Docstoc

Remember…

Document Sample
Remember… Powered By Docstoc
					Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Group Buying Arrangement (GBA) 18205 Supply of Bulk Food and Groceries for the Mid West region
Effective from 1 December 2006

Buyers Guide

Geoff Brown Contract Manager Mid West Regional Buying Centre SGIO Building Cathedral Ave GERALDTON WA 6530 Tel: (08) 9965 7101 Fax: (08) 9965 7150 E-mail: geoff.brown@dtf.wa.gov.au

Department of Treasury and Finance

Last updated 8 March 2007

1

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Table of Contents
1. HOW DO I BUY? 1.1. Buying Rules 4 4 5 5 8 10 10 15 15 15 15 17 18 18 20

2. GBA DETAILS 2.1 About the GBA

3. PRODUCT RANGE AND CONTRACTORS 4. WHO SUPPLIES WHAT? 4.1 Contractor Details

5. CONTRACT REVIEWS 5.1 5.2 5.3 Buyer Feedback Contractor Performance Review Complaint Resolution

6. GLOSSARY OF TERMS APPENDIX 1: PRODUCT AND PRICING DETAILS APPENDIX 2: CONTRACTOR’S PERFORMANCE REVIEW FORM APPENDIX 3: FREQUENTLY ASKED QUESTIONS

Department of Treasury and Finance

Last updated 8 March 2007

2

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

An overview of Group Buying Arrangement 18205 is tabled below.
Term Type Contract Manager

From 1 December 2006 to 30 November 2007. Non Mandatory for Public Authorities in the Mid West Region. Geoff Brown Ph: (08) 9965 7101 Fax: (08) 9965 7150 Email: geoff.brown@dtf.wa.gov.au

Introduction
This Buyers Guide is prepared to support the purchase of bulk food and groceries available on the Group Buying Arrangement (GBA) 18205 Included in the Buyers Guide is:  a description of products that can be purchased;  details of contracted suppliers who supply each product;  buying guidelines to assist you to purchase efficiently;  considerations for sustainable procurement; and  feedback mechanisms that allow the Mid West Regional Buying Centre to improve the contract.

GBA 18205 allows you to benefit from the combined purchasing power of the State Government. By using the GBA you will:  support local suppliers in the Mid West Region;  „fast track‟ purchases to save time and effort – the Mid West Regional Buying Centre 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.

BUYERS HINT!

Remember… When buying under this GBA, always quote the GBA number (18205) and identify yourself as a government buyer.

Department of Treasury and Finance

Last updated 8 March 2007

3

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

1. HOW DO I BUY?
1.1. Buying Rules
Public Authorities in the Mid West Region may purchase from the GBA as outlined below. Buying Direct Prices for this GBA are fixed so buyers can pick and buy the specified products from the contracted suppliers as required to support their needs without calling quotes or tenders. Buyers should view the price schedule to obtain prices for the items they require. 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 by e-mail or fax. 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 Contracted Suppliers Details. Retail Purchases The GBA is established for purchasing bulk quantities of food and grocery products. Contractors are local retailers and wholesalers. Buyers should use the GBA as much as possible and look to consolidate their food purchases to avoid potential surcharges.

BUYERS HINT!

Evaluate the cost of separate orders. Some contracted suppliers are appointed to more than one food category. You can reduce the costs of raising multiple orders by buying as many goods as you can from the one contractor.

Department of Treasury and Finance

Last updated 8 March 2007

4

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

2. GBA DETAILS
2.1 About the GBA

The following details apply to GBA 18205
Status

This GBA is non-mandatory for West Australian Public Authorities located in the Mid West Region1. The GBA is effective from the 1 December 2006 and will operate for 1 year until 30 November 2007. Firm prices are agreed with contracted suppliers for fixed periods. Public Authorities do not need to issue quotes to contractors when purchasing goods from this GBA. The price schedule is located at http://mwrbc.o2o.com.au then click on the „Information for Buyers‟ heading. All prices in the schedule are GST inclusive. NOTE – prices will be updated every three months where decreases and increases may apply. Please discontinue using any hard copy price schedule at the end of every quarter. An updated price schedule will be uploaded to the Buyers Guide on the first working day of every quarter to ensure up to date and correct pricing.

Term Prices

Quality Assurance Insurance

All contracted suppliers have a Food Safety Plan. Contractors are required to arrange and maintain a policy of Public and Product Liability Insurance for a sum of not less than $5,000,000 to cover any liabilities to the Contract Authority.

