Procurement and Contractor Panels

Response

Sent: Wednesday, 9 April 2025 2:06 pm
Subject: Official Information Request - Procurement Processes and Preferred Contractor Panels

Kia ora,

I refer to your Official Information request of 7 April 2025, for information regarding Procurement Processes and Preferred Contractor Panels.

Please find the responses to your questions below:

Preferred Supplier Panels

Question 1:

When is the next opportunity to apply for inclusion in your council’s preferred supplier panel(s) for project management and professional services?

Answer:

Rotorua Lakes Council referred Supplier Panel will go to market again in June 2026. The CoLAB Professional Services Panel (PSP) went to market late last year and we would expect to it not to go to market again for 3 years. CoLAB Professional Services Panel (PSP) is a council-controlled organisation owned by councils across the Waikato and Bay of Plenty.

Question 2:

Who are the current suppliers appointed to your most recent panel for project management or related services (e.g. engineers, MSQA consultants, contract administrators)?

Answer:

There are no engineers, MSQA, consultants or contract administrators on the current Rotorua Lakes Council preferred suppliers’ panel. Rotorua Lakes Council uses the CoLAB Professional Services Panel (PSP) for these services.

Procurement Thresholds and Engagement Process

Question 3:

What are your current procurement thresholds for engaging professional services (e.g. under what value is direct appointment permitted, and what values require 1-3 quotes or a public tender)?

Answer:

Above $100,000.00 requires a procurement plan and going to market. Under $100,000.00 requires quotes and preferred suppliers can be used.

Question 4:

For projects below the open tender threshold, how are consultants typically identified and selected for direct appointment or invited quotes (e.g. previous relationships, supplier databases, GETS registration)?

Answer:

CoLAB Professional Services Panel (PSP) formally WLASS (Waikato Local Authority Shared Services).

Question 5:

Does the council maintain an internal list of pre-approved consultants for low value works outside of formal panels?

Answer:

No

Opportunities for Future Engagement

Question 6:

How can new consultants’ express interest in future project opportunities and be considered for direct appointment or invited to quote?

Answer:

For Rotorua Lakes Council’s lower threshold, consultants need to have been pre-approved and on a panel for professional services. For higher value work consultants can register following the process below:

Instructions to register to Tenderlink

1. Click this link: www.tenderlink.com/rdc/
2. At the top of the screen the is a button called “Register” please click this and fill out the required information.
3. After this you will be approved in the Tenderlink system, and you will receive a notification from Tenderlink confirming you are approved.
4. You will then be able to log in to Tenderlink.