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Procurement Intake Form

Procurement Intake Form Template for New Zealand

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Key Requirements PROMPT example:

Procurement Intake Form

"I need a Procurement Intake Form for a major IT infrastructure upgrade project with an estimated value of NZD 2.5 million, requiring completion by March 2025, with specific emphasis on cybersecurity compliance and data sovereignty requirements under New Zealand law."

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Document background
The Procurement Intake Form is a fundamental document used across New Zealand organizations to standardize and control the initiation of procurement processes. It serves as the primary mechanism for capturing and evaluating procurement requests before they proceed to the formal procurement phase. This document is designed to align with New Zealand's Government Procurement Rules and relevant legislation, ensuring that all procurement initiatives are properly evaluated, justified, and approved. The form typically requires input from various stakeholders and includes detailed information about the procurement requirement, business case, budget, timeline, and risk considerations. It is particularly important for maintaining compliance, ensuring proper governance, and creating an audit trail for procurement decisions. Organizations use this form to filter and prioritize procurement requests, ensure strategic alignment, and maintain consistent procurement practices across their operations.
Suggested Sections

1. Requestor Information: Details of the person/department making the procurement request, including contact information and cost center

2. Procurement Overview: High-level description of what is being procured and the business need

3. Business Case: Justification for the procurement, including strategic alignment and expected benefits

4. Budget Information: Financial details including estimated value, approved budget, and funding source

5. Timeline Requirements: Key dates, including when the goods/services are needed and any critical deadlines

6. Technical Requirements: Detailed specifications of the goods/services being procured

7. Market Analysis: Initial assessment of potential suppliers and market conditions

8. Risk Assessment: Initial identification of potential risks and proposed mitigations

9. Procurement Route: Proposed procurement method and justification for the chosen approach

10. Approvals Required: List of required approvals based on value and risk assessment

Optional Sections

1. Sustainability Considerations: Section for documenting environmental and social sustainability requirements, used when the procurement has significant sustainability implications

2. M膩ori/Pasifika Engagement: Section for documenting specific considerations for M膩ori and Pasifika engagement, used when the procurement affects or involves these communities

3. Security Requirements: Additional section for security clearance or compliance requirements, used for sensitive or high-risk procurements

4. Transition Requirements: Section for describing transition needs from existing suppliers, used when replacing current contracts

5. Intellectual Property: Special section for IP considerations, used when the procurement involves creation or transfer of intellectual property

Suggested Schedules

1. Schedule 1: Detailed Requirements Specification: Detailed technical or functional requirements if too extensive for main form

2. Schedule 2: Budget Breakdown: Detailed cost breakdown and financial information if complex

3. Schedule 3: Stakeholder Matrix: List of stakeholders and their roles in the procurement process

4. Appendix A: Risk Register Template: Standard template for detailed risk assessment

5. Appendix B: Market Research Documentation: Supporting documentation from initial market research

6. Appendix C: Procurement Timeline: Detailed procurement schedule and milestone dates

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok成人版 | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions





































Clauses






























Relevant Industries

Government and Public Sector

Healthcare

Education

Infrastructure

Technology

Construction

Manufacturing

Professional Services

Telecommunications

Energy

Transport and Logistics

Financial Services

Retail

Non-Profit Organizations

Defense and Security

Relevant Teams

Procurement

Finance

Legal

Risk and Compliance

Operations

Project Management Office

Strategic Sourcing

Supply Chain

Internal Audit

Business Operations

Technical Services

Sustainability

Commercial

Relevant Roles

Procurement Manager

Category Manager

Finance Director

Project Manager

Department Head

Chief Financial Officer

Procurement Officer

Contract Manager

Budget Manager

Risk Manager

Sustainability Manager

Technical Specialist

Operations Manager

Business Unit Manager

Compliance Officer

Strategic Sourcing Manager

Industries








Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks, 聽Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination, 聽Severance Pay, Governing Law, Entire Agreemen

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