Removalist Services CUAREM2017

Common Use Arrangement (CUA) information for agency staff to undertake office and staff relocations (including vehicle relocations) using Removalist Services CUA REM2017.

This CUA has two categories:

  • Category A: Office Relocations (including short term storage)
  • Category B: Staff Relocations (including motor vehicle transportation, long and short-term storage)

The following services under this CUA are:

1. Mandatory for the following, categories, values and locations:

  • For Office Relocations Category A, this CUA is mandatory for the Perth metropolitan region if the contract is valued at $5,000 or greater
  • For Staff Relocations Category B, this CUA is mandatory for all intrastate moves to and from the Perth metropolitan region

 2. Non-mandatory for the following categories and locations:

For Office Relocations Category A, this CUA is non-mandatory in the regional areas for State Agencies if your delivery point is in regional WA.

For Staff Relocations Category B, this CUA is non-mandatory for staff relocations that occur within the regional areas for State agencies if both your origination point and delivery point are in regional WA

3. Excluded:

Exclusions from staff relocations category are:

  • Aviaries
  • Boats
  • Building materials
  • Concrete slabs
  • Pets
  • Excessive bolts and nuts etc.
  • Household pot plants (in excess of 30)
  • Excessive tools
  • Oversized trailers  
  • Excessive vehicle parts including vehicle motors
  • Garden sheds
  • Heavy or bulky workshop / hobby items
  • Livestock and equipment
  • Perishable food
  • Railway sleepers
  • Rainwater tanks
  • Rolls of wire
  • Scrap metal
  • Spa baths (portable)

Where the CUA is non-mandatory for Category A and B in regional WA as outlined above, you may:

  • Purchase under the applicable CUA from a CUA contractor; or
  • Exercise your discretion to purchase outside the CUA, and purchase in accordance with Western Australian Procurement Rules and Buy Local policy. 

Before you buy, also check that your purchase falls within your organisation's procurement policies.

In accordance with Western Australian Procurement Rules, you can buy outside of this CUA and directly source from an Australian Disability Enterprise (ADE) or Aboriginal Business.

Appliccable GCOC

General Conditions of Contract (August 2017) applies to this arrangement.

Category A: office relocations (Including short term storage)

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This category caters for the packing, transport and delivery of office furniture and equipment for office relocations within the Perth metropolitan area.  Contractors will transport chairs, files, desks, bookcases, conference tables and other types of tables, filing cabinets and some electronic equipment. Copy machines, servers, data centres and items subject to special lease requirements will not be accepted for transport.

Contractors in this category can also provide short-term storage of office furniture that is subject to a relocation move.

Category B: staff relocations (Including vehicle transportation and long and short-term storage)

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This category caters for the packing, transport and delivery of personal furniture and effects for staff relocations state-wide for all intrastate moves to and from the Perth metropolitan area.

Contractors in this category can also provide long and short-term storage of personal furniture and effects that is subject to a staff relocation move and the relocation of personal motor vehicles (including motor bikes). Please see exclusions from the staff relocations category above. 

The packing and labour costs for staff relocations is found at the bottom of the of the first table in the Staff Relocations - Zones 2 to 6 tab of the Price Schedule.

If you wish to self-pack you should confirm this is in line with your agency policies and with RiskCover arrangements.

Cost of packing materials provided by the Contractor should be confirmed prior to accepting quotes as the cost of some packing materials may be more expensive than expected.

Out of scope activity

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The CUA does not cover interstate and international staff relocations. You should follow Western Australian Procurement Rules to buy these services and get quotes from a sufficient number of suppliers. The CUA contractors may provide competitive quotes.

What are the buying rules?

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Buying direct

Prices for this CUA are fixed so buyers issue orders direct to contractors without calling for quotes. 

Buyers should view the Price Schedule to obtain prices for the services they require. Where more than one contractor is appointed to a category, buyers can evaluate which contractor represents best value for money for their needs, then contact the contractor to make their purchase.

Orders should be placed directly with contractors.
 

Other policy requirements

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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.

