In te ao Māori, there’s a whakataukī that reminds us:
Ka mua, ka muri.
We walk backwards into the future - our eyes fixed on the past.
This wisdom also applies to procurement. Too often, once a contract ends, we move straight into the next one. We don’t stop to ask: What did we learn? What went well? What could we improve?
This article explores how post-contract reviews, performance reflection, and case study development can support a culture of continuous improvement - one that benefits both buyers and vendors.
Why Post-Contract Matters
According to Project Ue and Project Uaki, the post-contract phase is a missed opportunity. It’s where valuable insights live - but they’re rarely captured.
Without structured review, we:
- Miss the chance to identify what worked and why
- Fail to build evidence of vendor performance
- Repeat avoidable mistakes in future tenders
- Lose opportunities to tell success stories and grow supplier reputation
The solution? Procure Refine - a post-contract tool and process for embedding learning into the procurement cycle.
Procure Refine: Closing the Loop
Procure Refine is designed to:
- Capture feedback from both buyers and suppliers
- Document key lessons and recommendations
- Generate credible case studies and testimonials
- Track contract closure, including evidence of success
- Feed insights back into future tenders and procurement training
It is a simple but powerful intervention: pause, reflect, learn, and improve.
Features include:
- Review templates for suppliers and buyers
- Criteria for measuring success beyond outputs (e.g. impact, collaboration, trust)
- Standardised case study formats for reference checks or future bids
- Built-in feedback sessions as part of contract closure
The Value for Vendors
For small businesses, especially those still building a reputation, post-contract reviews provide something critical: proof of value.
Instead of needing to convince future buyers with generic claims, vendors can point to:
- Completed contracts with real outcomes
- Positive client testimonials
- Identified strengths and evidence of improvement
This builds credibility, increases future bid success, and supports capability growth.
The Value for Buyers
For councils and agencies, post-contract reviews offer:
- Data for procurement reporting
- Evidence of outcomes aligned to LTP and REDP goals
- Insights for improving RFP design and vendor engagement
- A stronger foundation for working with vendors again
Post-contract learning supports smarter, more strategic procurement.
The Cultural Dimension
In kaupapa Māori, reflection is not separate from action - it’s embedded in the cycle. Whakaaro (thinking), ako (learning), and whakamātautau (evaluation) are seen as essential for growth.
Embedding this worldview into procurement means valuing stories, conversations, and relational feedback just as much as spreadsheets or KPIs.
It also means recognising that improvement is a shared responsibility - not a blame game.
Design Principles in Action
The Procure Refine tool embodies several design principles from Projects Ue and Uaki:
- Mahitahi me te Whakawhanaungatanga (Collaboration and Co-creation): Both buyer and supplier contribute to the review
- Ngākau Tūhono (Cultural Sensitivity): Feedback is gathered in ways that reflect different communication styles
- Pūhanga me te Mārama (Simplicity and Clarity): Review formats are clear, consistent, and easy to complete
- Tāwhirowhiro me te Piki (Adaptability): Templates can be tailored by sector or contract type
From a Tick-Box to a Taonga
When done well, post-contract reflection is not a chore - it’s a taonga. It creates a legacy of learning, supports talent development, and makes future procurement more effective.
If we want a procurement system that grows with us, we must give ourselves permission to pause. To look back. To carry forward the wisdom of each contract.
