Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 1 BUYERS GUIDE Group Buying Arrangement (GBA) 44209 PROVISION OF FOOD AND GROCERIES (NARROGIN AND SOUTHERN DISTRICTS SITES) Effective from 28 th December 2009 Last Update effective 28 December 2010 Rob Isted Senior Procurement Manager Southern Region – Albany Office 1/2 Barnesby Drive ALBANY WA 6330 Tel: (08) 9892 6501 Fax: (08) 9892 6599 Email to: [email protected]
33
Embed
BUYERS GUIDE - Department of Finance Western …€¦ · 4 Fresh Meat, Fish, ... Buyers can pick & buy products from any of the contracted suppliers and from any ... Buyers Guide
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 1
BUYERS GUIDE
Group Buying Arrangement (GBA) 44209 PROVISION OF FOOD AND GROCERIES (NARROGIN AND SOUTHERN DISTRICTS SITES) Effective from 28th December 2009 Last Update effective 28 December 2010 Rob Isted Senior Procurement Manager Southern Region – Albany Office 1/2 Barnesby Drive ALBANY WA 6330 Tel: (08) 9892 6501 Fax: (08) 9892 6599 Email to: [email protected]
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 2
Table of Contents
1. INTRODUCTION 3
2. CONTRACT OVERVIEW 4
3. PRODUCT RANGE 6
4. SERVICE LOCATIONS 8
5. HOW DO I BUY? 8
6. DELIVERY DETAILS 9
7. CONTRACTED SUPPLIER DETAILS 10
8. CONTRACT REVIEWS 26
9. GLOSSARY OF TERMS 28
APPENDIX 1: SUPPLIER DISCOUNT RATES 29
APPENDIX 2: CONTRACTOR’S PERFORMANCE REVIEW FORM 30
APPENDIX 3: FREQUENTLY ASKED QUESTIONS 31
APPENDIX 4: DELIVERY REQUIREMENTS FOR WACHS, WHEATBELT - SOUTHERN 32
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 3
1. INTRODUCTION
This Buyers Guide is prepared to support the purchase of food and groceries in Narrogin and Southern District Sites available under the Group Buying Arrangement (GBA) 44209.
Included in the Buyers Guide is:
a description of products that can be purchased; and
details of contracted suppliers who supply each product.
This GBA allows you to benefit from the combined purchasing Power of the State Government.
By using the GBA you will:
support local suppliers in Narrogin and the Southern District;
‘fast track’ purchases to save time and effort – the Department of Treasury and Finance have already tested the market and selected suppliers that offer the best value for money;
purchase goods under contract terms and conditions that protect you as a buyer; and
have direct access to a range of food related products.
Remember…
When buying under this GBA, always quote the GBA number (44209) and identify yourself as a government buyer.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 4
2. CONTRACT OVERVIEW
The following details apply to GBA 44209:
Type of Contract
Group Buying Arrangement (GBA) for the provision of Food and Groceries in Narrogin and the Southern Districts.
Term The GBA is extended to 28 December 2011.
There remains a one-year option to extend the contract.
Status This GBA is non-mandatory for West Australian Public Authorities located in Narrogin and the Southern Districts
Discount Rate
Suppliers have offered a ‘Discount Rate’ to the ‘retail’ (shelf) price for all food and groceries in the relevant food & grocery category. The discount applies to the retail price on the day of the order (refer Appendix 1 “Supplier Discount Rates”).
If the product is on ‘special’ on the day of the order and the special price is less than the discounted price, then the ‘special’ price will apply.
Given that the GBA is non-mandatory for the region, if the supplier prices are not competitive, agency buyers have the option to buy elsewhere (however, the agency buyer would then need to ensure that the purchase complied with State Supply Commission requirements).
The Discount Rate is fixed for the first year of the contract. On each anniversary of the contract commencement date (28th December), increases or decreases in the Discount Rate are permitted.
