How to buy

Updated: 27 Apr 2020

Print catalogues

The contracted supplier will provide catalogues of the products available for supply under the contract upon request at NSW government contracted prices. These are free of charge to customers on a reasonable request basis and will primarily be accessed through the contracted supplier’s website.

The information in the catalogues will be regularly updated by the contracted suppler through website updates, newsletters and other bulletins to ensure that eligible customers are kept up to date on changes to the range of products available.

Pricing

Prices for all products are free-in-store to customers within the supply regions defined for each supplier in the 'What's covered by this contract' section above.

Contract prices may change in accordance with the price variation conditions of the contract. Agreed changes in pricing will be communicated through a variety of channels including:

  • price-list updates delivered direct from suppliers to account customers
  • targeted communications
  • provision of data to designated buyers in large agencies
  • broadcast messages to registered buyers, approvers.

Competitive prices have been obtained through:

  • Aggregation of nearly $140 million per annum of food and related distribution purchases across government agencies to establish NSW government as an attractive customer for the category suppliers.
  • Gaining recognition by suppliers of demand patterns and ordering frequency for major items and thereby enabling them to gain inventory efficiencies that are passed on.
  • Selection of sensible fixed price periods reflective of market volatility.
  • Variation of price through clear, publicly available agreed market indices.
  • Establishment of a wide range of clearly defined discounting options for method of delivery efficiencies.
  • Management of competitive tension amongst suppliers in the categories.
  • Benchmarking of performance and prices using publically available information.

Each contracted item has a specific and agreed index which enables price variation to be performed in a fair and efficient manner that is reflective of market trends. This monitoring of pricing is maintained by HealthShare NSW in its role of contract management.

Unless otherwise specified, the contract prices listed on the eCatalogues do not include discounts. The buyers should consider discounts and additional price benefits when selecting a contracted supplier.

For further information please contact the NSW Procurement Service Centre.

Contract orders

Registered NSW Government contract users can order goods and services directly from the supplier. By placing an order, an eligible customer is entering into a contract with the supplier and, as a minimum, the following information should be included in the official order:

  • Contract number and name: Food Services contract 801.
  • Name and address of supplier: refer above for approved category suppliers.
  • Customer name and customer’s order number.
  • Date of order and date of delivery item, product code, contract price and quantity.

Delivery

Standard deliveries

Deliveries should be available, except where exclusions have been contracted, 5 days a week including public holidays for metropolitan areas and a minimum 2days per week outside metropolitan areas.

Specific days shall be negotiated with, and agreed to, by the eligible customer.

Specific delivery times shall be within the operating hours of the customer’s facility and negotiated with, and agreed to, by the customer.

For standard deliveries from the date of receipt of order, standard deliveries will be received:

  • metropolitan - no later than 24 hours
  • regional - no later than 48 hours unless previously agreed.

Emergency deliveries

Unless otherwise specified by the supplier, emergency deliveries from the time of receipt of order will take place:

  • metropolitan: within 6 hours
  • regional: within 24 hours, depending on location.

Replacement deliveries

In the event of goods being rejected, supply will be:

  • metropolitan: within 4 hours
  • regional: 24 hours, depending on location.

Delivery conditions

  • All products shall be transported in vehicles that are currently licensed by Safe Food NSW or another applicable, regulatory authority.
  • Delivery of frozen products must be coordinated with the customer.
  • All frozen food shall be transported and delivered at the correct temperature so that it remains frozen at all times.
  • All chilled and frozen foods shall be transported in vehicles that have a temperature gauge that may be checked and recorded by customers at each delivery.
  • The delivery staff shall be dressed appropriately and conduct themselves in a professional manner.
  • Suppliers are to note that assistance for off-loading goods may not be available at the delivery point.
  • Suppliers are also to note that deliveries to some buildings may require special access and it will be the responsibility of the supplier to determine this prior to delivery.
  • Goods are never to be left unattended at the receiving area unless other arrangements are agreed between the eligible customer and the supplier.

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.

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.