Date Issued: 25 August 2025
Who this applies to:
NPMT Board of Trustees; Chief Executive Officer; management team; staff and temporary staff.
Purpose
This document outlines the National Pacific Media Trust’s (NPMT) policy on procurement and contracting. The policy ensures all purchasing and contracting processes are conducted with probity, transparency, and in a manner that achieves the best value for public funds.
Guiding Principles
All procurement decisions must adhere to the following principles:
Value for Money: Decisions must be based on a balanced assessment of cost, quality, risk, and timely delivery.
Probity and Transparency: All procurement activities must be fair, open, and transparent. Conflicts of interest must be identified and managed appropriately.
Compliance: All procurement activities must comply with this policy, relevant legislation, and the NPMT Trust Deed.
Responsibility and Accountability: Those with delegated authority are responsible and accountable for their decisions.
Delegated Authority for Procurement
This section supersedes the purchase limits for routine supplies and services outlined in the existing Delegated Authority Policy.
Position: Chief Executive Officer (CEO)
Purchase Limit (excluding GST): Up to $10,000
Position: Senior Leadership Team (SLT)
Purchase Limit (excluding GST): Up to $1,000
Position: Operational Leadership Team (OLT)
Purchase Limit (excluding GST): Up to $400
All purchases above these limits require the approval of the next level of authority.
4.1. Purchasing Process
Purchase Orders: Use of purchase orders is mandatory for all purchases over the stated Manager's delegated authority.
Receipts and Invoices: All purchases must be supported by a valid tax invoice and/or receipt.
4.2. Quoting and Tendering
Under $10,000: A single quote is required, or a purchase can be made based on a manager's professional judgment of reasonable value.
$10,000 - $50,000: A minimum of three competitive quotes must be obtained in writing (via email or formal quote).
Over $50,000: A formal Request for Proposal (RFP) or tender process must be conducted. This requires Board approval and must be managed by the CEO or their delegate.
In line with the Trust's objective to promote the well-being and success of Pacific peoples (as outlined in clause 5.1 of the Deed of Trust), NPMT is committed to supporting the Pacific community. When selecting suppliers, staff should, where possible and appropriate, prioritise engaging with and procuring goods and services from Pacific-owned businesses. This should be done while still ensuring value for money and adherence to all other principles outlined in this policy.
Any staff member involved in a procurement decision who has an actual, potential, or perceived conflict of interest must declare it immediately to their manager or the CEO. The CEO must declare any conflicts to the Board Chair. The staff member must not participate in the decision-making process for that transaction.
This policy will be reviewed annually by the NPMT Board of Trustees to ensure it remains relevant and effective.
Contracts for supplies or services over $50,000 or for a term longer than one year must be presented to the Board for approval.