Working with us

Want to know more about working with us? We’ve outlined below how we do things.   Contact between us We’ll collect contact information when suppliers register their interest through the Supplier Portal, and this information may be used to communicate with suppliers by phone or email. Suppliers can make direct contact with Council’s Procurement Team.

How we choose suppliers 

When we approach the market, we’ll sometimes advertise the contract opportunity on the Government Electronic Tender Service (GETS), but sometimes we’ll reach out to one or more suppliers directly. When we directly approach suppliers, we might contact suppliers that have registered their interest through the Supplier Portal, but this is not guaranteed.

When we invite suppliers to bid for a specific contract opportunity, we’ll typically issue a document called a Request for Proposals (RFP), or a Request for Tenders (RFT), Request for Quotes (RFQ) or Call for Registrations of Interest (ROI). Please respond to these invitations if you wish to be considered for the contract, regardless of whether or not you’ve already registered your interest via the Supplier Portal.

If you think you might like to work with us:  

1. Register your interest on this Supplier Portal. 
2. Register on GETS.  

This means you’ll be notified if any of our contracts are advertised on GETS, and we’ll have information about your organisation and your capabilities. Current, past and prospective suppliers should all do this. 

Read more about the way we do procurement work.

Getting set up and paid 

If you haven’t worked for us before, and you’ve been awarded a contract or asked to provide us goods or services, we’ll set you up as a new supplier in our Finance system. The Council staff member managing your contract will liaise with you to get the information we need. 

Our standard payment terms:  We’ll pay you on or before the 20th of the month following the date of your invoice. 

Invoicing us: To be paid, you must always quote the applicable purchase order number on your invoice. If you haven’t received a purchase order, contact the Council staff member managing your contract. Email your invoice to accounts.payable@kapiticoast.govt.nz

Our expectations 

We expect our suppliers to meet the expectations of the New Zealand Government, set out in the Supplier Code of Conduct. You’ll need to make your subcontractors aware of this code as well. 

Also check out our expectations regarding health and safety. 

Three Waters Infrastructure

Are you a contractor who wants approval to work on Council Three Waters Infrastructure? This may include connections, tendering for Council work etc. Please email water W&WWAssetTeam@kapiticoast.govt.nz to begin the process.

Achieving more 

When we source suppliers, we’re looking for ways we can achieve broader outcomes. These are secondary benefits we’d like to achieve over and above provision of services or goods.  

You’re likely to see broader outcomes mentioned when we talk to suppliers about what we need and when we describe our requirements. The secondary benefits that we’re particularly focused on are: 

• stimulating local employment
• improving the diversity of the suppliers we work with
• reducing carbon emissions, mitigating the effects of climate change, and reducing waste disposed to landfill.  

Read how our staff might incorporate broader outcomes into procurement work in the Supplier’s Guide: Broader Outcomes.