Frequently Asked Questions
Who can make a submission?
To be eligible to make a submission you must be a registered provider of research services to the Ministry of Fisheries. To register your interest in providing research services to the Ministry click on the following Registration of Interest link.
What is the time period within which I have to submit my registration of interest?
You can submit your Registration of Interest at any time. However, you must register, and be approved as a research provider by the Ministry, before you make a submission.
How do I submit a tender/proposal?
Complete instructions on how to submit a tender/proposal/submission can be found on the website in the following section, Research Documentation
Do I have to use the templates provided on the website for my submission?
Yes, all tenders/proposals/submissions must be prepared using the relevant templates. The templates have been designed to ensure consistency across all submissions. The approved Templates can be downloaded from the Ministry's website.
Can I make more than one submission during the invitation period?
Yes, you can choose to make a submission for one or many projects. Please note that a new submission needs to be completed for each project for which you are making a submission and all submissions need to be emailed to contracts@fish.govt.nz by the submission close time.
What is the time period within which I have to submit my tender/proposal?
The submission due date of a tender/proposal can be found at the following link, Current Research Opportunities.
How do I request an extension to a submission due date?
All requests for an extension to the submission close time of a tender/proposal/ submission must be made at least 5 working days before the close time in an email to contracts@fish.govt.nz.
Extensions prior to the close time are granted at the discretion of the Chief Scientist.
How will I be notified of any changes to submission dates, tender rounds etc?
Amendments are issued to all potential submitters in the form of numbered Notices to Tenderers/Submitters.
Can I initiate my own research ideas/proposals for consideration by the Ministry of Fisheries?
Yes. Ministry approved research providers can initiate research proposals by completing a Short Form Proposal Template.
These proposals are evaluated in a two step process by the Ministry;
Firstly, the Ministry will evaluate the Short Form Proposal and whether the proposal covers a research area the Ministry considers relevant and acceptable. At this stage the Ministry will either decline the Short Form Proposal or request the completion of a full proposal (Schedules 1-9 and Proposal Letter).
If requested, the full proposal will be then be formally evaluated once all Schedules and the associated Proposal Letter have been completed and submitted to the Ministry by the research provider.
What is a compulsory milestone?
There are two compulsory milestones:
- The submission of all required monthly reports (Progress Update Reports, as specified in the project description and ultimately your contract, and Work in Progress Reports)
- The submission of data management requirements.
When is a special permit required?
A Researcher must, where the Contract provides that carrying out the Research Services requires that fish, aquatic life or seaweed be taken ("Research Fish") take or arrange for the Research Fish to be taken in accordance with an appropriate special permit or any other authorisation required under the Fisheries Legislation.
How do I obtain a special permit?
A special permit can be obtained by contacting Christine Bowden by email at christine.bowden@fish.govt.nz or by phoning (03) 548 1069
What levels of insurance are required?
Policy |
Minimum Amount of Cover Required: |
Compulsory Insurances: |
General Liability insurance |
$100,000 |
Professional indemnity |
$100,000 |
If using a vessel: |
Marine Liability insurance |
$20,000,000 |
Marine Hull insurance |
Replacement value |
If using a motor vehicle: |
Third Party Motor Vehicle Liability insurance |
$2,000,000 |
What should I do if I don't have the required insurance?
Where insurance is required but not held the cost of obtaining the insurance for the period of the project should be built into the project cost. In Schedule 7 the word "nil" should be entered next to each policy that is not currently held. In Schedule 2 (Exceptions and Deviations) it should be stated that insurance costs have been built into the submission price and if the project is awarded to you, you would obtain the required insurance prior to the start of the project.
What should I do if my insurance doesn't meet the minimum amounts set by the Ministry of Fisheries?
Where a Submitter does not hold the minimum requirements for a policy, the amount that is held should be entered. In Schedule 2 (Exceptions and Deviations) it must be stated which insurances do not conform to the Ministry's minimum requirements. The evaluation panel will then decide whether the level of insurance you hold is acceptable or whether you must obtain the minimum requirements outlined by the Ministry of Fisheries before the project is awarded.
How will I know that my submission has been received?
The Ministry of Fisheries will send each submitter an email acknowledgment of the Ministry's receipt of its tender/proposal/submission.
Will my submission be accepted if it is late?
The acceptance of late submissions is at the discretion of the Ministry of Fisheries.
