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.
Office Supplies Contract
- Mandatory
| Date: | 9 Sep 2019 - 8 Sep 2024 | |
|---|---|---|
| Updated: | 11 Oct 2023 | |
| Managed: | Department of Education | Contact owner |
| Type: | Whole of government | |
| Contract Number: | 101 |
Scope
The contract covers stationery, general office supplies, furniture accessories, promotional items, tea room and other consumables.
What's covered
- arts and craft paper and cards
- adhesives
- arts books
- drawing equipment
- food dyes
- paints
- needle-craft sewing and textiles
- corrugated board
- craft and crepe paper
- dictionaries and maps
The Department of Education has a separate contract for Art Supplies and Educational Supplies and their requirements are not included in this arrangement.
- A4, A3 and A5 paper
- white, coloured and tinted
- first aid, creams, liquids and medicines
- items for special needs students (for example, nappies)
- sanitary requirements
- safety and protective wear
- gloves
- footwear
- goggles
- masks
- razor
- toothed forceps
- sterile scissors
- sterile plain forceps
- thermometer cover
- penlight torch
- sterile swab
- disposable moistened cloths for patient care
- disposable cap
- waterless shampoo
- kidney dishes
- gallipots
- emesis bag
- tongue depressors
Non-bulk everyday minor furniture accessories such as:
- chair mats
- screens
- coat stands
- key cabinets
- safes
- small whiteboards
- trolleys
- tote trolleys
- stationery
- document filing and presentation
- writing implements
- labelling
- mailroom supplies
- calendars
- diaries
- planners
- desk and office accessories
- other office consumables
- packaging and mailing
- minor hardware
- products such as mugs, t-shirts, pens that may be used for promotional purposes
- hard drives
- USBs
- recordable media
- portable radio
- clock radio
- headset
- headphones
- earphones and earbuds
- binoculars
- toner cartridges
- ink cartridges
- printer ribbons
- fax cartridges
- calculator ink rolls
- tea
- coffee
- sugar
- artificial sweetener
- biscuits
- bottled water
- milk
- stirrers
- disposable cups for hot beverage.
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
- 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.
Free-to-desktop (FTD): Price includes ex-works price, delivery, distribution and commissioning of products on a single order to multiple desktops or locations within the premises of the customer.
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).
Suppliers must provide evidence of sustainability claims through relevant certifications or endorsements. For example:
- Forest Stewardship Council (FSC)
- National Carbon Offset Standard (NCOS)
- AFS Chain of Custody Certification
- Good Environmental Choice Australia (GECA).
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
Approved suppliers
Placing an order
- Log on to COSnet. If you do not have access to COSnet, please contact the supplier.
- Use the 'Search Products' box to find the products you wish to order.
- Click on the product to review the specs in more detail.
- Select quantity and add to cart.
- Follow the shopping cart check out process.
Payment of invoices
Customers can either pay online when they check out of the COSnet website or can pay via invoice.
COS can establish accounts with various agreed invoicing solutions.
Delivery
Catalogue products will be delivered free-into-store the next business day for metropolitan deliveries. Most metro deliveries will be delivered by a COS driver and the receiver will be asked to sign for the delivery.
A 2-day delivery period may apply to regional and 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, COS 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 COS invoice when you return the item
- the item is in re-saleable condition.
All product return/warranty related queries will be managed by COS and the COS Customer Relations team. More information about our policy can be found on the COSnet website.
Help desk
For assistance with any product, price, delivery, or invoicing, please contact COS Customer Relations.
Delivery
Catalogue products will generally be delivered free-into-store the next business day for metropolitan deliveries. Most metro deliveries will be delivered by a contracted courier service and the receiver will be asked to sign for the delivery.
A 2+ day delivery period may apply to regional and rural areas for catalogue products.
If you have any question, please contact customer support.
Return policy
If you purchase a product that is faulty, damaged or not fit for its intended purpose, we can provide you with an exchange, credit or refund.
To make a return, simply:
- ensure the product is in its original packaging
- retain your original receipt or invoice
- contact us within 14 days of delivery to advise of the problem. We'll organise a pickup and discuss your request for an exchange, refund or credit.
Help desk
For assistance with any product, price, delivery, or invoicing, please contact our customer support team.
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 a 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'), or
- the contract owner (click 'contract owner' above).
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 regions and 48 hours in non-metropolitan regions unless agreed with eligible customers.
Government taxes and charges
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: