Groceries and Fresh Produce CUAGRO2019

This CUA consists of the following categories:

• Category 1 - Shelf stable, non-perishable and dry goods
• Category 2 - Bread and bakery products
• Category 3 - Ready-to-drink beverages (non-alcoholic)
• Category 4 - Fresh meat, poultry and smallgoods
• Category 5 - Frozen meat, poultry, seafood and savoury products
• Category 6 - Fruit and vegetables including prepared vegetables
• Category 7 - Dairy products including yoghurt, cheese, milk and eggs

Buying direct

Where more than one contractor is appointed to a category or sub-category, buyers can evaluate which contractor represents best value for money before contacting the contractor to make their purchase.

Orders should be placed directly with contractors (see Procurement Lifecycle Documents for ordering methods).

Other policy requirements

Buyers should be aware of the following requirements under Western Australian Procurement Rules and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA. 

Procurement Planning

Request Development and Contract Formation

Contract Management

Exemptions from using this CUA

Finance is 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 may be received by posted letter or email, but must be in writing and 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 Guidelines.

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 includes steps taken to minimise the environmental impact in the manufacture, distribution, use and disposal of their products, such as:

• Initiatives implemented to achieve improved environmental and/or sustainability outcomes within the organisation’s operations
• Eco-efficiency improvements in the production or manufacturing process and across the supply chain
• Awards or recognition that the organisation has achieved or been nominated for, in relation to its sustainability or environmental performance
• Signatory status to the National Packaging Covenant or similar convention
• Any ‘take-back’ of packaging supplied with products and evidence that the collected packaging is recycled and/or reused
• Details of environmental management system
• Details of environmental accreditations

Contractors are also required to report on the packaging use to supply its Products, and the recommended method of disposal (e.g. recycling, landfill, etc).

View the collection of Procurement Lifecycle Documents for information on contractors, including contact information.

• Contractors offer discounts on non-contract items, too, so be sure to check before purchasing elsewhere. Please see the Procurement Lifecycle Document for offered discounts
• Items purchased from the CUA for delivery to regional areas may incur a freight surcharge – be sure to budget for these
• Plan purchases in advance and where possible, order in bulk quantities
• Know the shelf life of your regular products so you can order more, less frequently to save time and effort
• This also means you can make your orders larger and ensure you meet minimum order values to avoid any delivery fees or surcharges
• Please be aware that some suppliers may charge a fee for not meeting minimum order requirements
• Do not agree or sign any alternative terms and conditions from the Contractors

Pricing

Prices for this CUA are fixed so buyers can pick and buy the specified products from the contractors without calling quotes or tenders.

View the Price Schedule for current CUA prices. Prices are subject to change every quarter in line with CPI adjustments, as well as standalone extraordinary price variations. Always refer to the Price Schedule currently published on WA.gov.au, not a locally-saved copy. 

Customers may also purchase Non-Standard Products from Contractors. Non-Standard Products are items which are not listed but fall within the scope of the CUA Product Categories. Customers may request information regarding Non-Standard Products directly from the Contractors.

Payment by Purchasing Card

The Government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by Government Purchasing Card at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Please note: All Contractors have agreed to receive credit card/purchasing card payments and have agreed not to impose a surcharge on the Customer/Agency for credit card payments.

Buying direct

Where more than one contractor is appointed to a category or sub-category, buyers can evaluate which contractor represents best value for money for their needs before contacting the contractor to make their purchase.

Orders should be placed directly with contractors (see Procurement Lifecycle Documents for ordering methods for the various contractors) or through an agency’s procurement system, if applicable.

Backorders / substitutes

Contractors take all reasonable steps to ensure that backorders are kept to a minimum throughout the operation of the contract. The following procedure applies to all backorders and substitute products:

• prior notice must be given to the buyer, with an anticipated delivery date
• a sample of the substitute or nutritional information of the substitute shall be provided to the buyer, if requested

Returns

The contractor is obliged to pay all costs, including freight costs, incurred by the agency as a result of incorrectly supplied goods.

Delivery

Contractor’s delivery rates vary, please see the Procurement Lifecycle Documents collection. Contractors are required to deliver in accordance with the delivery requirements of the Public Authority that will include time of delivery and location. If this cannot be met the contracted suppliers are required to promptly notify the buyer.

Crate hire

No crate hire charges are applicable under this CUA. Crates must be cared for to ensure safe return to the contracted suppliers.

If you plan to change fresh fruit and veg suppliers, please notify the previous supplier so they can come to retrieve any empty crates.

Active contract management pays off

• check your invoices to ensure the correct price has been charged, before authorising payment
• check prices on a regular basis to see what the other contractors are offering
• manage your contract term – keep an eye on your contract expiry date
• test the market on a regular basis to see what the other contractors on the CUA are offering
• monitor service level compliance
• document any issues as they arise even if they are resolved. This will assist in ongoing contractor performance management
• if you are unable to resolve issues please contact the contract manager.

Acceptance of goods

Receipt of goods does not constitute acceptance. You should inspect the goods on arrival to ensure they match your purchase order before accepting or rejecting the goods. Goods are deemed to have been accepted if the contractor hasn’t been notified of a rejection of goods as outlined below.

Rejection of goods

Goods may be rejected if they do not match the specification stated in the contract or purchase order. To reject goods, you need to contact the contractor within three business days for non-perishable goods and one business day for perishable goods. Any rejected goods must be removed at the expense of the contractors.