The Price for freight, if applicable, is fixed for the first year of the Term. On each anniversary of the Contract Commencement Date, the Price for freight will be increased by the Consumer Price Index (Consumer Price Index, Australia (Cat No 6401.0): 1 All Groups, Index Numbers – Perth).
Adding or Deleting Panelist
Throughout the duration of the GBA, the Department of Treasury and Finance may at its discretion remove or add a contracted supplier from each panel or category in accordance with the performance review provisions that support this GBA.
Backorders/ Substitutes
Contractors will take all reasonable steps to ensure that backorders are kept to a minimum throughout the operation of the Contract.
The following procedure applies to all backorders and substitute products:
prior notice must be given to the buyer, with an anticipated delivery date;
the substitute product shall be of equal or superior quality;
the substitute product shall be supplied at no higher cost than the originally ordered brand; and
a sample of the substitute or nutritional information of the substitute shall be provided to the buyer, if requested.
Returns The contractor is obliged to pay all costs, including freight costs, incurred by the agency as a result of incorrectly supplied goods.
Delivery Refer Section 6 “Delivery Details” for various supplier delivery times and Section 7 “Contracted Supplier Details” for freight charges where applicable.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 5
Crate Hire No crate hire charges are applicable under this GBA. The Contractor shall arrange pick up of crates on their next delivery run. Crates must be secured and cared for to ensure safe return to the contracted suppliers.
Acceptance of Goods
Receipt of goods does not constitute acceptance.
You should inspect the goods on arrival to ensure they match your purchase order and then accept or reject the goods.
Goods are deemed to have been accepted:
If the buyer notifies the contractor that the goods have been accepted; or
If the contractor hasn’t been notified of a rejection of goods within three (3) business days for non-perishable goods or one (1) business day for perishable goods and fresh produce.
Rejection of Goods
Goods may be rejected if they do not conform to the specification stated in the contract or purchase order. A notice of rejection may only be issued three (3) business days for non-perishable goods or one (1) business day for perishable goods and fresh produce. If the notice of rejection is not issued within these periods, the goods will be deemed to have been accepted.
Any rejected goods must be removed at the expense of the contractors.
Buy Local The benefits of purchasing from local businesses was recognised in appointment of contractors to each panel. All nominated contractors on each panel are local businesses, with distribution arrangements based in Narrogin and the Southern Districts.
Who Can Use the Contract?
All Western Australian Government Public Authorities in Narrogin and the Southern Districts.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 6
3. PRODUCT RANGE
The Contract is divided into eight (8) main food categories. These categories are:
Category Description
1 Shelf Stable or Non Perishable Groceries
2 Dairy Products and Fresh Fruit Juices (refrigerated)
3 Bread and Bakery Products
4 Fresh Meat, Fish, Poultry
5 Frozen and Processed Meats and Savoury Products
6 Fresh fruit and vegetables
7 Frozen fruit and vegetables
8 Eggs
The specification of inclusions in each category incorporates the descriptions provided here:
Category 1 – Shelf Stable or Non Perishable Groceries
Category 1 includes non-perishable or stable shelf lines that generally have long expiry dates and are provided as canned, bottled or packaged goods with nutritional information and expiry dates labelled in accordance with appropriate standards.
The range of goods in Category 1 includes, but is not limited to;
Canned fruit, vegetables and baked beans’
Biscuits, cake mixes and desserts;
Cereals, pasta, rice, flour;
Herbs and spices;
Condiments, pickles, spreads and sauces; and
Powdered and concentrated beverages and soups.
Category 2 – Dairy and Fresh Fruit Juices (refrigerated)
Category 2 includes refrigerated and frozen dairy products and refrigerated fresh fruit juices.
The range of goods in Category 2 includes, but is not limited to;
Ice-cream and flavoured ice products;
Fresh milk (flavoured and non-flavoured);
Yoghurt and cream;
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 7
Cheese, butter and margarine; and
Assorted fresh fruit juices.
