About the Contract How do I use this Contract? What’s on Offer? Who are the Contractors? Contract services Need more Information?

Motor Vehicle Fleet Services 1 November 2010 to 30 June 2018

Contract No. 019510 Document No. 02747641

Last Updated: 16 February 2018

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 2

ABOUT THE CONTRACT Contract Number CUA 019510

Contract Term From 1 November 2010 to 30 June 2018

(initial period extended for a further 3 years plus 3 x one year extension options)

Status Mandatory Common Use Contract

Categories Panel A: Motor vehicle fleet management services.

Panel B: Motor vehicle disposal and inspection services.

Contract Manager A dedicated Contract Manager is available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact: Max Cummock Contract Manager Tel: (08) 6551 1449 Email: max.cummock@finance.wa.gov.au

Government Procurement – State Fleet

Department of Finance

4th Floor The Optima Centre

16 Parkland Road

OSBORNE PARK WA 6017

Postal Address Locked Bag 11,

Cloister Square

PERTH WA 6850

Supporting Documents The following contract documents and other relevant information can be sourced from Contracts WA: Exemption Guidelines

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 3

HOW DO I USE THIS CONTRACT? CUA 019510 for the Supply of motor vehicle fleet services is MANDATORY for all Western Australian public authorities in the Perth region.

Step 1 What’s on offer? Click here to choose which products best meet your needs.

Step 2 Who are the Contractors? Click here for a list of the qualified

contractors.

Step 3 Buy it! Buy directly from Contractors or buy online using the Government’s ERP system.

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 4

WHAT’S ON OFFER?

Panel A: Motor vehicle fleet management services Mandatory for those vehicles leased through State Fleet, and available to other vehicles and entities approved by State Fleet. Services:

• Vehicle replacement • Fuel provision • Licensing • Data management & reporting • Decommissioning • Crash management • Maintenance & repairs • Management of notices & fines • Fleet management advisory. • FBT management • Arrange supply, fit out & management of

equipment

Panel B: Motor vehicle disposal and inspection services State Fleet and other WA Government agencies that choose to sell their passenger and light commercial vehicles by public auction (excludes write-off vehicles).

Other entities may apply to State Fleet via the Contract Manager.

Services include: • Inspection of vehicle for mechanical & body

damage • Determination of warranty, insurance or

refurbishment repairs • Provision of indicative costs for repairs • Re-inspection and certification of vehicle upon

completion of repairs. • Cleaning & detailing • Upgrading of vehicle licence & registration • Cataloguing, allotting to auction & advertising • Sale of vehicle through fixed price or public

auction • Remittance of proceeds & furnishing of sale

reports • Managing post-sale warranty provisions.

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 5

WHO ARE THE CONTRACTORS? The matrix below lists all Contractors on the CUA and the services they have been contracted to provide. Please refer to the previous section “What’s on Offer?” for categories.

Contractor Panel A Panel B SG Fleet Australia

Fleetcare

Manheim

Pickles Auctions

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 6

SG Fleet Australia Pty Ltd

Panel A

Michael Walsh

T: (08) 9340 3601

E: mwalsh@sgfleet.com

Website: www.sgfleet.com

Postal Address: 14 Gibberd Road, Balcatta, WA 6021

Fleetcare Pty Ltd ATF the Malcolm Family Trust (T/A Fleetcare)

Panel A

Nigel Malcolm T: 1300 655 170

E: nigel.malcolm@fleetcare.com.au

Website: www.fleetcare.com.au

Postal Address: PO Box 1109, Wangara WA 6947

Manheim Pty Ltd

Panel B

Darren Birtles

T: (08) 9267 8801

E: Darren.Birtles@Manheim.com.au

Website: www.manheim.com.au

Postal Address:

62 Grogan Road, Perth International Airport WA 6105

Pickles Auctions Pty Ltd

Panel B

Ben Hallam T: (08) 9441 7000

E: Ben.Hallam@pickles.com.au Website: www.pickles.com.au

Postal Address: Phoenix Rd & Sudlow Rd, Bibra Lake WA 6163

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 7

CONTRACT SERVICES Fleet management The Fleet Management Contractors are required to provide a range of Fleet Management tasks including mandatory services for all Customers that lease vehicles from State Fleet.

The Customer and Contractor may negotiate on, subject to the approval of the Principal, the specific (additional) service components that they require for the Contractor to provide, subject to the proviso that the total price payable shall not exceed the maximum contract prices.

In delivering these services, the Contractors (Fleet Managers) will meet certain prerequisites such as:

• having a Western Australian office and staff where dealings are arranged locally rather than interstate (in situations where the service support functions are undertaken outside of Perth, the delivery of the services must be seamless and in a timely and effective manner);

• providing on-line services, where possible;

• promoting the government’s environmental strategies;

• providing a toll free number for phone communications;

• supporting and fostering regional purchasing/supply;

• having a clear focus on both departmental and whole of government positions with respect to fleet management services provided.

Broadly, there are a number of components that constitute a full fleet management service. The following is a summary of these services. A more detailed explanation of each service is available on request from the Contract Manager.

Mandatory Services These services will be performed by the Contractors (Fleet Managers) for all Customers to ensure that vehicles are managed in accordance with State Fleet’s leasing, business and operating data requirements and to comply with the WA Government Fleet Policy and Guidelines and other relevant statutory requirements.