Department of Treasury and Finance

Last updated 8 March 2007

5

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Adding or Deleting Panelist and Products

Throughout the duration of the GBA, the Mid West Regional Buying Centre 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. Similarly, the Mid West Regional Buying Centre reserves the right to include new or additional products to the GBA on the basis that there is identified requirement for these products to support the GBA. This will include where a product has been discontinued and a replacement is required.   Where a product not available on the schedule is required, buyers should seek to obtain quotations from contracted suppliers for that food group. Where contracted suppliers offer products to buyers in the form of “specials”, this should only be for products for which they are the contracted supplier for that food group

In either of the above 2 situations, where there will be an ongoing need for that product, this should be brought to the attention of the Mid West Regional Buying Centre for variations to the contract
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. The contractor is obliged to pay all costs, including freight costs, incurred by the agency as a result of incorrectly supplied goods. Delivery is free to any nominated delivery point located within the Geraldton area. Contractors are required to deliver in accordance with the delivery requirements of the Public Authority that will include time of delivery and location. If this cannot be met the contracted suppliers are required to promptly notify the buyer. No crate hire charges are applicable under this GBA. Crates must be cared for to ensure safe return to the contracted suppliers. 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.

Returns Delivery

Crate Hire Acceptance of Goods

Goods are deemed to have been accepted if the contractor hasn‟t been notified of a rejection of goods as outlined below. Rejection of Goods may be rejected if they do not conform to the specification stated in the Contract or Purchase Order. Goods Any rejected goods must be removed at the expense of the contractors. The benefits of purchasing from local businesses was recognised in appointment of contractors to each panel. All nominated contractors on each panel are local
Last updated 8 March 2007 6

Buy Local

Department of Treasury and Finance

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Who Can Use the Contract?

businesses, with distribution arrangements based in the Mid West regions All Western Australian Government Public Authorities in the Mid West region.

Department of Treasury and Finance

Last updated 8 March 2007

7

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

3. PRODUCT RANGE AND CONTRACTORS
3.1 The range of products included on GBA 18205 are summarised below.
GROUP SUB-GROUP CONTRACTORS PRICE BASIS NEXT PRICE VARIATION DUE 1 June 2007 1 December 2007 1 December 2007

Shelf Stable

Shelf stable

McDonalds Wholesalers The Luscombe Syndicate Western Independent Foods Millers Foods (bread premix)

6 months 12 months 12 months

6 months

1 June 2007

Refrigerated and frozen

Refrigerated and frozen

McDonalds Wholesalers The Luscombe Syndicate Western Independent Foods Fonterra Brands Australia (P&B)

6 months 12 months 12 months

1 June 2007 1 December 2007 1 December 2007

6 months

1 June 2007

Dairy

Butter and cheese

McDonalds Wholesalers The Luscombe Syndicate Western Independent Foods Fonterra Brands Australia (P&B)

6 months 12 months 12 months

1 June 2007 1 December 2007 1 December 2007

6 months

1 June 2007

Ices/Ice cream

The Luscombe Syndicate Fonterra Brands Australia (P&B)

12 months 6 months

1 December 2007 1 June 2007

Milk/Cream Yoghurt

Western Independent Foods Fonterra Brands Australia (P&B)

12 months

1 December 2007

6 months

1 June 2007

Department of Treasury and Finance

Last updated 8 March 2007

8

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Dairy (cont)

Margarine

McDonalds Wholesalers The Luscombe Syndicate Western Independent Foods Fonterra Brands Australia (P&B)

6 months 12 months 12 months

1 June 2007 1 December 2007 1 December 2007

6 months

1 June 2007

Bakery

Cakes/pies/p astries

McDonalds Wholesalers The Luscombe Syndicate Sun City Bakeries

6 months 12 months 12 months 12 months 6 months

1 June 2007 1 December 2007 1 December 2007 1 December 2007 1 June 2007

Bread Fresh meat & poultry Fresh meat

Sun City Bakeries Mick Davey Butchers

Gearing Butchers Fresh poultry Fonterra Brands Australia (P&B) Mick Davey Butchers Fresh fruit and vegetables Fresh fruit and vegetables Geraldton Fruit and Vegetable Supply Great Northern Traders

12 months 6 months

1 December 2007 1 June 2007

6 months 3 months (season)

1 June 2007 1 March 2007

3 months (season)

1 March 2007

Department of Treasury and Finance

Last updated 8 March 2007

9

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

4. WHO SUPPLIES WHAT?
4.1 Contractor Details
Mick or Debbie Gearing (08) 9921 4656 (08) 9921 4656 gearingbutchers@westnet.com.au Shop 8, Tarcoola Shopping Centre, Paringa Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Friday – 8am – 5:30pm; Saturday – 8am – 1pm. Closed Sundays and Public Holidays. Geraldton / Greenough– 6 days per week (Monday – Saturday). Other areas via Courier Fresh Meat

Gearing Butchers
Contact: Telephone: Fax: E-mail: Postal Address: Orders accepted by: Hours of service: Delivery:

