For many Māori, Pasifika, and small local businesses, public procurement doesn’t start with the contract - it starts with digital barriers.
Logins that don’t work. Portals that assume insider knowledge. Poor visibility of tenders. No feedback after a bid. These are not just annoyances. They are active obstacles that prevent capable businesses from entering or growing in the procurement space.
In response, Projects Ue and Uaki recommended a suite of practical, easy-to-use digital tools - designed with small vendors in mind - to bring down those barriers and open up access.
This article unpacks the digital innovations that emerged from the co-design process.
ProcureMaster Suite: A Home Base for Vendors
The ProcureMaster Suite is envisioned as an online toolkit to help vendors manage every stage of the pre-contract phase. It’s more than a website - it’s a support hub.
Core features include:
- Templates for bids, proposals, policies, and pricing models
- Tender submission tools with guided prompts and help options
- A resource library with quick guides, videos, and case studies
- Links to business support agencies and procurement frameworks
- Potential for integration with the Warrant of Readiness (WOR)
ProcureMaster gives small businesses a place to learn, prepare, and bid - without needing to become procurement experts overnight.
Pre-Qualification App: Making Readiness Simple
One of the most requested features from vendors was a pre-qualification tool - something to help them understand if they’re ready to apply, and what steps to take if they’re not.
The recommended app would offer:
- Step-by-step guidance through common criteria
- Industry-specific readiness checklists
- Document submission features
- Automated reminders for updates and renewals
- Connection to WOR profiles
This type of tool would demystify pre-qualification, particularly for first-time vendors or those without formal accreditation.
Feedback & Improvement Portal: Closing the Loop
Too many vendors say the same thing after submitting a proposal: “We never heard back.” Even those who are unsuccessful rarely receive meaningful feedback - leaving them in the dark about how to improve.
The Feedback and Improvement Portal aims to change that.
It would include:
- Clear, constructive feedback on proposals
- Suggested resources for skill-building
- Peer advice and support forums
- A growing library of case examples and success stories
This is about shifting from a one-shot system to a learning system - where vendors can grow through experience, not just guesswork.
What Businesses Told Us
Here’s what we heard during engagement:
- “We need practical tools - not long reports.”
- “Getting helpful feedback is rare. And when you do get it, it’s vague.”
- “Everything feels designed for big players. A good tool would save us time and confusion.”
These voices shaped every design recommendation - focusing on usability, low admin burden, and a single source of truth.
Design Principles in Action
The tools were built around key principles:
- Pūhanga me te Mārama (Simplicity and Clarity): Tools must be easy to use and understand
- Whakaurunga me te Wātea (Inclusivity and Accessibility): Fit for diverse vendors, not just insiders
- Tāwhirowhiro me te Piki (Adaptability and Scalability): Capable of growing with businesses
- Ngākau Tūhono (Cultural Sensitivity): Reflecting Māori and Pasifika ways of engaging and learning
Each tool is designed to lower the energy it takes to participate - so that more of that energy can go into delivering great work.
Beyond the Tools: Trust and Adoption
For these tools to succeed, they must be widely adopted, well supported, and trusted by both vendors and buyers.
That means:
- Integrating with existing systems (e.g. RealMe, GETS)
- Avoiding high fees or unnecessary signups
- Providing training and helplines
- Using plain language and multilingual content
- Promoting through local networks and industry bodies
The goal is not just to build tech - it’s to build capability and confidence across the ecosystem.
A Fairer Playing Field
These digital tools don’t promise perfection. But they do promise progress - toward a procurement system that meets vendors where they are, supports their growth, and values their contribution.
