Contract No. CUA58810 Document No: 00096696 Last Updated: 23/06/2016 Document Transfer Services 2 September 2011 to 1 September 2016 About the Contract How do I use this Contract? What s on Offer? Who is the Contractor? Need more Information?
ABOUT THE CONTRACT Buyers Guide Document Transfer Services: CUA58810 Contract Number CUA58810 Contract Term From 2 September 2011 to 1 September 2016 Status Mandatory in the Perth region Note: The amendments to the State Supply Commission, Open and Effective Competition Policy relating to Procurement Planning, Evaluation Reports, Contract Management and Contract Variations do not apply to this CUA. For further information please refer to May 2016 amendments in this Buyers Guide for more information. Categories Member to Member Services (ie inter and intra-agency mail) Mail Preparation Services Member to Member plus Mail Preparation Services, and PO Box Mail Collection and / or Mail Lodgement Services Key Features and Benefits Transparent pick and buy pricing arrangement Complements other CUAs such as Postal Articles Opportunities for agencies to only buy what they need; and An extensive regional network Contract Manager A dedicated Contract Manager is available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact: Adrian Allen Contract Manager Tel: (08) 6551 1576 Email: adrian.allen@finance.wa.gov.au Government Procurement Department of Finance 16 Parkland Road Osborne Park WA 6017 Postal Address: Government Procurement Department of Finance Locked Bag 11, Cloisters Square PERTH WA 6850 Department of Finance Page 2
Supporting Documents The following contract documents and other relevant information can be sourced from: Contracts WA edecision Aid (eda) Buying Smarter brochure Price Schedule Site Members List Australia Post Mailing Statement (Perth Region Only) Department of Finance Page 3
HOW DO I USE THIS CONTRACT? Step 1 What s on Offer? Click here to choose which products best meet your needs. Step 2 Who is the Contractor? Click here for a list of the qualified contractors. Step 3 How much will it cost? Price Schedule can be found here Step 4 Buy it! Buy directly from the Contractor or buy online using the Government s system. Department of Finance Page 4
WHAT S ON OFFER? Buyers Guide Document Transfer Services: CUA58810 Member to Member Services This service allows for the sending and receipt of mail to / from any other Member to Member user. This can be utilised on an inter-agency and / or intra-agency basis Mail Preparation Services Customers have their unprepared Australia Post mail collected from office premises, sorted with accompanying Australia Post Mailing Statement and finally, lodgement at Australia Post. Member to Member Service plus Mail Preparation Service This service is a combination of the Member to Member and Mail Preparation Services. PO Box Mail Collection Service and / or Mail Lodgement Service Customers can have mail collected from their PO Box and delivered to office premises and / or prepared Australia Post mail collected from office premises and lodged with Australia Post. PLEASE NOTE THE S1400 PO BOX IS BEING PHASED OUT. PLEASE REFRAIN FROM USING ENVELOPES WITH THIS RETURN TO SENDER ADDRESS. Department of Finance Page 5
Regional Services Customers in Regional Hubs have access to the Member to Member service (ie inter and intra-agency mail) which includes the lodgement of Prepared Mail. Customers in Regional Towns have access to the Member to Member service without the lodgement of Prepared Mail. Department of Finance Page 6
WHO IS THE CONTRACTOR? Buyers Guide Document Transfer Services: CUA58810 Toll Priority Pauline Smith T: (08) 9427 3063 F: (08) 9479 7100 ABN No: 31 006 604 191 M: 0413 446 012 E: pauline.smith@tollgroup.com Website: https://priority.toll.com.au/ Postal Address: 10 Snook Road Redcliffe WA 6104 Orders Via: Email (preferred), online, fax or phone Hours: Call centre: (08) 6104 2101 open Monday to Friday 7am to 5:30pm PLEASE NOTE: 1. The supplier has departures from the Head Agreement or additional Terms and Conditions for this CUA. For further information please contact the Contract Manager. 2. All IP is owned by the supplier; however the State has the right of use. List of Member Sites An online list of Member Sites is updated regularly and a link to this list is available here. If a site is not a member then you will need to pay the postage fee to send an item to the site as a postal article. Becoming a Member To become a member of this CUA, simply contact Toll Priority on the details above. After registering to become a member, Toll Priority will provide you with all the carrying items relevant to this service, such as bags, free of charge. For Toll Priority to provide this service, any tools allowing access to your site including keys, passes and codes will need to be given to the Contractor. Department of Finance Page 7
