Procurement Policy

The purpose of this policy is to set out how we buy goods and services to support our business,
ensure value for money, and meet our government procurement obligations.

Policy statement

It is the policy of Education Payroll to ensure that all procurement decisions and activities:

• give suppliers a fair and transparent opportunity, and act with integrity in all dealings
• consider value for money in terms of whole-of-life costs, not just price
• assess quality, fitness-for-purpose, risk, and long-term benefits
• use open processes unless there’s a clear and documented reason not to do so
• consider how we can incorporate economic benefits to New Zealand in our
  procurements
• plan purchases, assess risks, and manage contracts and supplier performance
• separate responsibilities to prevent conflicts and fraud
• make clear, justifiable decisions and keep good records.

We apply the following standards in all procurement activities:

• we plan procurement early, to align with budgets, risks, and business needs
• we follow defined approval processes before committing to spend
• we evaluate offers using clear, pre-agreed criteria
• we actively manage contracts to ensure delivery, resolve issues, and improve outcomes
• we comply with all internal policies, including those covering sensitive expenditure,
  fraud, and delegations of authority
• we declare and manage conflicts of interest and maintain confidentiality throughout the
  lifecycle of our procurement activities
• we comply with the Government Procurement Principles, Charter, and Rules.

Application

This policy applies to:

• all people employed or engaged by Education Payroll or working for, or on behalf of,
  Education Payroll, who are involved in planning, approving, purchasing, or managing
  contracts for goods and services, regardless of value
• all operational and capital procurement, all one-off and ongoing purchases, and all
  procurement using government funding or grants.

This policy does not cover sponsorships or donations, nor employment or contractor
recruitment – those are covered in other policies.

Procurement strategy

Education Payroll’s procurement strategy outlines how we will manage procurement activities
in compliance with the Government Procurement Rules (5th Edition). The Procurement Strategy
covers:

• the context for our procurement including our mandate and our spend profile
• strategic objectives that guide us in our procurement activities
• the procurement approach that we apply when we procure goods and services
• reporting on our procurement contracts and capability
• how our procurement strategy will support continuous improvement.

Procurement framework

Education Payroll maintains a procurement framework that covers how we plan, run, and
manage procurement. The framework provides:

• the objectives, key principles and enablers of procurement
• clear, practical guidance for staff to make fair, transparent, and value-for-money
  purchasing decisions.

That framework is to be read as forming part of this policy.

The procurement framework is owned by the Hautū Finance and Performance, who is
authorised to update it over time to reflect procedural changes.

Regulatory and policy compliance

All procurement decisions and activities are to be conducted in accordance with:

• the New Zealand Government Procurement Principles, Charter, and Rules
• Education Payroll’s Procurement Framework and other relevant internal policies and
  delegated authorities.