Domestic LPG, Medical, Industrial and Speciality Gases CUAGAS2023

Domestic LPG in cylinders

The following LPG cylinders are available for delivery to customers:

• 9kg (non-mandatory) and 45kg for domestic and commercial use
• 15kg and 18kg (where available) forklift cylinders

Note: Elgas Ltd do not supply 18kg forklift cylinders

LPG in bulk

Bulk LPG is delivered directly into on-site tanks that are provided by the contractors.

Medical gases

Medical gases in bulk and cylinders are available for delivery, including:

• liquid medical oxygen
• liquid nitrogen and argon
• nitrous oxide
• medical oxygen and oxygen concentrators
• carbon dioxide
• integrated regulator/flowmeters
• associated equipment.

More information can be found at Medical Gas. 

Homecare oxygen (Medical gases only)

BOC provides a homecare oxygen service. Oxygen cylinders, concentrators and associated equipment are delivered directly to patients in their homes as directed by customers (e.g. healthcare professionals in hospitals).

• Oxygen cylinders, concentrators and associated equipment can be delivered directly to patients in their homes under a physician’s prescription.
• BOC can provide patient training and will connect and set up all equipment (**).
• In regions where direct home delivery cannot be provided, BOC will have arrangements for patients, or their carers, to collect cylinders and provide alternative setup training.
• BOC will provide a monthly consolidated invoice to the customer detailing, at minimum, the name of the patient, date of supply, quantity of oxygen supplied and any other relevant information.
• Delivery areas are detailed in the table below (other options are available outside these areas, including courier deliveries to hospitals in remote areas who conduct the patient set up)

Homecare services and pricing are detailed in the price schedule.

Industrial and specialty gases

A large range of gas types in various sized containers, delivered to customers, including:

• Shielding and welding gases in different mixes
• Acetylene
• Nitrogen oxygen, argon, helium

Gases are available in industrial. High purity and ultra-high purity grades.

Cylinder sizes

Where a contractor has available higher capacity cylinders of the same family (for example, if in the case of a G size cylinder, a GM, GL or G2 size cylinder is available), then customers will be provided the same contracted gas pricing per cubic metre for each sized cylinder in any family.

The rental and delivery charges will be the same for all cylinders in any family.

Adding and removing bulk tanks

New bulk sites

Any customer site that does not currently have a bulk tank will be included under the CUA and receive the CUA price. The customer will be required to:

• prepare a compliant facility to store the tank at the customer’s cost; and
• pay the contractor’s reasonable cost of installation of the tank ex Perth.

Replacing bulk tanks

Where a customer determines, in consultation with the contractor, that it will be more cost effective to replace an existing bulk tank with a larger or smaller bulk tank, then:

• For BOC medical gas tanks (including liquid oxygen, nitrogen and argon), where a customer determines (in consultation with BOC), that it will be more cost effective to replace an existing bulk tank with a larger or smaller bulk tank, then the customer will:
  •  
    • prepare a compliant facility to store the tank at the customer’s cost; and
    • pay the contractor’s reasonable cost of installation of the replacement tank ex Perth.
• For Elgas and Kleenheat’s LPG tanks the customer will:
  •  
    • prepare a compliant facility to store the tank at the customer’s cost; and
    • pay the contractor’s reasonable cost of installation of the replacement tank ex Perth.

Removal of cylinders and bulk tanks

A customer may request removal of bulk tanks and cylinders from its site at any time provided it gives the contractor 30 days’ notice.

• For BOC medical gas tanks (including liquid oxygen, nitrogen and argon) the estimated Customer cost of removing existing bulk tanks is listed in the table below.

•  
  •  
• Where a bulk tank not listed in the table above is to be removed, the cost of removal will also be borne by the Customer. Upon receipt of the Customer’s notice, the Contractor will prepare a quote for the removal of the bulk tank, and this quote must not exceed a removal price of a similarly sized tank in a similar geography as listed in the table above.
  • Any additional costs associated with the removal of bulk tanks caused by obstacles, including trees, walls and fences that may have appeared subsequent to the original installation of the tank will be paid by the Customer.
• For Elgas and Kleenheat’s LPG tanks, the cost of removal will be met by the customer. Upon receipt of the customer’s notice, the Contractor will prepare a quote for the removal of the bulk tank, and this quote may not exceed $5,000 (exc. GST) per tank removed in the Metropolitan Region.

• Bulk tank removal outside of the Metropolitan Region will be quoted by the Contractor on an individual basis and presented to the Customer upon request of tank removal.  The customer’s obligation to pay for the cost of removal, survives termination of the Head Agreement/Customer Contract (as applicable). Any additional costs associated with the removal of bulk tanks caused by obstacles, including trees, walls and fences that may have appeared subsequent to the original installation of the tank will be paid by the customer.