Buying Direct Buyers Guide Document Transfer Services: CUA58810 Prices for this CUA are fixed so buyers can pick and buy the specified services from the Contractor without calling quotes or tenders. Buyers should view the Price Schedule to see a list of rates for each type of service. Orders should be placed directly with the Contractor by phone, e-mail or fax. Buyers should check the Contractor s details as to which communication method is preferred for placing orders. If you are using this Contractor for the first time, you will need to establish a new account. It is mandatory for agencies in the Perth Region to use this Document Transfer Services CUA 58810. This CUA adheres to the Postal Corporations Act 1989 requirements for the exchange of documents between member sites weighing up to 250 grams. A letter, as defined in the Postal Corporations Act 1989, means any form of written communication that is directed to a particular person or address. This must include and includes: any standard postal article; any envelope, packet, parcel, container or wrapper containing such a communication; and any unenclosed written communication that is directed to a particular person or address. If you have any queries in relation to the transfer of letters up to 250 grams, other than through the Australia Post network or this CUA (58810), please refer to sections 29 and 30 of the Postal Corporations Act 1989 for information regarding the operation of a document exchange service. Pricing A spreadsheet outlining pricing information for this CUA can be viewed here. The fees for services in the Perth Region are now separated so that users can now choose either one, or a combination, of the following: Member to Member Services Mail Preparation PO Box Mail Collection Services Mail Lodgement Services Please direct any further enquiries about the pricing to the Contractor or the Contract Manager. 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. Department of Finance Page 8
Additional Charges Buyers Guide Document Transfer Services: CUA58810 Additional charges apply each time the nominated weight break is exceeded. Excess weight charges apply on a per kg basis and this rate varies, depending on the chosen service Users of this contract should liaise with the contractor in assuring that the most costeffective weight break has been nominated. All additional charges will be itemised separately on the Buyer s invoice. Discounts A 5% Bulk Mail Out Fee discount applies when at least 48 hours notice of approximate weight is given to the contractor. This discount applies to the Excess Weight Fee that would ordinarily apply. Large bulk mail outs - cannot be collected by Toll Priority within their normal pick up as they are often too large to fit within Toll s van. Agencies undertaking a large mail out can use a courier from the Metro Courier CUA (28109) to collect the mail out and deliver it to Toll Priority s mail room. Toll will then complete mail preparation and/ or delivery to member sites. Delivery Options and Timelines Services are offered with the following options: Perth Region Non-schools: Three times a day; Two times a day; Once a day; Once every alternate day; Once a week Perth Region Schools: Once a day during terms; Once every alternate day during terms; Once every alternate day during terms PLUS one service at the beginning and end of each set of holidays; Once a week during terms; Twice a week during terms. Regional Hubs: Twice a day; Once a day; Four times a week; Three times a week; Twice a week; Once a week; Once every alternate day Regional Towns: Once a day; Four times a week; Three times a week; Twice a week; Once a week; Once every alternate day For PO Box Collection / Mail Lodgement the options are the same for Perth Region Nonschools except that the Three times a day service is removed. For Perth Region Schools, the services are the same except that Once a day during terms is replaced by Once a day. Services can generally be offered on a morning or afternoon basis. Please contact the contractor to discuss any specific requirements. Exemption from using this CUA Government Procurement is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory CUA. 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 CUA. Exemption requests should be directed to either the Director, Strategic Sourcing or the Director, ICT Sourcing in the first instance. Requests for exemption may be received by posted letter or email but must be in writing and 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 Procurement Practice Guide appendix on Exemptions. Department of Finance Page 9
