Card Fuel and Associated Products Contract

  • Mandatory
Updated: 26 May 2020
Date:
1 Jan 2016 - 31 Dec 2020
Contract Number:
370
Type:
Whole of government
Managed:
NSW Procurement
Fuel cards can be used to buy petrol, diesel, LPG, biodiesel and car wash.

Range of products and services

The following products are available under contract 370 via card purchases:

  • ethanol blended fuel
  • unleaded petrol
  • premium unleaded petrol
  • automotive diesel fuel
  • automotive liquefied petroleum gas (LPG)
  • biodiesel
  • ad-blue
  • car wash.

Any other fuel product that may be available over the term of the proposed agreement.

In addition, it is possible to purchase other non-contract products on fuel cards, including lubricants, car wash and auto care. Upon setup of the card, the option to allow these products to be purchased on the card must be checked. Alternatively, the allowed products may be altered by contacting the relevant supplier.

Supplier

Card fuels offered

BP Australia

  • unleaded petrol
  • premium unleaded petrol
  • automotive diesel fuel
  • automotive liquefied petroleum gas
  • biodiesel
  • car wash

Caltex Australia Petroleum Pty Ltd

  • unleaded petrol
  • premium unleaded petrol
  • automotive diesel fuel
  • automotive liquefied petroleum gas
  • biodiesel
  • car wash

Viva Energy (via Shell Card)

  • unleaded petrol
  • premium unleaded petrol
  • automotive diesel fuel
  • automotive liquefied petroleum gas
  • biodiesel
  • car wash

Key contract features

The benefits of the fuel contract are many and include the following:

  1. Very competitive contract prices are available all year round.
  2. Better value - improved commercial arrangements including greater discounts at point-of-sale, volume discounts and early payment benefits.
  3. Key feature of choice between discount off the pump price or wholesale price, whichever is better.
  4. Continued ample coverage state-wide for supply of fuel.
  5. Opportunity for further savings through:
    • Implementing the preferred option of direct debit payment from early 2016 onwards. This can improve efficiency and take advantage of discounts fuel companies offer for early payment.
    • Active category management with agency fleet managers to direct buyers to best price per fuel type, per supplier.
  6. Credit in the form of payment terms of up to 21 days from the end of the month of purchase is available. Contract prices are verified to ensure that prices charged by suppliers are correct.
  7. Fuel transaction data is available in a number of formats, free of charge, to import into fleet and/or finance systems.

Complaints and disputes

If case of a dispute, both the buyer and the supplier must use their best efforts to resolve it.

The buyer should speak to the supplier's customer service representative first. If they can't solve the matter together, the buyer should then contact NSW Procurement.

If the dispute cannot be resolved by mutual agreement of both parties in consultation with NSW Procurement, it will be referred for expert determination. This more formal process will need a higher level of detailed documentation, correspondence and records.

Eligibility to use contract

Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.

How to register as an eligible buyer

To register as a new customer please complete the online registration form.

Once approved, you will be advised of your authorised buyer identification number and you are then eligible to use the NSW Government contracts. Please be aware this registration process may take approximately eight weeks.

Please email nswbuy@treasury.nsw.gov.au if you have any problems completing your application form or if you wish to check your registration status.

Approved suppliers

Contact person

Oliver Knight
Sales Manager B2B Fuels
Phone: 02 8710 1908 / 0499 986 839
Email: oliver.knight@bp.com
Fax: 02 9795 4621
Address: 132 McCredie Rd, Guildford. NSW 2166
Website: http://www.bp.com.au/

Products

Unleaded petrol, premium unleaded petrol, automotive diesel fuel, automotive liquefied petroleum gas (LPG), biodiesel, car wash and any other fuel product that may be available over the term of the proposed agreement. Details of the 370 sites across NSW, ACT and Queensland where the discount applies can be found on the FUELnet website under Schedule 3 of BP’s conditions of contract.

Site locator

BP also has a site locator. The address is shown on the FUELnet website.

Card pricing

All BP card transactions for motor fuel products and LPG will be charged at the weekly escalator price (fixed from Monday to Sunday) or the pump price less applicable discount, whichever is the lower price at point of sale. A discount off pump price inclusive of GST applies to all transactions made in NSW (including ACT) and Queensland. These discounts will also apply to transactions made by eligible customers travelling in Victoria, Tasmania and Northern Territory.

Additional site specific rebates off ULP, E10 and diesel

An additional site specific rebate applies to fuel purchases of ULP, E10 and diesel in the following NSW (including ACT) and Queensland locations:

  • NSW: Goulburn, Orange, Wagga Wagga, Tamworth, Dubbo, Lismore, Bega, Port Macquarie, Cooma, Coffs Harbour, Grafton, Bathurst
  • Queensland: Toowoomba, Rockhampton, Warwick, Emerald, Gympie, Mackay, Garbutt, Bundaberg, Cairns, Mackay West, Maryborough, Gladstone.

