Office Supplies Contract

  • Mandatory
Updated: 9 Sep 2019
Date:
9 Sep 2019 - 8 Sep 2022
Contract Number:
101
Type:
Whole of government
Managed:
Department of Education
The contract covers stationery, general office supplies, furniture accessories, promotional items, tea room and other consumables.

Range of products and services

Products

This contract covers stationery and other office consumables:

  • art and educational supplies: 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 (note the Department of Education has a separate contract for Art Supplies and Educational Supplies and their requirements are not included in this arrangement)
  • copy paper: A4, A3 and A5 paper, white, coloured and tinted
  • first aid, medical and personal products: first aid, creams, liquids and medicines, items for special needs students (eg 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
  • furniture accessories: non-bulk everyday minor furniture accessories such as chair mats, screens, coat stands, key cabinets, safes, small whiteboards, trolleys, tote trolleys
  • general office supplies: stationery, document filing and presentation, writing implements, labelling, mailroom supplies, calendars, diaries, planners, desk and office accessories, and other office consumables
  • packaging and hardware (everyday non-bulk): packaging and mailing, minor hardware
  • promotional and customised products (everyday non-bulk): products such as mugs, t-shirts, pens that may be used for promotional purposes by NSW Government agencies
  • technology and communication devices: hard drives, USBs, recordable media, portable radio, clock radio, headset, headphones, earphones/buds, binoculars
  • toners and inkjet cartridges: toner cartridges, ink cartridges, printer ribbons, fax cartridges, calculator ink rolls
  • team room consumables: tea, coffee, sugar, artificial sweetener, biscuits, bottled water, milk, wooden or plastic stirrers, disposable cups for hot beverage.

Products not in scope

The below are excluded from this arrangement as 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 printer 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.

Services

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 eCatalogue and individual NSW Government agency catalogues

Key contract features

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.

Minimum order: There are no minimum order value and quantity conditions on this contract.

Environmentally friendly products (EFP)

eCatalogue and supplier online catalogues identify products with environmental labels/ecolabels and certifications, eg sourced from certified diverse suppliers like small and medium enterprises (SME), indigenous businesses (IB) or Australian disability enterprises (ADE).

Suppliers are required to provide evidence of claims of sustainability through relevant documentation/certification and/or endorsement that their sustainable products meet relevant environmental criteria and standards as claimed but not limited to the following: Forest Stewardship Council (FSC), National Carbon Offset Standard (NCOS); AFS Chain of Custody Certification, Good Environmental Choice Australia (GECA) etc.

Temporary or periodical special offers

Suppliers may offer temporary or periodical special offers.

Product substitution

Suppliers may not substitute products in place of those ordered, without first obtaining customer’s agreement.

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 price or a better price as that of the product originally ordered.

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 small and medium-sized enterprises, indigenous suppliers and disability enterprise
  • heavy emphasis on sustainability factors.

Agency savings opportunity

Further savings opportunities are available for agencies through the following:

  • Contract prices are ceiling prices. Opportunities are available for agencies to seek further price reductions/discounts by undertaking a request for quotation process with panel suppliers.
  • A wide range of additional discounts/rebates are available upon negotiation of an agency Preferred Supplier Agreement (PSA).
  • Use of purchasing cards (P-cards) for payment.

Refer to individual supplier details for further information.

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 (NSWBuy number). You will then eligible to use the NSW Government contracts. This process may take up to 8 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

ABN

92 001 634 715

Trading as

COS

Contact details

Website: COS
Address: Site address: 25 Nyrang Street, Lidcombe NSW 2141
Postal address: PO Box 7179 Silverwater BC NSW 2128
Customer relation: 1300 88 22 44
Email: customerservice@cos.net.au or contractmanagement@cos.net.au
Fax: 02 8832 6311

Caterina Johnson
Phone: 0401 647 231
Email: caterinaj@cos.net.au

Dharshika
Phone: 02 8832 6410
Email: dharshikag@cos.net.au

Todd Percy
Phone: 0414 677 322
Email: toddp@cos.net.au

Placing an order

  1. Log on to COSnet. If you do not have access to COSnet please contact Caterina Johnson.
  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.

More information can be found on COS Support.

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. Invoicing solutions may include consolidated monthly invoice, invoice with good etc based on your requirements. Please contact Caterina Johnson (contact details stated above).

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 (contact details above).

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:

ABN

77 613 343 883

Trading as

Cultural Choice

Contact details

Website: Cultural Choice
Address: Site address: Shop 1 Level 1, 172-176 The Entrance Road Erina NSW 2250
Postal address: PO Box 342, Avoca Beach, NSW 2251
Phone:  1300 784 214
Email: customersupport@culturalchoice.com.au

Ken Hind
Phone: 0434 155 797
Email: ken.h@culturalchoice.com.au

Mark Watson and Jodie Watson
Phone: 0419 147 445
Email: directors@culturalchoice.com.au

ABN

32 087 735 966

Trading as

Kookaburra Educational Resources

Contact details

Website: Kookaburra Educational Resources
Address: 5 Steel River Boulevard, Mayfield West, NSW, 2304
Phone: 1300 766 997
Email: support@kookaburra.com.au

Justin Bielefeld
Email: justin@kookaburra.com.au

Steve Hilliar
steve.hilliar@kookaburra.com.au

ABN

94 000 728 398

Trading as

Winc

Contact details

Website: Winc Australia Pty Ltd
Address: Site address: 163 O’Riordan Street, Mascot NSW 2020
Postal address: Private Bag 16, Alexandria NSW 143 
Customer Service: 13 26 44
Email: customerservice@winc.com.au
Fax: 02 9335 0789

Emma Lee
Phone: 0457 592 505
Email: emma.le@winc.com.au

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.

Preferred supplier agreement (PSA)

Agencies/eligible customers may, through any process it decides, 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.

If your agency is not set up contact us to discuss your requirements at catalogues.buy@customerservice.nsw.gov.au

Ordering

Customers are to refer to PBD-2019-04-Approved procurement arrangements for instructions as to engaging with the 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.

Returns

Refer individual supplier details/contact suppliers.

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.