Buyers Guide - Gem

Contract No. 69610 Categories A and B
Document No: 00165384[v3]
Last Updated: 27 March 2014
Management and Supply of Uniforms –
Off the Shelf Apparel
Category A: Corporate/Casual Wear
Category B: Work Wear
1 October 2011 to 30 September 2014
About the Contract
How do I use this Contract?
What’s on Offer?
Who are the Contractors?
Need more Information?

A BOUT THE C ONTR ACT
Contract Number
CUA 69610 – Category A and Category B
Contract Term 1 October 2011 to 30 September 2014
Status
Categories
Key Features and
Benefits
Contract Manager
Mandatory in the Perth region. However, Public Authorities are
exempted from using this CUA to purchase specific goods and
services directly from the Australian Disability Enterprises listed in
Appendix 4 when following the Guidelines on Engaging
Australian Disability Enterprises.
• Corporate Wear and Casual Wear
o
o
o
• Work Wear
o
o
o
o
Corporate Wear
Casual Wear
Knit and Fleecy Wear
Work Wear
Wet Weather Gear
High Visibility Wear
Footwear
• Buyers receive best pricing outcomes and saves time and
effort as contractors have been selected to offer best value
for money.
• Contract terms and conditions offer buyer protection.
• Provides direct access to a comprehensive range of quality
uniform apparel items with a fixed price range.
• Additional services including additional embroidery and
alterations are available.
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:
Paul Wright
Procurement Officer
Tel: (08) 6551 1568
Fax: (08) 9481 0785
Email: paul.wright@finance.wa.gov.au
Government Procurement
Department of Finance
Level 4, Optima Centre
16 Parkland Road
OSBORNE PARK WA 6017
Postal Address
Government Procurement
Department of Finance
Locked Bag 11, Cloisters Square
PERTH WA 6850
Department of Finance Page 2

HOW DO I USE THIS CONTRACT?
CUA 69610 for the Management and Supply of Uniforms Category A and B is MANDATORY
for all Western Australian Public Authorities in the Perth Region.
S tep
1
What’s on Offer?
Click here to choose which products
best meet your needs.
S tep
2
Who are the
C ontractors ?
Click here for a list of the qualified
Contractors.
S tep
3
How much will it
cost
Use the Price Schedule to compare
prices and brands before deciding on
which Contractor to buy from.
The Price Schedule can be found here.
S tep
4
B uy it!
Buy directly from Contractors or buy
online using the Government’s ERP
system.
Department of Finance Page 3

W HAT’S ON O FFER?
Corporate and Casual Wear
A range of corporate apparel for employees who are engaged
in employment within an office environment ranging from front
office to senior managers all of whom are required to project a
professional, tidy image to the public.
The range of casual apparel items are stylish as well as
comfortable for employees requiring less formal office wear
and suitable for outside environments (casual / field wear) with
appropriate UV ratings (where applicable).
This corporate and casual wear range is a cost effective
solution suitable for a diverse climate across the State of
Western Australia and is designed to create pride and
professionalism in the Public Authority by presenting a strong
unified image.
Work Wear
A range of apparel items which are capable of being worn in
harsh diverse conditions and all climatic conditions across the
State of Western Australia. Items in this category are robust,
hardwearing and suitable for wear in a varied range of
situations and industrial environments.
Items in this category include raincoats, waterproof leggings,
high visibility vests, shirts, hats and footwear, and are
manufactured from the highest quality materials that are
extremely durable and comply with all relevant Australian and
New Zealand Standards for safety work wear.
Please note: Clinical Wear is covered by Category C of CUA 69610. Information for this
CUA is located in a separate Buyer’s Guide which can be accessed via Contracts WA.
Department of Finance Page 4

