heating and ventilation

health and safety in schools code of practice

weather-tightness requirements

durability

energy efficiency

Modern Learning Environments (MLE) design

design quality requirements.]
2.3 Capability
a. [The capability required in terms of specific skills and expertise (refer to specification where
available) as evidenced by:

membership of professional body/association

relevant certification/accreditation or similar

the nature and amount of recent experience relevant to the current procurement e.g. no
less than three years recent experience undertaking projects of a similar size/nature to the
requirement[experience with The Ministry, a particular school or with schools in general
cannot be specified. As an alternative, consider stating, “Preference may be given to
Respondents with experience delivering works of a similar nature/size in institutional or
comparable settings”]
b. [Optional] The Requirement for Named Personnel (e.g. Lead Architect) and the capability (skills and
expertise) Requirements as evidenced by:

minimum qualifications and/or membership of professional body/association

relevant certification/accreditation or similar

the nature and amount of recent relevant experience.]
2.4 Capacity
a. [Resource Requirements (e.g. number of full time equivalent personnel over what period)]
b. [Availability Requirements of the Supplier organisation]
c. [Availability Requirements for Named Personnel (e.g. available no less than 80% from the
anticipated start date until completion)]
d. [Optional][Contingency (back-up) requirements for ensuring that sufficient resources will be
available throughout the engagement to ensure full delivery by the anticipated completion date.]
2.5 Contract term
a. It is anticipated that the Contract will commence [Date].
b. The Contract will expire upon completion (once all deliverables have been delivered), anticipated
to be [Date] or as agreed with the Supplier.
2.6 Documents
a. Documents attached to this RFQ and which form part of this RFQ are:

Response Form (Word document)

Proposed Contract

[Other (specify).]
SECTION 3: Our Evaluation Approach
3.1 Evaluation model
[Either] Conformance and Value evaluation method will be used to evaluate Quotes and select a
preferred Respondent. This will involve:

shortlisting those Quotes evaluated as meeting all minimum Requirements for:
o Proposed Solution (Comprehensiveness, deliverability and robustness,
understanding of the requirements)
o Capability (skills and expertise as evidenced by qualifications, experience and track
record)
o Capacity (sufficient resources, availability and contingency (back-up).

from the shortlist, selecting the Quote which represents best value for money.
[Or] Proposals will be evaluated and scored against the criteria listed below using a weighted attribute
evaluation method. [If using a conformance and Value evaluation method, delete paras 3.2, 3.3 & 3.4]
3.2 Evaluation criteria
Value for money will be ascertained through evaluation of [Price and] the following criteria:
[Evaluation criteria must not be amended. Approval of EIS Procurement is required to amend
weightings.]
Criterion
Weighting
Proposed Solution
 goods/services/deliverables
 Method and approach
 Systems and processes
 Relationship management
30%
 Health and safety
 Risk management
 [if relevant] [coordination/management of sub-consultants]
 Understanding of the Requirements
Capability (skills and expertise) (Organisational/Named Personnel [if
relevant] [/sub-consultants])
 Qualifications/professional memberships/certifications/accreditations
 Experience
 Track record
 [otional if relevant] [experience working with sub-consultants]
15%
Capacity (Resources) (Organisational/Named Personnel and [if relevant]
[/sub-consultants])
 Sufficiency of resources
15%
 Availability of resources
 Sufficiency of back-up resources (contingency)
Price
40%
100%
3.3 Scoring
a. The following scoring scale will be used in evaluating Proposals. Scores by individual panel
members may be modified through a moderation process across the whole evaluation panel.
Rating
Definition
Score
EXCELLENT
Exceeds the criterion to provide substantial additional benefit
and/or reduction of risk
9-10
GOOD
Exceeds the criterion to provide some additional benefit
and/or reduction of risk
6-8
ACCEPTABLE
Meets the criterion
5
MINOR
DEFICIENCY
Does not meet the criterion due to minor deficiency or risk
MAJOR
DEFICIENCY
Does not meet the criterion due to major deficiency or risk
UNACCEPTABLE
Does not comply, insufficient information provided or
unacceptable deficiency or risk
3-4
1-2
0
b. A Proposal/Respondent may be excluded from further evaluation and/or selection if it scores less
than five (a rating of less than acceptable as described in paragraph 3.4a) for any one or more of
the evaluation criteria
3.4 Price
a. The Buyer seeks to obtain the best value-for-money over whole-of-life. This means achieving the
optimal outcome for the appropriate Price.
b. If a Respondent offers a Price that is substantially lower than other Quotes (an abnormally low bid),
the Buyer may seek to verify with the Respondent that the Respondent is capable of fully delivering
all of the Requirements and meeting all of the conditions of the Proposed Contract for the Price
quoted.
SECTION 4: Pricing information
1.1 Pricing information to be provided by Respondents
a. In submitting the Price the Respondent must meet the following:

