About the Preferred Suppliers Scheme
The Preferred Suppliers Scheme has been established to help state schools in selected regions access professional planning and project management services.
Why was the Preferred Supplier Scheme established?
The Ministry of Education established the Preferred Supplier Scheme to help state schools access school planning, project and property management consultancy services where availability of such services is a problem. Usually these are in semi-urban or rural locations.
Choosing these types of services from a Ministry accredited list of providers (project managers) means that boards will not have to go through a formal procurement (selection) process as the Ministry has already completed this process for schools.
Selecting a project manager from the list is solely an option for boards. Boards, as customers, can choose to continue with their existing project managers or procure new project managers who are not Ministry preferred suppliers. The scheme is not in competition with these project managers nor does the scheme necessarily offer a superior level of service. The scheme’s sole objective is to address the non-availability of services in certain areas throughout the country.
What do the preferred suppliers have to do to get on to this list?
The preferred suppliers on the list went through a two-stage procurement process. This included a Registration of Interest and Request for Proposal, both of which were evaluated by a panel against an agreed set of criteria. Preferred suppliers needed to be able to demonstrate that they:
- could provide all inclusive services as outlined below
- had the necessary skills and experience
- were regionally based, and
- had professional indemnity and public liability insurances.
What can preferred suppliers offer?
Preferred suppliers will be able to:
- prepare and/or review 10 Year Property Plans (10YPPs), including condition assessment and development plans;
- manage Five Year Agreement (5YA) capital improvements and maintenance projects including:
- preparing all documentation
- engaging sub-contractors
- calling for tenders
- providing contract supervision through to completion.
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Is there a standard Schedule of Services that preferred suppliers must provide?
Yes. The standard Schedule of Services, available below, sets out the description of each service, and is broken down into outcomes (high level), role of the contractor, delivery methods and performance measures.
The four key services are:
- assistance with preparing the 10 Year Property Plan (10YPP)
- project management for capital and maintenance projects
- general property management advice, and
- specialist professional advice.
Which regions can access the Preferred Suppliers Scheme?
State schools in the following areas can use the preferred supplier scheme.
North Island
Hawkes Bay and Gisborne Region
- Central Hawkes Bay
- Napier
- Hastings
- Gisborne
- Wairoa
- East Cape
Northland Region
- Whangarei
- Northland
- Kaipara
Central South Region
- Masterton
- Carterton
- South Wairarapa
- Tararua
Taranaki Region
- New Plymouth
- Stratford
- South Taranaki
Manawatu-Wanganui Region
- Horowhenua
- Manawatu
- Wanganui
- Rangitikei
- Ruapehu
Waikato Region
- South Waikato
- Otorohanga
- Waitomo
Bay of Plenty Region
- Opotiki
- Whakatane
- Kawerau
South Island
West Coast Region
Chatham Islands
Canterbury Region
- Kaikoura
- Hurunui
- Waimakairiri
- Selwyn
- Ashburton
- Mackenzie
- Waimate
- Timaru
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What agreements support the scheme?
There are two agreements that support the scheme. These are:
Memorandum of Understanding
The Memorandum of Understanding, available below, is between the Ministry and the preferred supplier and it outlines roles and responsibilities.
Contract for Services
The Contract for Services is between the preferred supplier and the school board and is based on the Ministry's standard contract for services. Boards are encouraged to use this Contract as it has been approved by the Ministry but boards are not bound to use this contract. You can download a copy of the Contract for Services below.
What projects are not covered by the scheme?
Projects not covered directly by the scheme are projects other than 5YA projects, eg new teaching space for roll growth, that are worth more than $3 million.
For these projects, the Ministry will assess whether the project manager has the capacity and skills to do the project in terms of timing, scale and general ability on a case-by-case basis.
Can integrated and independent schools use the scheme?
Integrated and independent schools are free to enter into contracts with preferred project managers but these contracts would be outside the scope of the scheme. The reason is that these schools have a different property funding and ownership structure than state schools, as well as different procurement rules.