Suppliers
If you’re a current supplier or are interested in becoming a supplier, find out how we buy goods and services.
Our buying approach
All our buying activities are made within the framework of:
- Principles of Government Procurement
- Government Procurement Rules
- EQC Toka Tū Ake Delegations Framework policy.
How we work
Our preference is to use Government collaborative contracts, our own internal panel arrangements, or existing supply contracts where we can. In some cases, use of the Government collaborative contracts is mandated.
Other contract opportunities with a total estimated value of $100k or more will generally be advertised through the Government Electronic Tenders Service run by the Ministry of Business, Innovation and Employment (MBIE).
To register for this free service visit the Government Electronic Tenders Service website(external link).
Getting paid
Our payment terms
Our standard payment terms apply if there is no contract in place, or no other payment terms are specified. Standard payment terms mean payment is made by the 20th of the month after we have received your invoice. For example, if we receive an invoice in January, it will be paid on 20 February.
EQC Toka Tū Ake will endeavour to pay all invoices within 10 days of the invoice being entered into the EQC Toka Tū Ake system, regardless of the agreed payment terms.
For further information, see our Purchase Order terms and conditions. [PDF, 178 KB]
Our payment method
Our payment method is electronic funds transfer (EFT). This means payments can be deposited directly into your designated bank account. We will endeavour to email a remittance advice confirming the EFT payment on the day the payment is made.
Changing your payment method
To change your payment method, we need to verify your bank account details. You can do this by sending us:
- a bank deposit slip (a scanned copy will be fine), or
- a screenshot showing your bank account details (please block out any account activity).
The screenshot must have both the bank's logo and the account number. Make sure the bank account you use on the invoice is the one we will be verifying.
Working with us
Keeping your details up to date
If you change:
- your bank account information
- your address
- your company name
- any other information you've previously provided
please email us at accounts@eqc.govt.nz so we can make the necessary changes.
Supplier feedback and complaints
We manage supplier feedback and complaints according to the "Guide to supplier feedback and complaints" published by MBIE.
If you have any concerns or feedback, please email the nominated Earthquake Commission Commercial and Procurement contact person at procurement@eqc.govt.nz
After that, the process for making a formal complaint is set out in MBIE's guide, along with details of their confidential Supplier Feedback Service.
Guide to supplier feedback and complaints 2015(external link)
Invoicing us
We operate a purchase to pay system to approve, manage and make payment for all purchases. All purchases from the EQC Toka Tū Ake must have a valid purchase order number. Our purchase order number sequence is POXXXXXYY, with the last two digits indicating our financial year, for example 1 July 2021 – 30 June 2022 will show as POXXXXX22.
You should receive the purchase order number by email before the goods or services are delivered.
Tips to make sure your payment isn't delayed
- Submit a complete and accurate invoice, for example one that meets the requirements of the Goods & Services Tax Act 1985.
- If your business is GST-registered, include your GST number and the words "Tax Invoice".
- Include the name of your EQC Toka Tū Ake contact who requested the goods and services as well as the purchase order number.
- Make sure the purchase order matches the invoice exactly, including what was delivered, unit of measure, quantity and unit price.
- Correct any discrepancies or changes before sending your invoice.
Sending us your invoices
We prefer to receive a PDF of your invoices electronically to our Accounts Payable team at eqcinvoices@eqc.govt.nz.
If you are unable to send your invoice electronically, you can send it to: Earthquake Commission, Accounts Payable, PO Box 790, Wellington 6140.
Send any accounts payable queries to accounts@eqc.govt.nz
Purchase order terms and conditions for suppliers [PDF, 178 KB]