Contracted to supply

Geraldton Fruit and Vegetable Supply
Contact: Telephone: Fax: E-mail: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

Maria Priolo (08) 9921 2940 (08) 9921 5924 geraldtonfruitandvege@bigpond.com 54 Gregory Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Wholesale: Monday – Friday 3am to 12noon; Saturday 5am to 10am. Closed Sundays and Public Holidays. Geraldton / Greenough – Daily. All other areas via Courier. Fresh Fruit and Vegetables

Department of Treasury and Finance

Last updated 8 March 2007

10

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Great Northern Traders
Contact: Telephone: Fax: E-mail: Postal Address: Orders accepted by: Hours of service: Delivery:

Graeme Fitzgerald (08) 9921 2487 (08) 9921 4712 gnt@westnet.com.au PO Box 380, Geraldton WA 6531 Fax, phone, e-mail or online through GEM Purchasing Monday to Saturday - 6am to 12pm. Closed Sundays and Public Holidays. Geraldton / Greenough – 6 days per week (Monday – Saturday). Other areas via Courier. Fresh Fruit and Vegetables

Contracted to supply

McDonalds Wholesalers
Contact: Telephone: Fax: E-mail: Web site: Postal Address: Orders accepted by: Hours of service: Delivery:

Tim Perks (08) 9921 7231 (08) 9921 8568 orders@mcdonaldswholesalers.com.au www.mcdonaldswholesalers.com.au Lot 147 Bradford Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Friday – 8am to 5pm. Closed Saturdays, Sundays and Public Holidays. Geraldton – Daily services 5 days per week (Monday to Friday); Mullewa, Morawa and Perenjori – Tuesdays; Three Springs, Dongara and Greenough – Wednesdays; Leeman, Jurien, Eneabba and Kalbarri – Thursdays; Greenough Prison and Northampton – Fridays. Shelf Stable products; Refrigerated and Frozen products; Butter and Cheese; Margarine; and Cakes, Pies and Pastries.

Contracted to supply

Department of Treasury and Finance

Last updated 8 March 2007

11

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Mick Davey Butchers
Contact: Telephone: Fax: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

Mick Davey (08) 9921 2076 (08) 9921 5763 165 Marine Terrace, Geraldton WA 6530 Fax, phone or online through GEM Purchasing Monday to Friday – 6am to 6pm; Saturday – 6am to 1:30pm. Closed Sundays and Public Holidays. Geraldton / Greenough – as required by the Customer. Other areas via Courier. Fresh meat; and Fresh poultry.

Millers Foods
Contact: Telephone: Fax: E-mail: Web site: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

Wilf Pownall (08) 9550 6666 (08) 9550 6669 orders@byfordflour.com.au www.byfordflour.com.au Lot 9, Michael Street, Byford WA 6122 Fax, phone, e-mail or online through GEM Purchasing All areas via Courier. Bread and Roll Pre-Mix

Department of Treasury and Finance

Last updated 8 March 2007

12

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

Fonterra Brands Australia (P&B)
Contact: Telephone: Fax: E-mail: Web site: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

Phil Ralph (08) 9921 2669 (08) 9921 6255 geraldton.branch@fonterra.com.au www.pbfoods.com.au 41 Place Road, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Friday – 7am to 5pm. Closed Saturdays, Sundays and Public Holidays. Geraldton – Monday, Wednesday and Friday only; Other areas by arrangement. Refrigerated and Frozen products; Butter and Cheese; Ices and Icecreams; Milk, Cream and Yoghurt; Margarine; and Fresh poultry.

Sun City Bakeries
Contact: Telephone: Fax: E-mail: Postal Address: Orders accepted by: Hours of service: Delivery:

Gary Egberts (08) 9921 7238 (08) 9921 4211 reception@wytona.com.au 19 Bradford Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Saturday – 9am to 4pm; Sunday – 9am to 12pm. Geraldton, Dongara and Northampton - 7 days per week before 7am; and Meekatharra, Mt Magnet, Sandstone and Eneabba - 6 days per week (Monday to Saturday). Other areas via Courier. Cakes, Pies and Pastries; and Bread.

Contracted to supply

Department of Treasury and Finance

Last updated 8 March 2007

13

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

The Luscombe Syndicate
Contact: Telephone: Fax: E-mail: Web site: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

John Luscombe (08) 9921 2100 (08) 9964 2360 luscombesyn@bigpond.com.au www.luscombesyndicate.com 55 Anderson Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Friday – 8am to 5pm. Closed Saturdays, Sundays and Public Holidays. As required by the Customer. Shelf Stable products; Refrigerated and Frozen products; Butter and Cheese; Ices and Icecreams; Margarine; and Cakes, Pies and Pastries.