Category 3 – Bread and Bakery Products
Category 3 is for fresh bread and bakery products that includes, but is not limited to;
Fresh bread;
Rolls and buns; and
Cakes and other bakery products.
Category 4 – Fresh Meat, Fish, Poultry
Category 4 is for fresh meat, fish and Poultry.
The range of goods in Category 4 includes, but is not limited to;
Fresh beef, lamb and Pork; and
Fresh Poultry.
When requested by the Buyer, products shall be vacuum packed and Possess labelling detailing weight, date packed, product name, content and expiry.
Category 5 - Frozen and Processed Meats and Frozen Savoury Products
Category 5 is for frozen and processed meats, smallgoods, frozen savoury products and associated products (excluding products included in Category 1).
Category 6 is for fresh fruit and vegetables (excluding canned & shelf stable products listed in Category 1).
Category 7 - Frozen fruit and vegetables
Category 7 is for frozen fruit and vegetables and associated products.
The range of goods in Category 7 includes, but is not limited to;
Frozen fruit;
Frozen peas, carrot, corn and other vegetables; and
Frozen vegetable mixes.
Category 8 – Eggs
Category 8 is for fresh eggs.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 8
4. SERVICE LOCATIONS
LOCATION
DEFINITION / DESCRIPTION
NARROGIN
All areas within a 10km radius of the Narrogin Post Office.
PINGELLY
All areas within a 10km radius of the Pingelly Post Office.
LAKE GRACE
All areas within a 10km radius of the Lake Grace Post Office
BODDINGTON
All areas within a 10km radius of the Boddington Post Office.
KONDININ
All areas within a 10km radius of the Kondinin Post Office.
DUMBLEYUNG
All areas within a 10km radius of the Dumbleyung Post Office.
WAGIN
All areas within a 10km radius of the Wagin Post Office.
5. HOW DO I BUY?
Public Authorities in Narrogin and the Southern Districts may purchase from the GBA as outlined below:
Buying Direct
Buyers can pick & buy products from any of the contracted suppliers and from any product category without the need to call quotes or tenders. The suppliers will provide a discount to the retail price (shelf price) for products purchased from this GBA (refer Appendix 1 “Supplier Discount Rates” for the relevant discount rate).
Where more than one contractor is appointed to a category, buyers can evaluate which contractor represents best value for money for their needs, then contact the contractor to make their purchase.
Orders should be placed directly with contractors (usually by fax, phone or e-mail). Buyers should check with individual contractors as to which communication method is preferred for placing orders. An outline of these communication methods is provided in Section 7 “Contracted Suppliers Details”.
Retail Purchases
The GBA is established for purchasing food and grocery products. Contractors are a combination of local retailers and wholesalers.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 9
Buyers should use the GBA as much as possible and look to consolidate their food purchases to avoid potential surcharges.
Payments
The Contractor will invoice the buyer directly and the buyer will pay the contractor directly. No surcharges are applicable for payment by Corporate Credit Card/Government Purchasing Card.
6. DELIVERY DETAILS
For Customers other than WACHS, Wheatbelt - Southern, most deliveries will be made before 9am on the day of the delivery (or alternative times if agreed between the Customer and the Contractor). The delivery requirements for WACHS, Wheatbelt - Southern are listed at Appendix 4.
Refer Section 7 “Contracted Supplier Details” if various supplier freight charges are applicable. In most instances, delivery is free-into-store for Public Authorities located within the Contractor’s nominated location/s.
From time to time, delivery may be required outside of the Contractor’s nominated location/s. If delivery is required outside the Contractor’s nominated location/s, delivery will be free-on-board to the Customer’s nominated carrier/freight contractor.
All refrigerated items must be delivered below 5 degrees Celsius and frozen items below minus 15 degrees Celsius. All transport, storage and delivery must meet relevant standards.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 10
8.00am – 2.00pm (for next day delivery to relevant freight company)
Orders: Phone, Fax or Email
Deliveries: Deliveries Free to METRO carrier.
