DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10
Project Management System

Procurement Plan

Purpose  The primary uses of the document are to:
•  Define the procurement activity, to form the basis of its management and
assessment of overall success;
•  Bring together the strategy for the procurement and prior analysis into an
operational plan to carry out the procurement and select a supplier/s; and
•  Record approval for the procurement to proceed on the basis set out in this plan.
•  To ensure consideration has been given to the optimal procurement strategy,
methodology and outcomes at a local, regional and national level.
•  To deliver an end to end Procurement solution for the Council.

Guidance Notes
DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10

When to  This Procurement Plan is intended for use for procurements which are either between
use
$50,000 and $250,000 with a low to medium risk rating, for procurement over $250,000 or
any procure with a high risk rating.

How to  Al  sections within the Core Information Section must be completed for procurement over
use
$50,000 regardless of risk rating. For those projects over $250,000 or of any value with a
high risk rating the Additional Information Section must also be completed.
NB: If you are using a Business Case or Project Plan the information provided within these
documents must be equivalent to the sections required for completion in the Procurement
Plan.

In some cases, a Business Case or Project Plan wil  be required. It is acceptable to use it
in lieu of a Procurement Plan subject to the fol owing:
1.  Al  the elements that must be completed in the Procurement Plan (this wil  vary
dependent on whether or not it over or under $250,000 and the risk level) are
completed ful y in the Business Case or Project Plan (this is detailed above);

2.  That the appropriate Delegated Authority levels are prepared to  sign off the
Procurement Plan requirements as part of the Business Case or Project Plan;

3.  Al  aspects of Procurement Policy remain complied with. (For example if a
Procurement exemption would be required, this stil  gets completed as part of the
process);

4.  The Business Case or Project Plan Checklist page and the Approval Page of the
Procurement Plan are to be completed and the Business Case or Project Plan,
plus  any supporting documentation are  included in the Procurement Plan
appendices.

For clarity, a checklist has been provided with the requirements.

Business Case or Project P
DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10 lan Checklist
Documentation Checklist
CORE INFORMATION
Check the box
if complete
Procurement Information including:
☒
•  Procurement information
•  General information
•  Procurement scope
•  Proposed contract details
•  Estimate of value
Procurement Methodology including:
☒
•  General procurement strategy statement
•  Procurement Method
Procurement Exemption Information
N/A
Risk Information including:
☒
•  General risk management

Supplier Information including:
N/A
•  Current supplier / contracts

Stakeholder Information including:
•  Consultation checklist
☒
Procurement Timeframe including:
☒
•  Basic timeframe

Evaluation Information including:
•  Evaluation Methodology
☒
•  Evaluation Panel
Procurement team including:
•  Team Members basic
☒
APPENDICIES
Check the box
if complete
Al  appendices included – e.g. Business Case, Project Plan, Procurement
Exemption, Conflicts of Interest and Confidentiality, HSE approval and Capex.
☒

The intent of this PM improvement process
DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10 is to increase Capex delivery from 60% (Average delivery of
overall capex programme between 2020 – 2023) to 85% going forward. This aligns with a new CEO KPI
that has been approved by council.

1.3. Procurement scope
The intent of this procurement exercise is to deliver a simple digital Project Management tool that aligns
with the approved PM Methodology.  See attached detailed requirements for this tool.

1.4. Proposed contract details

Proposed Contract  It is anticipated the costs for the implementation of a PM Tool wil  consist of the
following :
Phase 1
-  Implementation & configuration (Including testing / user acceptance
testing/training) of tool. This wil  enable TCDC to :
o  Load in project baselines including scope, programme milestones
and budgets (Currently being developed & approved in excel)
o  Produce project status reporting by project, programme and portfolio
(Note : Need to include reports for council / community boards)
o  Enable PM’s to input regular monthly updates on status
o  Ability to carry out financial forecasting at project level and pul  in
actuals from CashTrack
o  [See Tool Requirements – Must Have]
Phase 2
-  Further enhancements to the tool –  next 6-12  months, this will include
additional risk reporting, workflows, idea generation & approval (ready for
FY25/26 AP)
o  [See Tool Requirements – Could/Should Have]
Ongoing costs
-  Ongoing licence / support costs for tool
Any additional
n/a
contractual terms
or issues
Length of the
The proposed term is be a short term contract for implementation and an annual
arrangement
contract for licencing & maintenance.

1.5. Estimate of value

Expected $ value
$120,000 for implementation
of the contract /
purchase
Budget details
Has the funding been approved?
Yes
Is funding required from other agencies (e.g. NZTA)?
No
As noted above, an al ocation of $120,000 has been assigned to this project for
24/25. Other large projects are being delivered by the ICT team. If there are
additional funds required an OOC request wil  be sought.
Due to the changes in the Tool decision making additional effort wil  be required from
Lorenzo Canal / Ian Morton. This is provided for under professional services
contracts through Glen McIntosh budget.