  The Contractor will refund the price paid for any reusable gas remaining in the bulk tanks. No bulk tank Rental Charge may be applied after the removal of tank. Any Rental Charge that has been paid for bulk tanks for the period after that date must be refunded to the Customer.

Telemetry

Telemetry is a technology that allows remote measurement of gas levels in bulk tanks. The contractor may install telemetry to ensure a bulk tank does not run dry.

Contractors will meet all costs associated with the installation, operation and maintenance of the telemetry system.

Buying Rules -All Categories

The mandatory status for the Products and Services under this Head Agreement are as follows:

* Excluding 9kg cylinders which are non-mandatory state-wide

Policy requirements

State agencies should be aware of the following requirements under Western Australian Procurement Rules as they apply to purchases from this CUA. The below table is a summary of the requirements, and State agencies are encouraged to review the WA Procurement Rules.

Procurement Planning

Request development and contract formation

Contract management

Exemption from using this CUA

Procurement Frameworks are responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to the Assistant Director Procurement Frameworks through an email to the contract manager in the first instance. Requests for exemption must be in writing via email and must provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Common Use Arrangements Procurement Practice Guideline

As part of the tender process, contractors on this arrangement have provided details of, and have been evaluated on, their corporate social and environmental responsibility, and the initiatives they have in place to support this.

This matrix table provides an overview of all contractors you can purchase from under the CUA and the goods and services they have been contracted to provide.

The contractors on this CUA can deliver throughout Western Australia. They have agents and retail outlets in regional areas that hold stock and (in most cases) will deliver to customers.

For information on each Contractor’s agent network listing, please view their Procurement Lifecycle Document.

The CUA prices are fixed so you can pick and buy from the contractors without calling quotes or tenders.

Price schedules

Please click the below to view the price schedules:

• LPG in bulk and cylinders
• Medical gases
• Industrial and Specialty gases

Pricing can be different in each region, so it is important to know which region you are in. The region boundaries generally coincide with shire boundaries and are highlighted in the maps in the Supporting information.

Delivery

COVID-19, updated delivery requirements

In response to COVID-19 Elgas Ltd has implemented a temporary measure and will no longer be asking customers to sign on the handheld device. Customers will be required to confirm their full name and any other identifying information as a record of the delivery. Elgas will note these details on the customer’s behalf.

Please ensure that all suppliers can access any bulk tanks or delivery points without any obstructions.

Delivery charges

Delivery pricing is based on a cost per cylinder and is detailed in the price schedules. Delivery is itemised on customer invoices. The following delivery charges apply:

• Direct delivery charge: if the delivery is provided directly from the contractor’s depot and/or filling centre to the customer site
• Handling charge: if the delivery is provided from the contractor’s depot and/or filling centre to an agent or retail outlet
• Agent delivery charge: if delivery is provided from an agent or retail outlet to the customer site, when requested by the customer. Deliveries can be undertaken by a third party arranged through the agent/outlet and charged to the customer at cost.

LPG, industrial and speciality gas customers are charged a combination of direct delivery charges, handling charges and agent delivery charges as detailed in the price schedules.

Detailed delivery dockets and/or consignment notes must accompany each delivery. These clearly outline what has been delivered and collected.

The contractor and its agents load and unload all consignments (including empty cylinder collections) at the customer’s nominated locations.

Customers may also organise their own delivery from an agent, retail outlet or from any contractor’s depot at the customer’s cost.

Hospitals will always receive on-site delivery of medical gas and will only be charged a direct delivery charge.

Payment

You will pay accounts directly to the contractors. All payments shall be made within 30 days of receipt of the contractor’s invoice.

Payments may be made by government Purchasing Card, cash or electronic transfer.

If you are paying by government Purchasing Card, ask the contractor to send the tax invoice directly to you, the cardholder.

• Always quote the CUA number when buying from this CUA
• Check your invoices against the CUA price schedules to make sure you are charged the correct prices.
• Return all empty cylinders as soon as possible so you are no longer charged rental fees
• Make use of the contractors' cylinder holding report, to keep track of long-held, potentially lost, cylinders on your site.
• Write-off missing medical, industrial and speciality gas cylinders to avoid paying rent forever.
• If you are using large quantities of Domestic LPG, consider converting to bulk tanks rather than using cylinders.
• Consider using the contractors' online ordering facilities.
• Save money on delivery costs in regional areas by picking up cylinders from the contractor's depot – but make sure you have an appropriate vehicle and comply with safety standards.

Order direct

The CUA prices are fixed so you can pick and buy from the contractors without calling quotes or tenders.

Place your orders with contractors by phone, email or online. You can order either with the contractors’ central office or with their agents.

