Codification
The NZDF is party to an international military arrangement whereby all items in the inventory are “codified” using a NATO standard system. It is common to most defence forces, so that an item such as an aircraft spare held in stock in NZ is identical to an item of the same number in, say, the Singaporean inventory, making it both easy and safe for one defence force to order from another’s stores.
Codification involves giving a unique, and meaningful, number to every item of equipment, materiel or spares in the NZDF inventory. To achieve this, most NZDF tenders include an obligation on the supplier to provide information on which the Stock Number can be developed.
Once an item is codified, the number will remain with it in NZ or overseas defence markets, so a contractor with a codified product has a possible business advantage in New Zealand and overseas. For information about codification, you may contact the National Codification Bureau, at Trentham Army Camp or phone the Director, 64 4 587 2049.
Quality
Many of the goods and services purchased for the NZDF are “off the shelf” items of a commercial nature. Normal commercial quality standards will be expected for such items, along with usual business guarantees.
From time to time tenderers may be required to prove a performance standard, such as ISO 9000 or a laboratory calibration certificate. The bigger the contract, the more likely it is that formal standards will be expected. Proprietary systems, and some product certifications may be accepted where this is appropriate.
While the requirements of the day to day NZDF are rarely more stringent than those of any other organisation, on operations the issue is literally life and death. To ensure that personnel can do their job both well and safely, the NZDF, like most other defence forces, insists that its equipment be as reliable as it is possible to make it, and that it has as much assurance as possible that the equipment meets the required standards.
Security
Where appropriate, the NZDF will require potential contractors to obtain a “security clearance”, confirming the dependability of a person or organisation from a national security stand-point. All security vetting is carried out with the full agreement of the individuals concerned.
Security vetting is only required for people who may come in contact with “sensitive” information during the course of their work with the NZDF.
The purpose of security vetting is to ensure that the NZDF has the opportunity to check that people with whom it is entering into a relationship are unlikely to compromise its interests. It also protects the contractor, because, in the event of a security issue arising, contractor staff have already been vetted, removing the onus from the contractor.
Specifications and Standards
Defence forces generally have a reputation for producing detailed product specifications which add cost and can cause difficulties for contractors. The more modern commercial approach to defence management means that the move is towards the use of NZ or international standards where practicable, and output specifications.
Existing and potential contractors are encouraged to suggest possible efficiency gains or more effective ways to meet the needs of the NZDF. Such proposals may depart from adherence to formal specifications or standards so long as the outcome will provide the required standards of performance, and have the necessary commonality and standardisation features.