2.  Procurement Methodolog
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DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10

2.1. General procurement strategy statement
This wil  be run as an open tender process for RFP’s through GETS.

2.2. Procurement Method
The Method for the first or only phase
RFP
The Method for the second phase
N/A

3.  Procurement Exemption

Procurement
Is this a request for a procurement exemption?
No
Exemption

Running an RFP is in line with the procurement process for a contract of $120,000
n/a
4.  Risk
4.1. General Risk Management

Risk Description
Risk Level
Proposed Action
(Low/Medium/High/E
(manage/mitigate/accept) and Risk
xtreme)
Owner
Changes to the agreed contract –  Medium
Through the RFP process any
scope change as a result of
clarifications wil  be shared with al
undefined requirements
vendors.  Before contracting all
relevant queries wil  be addressed.
Requirement changes occur after  Medium
Detailed requirements available & wil
contract award
work through this in advance of
contracting where possible. Need to
include some contingency for potential
variations – normal practice (15%)
Lack of internal resource to support  Medium
PM’s / Finance / IT teams are busy,
rollout
impact the rol out timeline. Need to
ensure all relevant internal resources
are identified and float added into the
schedule.
Integration with Cashtrack could be  Medium
Included in the requirements & we wil
problematic
ask for clear proposal through the
RFP.
5.  Supplier Information

5.1. Current suppliers/contracts
N/A – There is no current suppliers in place.

DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10
Current supplier
n/a
Current contract #  n/a
Current contract
n/a
expiry date
Current annual
n/a
expenditure
Relevant history
n/a
6.  Stakeholders
Key stakeholders for this are the business owners (PM Team, Activity managers and GM’s), IT and
finance support teams plus process improvement team.  Al  have bene involved in the PM improvement
project to date.
Consultation Checklist
Impact
Yes/No
Is this procurement liable to impact on the reputation of the Council?
No
Does this procurement involve any security issues, building alterations, building space  No-  Need to
requirements, environmental impacts, staff relocation, electrical services, essential power  comply with
requirements, compressed air, hot or cold water or any other service connection?
council
requirements
for security
Does this procurement involve any hardware or software that needs to be connected to or to  Yes
operate on our network or be supported by IS?   Does it involve any telecommunications
equipment or services?
If yes, you must inform IT and involve them in the assessment of the options.
Does this procurement involve a significant hazard (something that can cause serious harm)?  No
Does the procurement impact the community/external users/industry?
No

7.  Procurement Timeframe

7.1. Basic Timeframe
Milestone
Due date
Approve Procurement Plan
26 Jun 24
Proposed date to go to market
1 Jul 24 – 29 Jul 24 (4w open tender process)
Evaluation date
31 Jul 24 – 2 Aug 24
Negotiation date
5 – 9 Aug 24
Award date
12 Aug 24
Contract start date
19 Aug 24

8.  Evaluation Plan
See Details below.
8.1. Evaluation methodology

Evaluation Method  A weighted attribute approach wil  be used in assessing RFP’s.

DocuSign Envelope ID: 410E44B8-54C7-4981-84F6-C6775C22815A
DocuSign Envelope ID: 4C651DDA-01D1-458A-8526-812749B73C10
Criteria &
See attached evaluation criteria / scoring.
Weightings
Evaluation Process  When evaluation panels are scoring submissions, our top of mind focus must
always be on ensuring our individual and collective behaviours meet
appropriate standards of probity.
•  Everyone involved in the evaluation must have completed/signed
a Conflict of Interest & Confidentiality Agreement.
•  Confidentiality must be respected and maintained throughout the
process
•  Contact with suppliers - the Project Manager is the only person
permit ed to comment to outside parties about the evaluation
process and outcome. The panel should not discuss any element
of the process with work colleagues or any other party.

Conflict of Interest / bias: The evaluation process must be free of bias and any perception
of bias. Any conflicts of interest (Actual, potential or perceived) and possible issues of bias
must be disclosed and discussed with the Project Manager before commencement of this stage

There are a number of principles that should be applied when you are
evaluating the supplier submissions:
•  Each evaluator must carry out an independent evaluation.
Individual scores wil  then be reviewed and debated as a panel.
Either a consensus wil  be arrived at or panel members wil  be
asked to carry out a ‘second pass’ of their evaluations, taking into
account the panel discussions.
•  Proposals must be evaluated in accordance with the criteria
enclosed/attached to these instructions.
•  Only information contained in the tender submission is to be
evaluated.  You may also take into account information obtained
from any early stage of the process. No extraneous views,
supposition or assumptions should influence your evaluation.
•  You must evaluate each submission on its own merit and not in
comparison to another submission. While moderation wil  involve
naturally comparing the evaluation of scores across tenders,
evaluators should keep any such comparison to a minimum.
•  Clear, succinct but comprehensive notes are required in support
of your scores. Al  evaluation notes and material must be
retained for audit purposes.

Once the panel members have completed their evaluations a panel review
meeting wil  be held. Each panel member wil  table their proposed scoring and
their rationale.
Following this discussion if a panel member wishes to update their scoring, this
needs to be documented with clear rationale.
Al  details wil  be col ated and a final decision made by consensus on the
preferred supplier.

Evaluation Matrix
Has an evaluation matrix been completed and appended to the  Yes
document?

8.2. Evaluation panel
The evaluation panel wil  comprise of Council representatives listed as evaluation panel members in the
Procurement Team – See Section 9.1.

Document Outline

CORE INFORMATION SECTION
1. Procurement Information
- 1.1. Procurement Information
- 1.2. General Information
- 1.3. Procurement scope
- 1.4. Proposed contract details
- 1.5. Estimate of value
2. Procurement Methodology
- 2.1. General procurement strategy statement
- 2.2. Procurement Method
3. Procurement Exemption
4. Risk
- 4.1. General Risk Management
5. Supplier Information
- 5.1. Current suppliers/contracts
6. Stakeholders
7. Procurement Timeframe
- 7.1. Basic Timeframe
8. Evaluation Plan
- 8.1. Evaluation methodology
- 8.2. Evaluation panel
9. Procurement Team
- 9.1. Team Members Basic