Alternatively, you may use the GAS2023 – Quote and Order Form to formalise the purchasing process.

Always quote the CUA number (CUAGAS2023) and check that you are being charged CUA prices. For the delivery of bulk gases, the contractor will put in place a refill schedule frequency to ensure you do not run out of gas. You will be invoiced after each refill.

All cylinders and bulk tanks incur a monthly or annual rental charge (also called a ‘facility fee’).

COVID-19, updated ordering requirements

Please inform suppliers of any relevant safety guidelines, procedures and protocols, and provide as much notice as possible about any operational changes.

Medical Gas

BOC has implemented a full for empty supply protocol for medical oxygen cylinders to ensure that cylinder stocks are maintained. If additional stock is required, please discuss this requirement with the Territory Manager prior to placing any order that increases your stock. Customers are also asked to follow Australia and New Zealand Industrial Gas Associated guidelines for cleaning exposed cylinders.

Territory Manager

Bev Chiera

Phone: (08) 9456 6821

Mobile: 0401 990 987

Email: bev.chiera@boc.com

Contractor and customer responsibilities

For bulk gas, the contractor is responsible for:

• the installation of a tank that fits on the customer’s site; and
• connecting that tank to the customer’s facility.

The contractor is not responsible for the maintenance of the customer’s regulator(s) and downstream reticulation system.

Contractors will meet all costs of maintaining their tanks and cylinders in accordance with all applicable Australian Standards, codes of practice and other relevant regulations.

Customers are responsible for ensuring that their site housing any bulk tank or cylinder(s) is maintained, including:

• the maintenance of fencing, crash barriers and clearance of vegetation around their gas installation;
• and
• dangerous goods licences, emergency plans and risk assessments under all applicable Australian Standards, codes of practice and other relevant regulations (contractors can provide assistance – refer to FAQs).

Management of cylinders and other rented items

Cylinder rental is a significant proportion of most customers’ total gas expenditure. Maintaining a suitable number of cylinders on site will reduce unnecessary cylinder rental payments.

Coregas and BOC provide solutions for better management of cylinder holdings through cylinder audits, aged cylinder reports and mechanisms for writing off cylinders at a reduced price.

ELGAS

Current per cylinder write off values (incl GST) are:

9kg cylinder - $55.03

15kg Forklift cylinder - $367.93

45kg cylinder - $294.25

45kg (Liquid Withdrawal) cylinder -$320.10

Kleenheat Gas

Current per cylinder write off values (ex GST) as at September 2023 are:

45kg cylinder - $218.00

18kg cylinder - $325.00

15kg cylinder - $305.00

Coregas

For cylinder write off values refer to the Industrial and Speciality price schedule.

Coregas offers annual on-site audits. Where requested by a Customer, the Coregas will undertake an on-site audit of all Goods supplied by the Contractor and in the possession of the Customer. The on-site audit must be completed within an agreed timeframe which must not exceed 60 calendar days from the date of the Customer’s request.

Coregas will prepare a report following completion of the on-site audit (“Audit Report”) and the Audit Report must include a detailed listing of all Goods in the Customer’s possession at the point in time of the on-site audit. The Audit Report must also:

• Provide details of the quantity, size and type of Goods in the Customers possession.
• Provide details of the quantity, size and type of Goods that are allocated against the Customer’s account as per the Coregas records; and
• Draw specific attention to any discrepancies between the quantity of Goods observed in the on-site audit and as noted in the Coregas records.
• The Audit Report will be provided to the Customer within 30 calendar days of completing the on-site audit.
• Coregas is not entitled to charge the Customer for anything done or provided.
• In the case of any inconsistencies between the Coregas reported holdings, the Customer’s calculation of items held and any on-site Audit Report, Coregas and Customer must deal with such inconsistencies in accordance with the CUA agreed terms and conditions.
• Lost Cylinders
  • If a Customer identifies that Goods supplied by Coregas cannot be located after reasonable investigatory efforts, then the Customer may request that Coregas write-off those Goods.
  • Coregas will continue to charge rental fees up until the point in time that the Customer requests the Goods be written off, which will not exceed 24 months due to the annual audits which will be performed.
  • If a cylinder is found within 12 months of the lost cylinder payment, Coregas will provide a full refund for the Write-off Price of the lost cylinder and rental will be back-dated to the original date it was deemed lost.

BOC

Customers with lost or missing items that rental has been paid on for more than one year, can request that BOC write off those items. The reduced BOC write-off prices are listed in the price schedules for medical gas cylinders and industrial and speciality gases.

If missing items are found and subsequently returned to BOC, no refunds will be given to the customer and no additional rental payments will be sought.

