C201 Office Supplies Contract

What's covered

The contract covers stationery, general office supplies, furniture accessories, promotional items, team room and other consumables.

Services to be provided under the contract include the following and any other services within the scope as requested by the customers:

• account management
• customer support services and help desk
• training and education
• marketing and communications
• sourcing of required product
• product rationalisation and substitution
• logistics, warehousing and distribution
• contractor paid yearly audit of the prices and compliance to contract terms and conditions
• managing transitional arrangements
• invoicing
• self-promotion on catalogues.buy.nsw and individual NSW Government agency catalogues.

What's not covered

The products below are excluded from this contract. They are covered by other whole-of-government and client-specific arrangements:

• telecommunications equipment (such as mobile phone handsets)
• computer hardware and software (such as PCs, notebooks and software licence)
• major office machines and equipment (such as printers, photocopiers and multi-function printers and multimedia devices)
• printing services
• general office furniture and accessories
• school classroom furniture
• janitorial and cleaning products
• kitchen and canteen products
• kitchen appliance and whitegoods
• screens panels and monitors
• interactive whiteboards
• projectors
• audiovisual equipment
• products for sound systems
• cameras (still, video, conferencing and CCTV)
• camera accessories.

What you need to know

Price basis

Free-into-store (FIS): Price includes ex-works price plus delivery, distribution and commissioning of the product to customer location.

Environmentally friendly products

catalogues.buy.nsw and supplier online catalogues identify products with environmental labels and certifications. For example, sourced from certified diverse suppliers like small and medium enterprises (SME), Indigenous businesses (IB) or Australian disability enterprises (ADE).

Temporary or periodical special offers

Suppliers may offer temporary or periodical special offers.

Product substitution

Suppliers must get customer agreement before substituting products.

Only products matching the specification of the product ordered or higher should be offered as a substitute.

The product provided must be invoiced at the same or better price.

Why use this contract

Key benefits

• value for money offering for government agencies in managing their office supply requirements
• continuous competition during the panel period
• appropriateness and extensiveness of product range
• social benefits via direct engagement of SMEs, Indigenous suppliers and disability enterprises
• heavy emphasis on sustainability factors.

Savings opportunities

Buyers can make further savings by:

• seek price reductions and discounts through a request for quote (RFQ) with panel suppliers (contract prices are ceiling prices)
• negotiating a preferred supplier agreement
• paying with purchasing cards (PCard).

Refer to individual supplier details for further information.

Who to contact

For more information or advice, you can contact edconnect.procurementsupport@det.nsw.edu.au

Placing an order

1. Log on to Supplier Hub. If you don't have access to the supplier portal, contact the supplier.
2. Use the 'Search Products' box to find the products you wish to order.
3. Click on the product to review the specs in more detail.
4. Select quantity and add to cart.
5. Follow the shopping cart check out process.

Payment of invoices

Customers can either pay by pCard or on account when they check out of the Supplier portal website or can pay via invoice.

The supplier can establish accounts with various agreed invoicing solutions.

Delivery

Catalogue products will be delivered free-into-store. Orders under $100 (excluding GST) will be charged $9.95 (including GST) for delivery. Metropolitan deliveries will be made the next business day and delivered by a supplier driver or courier service. A signature is required upon delivery.

A 2-day delivery period may apply to regional and 5-days delivery period may apply to rural areas for catalogue products.

If you have any questions, please contact Customer Relations.

Return policy

If you wish to return an item because you have changed your mind about your purchase, the supplier will offer you a credit or refund provided that:

• you return the item within 14 days of purchase
• you include a copy of your original the supplier invoice when you return the item
• the item is in re-saleable condition.

All product return/warranty related queries will be managed by the supplier and the supplier Customer Relations team. More information about our policy can be found on the supplier website.

Help desk

For assistance with any product, price, delivery, or invoicing, please contact the supplier Customer Relations.

Approved suppliers

Blackwoods (ABN 43 000 010 300)

Complete Office Supplies Pty Ltd (COS) (ABN 92 001 634 715)

Kulbardi (ABN 39 166 659 525)

Maxim Office Group Pty Ltd (ABN 80 634 406 769)

Officeworks Ltd (ABN 36 004 763 526)

Winc Australia Pty Ltd (ABN  94 000 728 398)

Who's eligible to buy

This contract is a mandatory, whole-of-government agreement.

All NSW Government agencies are eligible

This means that all NSW Government agencies are eligible to use – and must use – this contract when buying office supplies.

Non-agency buyers may also be eligible

You don’t have to be an NSW Government agency to buy under NSW Government contracts, panels and contracts.

But you do have to apply to become an eligible non-agency buyer. Once approved, you'll get an authorised buyer identification number (NSWBuy number). Use this number to buy through NSW Government schemes and contracts.

Preferred supplier agreement (PSA)

Buyers may, through any process they decide, enter a preferred supplier agreement with one or more suppliers on the panel.

Pricing

Supplier catalogues and pricing information is available on catalogues.buy.nsw, where participating agencies can buy online at the negotiated contract prices. Find out if your agency is enabled and log in.

Non-participating agencies can get pricing information from:

• the supplier (view contact details in 'list of suppliers')
• the contract owner.

Contract prices may change in accordance with the price variation conditions of the contract.

Ordering

Agency buyers should refer to PBD-2021-04-Approved procurement arrangements for instructions on how to engage with suppliers.

For NSW Government and its nominee purchasers, only written and electronic online orders will be acceptable. Phone or verbal order will not be accepted by suppliers.

Also refer individual supplier details for variations, if any.

Invoicing

The customer must pay each correctly rendered invoice of supplier within 30 days after receipt of the invoice.

Delivery

The delivery timeframe is 24 hours in metropolitan areas, 48 hours in regional areas and 5-days in rural and remote areas for catalogue products unless agreed with eligible customers.

Government taxes and charges

All taxes, duties and charges imposed or levied in Australia or overseas in connection with the performance of this agreement will be borne by the supplier.

Nominee purchasing

Nominee purchasing (also called third-party purchasing) refers to when a supplier buys goods or services from a third-party supplier to fulfil their contractual obligations to NSW Government.

Read more about nominee purchasing.

How to manage complaints and disputes

If a complaint or dispute occurs, both the buyer and the supplier must first seek resolution at the agency level.

You can view general information that may help you prepare for and manage complaints and disputes:

• complaint management for buyers and supplier relationship management
• complaint management for suppliers and supplier obligations.