How do I withdraw/cancel a submission before the submission due date?
A Submitter may amend or withdraw its submission at any time prior to the due date by sending an email to contracts@fish.govt.nz.
Can I withdraw/cancel a submission after the submission due date?
Once the submission due date has passed, the submission remains valid and open for acceptance by the Ministry for the period from the due date until 5.00pm of the day 90 days after the due date.
If the Ministry does not accept a submission for a particular project during the validity period, the Ministry will email each submitter to determine whether its submission remains under consideration.
If a submitter receives a request from the Ministry to extend the validity period of a submission, they can choose to:
- Extend the validity period to a date agreed by it and the Ministry; or
- Withdraw it's submission.
How do I make changes to my submission?
If you need to alter any part of you submission please contact the appropriate member of the Business Operations team who will advise you of your options. See Help section of this website for contact details of the Business Operations team.
How do I request a report?
The Ministry will make reports available to interested parties upon request. All requests for reports must be made directly to the Ministry's Business Operations team via email to contracts@fish.govt.nz. The content and format of the request is specified in Form 11.
Please note all requests for reports are subject to the approval of the Chief Scientist. If a request is approved, the Business Operations team will endeavour to make a copy available to you as soon as practicable.
How do I invoice the Ministry of Fisheries?
Once a milestone is complete you are entitled to invoice the Ministry for the work completed. You can submit your invoice electronically to contracts@fish.govt.nz. All invoices need to be submitted with the correct information in order to be processed for payment.
The following information is required on all invoices submitted to the Ministry:
- The project code and a description of the Milestones achieved (ie, the goods and services supplied to the Ministry)
Invoices will be returned for adjustment if:
- They don't contain the correct information
- The Milestones outlined in the invoice have not been achieved.
Where the invoice does not contain a due date for payment, the Ministry will pay invoices on the 25th day of the month if a valid invoice is received on or before the 10th day of the month. If an invoice is received after this it will not be paid until the following month.
What is the difference between a Project Update Report and a Work in Progress report?
A Project Update Report is a comprehensive written report that may be required by the Ministry depending on the conditions of your contract. This report is due by the 10th day of each month.
A Work in Progress Report documents percentage complete for each milestone and is required to be submitted monthly for all projects. This report is due by the 1st day of each month.
Who owns the Intellectual Property for research undertaken on behalf of the Ministry of Fisheries?
The Ministry of Fisheries purchases operational research for input into fisheries management decision-making. As the purchaser the Ministry owns all intellectual property that results from the research.
Can I publish or reproduce the material from my research?
Prior written consent from the Ministry is required to publish or reproduce any material resulting from the research. This consent will not be unreasonably withheld.
For more information please refer to the "Intellectual Property and Copyright" section of the Ministry of Fisheries Terms and Conditions of Research Contracts.
How do I request a variation to my contract with the Ministry of Fisheries?
All variations to a contract must be requested in writing. Variation requests must be made for:
- Variations to existing Milestones and Reporting Requirements
- Addition or deletion of Milestones and Reporting Requirements
- Addition of Specific Objectives
- Changes to the Terms and Conditions
- Changes to Novation (change to the Researcher).
If a change to the original contract is required, then a Variation Request Form (Form 12) must be completed and submitted to contracts@fish.govt.nz by the Project Manager. Please only complete the sections of the Variation Request Form that are applicable to the request and give a detailed reason for the request.
The Ministry Scientist responsible for the contract will then evaluate the variation request and will recommend the request be approved or rejected. If the variation is approved a contract variation document will be sent to the Researcher. The variation to the contract will only come into effect once both the Researcher and the Ministry of Fisheries have signed the Contract Variation Acceptance Letter.
What are retentions?
The Ministry of Fisheries retains 10% of each contracted milestone payment until the project has been completed. On completion of all milestones and the approval of all reporting requirements and data these retentions are released to the contractor.
When will I receive my retentions?
Retentions are released once all milestones have been paid and all reporting requirements and data have been received and approved by the Ministry.
Who do I contact if I have any queries?
Any general queries can be sent to contracts@fish.govt.nz. Alternatively, you can address your query to one of the following contact details:
Contracts Analyst
Business Operations Team
ASB House
P.O. Box 1020
101 - 103 The Terrace
WELLINGTON
DDI Ph: +64 4 819 4276
DDI Fax: +64 4 819 4360