Information for boards of trustees

1. How do we find a project manager?
   You can refer to the list of preferred suppliers in your region or you can engage a project manager using the normal procurement processes outlined in the Ministry’s Property Management Handbook.
2. What are the benefits for my school if we engage a preferred supplier?
   The key benefits for your school include:
   - being able to find a project manager
   - being able to choose from a list of pre-selected project managers
   - assurance that project managers will be reviewed regularly for quality and standard of service.
3. Where do I find a preferred supplier?
   Details of preferred suppliers will be made available on the Ministry’s list of preferred suppliers.
4. Do we need to go through the procurement process again?
   No. The Ministry has done this already by running a two-staged procurement process that involved Registration of Interest and Request for Proposal as required by the Ministry’s procurement processes.
   
   However, it is recommended that you contact at least three preferred suppliers and decide on who would work best with your school and deliver the outcomes you require.
5. How do we know which of the preferred suppliers would suit our school?
   When selecting a preferred supplier you need to ask yourself:
   - can we work with this project manager?
   - do they fit our needs?
   - do they understand our requirements?
   - do they fit our culture?
   - is their price within our range?
   - can they add value in any other areas?
6. Can preferred suppliers turn down work?
   No, unless you approach a preferred supplier outside your allocated region or a supplier is working to capacity.
7. Are there agreements/contracts available?
   Yes. The Ministry has developed a standard Contract for Services between the preferred supplier and the school. There is also a Memorandum of Understanding between the Ministry and the preferred supplier outlining roles and responsibilities of the project manager. These agreements have been approved by the Ministry.
8. How do I get a copy of the Contract for Services?
   You can download the Contract for Services.  This is a standard agreement. Any changes must be made by hand with any variations attached to the back of it. You should seek legal advice before making any change to the Contract.
9. Can we enter into an agreement with a preferred supplier in Year 3 or 4 of our 5YA?
   Yes, you can select one at any stage of your 5YA.
10. How can I find out how much preferred suppliers will charge our school?
    You can contact the preferred supplier directly. See also the contact details of preferred suppliers.
11. What happens if we already have a project manager for our planning and 10YPP work?
    The preferred supplier service will not affect existing contractual arrangements that boards already have in place with project managers.