Western Independent Foods
Contact: Telephone: Fax: E-mail: Postal Address: Orders accepted by: Hours of service: Delivery: Contracted to supply

Rod O‟Bree (08) 9964 1011 (08) 9921 6207 cdsmatthew@westnet.com.au 6 Crawford Street, Geraldton WA 6530 Fax, phone, e-mail or online through GEM Purchasing Monday to Friday – 9am to 5pm; Saturdays – 9am to 12noon. Closed Sundays and Public Holidays. As required by the Customer. Shelf Stable products; Refrigerated and Frozen products; Butter and Cheese; Milk, Cream and Yoghurt; and Margarine.

Department of Treasury and Finance

Last updated 8 March 2007

14

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

5. CONTRACT REVIEWS
The Mid West Regional Buying Centre aims to continuously improve the services it provides to Customers via a range of review processes. Contract reviews, coordinated by the Mid West Regional Buying Centre, 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 customer satisfaction; and  monitor compliance with Government policies and Australian laws. The Mid West Regional Buying Centre may terminate contracted suppliers where they are in breach of contract terms and conditions or have repeatedly failed to meet the GBA requirements.

5.1

Buyer Feedback

Prior to each annual contract renewal date the Mid West Regional Buying Centre will conduct a survey of customers in order to improve the services it provides. You may also provide feedback on the level of satisfaction experienced under this GBA, or suggest improvements to GBA 18205 or this Buyers Guide at any time. Please forward your recommendations for improvements to the Contract Manager, geoff.brown@dtf.wa.gov.au or call on 9965 7101. All feedback received is taken into account as part of the contract review process. This feedback allows the Mid West Regional Buying Centre to identify areas where service levels or product range needs to be improved. Your cooperation in this effort is greatly appreciated.

5.2

Contractor Performance Review

The Mid West Regional Buying Centre 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.

5.3

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 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.

Department of Treasury and Finance

Last updated 8 March 2007

15

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

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 assist 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 Mid West Regional Buying Centre 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.

Department of Treasury and Finance

Last updated 8 March 2007

16

Buyers Guide – Bulk Food and Groceriies for Mid West Region GBA 18205

6. GLOSSARY OF TERMS
Words in this document have the following meaning:
Customer

Public Authority

All Public Authorities as defined in the State Supply Commission Act 1991; Public Benevolent Institutions approved by the State Supply Commission (SSC); and other organisations as approved by the SSC. 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 1994; and an agency, authority or instrumentality of the Crown in right of the State.

Department of Treasury and Finance

Last updated 8 March 2007

17

Buyers Guide – Bulk Food and Groceries for Mid West Region GBA 18205

Appendix 1: Product and Pricing Details
For complete up-to-date product and pricing information, please see the Pricing Schedule listed under ‘Information for Buyers’ online at http://mwrbc.o2o.com.au/

Department of Treasury and Finance

Last updated 8 March 2007

18

Buyers Guide – Bulk Food and Groceries for Mid West Region GBA 18205

Appendix 2: Contractor’s Performance Review Form
RECORD OF COMPLIMENT/COMPLAINT
Return to: CONTRACT MANAGER MID WEST REGIONAL BUYING CENTRE DEPARTMENT OF TREASURY AND FINANCE LEVEL 2, SGIO BUILDING, 45 CATHEDRAL AVENUE PO BOX 7201 GERALDTON WA 6530

Contract Number Title of Contract Supplier / Dealer Involved Nature of the review

GBA 18205 Bulk Groceries and Food for Mid West region

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 Position Title Signature / Date

Telephone Facsimile E-mail

Please fax the completed form to Mid West Regional Buying Centre at (08) 9965 7150

Department of Treasury and Finance

Last updated 8 March 2007

19

Buyers Guide – Bulk Food and Groceries for Mid West Region GBA 18205

Appendix 3: Frequently Asked Questions How do I place an order?
An order can be placed by using the following methods: (i) Online through GEM Purchasing (www.gem.wa.gov.au); (ii) Using the Price Schedule in excel format located at http://mwrbc.o2o.com.au/; or (iii) Contacting the contractor direct ensuring that GBA 18205 is quoted.

Do I have to pay freight costs?
No, unless you are located outside of the City of Geraldton or Shire of Greenough zones.

Can I choose which contractor to use?
Yes. You can use any contractor that is contracted to supply the particular products you are after.

Do I need to get quotes?
No. This GBA offers fixed prices for all goods. Simply contact the noted contracted suppliers 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. As such it should not be necessary to purchase any additional items. 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.

Can I purchase retail?
Yes. This GBA is for bulk purchases of groceries and food related products. If it is more convenient for you to purchase your groceries from the local store then you may do so. It is preferred that buyers consider where many small purchases can be consolidated and brought from the GBA.

Department of Treasury and Finance

Last updated 8 March 2007

20


				
DOCUMENT INFO