Procurement
Procurement at Thames-Coromandel District Council
Procurement involves planning, decision-making, business rules and procedures used by Thames-Coromandel District Council (TCDC) to buy goods and/or services.
This page provides procurement information for our suppliers, contractors, and consultants. At TCDC, we aim to procure goods and services that achieve the best possible public value for our council. Public value includes quality and price as well as the economic, environmental, cultural, and social benefits of the goods/services.
TCDC’s procurement policy aligns with the regional procurement framework, NZ Government procurement principles and best practice approach to procurement.
Procurement Policy
These key principles guide procurement decisions at TCDC:
- Plan and manage for great results
- Be fair to all suppliers
- Get the right supplier
- Get the best deal for everyone
- Play by the rules
Contractor Health, Safety and Wellbeing
TCDC is committed to maintaining a safe, healthy, and well-managed environment for all our workers.
To ensure this, all suppliers and contractors undertaking work for TCDC are required to complete our Health & Safety Approval Process, including completing a Health & Safety Prequalification form, before being engaged. Your TCDC point of contact will work through this process with you as required.
These requirements help us to ensure that all our partners are operating safely, responsibly, and in alignment with our council standards and legal obligations.
Payment Process | New Suppliers
To support smooth and efficient procurement processes, all suppliers must follow our Purchase Order and Invoicing requirements.
New suppliers will need to be added to our finance system. Please liaise with your TCDC point of contact to complete a supplier application form.
Purchase Orders
All invoices must include a purchase order (PO) number and/or contract number. This will help us process your invoice efficiently. Do not begin work or supply goods without a valid PO and always reference the PO number on your invoice.
Our standard terms and conditions(PDF, 480KB) apply to all purchase orders created by Thames-Coromandel District Council.
Payment Terms
Valid invoices received by the 5th working day of the month when the goods/services were delivered, will be paid on or around the 20th day of the month following the date of the invoice.
Preparing and Sending Your Invoice
To help us process payments efficiently, your invoice needs to include some key information.
- Council name and address (Thames-Coromandel District Council, 515 Mackay Street, Thames 3500)
- Council contact (who issued the Purchase Order)
- Council Purchase Order/ Contract number
- Supplier’s legal name and address
- Supplier’s GST number (if applicable)
- Supplier’s invoice number.
- Supplier’s bank account details
- Please also ensure that your invoice meets the requirements of the IRD for invoices.
Please note: If any changes are made to bank accounts after the initial set-up of your vendor account, please notify us directly as we cannot update bank account details from invoices.
We prefer you send your invoices to us by email, but you can send it by post if required: accounts.payable@tcdc.govt.nz or phone the accounts payable department on 07 868 0200.
Email (pdf attachment)
accounts.payable@tcdc.govt.nz
Post:
Thames-Coromandel District Council, Private Bag 1001, Thames 3540
Tendering - How to register on Government Electronic Tenders Service (GETS)
At TCDC, we aim to keep the tender process open and fair, and accessible to a range of suppliers.
We use GETS, the New Zealand Government Electronic Tenders Service to advertise tenders. GETS is a free service designed to promote open and fair competition.
Suppliers can register for GETS for free online.
If you need any help, you can contact their helpdesk.
Once registered on GETS, you can subscribe to notifications of any new tenders published by TCDC.
All tender documents for each project will be uploaded to GETS and will include the closing date and time – make sure you get your response in on time.