Contracted to Supply: Category 1: Shelf Stable & Non Perishable Groceries
Category 2: Dairy Products and Fresh Fruit Juices (refrigerated)
Category 3: Bread & Bakery Products
Category 5: Frozen & Processed Meats and Savory Products
Category 7: Frozen Fruit & Vegetables
Category 8: Eggs
Discount Rate 15% Bidvest publish and circulate a price list catalogue each month. The discount rate applies to the prices advertised in the catalogue.
Deliveries: Orders required by 11.00am day prior to delivery.
Deliveries Free to Store
Contracted to Supply: Category 1: Shelf Stable & Non Perishable Grocery Lines
Category 2: Dairy Products
Category 5: Frozen and Processed Meats and Savouries
Category 7: Frozen Fruit & Vegetables
Category 8: Eggs
Discount Rate: 3%
Locations Supplied: Narrogin & Wagin
Note: Southway will only accept orders from persons previously identified and authorised by their agency. People who have not previously ordered through Southway should contact their agency to authorise their purchasing from Southway.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 23
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 26
8. CONTRACT REVIEWS
The Department of Treasury and Finance aims to continuously improve the services it provides to Buyers via a range of review processes.
Contract reviews, coordinated by the Department of Treasury and Finance, aim to:
ensure prices charged to agencies reflect the correct contracted price;
ensure products sold on this GBA reflect the range of products agreed for supply;
examine contracted suppliers performance;
assess buyer satisfaction; and
monitor compliance with Government Policies and Australian laws.
The Department of Treasury and Finance may terminate contracted suppliers where they are in breach of contract terms and conditions or have repeatedly failed to meet the GBA requirements.
Buyer Feedback
You may provide feedback on the level of satisfaction experienced under this GBA, or suggest improvements to GBA 44209 or this Buyers Guide at any time. Please forward your recommendations for improvements to the Contract Manager, [email protected] or call on 9892 6501.
All feedback received is taken into account as part of the contract review process. This feedback allows the Department of Treasury and Finance to identify areas where service levels or product range needs to be improved. Your cooperation in this effort is greatly appreciated.
Contractor Performance Review
The Department of Treasury and Finance will review contracted suppliers’ performance by receipt of feedback on specific incidences from agencies. The form in Appendix 2 is to be used to record the contracted suppliers performance during the contract period, as required. The form provides for both complimentary feedback and complaint resolution considerations.
On the majority of occasions, contracted suppliers supply acceptable goods and/or services. However, these outcomes are rarely formally recorded. The opportunity exists to recognise satisfactory, as well as poor performance, by completing the form and forwarding it to the Contract Manager. In this way, an ongoing record can be maintained of a contracted supplier’s performance during the term of the GBA.
Complaint Resolution
If you are dissatisfied with the goods and/or service provided by the contracted supplier or have any specific concerns, these should be discussed in the first instance directly with the contracted supplier.
If the problem or issue is not resolved to your satisfaction it should be referred to the DTF Contract Manager for assistance. In most cases minor issues, complaints and concerns can be suitably resolved to the satisfaction of both parties without any major impact on the contract.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 27
However, if you consider the matter to be of a serious nature, the Contract Manager should be advised through the completion and forwarding of the “Contractor’s Performance Review” form attached in Appendix 2. To help resolve the complaint, please record the following details when completing the Contractor Performance Review Form:
nature of the complaint;
when the complaint was made;
to whom the complaint was made;
the issues involved;
the contractor’s response; and
any other relevant details.
The Department of Treasury and Finance is keen to ensure that every contracted supplier provides a satisfactory level of service. Please do not hesitate to contact the Contract Manager if this is not the case.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 28
9. GLOSSARY OF TERMS
Words in this document have the following meaning:
Word Meaning
Buyer All Public Authorities as defined in the State Supply Commission Act 1991;
Public Benevolent Institutions approved by the State supply Commission (SSC); and
Any other organisations approved by the SSC.
