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Prepare or update a Kiwifruit Services Agreement
A Kiwifruit Services Agreement works best when the key details are ready before the grower reviews it.
The full PICMI workflow has 9 sections. Sections 1-3 collect grower and orchard details. Section 4 relates to subcontracting. Sections 5-8 hold the main contractor details that a grower needs to trust before the agreement is signed. Section 9 contains the contract itself and may also include a Conditions and Term Options section.
This help page is about checking sections 4-9:
These sections are not just admin. They show the grower that your business is ready, current, and clear about how work will be done.
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The hardest part is often finding the information the first time. Once it is in PICMI, it is in one place. You can update it when things change (and reissue if necessary) and use it again for more growers. Use our worksheet to help focus your time.
Start with the full workflow in mind
Before you update sections 4-9, it helps to know where they sit in the agreement.
The workflow builds the agreement step by step. Grower details, orchard profile, services required, worksite notes, subcontractors, certificates, pay rates, social practice, GLOBALG.A.P. details, conditions, and term options all feed into the final contract.
By the time the grower reaches the contract section, they should not be guessing. They should be able to see who is working, what documents are current, what rates apply, and what standards support the work.
See the full Kiwifruit Services Agreement Workflow for the 9-section overview.
Section 4: Subcontractors
Section 4 helps the grower understand subcontracting on their orchard.
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If you don't use subcontracting, then it can be explicitly stated that subcontractors are not used.
When a contractor uses subcontractors to deliver services, the grower needs to know who may be working on their property. This is not just for visibility. It also supports the grower's own responsibilities as the host.
The subcontractor list helps the grower:
- know who could or should be working on the orchard
- understand if there are multiple layers of subcontracting
- ask questions before work starts
- confirm who is approved to work on the property
The contractor is responsible for keeping this information up to date. They should tell the grower if anything changes. This includes cases where they become aware that a subcontractor is using another subcontractor.
Review each subcontractor carefully.
Look for:
- the subcontractor name
- the services they may provide
- their CAV number if required
- the CAV expiry date
- whether the subcontractor is approved for the work
- whether any further subcontracting is known
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As the grower, engage with this list. If you do not recognise a subcontractor, or you are unsure whether they should be on your property, ask before approving the agreement.
Section 5: Certifications
Section 5 is where the grower checks that key business and compliance documents are up to date.
Start by finding the documents that prove your business can provide the service. This may include business records, insurance, health and safety documents, and industry certificates.
Check each document before you upload or confirm it.
Look for:
- the correct business name
- current expiry dates
- the right certificate type
- the right policy period
- clear file names
- documents that match the service being offered
Common examples include:
- NZBN or business registration details
- GST details if needed
- insurance certificates
- CAV or other industry certificates
- SiteWise or health and safety evidence
- relevant policies or procedures
- audit or compliance records
Do not treat this as a file dump. Each document should help the grower understand that the business is ready and that the right checks are in place.
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If a certificate has expired, update it before sending the agreement. An old certificate creates more work for both sides.
Section 6: Pay Rates
Section 6 explains how money will work.
This section should be clear enough that the grower understands what they will be charged and how workers will be paid. It should also support fair, transparent, and lawful work practices.
Review:
- service rates charged to the grower
- worker pay rates
- whether rates are hourly, piece rate, hectare rate, or another structure
- any conditions that affect the rate
- invoice timing
- payment terms
- deductions if they apply
- who approves changes
- what happens if the service scope changes
If the rate depends on the crop, block, season, service type, or worker role, make that clear. Avoid short notes that only make sense to your own team.
A grower should be able to read this section and understand the commercial rules without needing a phone call.
Section 7: GRASP
Section 7 supports worker welfare and social practice requirements.
GRASP is not just a certificate name. It is about how people are treated, paid, represented, trained, and protected while work is being done.
Review the information that shows your worker practices are current.
This may include:
- GRASP status or assessment details
- worker representation details
- employment practice records
- training records
- payroll and deduction rules
- worker welfare processes
- complaint or issue pathways
- records that support human rights and fair work obligations
The grower needs to know that people working on their orchard are covered by clear and current practices.
If you already have this information in policies, handbooks, payroll notes, or training files, gather it before you start. PICMI then gives you one place to keep it ready for future agreements.
