Approved Contractor Scheme
Introduction
The Approved Contractor Scheme (ACS) provides NZAID with a mechanism for retaining a pool of competitively tendered, pre-selected specialist, consultants to undertake assignments on request.
The ACS aims to transform the way that NZAID contracts out small-to-medium sized assignments as well as how interested consultants can access future work opportunities with NZAID. The introduction of the ACS has minimised the number of lengthy tender processes, provided greater flexibility and choice for outsourcing work, as well as an effective, fair and transparent contracting framework to meet ongoing operational demands.
The kinds of assignments covered by ACS may include (but are not limited to):
- provision of technical advice
- evaluation of funding applications and project proposals
- preparation, appraisal and review of project documentation
- monitoring and evaluation of projects
- assisting with project management and stakeholder consultation
- undertaking research and analysis
- provision of training workshops and seminars
- participating in sector studies
- feasibility and design missions
- project or sectoral reviews.
Skills required
NZAID looks for contractors with substantial professional experience in one or more of the fields described in the Skills Reference Guide.
Generally, experience of less than five years would not be considered substantial. This professional experience must be recent, i.e. within the last five years. NZAID also looks for recognised tertiary qualifications or relevant training in the contractor's nominated specialist areas.
In addition, NZAID looks for contractors who have an up-to-date knowledge of approaches to development assistance and delivery mechanisms, and a track record of making an effective contribution to development outcomes. Experience of developing countries and/or regions in the Pacific and South East Asia is especially useful.
Full assessment criteria against which applications are assessed are described on the application form.
Application process
The ACS pool is established through open and competitive processes. NZAID regularly publishes a formal invitation (Request for Proposals or RFP) for contractors to apply to join or rejoin the scheme. The next RFP is scheduled for the second half of 2009. Applications cannot be accepted outside of a formal invitation.
RFPs are published on the NZAID website under current tenders, and on the Government Electronic Tendering Service (GETS) website. Please note that the GETS website has the facility to send automatic email alerts to registered users when an opportunity in their area of interest is posted, but the NZAID website does not.
As part of the application, applicants are typically asked to provide multiple copies of the following documents:
- a completed and signed application form
- a curriculum vitae
- certified copies of qualifications
- copies of membership in professional bodies.
ACS standing offer
Successful ACS applicants agree to a standing offer with NZAID for a three year period. The standing offer represents a Panel Contract with NZAID. A standing offer confirms status as an approved contractor, and is not a contract for services or of employment. No retainer is paid and no work is guaranteed under this scheme. NZAID may call upon approved contractors to undertake assignments under the terms of the standing offer. Such assignments are requested on an 'as needs' basis.
The standing offer contains contractual terms and conditions and agreed fee rates that apply to all subsequent assignments. Fee rates are fixed for the three year duration of the standing offer and cannot be renegotiated.
Expiry of ACS standing offers
ACS standing offers are valid for a three year period only, and cannot be extended. All contractors who wish to continue to participate in the scheme must reapply in response to a RFP. Standing offer expiry dates are provided below for quick reference.
ACS round |
Standing offer start date |
Standing offer expiry date |
Action to be taken by approved contractor |
1
|
1 April 2004 |
31 March 2007 |
Reapply in the next RFP if you wish to continue to participate in the scheme, and you haven't already reapplied. Register on the GETS website and nominate your areas |
2
|
1 July 2006 |
30 June 2009 |
Variations to your standing offer can be completed have been posted. Ensure that NZAID has your current postal address, Email if you have not received your variation. Reapply in the next RFP if you wish to continue to participate in the scheme. Register on the GETS website and nominate your areas of interest to receive an email alert when the next RFP is advertised. |
3 |
1 August 2007 |
31 July 2010 |
No action required at this time. |
4 |
1 December 2008 or 31 December 2008 |
1 December 2011 or 31 December 2011 |
No action required at this time. |
Pilot two-way feedback process
In August 2008, NZAID began piloting a two-way feedback process for each ACS assignment. Under this process, the contractor provides feedback on NZAID's performance and NZAID provides feedback on the contractor's performance during the assignment. The contractor is then able to respond to NZAID 's assessment of their performance. The feedback on the contractors' performance is taken into account when contractors are chosen for future assignments. The feedback on NZAID is used to identify areas where NZAID could improve its performance.
For more information, please refer to the following:
ACS | Text of letter to all holders of ACS standing offers on the feedback process | Doc 36kb
ACS | Form A | NZAID feedback on the contractor | Doc 57kb
ACS | Form B | Contractor feedback on NZAID | Doc 62kb
Development Programme Manager (DPM) support assignments
From time to time NZAID has a requirement for contract Development Programme Management (DPM) support. This is work to provide short-to-medium term cover in NZAID's development programmes. Contractors for DPM support assignments are selected from the ACS pool. ACS applicants wishing to be considered for DPM support assignments have an opportunity to indicate this in their applications.
DPM support work is undertaken on NZAID's premises using NZAID systems, processes and facilities. For this reason any assignment will be subject to you being able to obtain and maintain an appropriate security clearance.
All DPM support assignments are undertaken at the same fee rate. The fee rate is reviewed annually. The fee rate for the period 4 November 2008 to 30 September 2009, is $511.33 per day (excl GST).
Other contracting opportunities
Most small-to-medium sized contracts are awarded under the ACS. However other work is openly tendered, including:
- Management Services Contracts, where project administration and management is outsourced to a team of specialist consultants
- complex work where contractors input will be required in the design
- work for which no suitably qualified or available Approved Contractor exists.