Requirement WA Procurement Rules
Procurement Planning
Buyers must prepare a procurement plan and submit it to the State Tenders Review Committee. No, when purchasing from this CUA.
Buyers must involve the Department of Finance.  No, buyers do not need to involve the Department of Finance when purchasing from this CUA. (WA Procurement Rule C1)
Buyers must obtain approval from an authorised officer of the Department of Finance to purchase through an alternative arrangement to this CUA. Yes, for all values and delivery locations where the purchase of goods and / or services under the CUA are mandatory (WA Procurement Rule C2.2).
Please note that State agencies are not required to request advice or approval from the Department of Finance, regardless of value, to purchase from an ADE or an Aboriginal Business (WA Procurement Rule C2.2).
Request Development and Contract Formation
Buyers must prepare an evaluation report. No, when purchasing from this CUA.
Buyers must submit an evaluation report to the State Tender Review Committee. No, when purchasing from this CUA.
Buyers must publish details of their purchase on Tenders WA. No, when purchasing from this CUA (WA Procurement Rule D8.1(3)).
Buyers must record the purchase on the agency’s contract register, as instructed within the buying agency’s financial management manual. Yes, for all purchases above $50,000 (WA Procurement Rule F5), unless alternative arrangements have been approved under WA Procurement Rule F5(6).
Contract Management
Buyers must prepare a contract management plan. Contract management or project management plans must be developed for all Procurements with a Total Estimated Value of $5 million and above (WA Procurement Rule E1(1)), unless exempted under WA Procurement Rule E1(2).
Buyers must publish details of contract variations on Tenders WA. Not when purchasing from this CUA.
Buyers must seek advice from the Department of Finance on variations. No, State agencies do not need to seek advice from the Department of Finance on variations.

 

Exemption from using this CUA

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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 Procurement Practice Guidelines - Common Use Arrangements

Sustainability

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How does this CUA impact on people and planet?

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.

Tenderers were asked to provide details about:

  • Environmental Management Systems (EMS) eg. ISO 14001 or equivalent
  • strategies adopted to monitor and reduce carbon emissions
  • participation in carbon offset programmes
  • recycling in place
  • energy efficient practices and the use of renewable energy
  • approach to managing waste produced in servicing and cleaning vehicles
  • evidence that your organisation adopts sustainable employment practices, actively applies Equal Opportunity principles and provides appropriate staff training
  • strategies or policies applicable to supporting Indigenous organisations and employees.
     

Who supplies what?

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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.

Contractor Category A
Office Relocations
Category B
Staff Relocations
Adlam Transport Pty Ltd Yes No
Allied Pickfords Yes Yes
Grace Worldwide (Aust) Pty Ltd Yes Yes
Karrinyup Karriers Yes No
Keys No Yes
Office Relocations Solutions Pty Ltd Yes No

Any IP is owned by the contractor, however the State has the right of use.

What will it cost?

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Pricing

The cost will vary depending on the combination of categories and/or services being purchased.  

Prices for this CUA are fixed so you can order directly with the contractors without calling for quotes. 
View the Price Schedule to obtain prices for the services you require.

Country to country pricing

There are two main types of relocations that are undertaken under this CUA. The first involves relocations to or from Perth. Examples would be a move from Kalgoorlie to Perth, Perth to Albany or Karratha to Perth.

The second type of relocations involves a removal between two destinations that do not include Perth, referred to as ‘country to country’ relocations. Examples could include a removal from Kalgoorlie to Geraldton, from Bunbury to Esperance or from Karratha to Port Hedland.

In some instances, both types of relocations might involve deviations. In this context, a town has a deviation associated with it when the town is not located on a main arterial road. Relocations to/from towns that are identified as having a deviation associated with them attract an additional charge.

In some instances, a country to country move will involve the goods physically being transported through Perth on the way between the pick-up and delivery points. This may occur due to the quality of the roads that directly link the two towns, or because of the logistical operations of the contractor. In these instances, the ‘rate addition’ approach to pricing will apply. In instances where the goods do not travel through Perth between the pick-up and delivery points, the ‘longest leg’ approach will apply.

Rate addition approach

  1. The cubic metres that are to be moved are identified.
  2. The towns that the goods are to be moved to and from are identified. The removal rate, expressed in terms of dollars per cubic metre, is obtained from the Price Schedule by adding together the appropriate rates allocated to each of the towns involved in the relocation.
  3. The removal rate is calculated by multiplying the cubic metres to be moved by the combined rate that has been calculated as above.

Longest leg approach

  1. The cubic metres that are to be moved are identified.
  2. The towns that the goods are to be moved to and from are identified.
  3. The town that is the furthest from Perth is selected of the two and the appropriate rate for this town is utilised.
  4. The transport charge is calculated by multiplying the cubic metres to be moved by the rate identified in the Price Schedule.

The rate addition and longest leg pricing methods are structured around trucks being sent from Perth to complete a country to country move. However, the contractor may also have trucks operating from regional depots; these locations are defined as regional hubs. Where country to country moves can be provided from a regional hub, the contractor may offer local service rates to the customer, below what would be charged using the rate addition/longest leg approach. The Price Schedule lists discounted regional hub pricing for each contractor.

Intra-town pricing

An intra-town move involves goods being transported from one part of town to another. This contract is non-mandatory for intra-town moves.

Delivery Provisions

The contractor will deliver all furniture, equipment and effects to their prescribed destinations intact and in good order and, at the times specified in the purchase order.