BOC’s rental days and methods to determine cylinder holdings are referred to in the Frequently Asked Questions.

Customers who use BOC’s Inhalo (400CD) Cylinders should familiarise themselves with the operating instructions using the step-by step guide that can be found at: https://www.boc-healthcare.com.au/en/medical_gases/medical_oxygen_and_inhalo/index.html

Do I have to buy from this contract if I am purchasing from a regional location?

Yes – this CUA is mandatory state-wide. The contractors have regional agents that provide products at CUA prices. In most cases, these agents provide delivery too.

Am I required to use the contractor’s Terms and Conditions?

No. The contractor has agreed to the Department of Finance’s (Finance’s) General Conditions of Contract (December 2021). Do not agree or sign any alternative terms and conditions.

Where are the boundaries for each of the regions?

The region boundaries generally coincide with shire boundaries and are highlighted in the maps. Pricing can be different in each region, so it is important to know which region you are in.

The regions are formed around the Health Department’s business regions because hospitals are the biggest customer for the gases provided under this CUA.

What other delivery options exist?

You can collect items directly from the contractor’s agent but beware of rules regarding handling and transporting dangerous goods. Alternatively, you can arrange and pay for delivery by a transport company of your choosing.

How often do prices change and by how much?

LPG prices vary every month based on the Saudi price for propane and costs to produce LPG. For non-LPG items, contractors can apply to Finance for annual CPI increases. The Department of Finance sends a circular to its customer database whenever a price variation occurs. Contact the contract manager to be included in this database.

How do I know my site is compliant with all regulations?

The contractor can advise customers of the requirements for site compliance works, dangerous goods licences, emergency plans and risk assessments under all applicable Australian Standards, codes of practice and other relevant regulations.

For any site requiring a dangerous goods license as a result of the contractor providing gas to that site, the contractor, at no cost to the customer, will assist the customer with their application for a dangerous goods license and assist the customer with maintaining dangerous goods licenses and renewals.

The contractor will, at no cost to the customer and when requested by a customer, assist with the development of emergency plans and risk assessments for each customer site.

Who is responsible for making a bulk tank fit my site?

In the first instance, the customer is responsible for preparing a compliant site to house a bulk tank. The contractor is then responsible for installing an appropriately sized bulk tank that keeps the site compliant whilst ensuring the customer will always have sufficient capacity on site to meet their needs.

If the contractor puts an inappropriately sized tank on a customer site then the contractor will pay the costs to have that site modified to fit the tank.

For existing sites that have a different supplier’s tank on site that needs to be changed over, the contractor will replace like-for-like with what is already on site.

However, if the site was not made to fit the tank currently on site then the contractor must offer a vessel that would make the site compliant. But, if that tank won’t sufficiently handle the site’s capacity requirements then the customer will pay to make the site compliant for a tank of equivalent size to that already on site.

If the contractor doesn’t have a tank of equivalent size to that already on site and puts a different sized tank on site, the contractor will pay to make the site compliant. This can be a complex area. Contact the Finance contract manager if in doubt.

Why is bulk liquid nitrogen and argon in the medical gas category when these gases aren’t usually classed as medical?

These gases were put into the medical gases category so hospitals that use these gases only have to deal with one contractor for all bulk gases.

Why aren’t G-size cylinders available for some BOC welding gases?

BOC has upgraded certain G-size welding shielding cylinders to a F3VIPR cylinder size. The F3VIPR cylinder is a smaller, higher pressured cylinder that provides an increase in gas content and has an inbuilt regulator. There will be no change in price from a G-size to a F3VIPR cylinder, but cylinder prices reflect the increased gas content. Customers won’t need to make any modifications to their existing gas connections.

How do I find out how long I have been paying rental on a cylinder for?

For medical, industrial and speciality gas customers the CUA has a provision for contractors to provide you with an annual (Coregas) and six-monthly (BOC) cylinder holdings report. The report will identify the number of days each cylinder on your site has been held and provide a serial number that can be used to locate cylinders. If customers cannot locate a cylinder that has been held over 365 days they can request that the cylinder is written off. Customers can also request for contractors to undertake an on-site audit (in addition to an annual audit) at a cost. Medical gas customers can discuss audit requirements with the contractors.

Are the Western Australian Procurement Rules on procurement plans, evaluation reports and contract management plans applicable to this CUA?

Procurement planning documentation must be completed where a procurement is valued over $5 million (Procurement Rule C3).

How does Finance manage the contract?

At the end of every quarter the contractor reports to Finance on a range of fields to enable Finance to monitor the performance of the contract against the key performance indicators and compliance with the terms and conditions of the contract.

Can I receive updates about this contract, including any price changes?

Contact the contract manager to be added to the customer database to receive updates about this CUA.