How do the May 2016 amendments to the State Supply Commission affect this CUA? The requirement for agencies to submit procurement plans, evaluation reports, contract management plans and variations to State Tenders Review Committee does not apply to this CUA. Agencies are not required to publish contract details on Tenders WA where the contract value is $50,000 or above or is varied by $50,000 or more. Complimentary Feedback and Complaints Resolution Government Procurement aims to continuously improve the services it provides to Customers and welcomes feedback on the level of satisfaction experienced under this contract or with the Contractor(s) performance. If you are dissatisfied with the goods and/or service provided by the Contractor or have any specific concerns, these should be discussed in the first instance directly with the Contractor. If the problem or issue is not resolved to your satisfaction, please log your complaints via Finance s online Feedback Management System. The online system provides for both complimentary feedback and complaint resolution considerations. Department of Finance Page 10
NEED MORE INFORMATION? Appendices Buyers Guide Document Transfer Services: CUA58810 Appendix 1: Steps to Buying, Changing and Cancelling a Service Appendix 2: Security and Insurance of Items Appendix 3: Accessing CUA Information Online Appendix 4: Perth Metropolitan Area Appendix 5: Regional Towns Serviced Forms and Tools Contractors Details Price Schedule Links to CUA information Government Contract Directory ebook Still need more information? Contact the Contract Manager Department of Finance Page 11
APPENDIX 1: STEPS TO BUYING, CHANGING AND CANCELLING A SERVICE Use the following guidelines to assist you in deciding which services best fit your needs: Select the Frequency of Service Required Every visit by the contractor to your site is considered a service. The standard services under this CUA include Member to Member Services, Mail Preparation, Member to Member plus Mail Preparation, PO Box Mail Collection and Mail Lodgement. As a guide to help you with your decision: A once a day service has the advantage of being half the price of a twice a day service and all customers should consider this in the first instance. However, if you elect for an afternoon service only, your member-to-member documents will not be delivered until the afternoon. This may not be an issue for many sites as it has become common practice that internal mail is often initially emailed or faxed with the hardcopy to follow this has, in many cases, removed the need for immediacy. If you elect for a morning service only, then all outgoing mail will be collected in the morning. A twice a day service has the advantage that your member-to-member documents will be delivered in the morning and again in the afternoon, with all outgoing mail collected for both services. Also consider an alternate day service, particularly if you do not have large quantities of mail. This is generally half the price of the daily service. Many customers have taken advantage of this opportunity to save money. For example, they email, fax or courier urgent items. Note that collection of outgoing mail and lodgement at Australia Post will then occur only on alternate days. In addition the most economical option, once a week, is available for users where time frames aren t critical. For users that require a very high timeliness standard, a three times a day service is also offered. Note that this is also the most expensive option. Select Your Weight Break This should be the maximum number of kilograms of outgoing mail for the vast majority of collections. All available weight break options are indicated in the Price Schedule, noting that the entry point weight break has been reduced to 5kg to accommodate smaller volume users. Remember to liaise with your contractor to establish the most cost-effective weight break. The Price Schedule indicates all applicable excess weight charges, per collection, when the nominated weight break is exceeded. In cases where you have a bulk mail out (eg a large one off mail out) a 5% discount applies to excess weight charges when Toll Priority are notified at least 48 hours in advance. Another option is to utilise an alternative transport-related service. For example, the Courier Services Metropolitan CUA 28109. Department of Finance Page 12
Separation of Mail Decide if you would like Toll Priority to separate your mail and complete an Australia Post Mailing Statement. There is an additional charge for this. If you wish to do this yourself, then you will need to present your mail at collection in two bundles: Member to member documents; and Postal articles accompanied by completed mailing statement. Please clearly identify and keep separate, where possible, urgent mail items (eg registered mail). Toll Priority will provide you with additional information in relation to how it prefers your outgoing mail to be presented. As is the case for all businesses, Australia Post requires Toll Priority to lodge all mail before 6pm for guaranteed next working day delivery within the metropolitan area. Hence if you require Toll Priority to separate your mail and complete your mailing statement, Toll Priority will need to nominate a time early in the afternoon (generally before 3pm) for your collection, such that it has sufficient time to return to its headquarters in Belmont, complete this service, and