Suppliers

Our Long Term Plan details Council's priorities and projects, and signals valuable contract opportunities for suppliers.

Opportunities vary in scope, ranging from large-scale projects that benefit the entire region, to initiatives that focus on individual communities.

We encourage you to review the Long Term Plan and contact us if you have any questions.

Contract Opportunities

Detail regarding supplier contract opportunities, and how to submit a tender or proposal, can be obtained from the Government Electronic Tenders Service (GETS).

COVID-19

From Monday 30 May 2022 we will no longer require contractors and service providers to be fully vaccinated when interacting with our staff at our offices and facilities outside of public meeting areas.

All appropriate COVID-19 health, hygiene and safety measures will remain in place at our offices and facilities such as face masks, hand sanitising and physical distancing.

In addition, we ask that if you or any member of your team is feeling unwell and showing COVID-19 symptoms please stay at home.

We appreciate that you may continue to have vaccination mandates or other COVID-19 protocols in place at your business. If you notify us in writing of your COVID-19 policy, we will inform our people of the need to adhere to this policy when visiting your business.

COVID-19 remains unpredictable and we retain the right to continue to conduct regular risk assessments as public health advice and WorkSafe guidance changes. It’s not out of the question, that future risk assessments may determine that certain contractor or service provider roles can only safely be carried out by those who have been vaccinated.

If you have any questions, please get in touch with your Council representative in the first instance.

Our Procurement Principles

We act in an open, transparent manner in approaching the market. We value our relationship with our suppliers in supplying good value, quality services and products.

We ensure the procurement of all goods, works, and services is ethical and transparent.

All staff and suppliers are expected to conduct themselves with the highest standards of honesty, fairness, and personal integrity to avoid any perception of conflict of interest and impropriety.

Purchase Orders

A purchase order is our official request to you to supply goods and services to us. You must always have a purchase order from Council prior to providing goods or services to us. If you do not, then Council may reject the goods or services (and the corresponding invoice).

Purchase Order Terms and Conditions

Council procures a large volume of goods and services from a range of suppliers. Therefore, it is important we have standard Purchase Order Terms and Conditions (shortened to PO Terms) in place to efficiently manage those arrangements.

The PO Terms apply to all purchase orders created by Western Bay District Council, unless otherwise agreed in writing.

All new suppliers receive a copy of the PO Terms at initial set up. You can view the PO Terms here.

Accounts Payable Process

To ensure your invoice moves through our system without delay, please make sure your invoice has:

• Your supplier legal name
• Your bank account number
• Our purchase order number
• Any supporting documents (i.e. spreadsheet detailing invoice amounts or disbursement receipts).

Please make sure:

• Only one purchase order number is quoted per invoice
• Your invoice meets IRD requirements if you are GST registered
• Information on your invoice is correct.

Where to send your invoice

We prefer to receive invoices in PDF format via email.

Send your invoices and credit notes to accounts@westernbay.govt.nz and carbon copy your Council contact.

Each invoice must be emailed separately, with one invoice per attachment.

If sending your invoice via post, please address to:

Accounts Payable
Western Bay of Plenty District Council
Private Bag 12803
Tauranga Mail Centre
Tauranga 3143

Health and Safety

We are committed to working with our staff and contractors to ensure a safe and healthy work place.

We expect our suppliers and contractors to have an adequate health and safety management system that includes:

• safe systems of work
• safe work environments
• safe plant and equipment
• adequate health and safety training and supervision.

All suppliers and contractors undertaking work for us must declare their health and safety performance. Where your activity includes medium or high risk activities you will be required to be accredited under the Local Authority Health and Safety scheme. Find out more here.

Get in touch

Email procurement@westernbay.govt.nz if you would like to discuss procurement, or a product or service that may be of value to Western Bay.