Section 8: GLOBALG.A.P.
Section 8 confirms the GLOBALG.A.P. details that support safe, responsible, and traceable work.
Review:
- producer numbers or relevant IDs
- certificate status
- expiry dates
- covered sites or services
- hygiene and food safety evidence
- traceability details
- environmental or sustainability documents if required
- links to any external records the grower may need
The grower may rely on this information for their own market access and audit needs. Small errors can cause delays, so check names, dates, and numbers carefully.
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If a document lives in another system, keep the link or record handy. The agreement is easier to update when the source is easy to find.
Section 9: Contract
Section 9 is where the agreement comes together.
The Kiwifruit workflow provides the NZKGI equivalent contract. Some businesses may bring their own agreement, but the same principle applies: the contract should be clear, current, and easy for the grower to review.
The contract text is usually stable. The details that change from agreement to agreement are the variable terms. In PICMI, those details can be collected and shown separately in a Conditions and Term Options section.
Separating these options makes the agreement easier to use:
- growers can scan the important variable terms quickly
- contractors can maintain common terms in one place
- changes are easier to find before reissuing an agreement
- the final contract can still use the right values
PICMI also uses field substitutions. These are placeholders in a contract that are replaced with known values from the workflow, organisation, opportunity, or agreement details. See Understanding the engagement elements and Insert fields in a contract template.
Conditions and Term Options
Use this section for the terms that growers need to check before they sign. These are often the values that change by season, contractor, or agreement.
Review:
- liability insurance amount and dates
- notice periods
- remedy periods
- force majeure timeframes
- invoicing frequency
- payment timeframe
- any other variable terms that the grower needs to confirm
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Keep the fixed contract text stable where possible. Put the changing values in Conditions and Term Options so growers can review them quickly and your team can maintain them more easily.
What to gather before you start
The first update takes the most effort because the information may live in many places. Some of it may be with office staff. Some may be with payroll. Some may be with health and safety. Some may be in email threads or old folders.
Bring it together before you start the review.
Useful information includes:
- business and contact details
- subcontractor names, services, and CAV details
- certificates and licences
- insurance documents
- health and safety policies
- audit records
- pay schedules
- invoice and payment terms
- training records
- GRASP details
- GLOBALG.A.P. details
- Conditions and Term Options values
- field substitution details
- links to external portals or resources
You may not need every document for every agreement. But the more complete your source information is, the fewer follow-up questions you will get.
How to review the sections
Work through the sections in order, but keep the final agreement in mind.
- Open the agreement workflow.
- Go to sections 4-9.
- Read the current information before changing it.
- Check each date, number, rate, condition, and file.
- Replace expired or old documents.
- Add missing information.
- Remove anything that no longer applies.
- Save the update.
- Preview the agreement before the grower signs.
The preview matters. It lets you see the agreement as the grower will see it. If something looks unclear in the preview, fix it before sending or signing.
Keep it reusable
This is where the work pays off.
Once sections 4-9 are complete, they are not just useful for one grower. They become a reusable record. When a new grower needs an agreement, you can start from current information instead of starting again.
When a certificate renews, update it. When pay rates change, update them. When a policy changes, replace the old version. When a GLOBALG.A.P. record changes, correct it once. When a contract option changes, update it and check whether the agreement needs to be reissued.
That keeps the next agreement faster, cleaner, and easier to trust.
When to update
Update sections 4-9:
- before a new season
- before sending an agreement to a grower
- when a certificate expires
- when insurance renews
- when rates change
- when contract conditions or term options change
- when subcontractors or service methods change
- after an audit or compliance update
- when a grower asks for missing or clearer information
A short regular review is easier than a rushed search when an agreement is waiting.
If information is missing
Missing information is normal the first time.
Do not guess. Note what is missing, find the answer, and update the workflow when the correct information is ready.
Useful questions are:
- Who knows where this document is?
- Is this the latest version?
- Does this apply to this service?
- Does this apply to this grower?
- Does this need approval before it is used?
- Will this make sense to someone outside our business?
If the answer is unclear, fix the source information before relying on it in the agreement.
Worksheet
View(and File > Download) or make a copy of(requires google login) the worksheet to help you prepare for creating or updating your workflow.