Kiwifruit Services Agreement Workflow

PICMI provides a pre-built workflow template for creating and managing Kiwifruit Services Agreements. This workflow guides both growers (hosts) and contractors (employers) through all the necessary steps to prepare, review, and finalise a compliant agreement.

Overview

The workflow is divided into 9 sections.

• The first 3 sections collect key information from you (the grower or host).
• The next 5 sections capture your agreement to detailed information from the contractor.
• The final section is the contract itself, where both parties review and agree to the terms.

Each section builds on the last — by the time you reach the end, all data, certifications, and compliance details needed for a complete services agreement are in place. You don't have to do them in order and everything is saved. No data is shared back to the contractor who is sending the agreement until all sections are complete and the contract is agreed.

note

Profile & Services requires the most work with knowing your orchard profile and service required

The 9 Sections at a Glance

Step	Section	Description
1	Contact Information	Collects names, phone numbers, and email addresses for both the grower and contractor.
2	Profile & Services	Captures orchard information (blocks, varieties, sizes) and the specific services required.
3	Worksite	Records worksite addresses and regional details to support compliance and planning.
4	Subcontractors	Identifies any subcontractors that will perform work under the agreement.
5	Certifications	Gathers contractor compliance documents such as CAV, GAP, SiteWise, or GRASP.
6	Pay Rates	Defines labour pay structures, rates, and conditions (e.g. hourly vs piece rate).
7	GRASP	Adds GRASP (GLOBALG.A.P. Risk Assessment on Social Practice) details where applicable.
8	GLOBALG.A.P.	Confirms GLOBALG.A.P. certification coverage, including producer numbers and expiry dates.
9	Contract	Final review and signature step — both parties agree to the terms electronically.

Sections 1–3: Grower Input

These steps collect your information to help define who you are, where your orchards are located, and what work is required.

1. Contact Information

This section collects the primary contact details for your business.
Provide the information for the main person we should contact — typically the orchard manager or the individual authorised to make agreement decisions.

This includes:

• Name
• Organisation
• Phone number
• Email address

note

This information is used for all official communication.
Make sure it belongs to the person who will manage the agreement and answer any queries.

2. Profile & Services

This section covers the layout and key details of your orchard.
It helps with accurate planning, service delivery, and matching the right workforce to your needs.

You’ll enter:

• Orchard profiles (names, blocks, KPINs)
• Varieties and maturity
• Sizes and locations
• The specific services required, like pruning, thinning, or harvest support

See here for details on entering orchard profile and services required

note

Make sure your orchard details and services are accurate — they form the foundation of the agreement and may take the most time to prepare.
You’ll need to have ready:

• Orchard details (KPIN, size, region, varieties)
• Planned services

3. Worksite

Before workers arrive, we need to understand how things operate on your site.
This section lets you share documents, manuals, policies, or key instructions we’re expected to follow.

Providing worksite information helps:

• Identify site-specific risks early
• Communicate your expectations clearly
• Support contractor onboarding and training
• Align on safety and compliance from the start

This step helps everyone stay informed and reduces mistakes — but it does not commit either party to a work schedule yet.

You’ll also need to provide a map of the worksite.

note

Include documents like:

• Health and safety policies
• Site induction guides
• Hazard maps or emergency plans

These will be used to train the workforce before they arrive.

Sections 4–8: Contractor Input

These sections are completed by your contractor or employer.
They provide operational, certification, and compliance information necessary for safety, pay transparency, and legal requirements.

4. Subcontractors

If a contractor uses subcontractors to deliver services, this section lists who they are.
It ensures you know exactly who is working on your property — important for transparency, responsibility, and compliance.

note

Hosts (growers) are ultimately responsible for ensuring anyone on their site — including subcontractors — meets safety and certification standards.

5. Certifications

This section contains key legal and certification records.
It covers documents related to:

• Contractor business status
• Insurance coverage
• Health and safety systems
• Compliance certifications (CAV, GAP, SiteWise, GRASP, etc.)

These are important for your own records as well as audit and compliance purposes.

note

Always check expiry dates and ensure your contractor uploads the latest versions of all certificates.

6. Pay Rates

This section outlines how the contractor will pay workers and charge for services.
Each entry includes:

• The rate charged to the orchardist (per hour, hectare, or unit)
• The rate paid to employees (hourly or piece rate)
• Notes on invoice and payment timing (further detailed in the contract)

note

Transparent pay rate details help both parties align expectations and comply with labour laws.

7. GRASP

GRASP (GLOBALG.A.P. Risk Assessment on Social Practice) practices demonstrate that social and worker welfare standards are met on your property.
They show that:

• Workers are treated fairly and safely
• Recordkeeping, training, and daily management meet ethical standards
• The contractor maintains socially responsible practices

This isn’t just about passing an audit — it’s about ensuring a safe, fair working environment that meets market expectations.

note

Strong GRASP practices help maintain market access to buyers who value ethical sourcing.

8. GLOBALG.A.P.

GLOBALG.A.P. practices confirm your orchard is growing safely and responsibly — for workers, the environment, and the crop.
They verify:

• Food safety
• Sustainability
• Hygiene and traceability standards

Following GLOBALG.A.P. standards builds trust with markets and retailers and ensures your orchard meets the baseline global requirements.

note

Transparent, traceable, and well-documented systems are now required by most premium markets — not optional.

Section 9: Contract Agreement

The final step brings everything together into a legally binding agreement.

9. Contract

In this step, both the grower and contractor:

1. Review all details gathered in earlier sections.
2. Confirm that all information is correct and up to date.
3. Electronically sign the Services Agreement within PICMI.

Once signed, the agreement is stored securely and can be accessed for future reference, audits, or renewals.

note

Read every term carefully before signing.
By completing this section, you confirm that you understand and agree to all terms and responsibilities in the contract.

Summary

PICMI’s Kiwifruit Services Agreement workflow ensures:

• Both parties provide all required information
• Certifications and compliance are verified
• Work expectations and pay structures are transparent
• Agreements are signed and stored digitally

By completing all 9 sections, growers and contractors can form a clear, compliant, and ready-to-use service agreement — tailored for the kiwifruit industry.