Car wash pricing option

A 50% discount off car wash will apply at BP Super WashSites. A list of BP Super Wash Sites can be found on the FUELnet website under Schedule 3 of BP’s Conditions of Contract.

Transaction fees

BP does not apply a transaction fee.

Payment terms

Direct debit is available and preferred.

Details of payment terms including optional early settlement discounts available for payments made on direct debit are set out in schedule 3 of BP’s conditions of contract, which are available on the FUELnet website.

Billing cycles

The contractor’s billing cycles are as follows for each month:

  • 1st - 10th
  • 11th - 17th
  • 18th - 24th
  • 25th - 31st

Customers can nominate to receive automatic transaction (fuel transaction data) FTD weekly, fortnightly or monthly.

  • If weekly is selected, 4 files each month will be sent covering each of the 4 billing periods.
  • If fortnightly is selected, a file will be sent on the following business day after the 17th and 31st day of each month.
  • If monthly is selected, one file will be sent the following business day after the last day of each month detailing transactions from the 1st to the end of the month.

FTD will be automatically emailed to the customer’s nominated representative in a Microsoft Excel 2003 CSV format.

Contact person

Thomas Demos
Business Manager - Corporate Star Card
2 Market Street Sydney.
NSW 2000.
Phone: 02 9250 5000/ 0423 888 815
Fax: 02 9250 5915
Email: tdemos@caltex.com.au
Website: Caltex Australia Petroleum Pty Ltd

Other contact details

Department contact

StarCard On-line

Caltex On-Line Business Centre
Caltex StarCard On-Line www.caltex.com.au

Products

Unleaded petrol, premium unleaded petrol, automotive diesel fuel, automotive liquefied petroleum gas (LPG), biodiesel, car wash and any other fuel product that may be available over the term of the proposed agreement.

Site locator

Caltex has a site locator. The address is shown on the FUELnet website.

Card pricing

All Caltex’s card transactions for motor fuel products excluding LPG will be charged at the Caltex Reference Price (CRP) less the applicable discount (inclusive of GST), or the pump price less the applicable discount, whichever is the lower price at point of sale. A discount off pump price inclusive of GST applies to all transactions made in NSW, ACT and Queensland. These discounts will also apply to transactions made by eligible customers travelling in Victoria, Tasmania, South Australia, Western Australia and Northern Territory.

Car wash pricing option

Where a car wash facility is available at a Caltex branded retail site and the Caltex StarCard has been enabled by the customer to accept the car wash facility, a 10% discount will apply to the advertised car wash price set by the retail site.

Payment terms

Details of payment terms including optional early settlement discounts available for payments made on direct debit are set out in schedule 3 of Caltex’s conditions of contract, which are available on the FUELnet website.

Billing cycles

Direct debit is available and preferred.

Payment terms: 14 days off invoice (weekly billing cycle)

An invoice will be forwarded on the 8th day of the month billing for all transactions made within the first 7 days of the month. Payment for this term needs to be made 14 days after. Transactions made from the 8-14th day will be invoiced on the 15th day of the month and payment will be required 14 days thereafter.

Payment terms: 7 days off invoice (weekly billing cycle).

An invoice will be forwarded on the 8th day of the month billing for all transactions made within the first 7 days of the month. Payment for this term needs to be made 7 days after.

Payment terms: 14 days off invoice (fortnightly billing cycle)

An invoice will be forwarded on the 15th day of the month billing for all transactions made within the first 14 days of the month. Payment for this term needs to be made 14 days after. Transactions made from the 15-30(31) day will likewise be invoiced on the 1st day of the following month and payment will need to be made on the 14th day of that month.

Payment terms: 7 days off invoice (fortnightly billing cycle)

An invoice will be forwarded on the 15th day of the month billing for all transactions made within the first 14 days of the month. Payment for this term needs to be made 7 days after. Transactions made from the 15-30(31) day will likewise be invoiced on the 1st day of the following month and payment will need to be made on the 7th day of that month.

Contact person

Bryce Richardson
Phone: 03 8823 4849
Email: bryce.richardson@vivaenergy.com.au
Address: GPO Box 872, Melbourne, Victoria, 3001
Website: VivaEnergy

Vin Camilleri
Phone: 0428 048 450
Email: vin.camilleri@vivaenergy.com.au
Address: GPO Box 872, Melbourne, Victoria, 3001
Website: VivaEnergy

Products

Unleaded petrol, premium unleaded petrol, automotive diesel fuel, automotive liquefied petroleum gas (LPG), biodiesel, car wash and any other fuel product that may be available over the term of the proposed agreement.