Pricing must include a breakdown of all costs, fees, expenses and charges associated with
the full delivery of the Requirements over the whole of the life of the Contract. It must also
clearly state the total contract Price in NZ$ exclusive of GST.

Where the Price, or part of the Price, is based on fee rates, all rates must be specified,
either hourly or daily or both as required.

In preparing their Quote Respondents are to consider all risks, contingencies and other
circumstances relating to the delivery of the Requirements and include adequate provision
in the Quote and Pricing information to manage such risks and contingencies.

Respondents are to document in their Quote all assumptions and qualifications made
about the delivery of the Requirements, including in the financial Pricing information. Any
assumption that the Buyer or a third party will incur cost related to the delivery of the
Requirements must be stated, and the cost estimated, if possible.

Unless otherwise agreed, the Buyer will arrange contractual payments in NZ$.
SECTION 5: Our Proposed Contract
5.1 Proposed contract
a. The Proposed Contract is attached to this RFQ.
a. Key terms and conditions of the Proposed Contract include:

insurance levels

[other].
b. The Buyer’s strong preference is that Quotes do not contain proposed amendments to the
Proposed Contract. However, if a Respondent does wish to include proposed amendments, these
must be detailed in the Section 6 of the Response Form.
c. The Buyer is not required to accept any proposed amendment.
b. The Buyer may, at its sole discretion, assign a premium to a Quote in respect of the acceptance of
any proposed amendment that the Buyer considers alters the risks, benefits or cost of the
Proposed Contract.
SECTION 6: RFQ Process, Terms and
Conditions
RFQ Process, Terms and Conditions can be found at: RFQ Process Terms and Conditions.
SECTION 7: Response Form
[QUESTIONS IN SECTION 7 (RESPONSE FORM) OF THE RFQ TEMPLATE ARE SAMPLES ONLY AND MUST BE
AMENDED/ADDED TO/DELETED TO SUIT THE REQUIREMENTS OF THE PROCUREMENT. THERE MUST BE
AT LEAST ONE QUESTION FOR EACH EVALUATION SUB-CRITERIA (EXCEPT TRACK RECORD).]
[Procurement Title and Reference number (if available)]
1.
Respondent’s Details
Respondent name:
[Respondent’s trading name]
Full legal name (if different)
[Legal name]
Physical address
[Main or head office]
Postal address
[E.g. P.O Box address]
Registered office
[Registered office if applicable]
Business website
[URL]
Type of entity (legal status)
[E.g. sole trader/partnership/limited liability company/joint
venture/consortium]
Registration number
[Company registration number if applicable]
Country of residence
[Country where the Respondent is resident for tax purposes]
GST registration number
[NZ GST number OR Overseas based]
2.
Respondent’s Contact Person
Contact person
[Full name of the person authorised to represent the Respondent]
Title/position
[Title/position of the person authorised to represent the
Respondent]
Telephone number
[Area code - number]
Mobile number
[Prefix - number]
Email address
[Email address]
Proposed Solution
2.1
Outline your proposed solution including how it will achieve the outcome sought.
[Answer]
2.2
Describe how the relationship between the Supplier and the Buyer will be managed during
the engagement including:

name of the account manager

contact points and availability

accountabilities

issue resolution and escalation process

regular meetings
[Answer]
2.3
Describe how it is intended that progress will be measured and reported including:

key performance indicators

nature and frequency of reporting
[Answer]
2.4
Detail the significant risks associated with the Requirements and your proposed solution and
describe the proposed treatment for each (how each risk will be eliminated, minimised
and/or managed).
[Answer]
2.5
Confirm that you will meet all health and safety requirements detailed in our Requirements.
If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
2.6
[Optional to be included if the engagement relates to ICT cabling installation]Confirm that
ICT Network design, products and installations will comply with the Ministry’s ICT Cabling
Infrastructure Policy and Standards for Schools. If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
2.7
[Optional to be included if the engagement involves design services]Confirm (that design
will comply with the Ministry of Education’s Development Compliance Framework (DCF), the
Property Strategy 2011-2021 and Property Management Policies for safe, flexible and
inspiring learning environments as set out at State Schools Design Standards. If unable to
confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
3.
3.1
Capability
Provide an overview of your organisation’s relevant capability (skills and expertise)
including:

ownership / management structure

main and secondary areas of business

history of the organisation including number of years of operating in the relevant
market

examples of successfully delivered

membership of relevant professional bodies/associations

relevant certifications/accreditations

an overview of the your organisation’s experience delivering projects of a similar
nature to the Requirements.
[Answer]
3.2
Nominate Named Personnel. For each Named Personnel, provide the following information:

full name

relevant qualifications/certifications/accreditation

membership of relevant professional bodies/associations

a brief overview of their recent employment history including:

o
employers and locations
o
dates employed
o
roles and responsibilities
an overview of recent engagements similar to the Requirements.
[List the specific roles for which the Respondent is required to nominate a Named Personnel]

[e.g. Lead Architect] [Answer]

[e.g. Quantity Surveyor] [Answer]
3.3
Identify those services to be undertaken directly by the Respondent (you/your organisation)
and those to be undertaken by sub-consultants. Identify sub-consultants proposed for these
services, their relevant experience, key Named Personnel and experience of successful
working with your organisation.
[Answer]
4.
4.1
Capacity
Outline your plan for ensuring that sufficient suitable personnel (including Named
Personnel) will be available to fully deliver the Requirements by the anticipated completion
date including:

local presence of your organisational resources

what resources to be assigned to deliver the Requirements (including numbers and
whether employees or sub-contractors)

any recruitment required to meet capacity Requirements and associated risks

scalability of resources

back-up resources (contingency) planning.
[Answer]
Detail potential resource constraints or circumstances that may affect your capacity to
deliver the Requirements by the anticipated completion date (e.g. other
engagements/contracts).
4.2
[Answer]
5.
Price
Provide the total Price for the full delivery of all Requirements and including a breakdown of
all costs, rates, fees, expenses and associated charges.
5.1
[Answer]
6.
The Contract
Confirm your full acceptance of the Proposed Contract. If unable to confirm, detail all
proposed amendments that you wish to make in relation to your proposed Price including the
impact on delivery of the Requirements.
6.1
[Confirmed / Not Confirmed: detail proposed amendment including:
7.
7.1

