New Zealand Timber and Wood Products Procurement Policy (TWPP)
Policy guidelines for the timber and wood products policy
Purpose of the policy
The Government’s Timber and Wood Products Procurement Policy (TWPP) is an expression of its commitment to show leadership in addressing illegal logging and supporting the development of international sustainable forestry management. The policy aims to use the ‘purchasing power’ of government agencies to send a market signal in favour of legally and sustainably-produced timber and wood products.
What does the policy require?
The Government’s Timber and Wood Products Procurement Policy (TWPP) requires that government agencies:
- seek timber and wood products from legally harvested forests;
- maintain records for audit of timber and wood procurement that demonstrate verification of the legality of the harvesting of the forests where the timber and wood products were derived from;
Government agencies are also strongly encouraged to give preference to timber and wood products from sustainably managed sources. Procurement staff should maintain records for audit of their verification of any supplier claims of sustainability.
It is not mandatory to seek sustainable timber products, although there is a strong expectation that timber products with sustainability credentials will be given preference wherever reasonably available and consistent with value for money.
Who does the policy apply to?
The Timber and Wood Products Procurement Policy applies to public service agencies as listed in the First Schedule to the State Sector Act 1988, plus the New Zealand Defence Force and the New Zealand Police. Other agencies are also encouraged to follow these guidelines.
In addition, as part of their written membership commitment, Govt3 member agencies have undertaken to implement Ministerial directives on sustainable procurement such as the Timber and Wood Products Procurement Policy.
What purchases are covered by the policy?
For the purposes of this policy ‘timber and wood products’ comprises rough, sawn and dressed timber; plywood and veneers; fabricated wood; wooden structural components, fittings and joinery; wooden furniture and paper products. For more detailed guidance see Timber and Wood Products under the Timber and Wood Products Procurement Policy.
The policy applies equally to domestic and imported wood products.
The Timber and Wood Products Procurement Policy applies to all tender contracts and all term-supply contracts.
An agency entering into a building or construction contract for which timber and timber products will be procured by a prime contractor or sub-contractors should seek the co-operation of the prime contractor or sub-contractors in applying these guidelines.
What should I do when buying timber products to ensure that they are legal?
Informing potential suppliers of the requirements of the timber and wood products procurement policy
Informing potential suppliers of the requirements of the Timber and Wood Products Procurement Policy is essential in ensuring that any tender application takes into account all obligations expected under the policy. It also helps to make them aware of any preference you may be giving to bids that might include timber and wood from sustainable sources.
One way of doing this is to include a paragraph outlining responsibilities of the policy in the project outline and including a reference to the policy website so that tenderers can access more detailed information.
A model letter is included on this site for you to use to inform tenderers about this policy, alternatively you can provide the link to this model letter or website in your tender outline.
Legality contract clauses
All calls for tender or invitations to supply timber products or paper through a tender contract or term-supply contract need to seek product derived from a legally harvested forest. For existing term-supply contracts, this new obligation will come into effect if the contract is renewed.
In order to meet their obligation to seek legally-produced timber products, government agencies need to insert a legality clause into all contracts including tender contracts and all term-supply contracts where fulfilment of the contract involves the use of timber and/or wood products, including paper. See examples of Model contract clauses for legality.
At this stage, paper products that contain 70 percent or more recycled paper content are considered as fulfilling the legality requirement.
Verification of legality
Government agencies are also required to document for audit their verification of the legality of timber products purchased. You can do this by obtaining one or more of the following items of information (and keeping it as a record) from your supplier:
- Proof of certification from a recognised forest certification scheme.
- Proof of certification from a stepwise-certification scheme. Chain of custody information which shows that the product has come from a legally harvested and managed forest.
- Proof of legality from a legality verification scheme.
- A declaration from your supplier that the wood is from a legally harvested forest. A supplier’s declaration should include the origin and species of the wood and a declaration that the timber or wood product is from a legally harvested forest. If called upon, the supplier must be able to present evidence to verify this information.
For information about certification schemes go to Certification. For more detailed information and advice on paper procurement go to Paper.
How do I identify sustainably produced products?
Certification
One of the main ways to identify sustainably produced timber products is by looking for third-party full certification. The government recognises a number of well-known certification schemes (see Certification), and does not endorse any one scheme above others. Certification is also a reliable verification of the legality of timber products.
Other evidence
Certification is not the only way to identify sustainably produced timber. Other equivalent evidence of origin of products from sustainable sources should also be considered. For example, some suppliers may be able to show evidence that they are using the voluntary National Standard for Environmental Certification of well-managed Plantation Forests in New Zealand. This directs plantation forest owners to take into account environmental and social aspects of forest management and includes various standards on legality, consultation, indigenous rights, health and safety, biodiversity, chemical use, management. New Zealand producers should be able to demonstrate compliance with relevant provisions in regional plans.
Suppliers of New Zealand indigenous timber should be able to produce a copy of the sustainable forest management plan completed under the Part IIIA of the Forests Act 1949, and/or applicable resource consents.
For imported timber and wood products, in the absence of recognised certification suppliers should be expected to verify they are derived from a sustainably managed forest. If you are in doubt about what might constitute suitable evidence please contact the Ministry of Agriculture and Forestry for further advice. See Useful Contacts.
For more detailed advice and information on paper products go to Paper.
How do I give preference to timber products from sustainably managed sources?
The easiest way to give preference to timber or wood from sustainable managed sources is to inform interested suppliers of the obligation to seek sustainably-produced timber, wood products or paper under the Timber and Wood Products Procurement Policy.
Suppliers should be notified that sustainably produced timber, wood products or paper will be given preference when awarding the contract, where reasonably available and consistent with value for money and other government procurement principles. A clause can then be included in the contract stipulating sustainability requirements.
See examples of model contract clauses for sustainability.
What other information am I required to collect?
Government agencies should have in place systems for recording timber and wood product procurement, on a contract by contract basis, noting steps taken to ensure legality, any supplier claims and documentation of certification or equivalent documentation, and the reasons for sourcing decisions.
A checklist for agencies to help fulfil this audit requirement is included on the illegal logging website. For more information see Audit requirements.
This information is to be provided on request to the Ministry of Agriculture and Forestry, which will share the information with the Ministry of Economic Development, to assist in monitoring, reviewing and reporting back to the Government on the operation of this policy. The information will also be shared with the Ministry for the Environment for a review of the success of sustainable procurement initiatives in government agencies.
Contact for Enquiries
Senior Policy Analyst
International Policy
MAF Policy
Ministry of Agriculture and Forestry
PO Box 2526
Wellington
NEW ZEALAND
Phone: +64 4 894 0650
Fax: +64 4 894 0742
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