• Replacement program / additional vehicles

• Fuel card(s)

• Fuel management

• Vehicle registration

• Pre-delivery

• Initial fleet data input

• Data management and reporting

• Decommissioning

• Management of accessories

• Accident management

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 8

• Positioning of fleet assets by the fleet manager

• Replacement program / additional vehicles

• Decommissioning

• Management of accessories

• Accident management

• Maintenance

o routine

o breakdown (repairs)

o warranty

• Recall and un-roadworthiness notices

• Fleet management (routine) advisory services

• Strategic advisory services

• Fringe Benefits Tax management

• Supply and fit-out or transfer of equipment

Other services (for heavy commercial vehicles, mobile plant and equipment) This contract only provides for fleet management services for the State’s passenger and light commercial fleet. However, some customers may require their departmentally owned assets such as heavy commercial vehicles, mobile plant and equipment to be managed by their contracted Fleet Manager in a similar manner as provided by this contract.

In such cases, the Customer and Contractor (Fleet Manager) may negotiate a separate Service Level Agreement (SLA) for the management of heavy commercial vehicles, mobile plant and equipment, in accordance with the principles set out in Part 3.1 p (Exclusions from the CUA Scope) of the RFT 19510 document.

Disposal and Inspection The Vehicle Disposal and Inspection Contractor shall provide the following services:

• Inspection of vehicles for mechanical faults and body damage;

• Determine whether repair work is warranty, insurance or refurbishment work;

• Assessing the scope of required repair work;

• Provide indicative costing for the repair work based on industry standard costs for the identified scope of repairs;

• Re-inspection of vehicles after repairs are completed by Fleet Manager/Government agency (if required); and

• Issuing an inspection certificate.

• Cleaning and detailing, including;

o steam clean engine bay, door latches, boot hinges, stone tray, wheel arches and body sills;

o wash and shampoo vehicle exterior;

o polish exterior paint surfaces and compound where necessary;

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 9

o clean windows and mirrors, inside and out;

o clean interior;

o shampoo seats and carpets;

o blacken tyres;

o brush touch paint work – qualified paint shop staff to brush touch stone chips and minor scratches allowable under State Fleet’s Vehicle Standard;

o removal of all stickers/motives/signage as required by law and deemed to adversely affect sale price; and

o clean vehicles affected by red dust at no extra charge.

• In addition for four wheel drives, utilities and light commercials:

o steam clean underbody; and

o spray underbody with chassis black.

• Upgrading of vehicle license and registration;

• The Vehicle Disposal Contractor is required to upgrade registration of Government vehicles to business use non-concessional and physically effect (where necessary) a change to ordinary licence plates. The cost of the licence upgrade and plate fee as calculated is an actual pass on cost payable by the Buyer, in addition to the Buyers Premium and the gross selling price.

• Upon sale of a vehicle the Contractor will ensure the correct transfer of title to the Buyer as required.

• Cataloguing, allotting to auction and advertising;

• Sale of vehicle through fixed price or public auction;

• Remittance of proceeds and furnishing of sale reports;

• Managing post-sale warranty provisions

• It is a condition of Contract that the Vehicle Disposal Contractor provides a Motor Vehicle Warranty for each State Fleet Vehicle sold under this Contract to private Buyers under the same provisions as the Motor Vehicle Dealers Act of 1973.

• The cost of providing a Motor Vehicle Warranty shall be included in the Disposal Fee.

• For non-State Fleet Vehicles, the Contractor will determine if a Statutory Warranty is applicable and if so, to negotiate the Warranty Fee directly with the Customer (Government Agency or Approved User)

Exemption from using this CUA Finance is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory Common Use Arrangement (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 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.

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 10

Complimentary Feedback and Complaints Resolution

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 goods and/or service provided by the Contractor or have any specific concerns, these should be discussed in the first instance directly with the Contractor.

In the event the issue cannot be resolved directly between the Customer and the Contractor, the Contract Manager should be advised.

Ultimately, 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 not only provides for complaint resolution, but also accommodates complimentary feedback and considerations/suggestions.

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 11

NEED MORE INFORMATION? Appendices Appendix 1: Contract Pricing

Appendix 2: Accessing CUA Information Online

Forms and Tools Contractors Details

Still need more information? Contact the Contract Manager

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 12

APPENDIX 1: CONTRACT PRICING Panel A: Motor Vehicle Fleet Management Services

Contractor Contract Price (per Vehicle per Month)

SG Fleet Australia $20.19

Fleetcare $16.23

Note: Pricing applies to State Fleet leased vehicles. Alternative pricing may be negotiated for non-standard vehicles and/or levels of service. All figures stated above are inclusive of GST Payment Terms Customers (WA Government agencies and entities) will pay accounts within 30 days of receipt of a tax invoice from the Contractor (Fleet Manager). Any dispute arising from late payment of accounts must be brought to the attention of the Contract Manager.

Panel B: Motor Vehicle Disposal and Inspection Services

Contractor Disposal Fee First Inspection Fee Fee for Subsequent Inspections

Manheim $282.00 $83.50 n/a

Pickles Auctions $299.50 $88.75 n/a

All figures stated above are inclusive of GST Payment Terms Customers (WA Government agencies and entities) will pay accounts within 30 days of receipt of a tax invoice from the Contractor (Fleet Manager). Any dispute arising from late payment of accounts must be brought to the attention of the Contract Manager.

Buyers Guide – Motor vehicle fleet services CUA 019510

Department of Finance Page 13

APPENDIX 2: ACCESSING CUA INFORMATION ONLINE The options available to you to access CUA information including contracted prices, Contractor details and order forms will depend on the procurement system used in your Public Authority. Systems available to you could include Oracle or SAP.

All buyers can access information on contracted products and prices via the Contracts WA website at www.contractswa.finance.wa.gov.au Click on “Contracts List” and then click on the relevant CUA for more information including Buyers Guides and Product Catalogues.

If you experience any difficulties locating CUA information, please call the Service Centre on 6551 2020.