Site locator

VivaEnergy has a site locator. The address is shown on the FUELnet website.

Car wash

Car wash facilities are available at a selected number of sites within the Viva Energy retail network, however, whilst Shell cards can be used for these transactions, Shell card discounts do not apply for these services.

Card pricing

All Shell card transactions will be charged at either the posted price or the pump price, less any applicable discounts, whichever is the cheaper at the time of transaction.

A discount off the pump price or the posted price applies to all transactions made in NSW, ACT and Queensland. These discounts will also apply to transactions made by eligible customers travelling in Victoria, Tasmania, South Australia, Western Australia and the Northern Territory. The applicable discounts are fixed for the term of the agreement.

Note: no compare pricing applies to LPG purchases. Off pump discount only will apply.

An additional site specific rebate applies to fuel purchases of unleaded petrol (ULP), E10 and diesel in NSW, ACT and Queensland in the following locations:

  • NSW/ACT – Goulburn, Eastern Creek, Dubbo, Wagga Wagga, Port Macquarie, Orange, Tamworth
  • QLD – Toowoomba, Bundaberg, Caboolture, Warwick.

Payment terms

  • Direct debit is available and preferred.
  • Standard payment terms: 21 days from the end of the month in which the correctly rendered invoice is dated.
  • Optional early payment terms include 7 days weekly billing period and 14 days fortnightly billing period.
  • Payment from receipt of statement by customers/specified customers: seven days EOM, 14 days EOM.

Billing cycles

  • Weekly invoicing, with 7 days to pay from invoice date.
  • Fortnightly invoicing, with 14 days to pay from invoice date.
  • Monthly invoicing, with 21 days to pay from invoice date.

Transaction fees

VivaEnergy does not charge a transaction fee.

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Online catalogues

Card fuel users can access pricing,  reporting and other benefits such as early payment discounts on FUELnet.

To get access to FUELnet, please contact the NSW Procurement Service Centre.

Invoicing

Standard payment terms with all suppliers on contract are 21 days from the end of the month. Discounts for early payment within 7 and 14 days are available. For details, refer to the FUELnet website.

Third party purchasing

Clause 6 of the Public Works and Procurement Regulation 2019 allows the NSW Procurement Board to provide access to suppliers of public sector bodies to state contracts standing offer agreements for the provision of goods and services. These suppliers are known as Nominee Purchasers. The public sector bodies making the nominations are known as Nominating Agencies.

'Nominee Purchaser' means a supplier to a public sector agency, nominated by the public sector agency to be authorised to place Orders under Standing Offer Agreements for works done as such a supplier and registered by NSW Procurement.

Access of nominee purchasers to NSW Government contracts standing offer agreements:

  • is limited to standing offer agreements relevant to the contract between the nominating agency and the nominee purchaser, and which are specifically listed in the nominee purchaser’s registration and
  • is for a fixed period of registration, usually ending on the completion of the term of the contract between the nominating agency and the nominee purchaser.

A nominee purchaser must not purchase goods or services under a NSW Government contract standing offer agreement, unless they are related to its obligations under a contract with a public sector agency and are used during the term of such a contract or included or incorporated in works, goods or services to be provided to the public sector bodies.

Frequently asked questions

Who is contracted to supply fuel purchases using fuel cards?

Caltex, VivaEnergy and BP are the suppliers for purchases made using fuel cards. They provide all petrol, diesel and LPG and 10% ethanol blended fuel (E10) products where available.

How much are card fees in the contract?

Under the previous supply arrangement card fees were absorbed into the contract price of fuel. In the new card fuel contract fees are transparent. A transaction fee of $0.22 inclusive of GST will apply on all Caltex transactions. BP and VivaEnergy do not apply a transaction fee.

What are the payment terms of the new contract?

For information regarding individual suppliers’ payment terms please refer to the supplier notes. It is the intention that agencies will move to direct debiting as soon as possible.  All new non-government accounts will be required to pay by direct debit. Direct debit is a method of paying accounts automatically. The customer authorises the supplier to receive payment automatically on the due date for payment through the transfer of funds from the customer’s bank account to the supplier’s bank account. There are no additional costs in this process, but it does ensure that accounts are paid automatically by the due date and that administration costs are kept to a minimum.

To provide authorisation, completed direct debit forms are available from the supplier and can be faxed, mailed or emailed to the supplier concerned. However, the original application must still be mailed, as banks will not accept faxed or photocopied signatures.

What are the customer’s obligations and rights?

The fuel contract contains comprehensive conditions of contract. Customers as well as suppliers have commercial obligations to which they must adhere. Details of these obligations can be found in the conditions of contract posted on the FUELnet website.