then lodge your mail with Australia Post before 6pm. You can still request collection after 3pm. However, it cannot guarantee that your mail will be lodged with Australia Post on the same day. Collection of Mail From Your PO Box Decide if you would like Toll Priority to collect mail from your PO Box and deliver it to your site at the same time as your member to member document delivery (Perth Region only). However, this service can alternatively be provided under the Courier Services - Metropolitan CUA 28109 and a price/service comparison is recommended. Change or Cancellation of Service After becoming a member of this CUA, if you want to change or cancel your service you can contact the Contractor to discuss. Fees for the month of the change will be calculated on a pro-rata basis, which can be discussed further with the Contractor. In the case of service cancellation, allow 14 days notice before the date that you wish the services to cease. Toll Priority will charge any outstanding fees after cancellation on a prorata basis. Department of Finance Page 13
APPENDIX 2: SECURITY AND INSURANCE OF ITEMS Care of Items and Insurance Buyers Guide Document Transfer Services: CUA58810 It is expected that Toll Priority will take reasonable care of all items collected from member sites and that they arrive at their destination in the same condition as they were collected. Toll Priority is certified to ISO 9001 and is required to maintain a policy of Public Liability Insurance to the value of $20,000,000 for any one occurrence. DTF are responsible for monitoring Toll Priority s compliance with this insurance requirement throughout the term of this CUA. Based on discussions with Riskcover, it is understood that no additional transit insurance is required for articles transferred through this service. However, customers are encouraged to make their own decisions regarding any additional insurance cover they may feel is necessary. Police Clearances Toll Priority is responsible for ensuring that Federal and State Police clearances are obtained and held current for all relevant personnel involved under this CUA. Department of Finance Page 14
APPENDIX 3: ACCESSING CUA INFORMATION ONLINE The options available to you to access CUA information including contracted prices, supplier details and order forms will depend on the procurement system used in your agency. Systems available to you could include Oracle or SAP. If you experience any difficulties locating CUA information, please call the Service Centre on 6551 2020 or 1800 22 5468 for regional buyers. Public Authorities with No Dedicated Procurement System If your agency has no dedicated online procurement system, access the CUA information via Contracts WA. APPENDIX 4: PERTH METROPOLITAN AREA Click here for map Department of Finance Page 15
APPENDIX 5: REGIONAL TOWNS SERVICED When sending mail from the Northwest through the Document Transfer Services CUA please ensure that the pre-printed consignment notes which identify Toll Priority as the delivery address are used. Where pre-printed consignment notes are not used or the delivery address is other than Toll Priority s mailroom, the mail will be treated as Air Freight and charged under the Freight CUA. REGIONAL AREA LIST REGIONAL HUBS SERVICED REGIONAL TOWNS SERVICED Albany Kununurra Albany Dalyellup Kellerberrin Ongerup Broome Manjimup Argyle Dampier Kirup Onslow Bunbury Merredin Augusta Dandaragan Kojonup Pannawonica Busselton Moora Australind Dardanup Kondinin Paraburdoo Carnarvon Narrogin Balingup Darkan Koorda Peel Derby Newman Badgingarra Denham Kukerin Pemberton Esperance Northam Beacon Denmark Kulin Perenjori Exmouth Paraburdoo Bencubbin Derby Kununurra Pingelly Geraldton Port Hedland Beverley Dongara Lake Grace Pinjarra Kalgoorlie Roebourne Bindoon Donnybrook Lake King Port Hedland Kambalda Tom Price Boddington Dowerin Lancelin Quairading Karratha Bolgart Dumbleyung Latham Ravensthorpe Katanning Boulder Dunsborough Laverton Roebourne Boyanup Dwellingup Leeman Shark Bay Boyup Brook Eaton Leinster South Hedland Bremer Bay Eneabba Leonora Southern Cross Bridgetown Esperance Manjimup Tambellup Department of Finance Page 16
Brookton Eucla Marble Bar Tammin Broome Broomehill Exmouth Margaret River Three Springs Fitzroy Crossing Meekatharra Tom Price Bruce Rock Frankland Menzies Toodyay Brunswick Geraldton Merredin Trayning Bunbury Gingin Mingenew Wagin Busselton Gnowangerup Moora Walpole Calingari Goomalling Morawa Waroona Capel Carnamah Grass Patch Greenhead Mount Barker Mount Magnet Wickepin Wickham Carnarvon Halls Creek Mukinbudin Williams Cervantes Harvey Mullewa Wiluna Christmas Island Hopetown Nannup Withers Collie Hyden Narembeen Wongan Hills Coolgardie Jerramungup Narrogin Wundowie Coorow Jurien Bay Newman Wyalkatchem Corrigin Kalbarri Norseman Wyndham Cranbrook Kalgoorlie Northam Yalgoo Cue Kambalda Northampton Yarloop Cunderdin Karratha Northcliffe York Dalwallinu Katanning Nungarin Department of Finance Page 17