Public Authority For the purpose of defining Public Authority under the State Supply Commission Act 1991, a Public Authority is:
A department of the Public Service of the State established or deemed to have been established under the Public Sector Management Act 1984; and
An agency, authority or instrumentality of the Crown in right of the State.
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 29
Bidvest Food Service 15 15 15 15 15 15 no Metro only
Country Wide fridge lines # yes
Fonterra Brands ^ yes
PFD Food Services 20 20 20 20 yes
WA Country Bakers ^ yes
NARROGIN
Bill & Bens Bread Shop 10 yes
Hillside Meats 5 yes
RM Hawksley & Co # yes
Kipling Market 5 5 5 5 5 5 5 5 yes
Narrogin Fruit Market 40 yes
Southway Distributors 3 3 3 3 3 yes
PINGELLY
RM Hawksley & Co # no $3 / order
IGA Boddington 5 5 5 5 5 5 5 5 no $50 - $100
BODDINGTON
IGA Boddington 5 5 5 5 5 5 5 5 yes
DUMBLEYUNG
Food Works 1 1 1 1 1 1 1 yes
WAGIN
Southway Distributors 3 3 3 3 3 yes
Food Works 1 1 1 1 1 1 1 yes
Wagin Milk Supply 2 no $15 / delivery
# Supermarket Wholesale Rate
^ Various Discount Rates provided - refer to specific rates in section 7 “Contracted Supplier Details”
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 30
Appendix 2: Contractor’s Performance Review Form
RECORD OF COMPLIMENT/COMPLAINT Return to: SENIOR PROCUREMENT MANAGER DEPARTMENT OF TREASURY AND FINANCE 1/2 BARNESBY DRIVE ALBANY WA 6330
Contract Number GBA 44209
Title of Contract Provision of Food and Groceries (Narrogin and Southern District Sites)
Supplier / Dealer Involved
Nature of the review Compliment Complaint
When the review was made
To whom the review was made
The highlights and issues involved
The Contractor’s response
Any other relevant details / Compliments
Details of Reviewer
Name of Officer
Telephone
Position Title Facsimile
Signature / Date
E-mail
Please fax the completed form to Department of Treasury and Finance at (08) 9892 6599
Buyers Guide – Food and Groceries (Narrogin and Southern District Sites) - GBA 44209
Department of Treasury and Finance (VERSION 2 – Effective 28 Dec 2010) 31
Appendix 3: Frequently Asked Questions
How do I place an order?
An order can be placed by contacting the contractor direct ensuring that GBA 44209 is quoted.
Most Contractors prefer the placing of orders via facsimile.
Do I have to pay freight costs?
For some locations, you may be required to pay freight costs or to arrange a freight contractor to collect your order from the supplier. Refer freight charges listed in Appendix 1 – “Supplier Discount Rates”.
Can I choose which contractor to use?
Yes. You can use any contractor that is contracted to supply the particular products you are after and to the area in which you are located.
Do I need to get quotes? No. Simply contact the relevant supplier for the food products you wish to order.
What happens if I need to purchase food products that are not available on this arrangement?
You can purchase all standard food products from this contract. Most of the time it should not be necessary to purchase additional items, however if your agency requires a specialised product not available on the GBA, this may be purchased outside the GBA through another supplier. In the instance that the food product is not available on the GBA, buyers must purchase in accordance with relevant State Supply Commission Policy. Details of these Policies can be found at www.ssc.wa.gov.au.
When purchasing products from outside the GBA, consider whether it is likely to be a once off purchase or something your agency is likely to need in the future. If it is likely to be required in the future, you can contact the Contract Manager (see front cover) and ask to have the product category and/or supplier added to the contract.