The contractor is obliged to pay all costs, including freight costs, incurred by the State Agency as a result of incorrectly delivered items.

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 service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.
 

Making the most of this contract

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Buying tips

  • Remember that the CUA rates are maximum rates. Make sure to negotiate using levers such as the value of the work.
  • The price schedule includes better pricing for moves between country towns (country to country moves).
  • The contractors operate from hubs in regional areas (regional hubs). Better pricing is available for moves to and from these hubs.
  • Compare contractors' pricing using the price schedule instead of getting quotes.
  • Under this CUA you can move vehicles, caravans, trailers and motorcycles.
  • Refer to the price schedule for the cost of transporting passenger vehicles and 4x4s up to these specifications 5.2 (length) x 1.9 (width) x 2.1 (height).
  • Any vehicles over these dimensions are considered commercial vehicles and may be priced on application.
  • Cubic Measurement Example: an item measuring 0.6m x 0.8m x0.4 m = 0.192 cubic metres.
     

How do I buy?

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Buying direct

Prices for this CUA are fixed so you can order directly with the contractors without calling for quotes. 

View the Price Schedule to obtain prices for the services you require.

Where more than one contractor is appointed to a category, you can evaluate which contractor represents best value for money for your needs, then contact the contractor to make your purchase.
 

After I buy

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Active Contract Management Pays Off

  • Check your invoices to ensure the correct rates are being applied, before authorising payment.
  • Manage your contract term – keep an eye on your contract expiry date.
  • Test the market on a regular basis to see what the other CUA contractors 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.

Delivery details

Delivery provisions

The contractor will deliver all furniture, equipment and effects to their prescribed destinations intact and in good order and, at the times specified in the purchase order.

The contractor is obliged to pay all costs, including freight costs, incurred by the State Agency as a result of incorrectly delivered items.

Delivery times

The contractors will generally make deliveries within normal business hours unless agreement has been obtained from the customer when the move is booked or with the receiver prior to delivery of goods at the destination. 

In the case of school premises, delivery is to be made between the hours of 8.00am to 3.00pm during school terms or unless otherwise advised/agreed by the customer.

Deliveries to hospitals, prisons and office buildings shall be at times agreed with the contractor at the time the job is booked. 

Delivery within specified times are a key performance measure for this contract. If a State agency has a concern regarding this performance measure, it should be initially discussed with the relevant contractor and if improvement is not obtained it should then be brought to the attention of the Contract Manager. 

Transit insurance

Most State agencies are self-insured through RiskCover. Any damage to goods in transit should be initially submitted to the RiskCover representative in your department who will endorse it as a genuine claim and then forward it on to RiskCover for processing.

If you are unsure whether your department is insured through RiskCover please call them directly on (08) 9264 3333.

Vehicles

Under this CUA you can move vehicles, caravans, trailers and motorcycles.

Staff relocations contractors will arrange for the transportation of vehicles if required.  Please ensure that the vehicle is empty (except for spare tyre and car tool kit – i.e. jack, wheel, spanner etc).

The contractor will prepare a vehicle inspection report before uplift. It would also be useful to take photographs of the vehicle from various angels prior to transportation.

Any noticeable damage that may have occurred during transit will need to be noted on the vehicle inspection report before signing the delivery receipt and taking possession of the vehicle.

Contractors will not transport vehicles that are unlicensed or un-driveable. 

Refer to the CUA Price Schedule for the cost of transporting passenger vehicles and 4x4s up to these specifications 5.2 (length) x 1.9 (width) x 2.1 (height).

Any vehicles over these dimensions are considered commercial vehicles and may be priced on application.
 

Complimentary feedback and complaints resolution

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The Department of Finance aims to continuously improve the services it provides to customers and welcomes feedback on the level of satisfaction experienced under this contract or with the contractor(s) performance.  If you are dissatisfied with the service provided by the contractor or have any specific concerns, these should be discussed in the first instance directly with the contractor.

If the problem or issue is not resolved to your satisfaction, please log your complaints via Finance’s online Feedback Management System

The online form provides for both complimentary feedback and complaint resolution considerations.

Contractors

Allied Pickfords (SIRVA Pty Ltd)

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Contact details

Contact name:
Troy Lillywhite (Category A) or Jacqui Campbell (Category B)
Direct telephone:
61 8 9334 5509 (Category B)
General telephone:
61 8 9353 1139 or 61 4 47 872 002 (Category A)
Address:
Allied Pickfords (SIRVA Pty Ltd)

About us

ACN:
115 936 993
ABN:
53 115 936 993

Supplies:
Category A Office Relocations
Category B Staff Relocations including vehicle transportation and storage

Last updated: 21 June 2022
Page reviewed 21 June 2022