Provision of Food and Groceries for the Great Southern Region GBA201801000

The range of goods in 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 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.

The range of goods in Category 2 is for dairy products includes, but is not limited to:

• fresh milk (flavoured and non-flavoured);
• yoghurt and cream;
• cheese;
• butter and margarine;
• ice-cream and flavoured ice products; and
• eggs.

This category excludes any shelf stable dairy products listed in Category 1.

Category 3 provides for fresh bread and bakery products including but not limited to:

• fresh bread;
• rolls and buns; and
• cakes and other bakery products.

The range of goods in Category 4 is for fresh meat, fish, poultry and small goods including, but not limited to:

• fresh beef, lamb and pork;
• fresh fish;
• fresh poultry; and
• refrigerated processed meats and smallgoods.

When requested by the Customer, products shall be vacuum packed and possess labelling detailing weight, date packed, product name, content and expiry.

This category excludes any canned shelf stable products listed in Category 1.

The range of goods in Category 5 includes, but is not limited to:

• frozen beef, lamb and pork;
• frozen poultry;
• frozen seafood; and
• frozen savoury products (pies, pasties, spring rolls etc.).

When requested by the Customer, products shall be vacuum packed and possess labelling detailing weight, date packed, product name, content and expiry.

The range of goods in Category 6 is for fresh fruit and vegetables, including but not limited to:

• fresh fruit and vegetables, whole and unpeeled; and
• fresh fruit and vegetables, peeled and/or processed.

This category excludes canned and shelf stable products listed in Category 1.

The range of goods in Category 7 is for frozen fruit and vegetables, including but not limited to:

• frozen fruit; and
• frozen vegetables.

This category excludes canned and shelf stable products listed in Category 1.

Buying direct

This arrangement is a “pick and buy” arrangement, for Public Authorities within the Great Southern Region, allowing Customers to place an order directly with a Customer.  Quotes are not required.

Buyers should use the arrangement as much as possible and look to consolidate their food purchases to avoid potential surcharges.

State agencies should be aware of the following requirements under Western Australian Procurement Rules as they apply to purchases from this GBA.  The below table is a summary of the requirements, and State agencies are encouraged to review the WA Procurement Rules.

Procurement planning

Request development and contract formation

Contract management

Exemption from using this GBA

Procurement Frameworks are responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory GBA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant GBA.

Exemption requests should be directed to the Assistant Director Procurement Frameworks through an email to the contract manager in the first instance. Requests for exemption must be in writing via email, and must provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Common Use Arrangements Procurement Practice Guideline

As part of the tender process, contractors on this arrangement have provided details of, and have been evaluated on, their environmental responsibility and the initiatives they have in place to support this.

This includes steps taken to minimise the environmental impact in the manufacture, distribution, use and disposal of their products such as:

• eco-efficiency improvements in the production or manufacturing process and across the supply chain
• details of recycling and water waste management procedures.

The matrix below lists all contractors on the GBA and the goods they have been contracted to provide. The table also details the relevant Discount Rate off the retail price list. Please refer to the What’s on offer? section for categories. Scroll down to individual contractor pages for the locations they will supply to.

* Refer to individual contractor profiles below for specific details regarding their discount rate.

See the list of contractors details below.

Pricing and payment options

Suppliers to this arrangement have offered a ‘Discount Rate’ to the ‘retail’ (shelf) price or wholesale list price on the day of the order, for all food and groceries in the relevant food and grocery category.

If the product is on ‘special’ on the day of the order and the special price is less than the discounted price, then generally the ‘special’ price will apply.

Given that this arrangement is non-mandatory, 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 Western Australian Procurement Rules).

Payment by Purchasing Card

The Government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by Government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

This is a pick and buy arrangement for Public Authorities within the Great Southern Region, allowing customers to place an order directly with a contractor. Quotes are not required.

Buyers should use this arrangement as much as possible and look to consolidate their food purchases to avoid potential surcharges.

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 to Contractor Details for various supplier delivery times and charges.

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.

When delivering fresh and frozen meat products to WA Country Health Services (WACHS) locations, the Contractor must take and record the temperature of the products at the following points:

• directly prior to leaving the Contractor’s premises;
• at all stops between the Contractor’s premises and the WACHS location/s;
• at any change of vehicle;
• at the delivery point; and
• temperatures taken at the delivery point will be done in the presence of WACHS kitchen staff.

Crate Hire

No crate hire charges are applicable under this arrangement. The Contractor shall arrange pick up of cates on their next delivery run. Crates must be secured and cared for to ensure safe return to the contracted suppliers.

Acceptance of Goods

Neither the delivery of the product or payment of the product constitutes acceptance of the product by the buyer.

You should inspect the goods on arrival to ensure they match your purchase order and then accept or reject the goods.

Rejection of Goods

Goods may be rejected if they do not conform to the specification stated in the Contract or Purchase Order

To reject the Products, the Customer must notify the Contractor within three (3) business days. The Products must be removed at the Contractor’s expense within such reasonable time as the Customer may direct.

Active contract management pays off.

• Acceptance of goods: neither the delivery of the product or payment of the product constitutes acceptance of the product by the buyer. You should inspect the goods on arrival to ensure they match your purchase order and then accept or reject the goods.
• Rejection of goods: goods may be rejected if they do not conform to the specification stated in the contract or purchase order. To reject the products, the Customer must notify the Contractor within three business days. The products must be removed at the Contractor's expense within such reasonable time as the Customer may direct.
• Check your invoices to ensure you are being charged the correct prices.
• Check prices on a regular basis to see what the other contractors are offering.