Registration of customers

Products may only be supplied in the terms of this contract to those customer organisations which are registered with NSW Procurement as authorised users of state contracts. Should your organisation be unsure as to whether it is eligible to use state contracts or if you are unsure of your organisation’s eligible customer number, please contact the NSW Procurement Service Centre for assistance.

Vehicles eligible to use the fuel contract

Privately registered vehicles are NOT eligible to be fueled under the fuel contract. Only vehicles registered in the name of the authorised customer organisation are eligible.

Quantities or prices in dispute

Customers must pay the full amounts shown on invoices and statements rendered by suppliers, subject only to the deduction of any items in dispute which shall be notified by the customer to the supplier in writing.

Lost or stolen cards

Customers must immediately report to the relevant suppliers details of any cards which are lost or stolen so they can be hot listed to prevent any further use. Customers are liable for all purchases made on such cards up to the time they are reported as lost or stolen.

Fuel card usage

Customers can purchase fuel in NSW on oil company supplied fuel cards from any service station which accepts the oil company card across NSW. Most branded service stations will accept the fuel cards issued by their supplying oil company. A Caltex card can only be used at a Caltex service station, whilst a Shell E10 card may be used at Coles Express in addition to Shell outlets. The only exception to this is where an independently branded service station advertises that they also accept Caltex fuel cards.

Australia-wide purchases using the fuel contract

Purchases can be made throughout Australia using fuel cards issued under the NSW State Government contract at the contract prices.

How does a customer establish a new fuel card account?

  1. Ensure that the organisation is registered with NSW Procurement as a customer. If you are unsure about this, please contact the NSW Procurement Service Centre.
  2. Determine which supplier the organisation would like to receive fuel cards for.
  3. The card fuel application forms are available to download from the FUELnet website. You will need your NSWBuy identification number and the number of vehicles which cards will be ordered for.
  4. Complete the forms and direct them back to the supplier, whose details will be located on the application forms. Note that privately registered vehicles are not eligible for fuel cards under the contract.

The main types of fuel cards which are available are:

  • Vehicle card: the registration of the vehicle is embossed on the card.
  • Personal card: the name of the driver is embossed on the card.

While other types of cards are available, it should be noted that they have lower levels of security. It is possible to have only the organisation’s name embossed on a card, although it is recommended that a personal identification number (PIN) is used with these cards. Additionally, each card may have limitations imposed, such as volume, dollar value or product limitations.

How can a customer cancel a fuel card?

Fuel cards that are no longer required must be cancelled and destroyed in accordance with individual departmental guidelines. Customers will be held liable for all purchases made on unwanted valid fuel cards which have not been cancelled and destroyed. To cancel a fuel card contact the supplier's customer service centre.

Are any additional charges involved in cancelling or hot listing a fuel card?

The hot listing of a lost or stolen card, together with the cancellation of a card, is free of charge. In the case of cancelled cards, it is the responsibility of the customer to destroy the card.

What are the elements that make up the fuel prices on invoices?

Fuel prices are made up of a number of separate pricing elements. These include:

  • the weekly reference or list price
  • freight differential where applicable (see section 3.8 for details)
  • federal excise.

Do NSW Government customers pay federal excise?

Yes. Federal excise is payable on all major petroleum products including unleaded petrol, and diesel and is payable by all classes of customers including NSW Government customers. Federal excise is included in the prices invoiced by all suppliers. Excise paid on diesel consumed in certain offroad uses and in certain specific industries can be claimed back from the Commonwealth Government via the Australian Tax Office. Refer to the ATO website for more details.

If you use fuel in eligible activities, you may claim a rebate by completing and lodging a registration and initial application form with the Australian Tax Office. You can obtain a form by ringing the Diesel Fuel Infoline on 1300 657 162.

Alternatively, you can obtain these forms from the ATO website. The ATO will send you ‘claim for rebate’ forms to make further claims.

What are freight differentials and where do they apply?

Freight differentials are costs added to the prices of petroleum products to reflect the freight cost of delivering those products. Freight differentials can be viewed by accessing the FUELnet website.

What Treasurer’s directions apply to government fuel purchases?

There are Treasurer’s directions which are relevant to expenditure and payment for vehicle petroleum supplies:

  • payment of claims for into-vehicle petroleum supplies (TD89/2)
  • use of petro-credit cards for rented vehicles (TD86/4)

View the Treasurer’s directions.

Where can I access fuel contract rates and how?

The contract rates are available on FUELnet, a website established by the NSW Government specifically to cater to the needs of fuel customers. Customers need to obtain a login and password to access FUELnet. Please contact the NSW Procurement Service Centre if you need access to FUELnet.