reference to the Contract clause at issue

a full describe of the proposed amendment

the reason for proposing the amendment.]
Assumptions
State any assumption you have made in preparing your Quote. Where an assumption may
influence the Price, state how the assumption will impact of on the Price.
[Answer]
8.
8.1
Insurance
Confirm that for this engagement you will maintain Public Liability insurance of no less than
[$2,000,000 per occurrence] [IPENZ contract (under $50,000)] [OR] [$5,000,000 per
occurrence] [CCCS (over $50,000)]. If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
8.2
Confirm that you maintain Professional Indemnity insurance of no less than [five times the
fee with a maximum of $250,000] [IPENZ contract (under $50,000)] [OR] [five times the fee
with a maximum of $2,000,000 per occurrence] [CCCS (over $50,000)]. If unable to confirm,
provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
9.
9.1
Police Vetting [To be included if the engagement is likely to involve unsupervised access to
students at the School during normal school hours for that school]
Confirm that your personnel (including those of all sub-contractors) that it is proposed will
access the School during normal school hours [time am – time pm][normal school hours for
that school] agree to being police vetted (a review by the school Board of Trustees of a
person’s criminal conviction information held by the New Zealand Police Licensing and Vetting
Service Centre). If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
10.
10.1
Conflicts of Interest
Confirm that you are not aware of any circumstance that may represent an actual, potential
or perceived Conflict of Interest between your interests and your duties and responsibilities in
delivering to the Requirements. If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
10.2
Confirm that you are not aware of any of the Buyer’s personnel having any interest in, or
association with you that may give rise to any perceived, potential or actual Conflicts of
Interest. If unable to confirm, provide an explanation.
[Confirmed / Not Confirmed: [Explanation]]
11.
Respondent’s Declaration
Subject
Declaration
Declaration
11.1
RFQ Process,
Terms and
Conditions
I have read and fully understand this RFQ,
including the RFQ Process, Terms and
Conditions (detailed in Section 6, as amended
by Section 1, paragraph 1.6) and related
notifications (notices and clarifications). I
confirm that the Respondent agrees to be
bound by them.
[Agree/Disagree]
11.2
Collection of
further
information
The Respondent authorises the Buyer to:
[Agree/Disagree]
a. collect any information about the
Respondent, except commercially sensitive
pricing information, from any relevant
third party, including a referee, or previous
or existing client
b. use such information in the evaluation of
this Quote.
The Respondent agrees that all such
information will be confidential to the Buyer.
11.3
Requirements
I have read and fully understand the nature and
extent of the Our Requirements (Section 2). I
confirm that the Respondent has the necessary
capability and capacity to fully meet or exceed
the Requirements.
[Agree/Disagree]
11.4
Ethics
In submitting this Quote the Respondent
confirms that it:
[Agree/Disagree]
a. has not entered into any improper, illegal,
collusive or anti-competitive
arrangements with any Competitor
b. has not directly or indirectly approached
any representative of the Buyer (other
than the Point of Contact) to lobby or
solicit information in relation to the RFQ
c. has not attempted to influence, or provide
any form of personal inducement, reward
or benefit to any representative of the
Buyer.
11.5
Offer Validity
Period
I confirm that this Quote, including the Price,
remains open for acceptance for the Offer
Validity Period stated in Section 1, paragraph
1.6.
[Agree/Disagree]
11.6
Conflict of
Interest
All Conflicts of Interest that the Respondent is
aware of have been reported in the Conflict of
[Agree/Disagree]
declaration
Interest Section of the Response Form. Where a
Conflict of Interest arises during the RFQ
process the Respondent will report it
immediately to the Buyer’s Point of Contact.
DECLARATION
I declare that in submitting the Quote and this declaration:
a. the information provided is true, accurate and complete and not misleading in any material
respect
b. the Quote does not contain Intellectual Property that will breach a third party’s rights
c. I have secured all appropriate authorisations to submit this Quote, to make the statements
and to provide the information in the Quote and I am not aware of any impediments to
entering into a Contract to deliver the Requirements.
d. I understand that the falsification of information, supplying misleading information or the
suppression of material information in this declaration and the Quote may result in the Quote
being eliminated from further participation in the RFQ process and may be grounds for
termination of any Contract awarded as a result of the RFQ.
By signing this declaration the signatory below confirms that he/she has been authorised by the
Respondent to make this declaration on its behalf.
Signature: [Signature of the person authorised to represent the Respondent]
Full name: [Full name of the person authorised to represent the Respondent]
Title/position: [Title/position of the person authorised to represent the Respondent]
Respondent name: [Respondent’s trading name]
Date: [Date]
12.
Respondent Checklist
12.1
All sections of the Response Form have been completed.
12.2
12.3
The Respondent’s Declaration has been completed and signed by the person
authorised to represent the Respondent
[Optional]The following additional material has been included with the Quote:

[Specify].