W HO AR E THE C ONTRACTORS?
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 category
descriptions.
Contractor
Adelphi Apparel and Adelphi Tailoring Co
Corporate and Casual
Wear
Work Wear
Pacific Brands Workwear Group Pty Ltd
‘The Workwear Group’ (a division of Pacific B rands )
Adelphi Apparel and Adelphi Tailoring Co
ABN No: 33 778 099 614
ABN No: 82 004 055 387
All initial enquiries for new uniforms should be directed
to the Contract Manager at Government Procurement
Prashit Shah / Tanya Corley / Kimberley Gouges / Vambilyn
Elegado
T: (08) 9345 1968
F: (08) 9344 4206
E: prashit.shah@adelphiapparel.com.au
tanya.corley@adelphiapparel.com.au
kimberley.gouges@adelphiapparel.com.au
vambilyn.elegado@adelphiapparel.com.au
Web: www.adelphiapparel.com.au
Address:
239 Main Street, Osborne Park WA 6017
Orders Via: Email, facsimile and phone
Contact Hours: 8.30am to 5.00pm Monday to Thursday,
8.30am to 3.00pm Friday. Not open public holidays
All initial enquiries for new uniforms should be directed
to the Contract Manager at Government Procurement
Helen Cordiano (Department of Health and Education)
Donna Aspinall (All other Government Agencies)
T: 1800 685 544
F: 1800 634 818
Email Orders: PBWWOrders@pacbrands.com.au
Email Queries: PBWWenquiry@pacbrands.com.au
Web: http://www.theworkweargroup.com
Address:
Unit 1, 93 Francisco St, Belmont WA 6104
Orders Via: Phone, fax and email
Contact Hours: 8.00am to 5.00pm Monday to Friday
Department of Finance Page 5

B uying R ules
Public Authorities in the Perth Region must purchase from this CUA. The buying rules vary
according to the uniform requirements of each Public Authority (i.e. whether the uniform is
fully funded, partly funded or voluntary).
Prices for this CUA are fixed so Buyers can pick and buy the specified products from the
Contractors without calling quotes or tenders.
Buyers should view the Price Schedule to obtain prices for the items 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, and then contact the Contractor to make
their purchase. Buyers are permitted to purchase individual apparel items from different
Contractors, if there is more than one Contractor appointed to a category.
If you are using a Contractor for the first time, you will need to establish a new account.
AusIndus try
AusIndustry is a Federal Government body that governs the approved occupational clothing
guidelines. Before making contact with a Contractor, please read the information below.
The Textile, Clothing and Footwear (TCF) Corporatewear Register allows employers to
register non-compulsory occupational clothing, thereby avoiding liability for Fringe Benefit
Tax and allowing employees to claim the cost of such clothing as a tax deduction.
The benefits of registering a uniform are:
• Employers are except from Fringe Benefit Tax on any contributions they make towards
the uniform.
• Employees are eligible for tax deductions for expenses incurred in the rental, purchase or
maintenance of approved non-compulsory occupational clothing.
Refer to the fact sheet for further information.
To register a corporate uniform Public Authorities are to complete an application form.
To register uniform designs Public Authorities will need to follow several steps. Please refer
to the Approved Occupational Clothing Guidelines for further information.
Department of Finance Page 6

E s tablis hing an Account
Public Authorities must check their internal policy or business rules for the purchase of
apparel. Each Public Authority will need to have internal approval procedures for ordering
apparel items.
Please contact the Contract Manager at Government Procurement before establishing an
account. Please see the AusIndustry guidelines for further information.
Individual Public Authorities are to develop uniform guidelines which include:
• Standard apparel range
• Insignia for application
• Entitlements
• Funding and contribution arrangements such as:
o
o
o
S izing
Compulsory (Public Authority pays full amount);
Partly funded (Public Authority and employed agree payment methods and funding
ratio); and
Non-compulsory (employee pays full amount)The selected Contractor(s) must be
contacted to establish the new account.
The standard sizes available for garments are available under the pricing schedule.
Made to Measure Garments
A made to measure service is available that caters for sizes outside the standard ranges in
the pricing schedule. These items will have an 8 - 10 week delivery time frame and will incur
additional costs.
E mbroidery
Standard embroidery services (e.g. a department logo) are provided by the Contractors and
is included in the garment price. Any additional embroidery, such as patches etc, alterations
or sewing will incur further charges.
Fittings
Individuals are advised to ensure the correct size and fit prior to placing an order.
Contractors provide a fitting service at their premises, however in order to provide an
appropriate level of service, individuals requiring a fitting should make an appointment.
Contractors may also have on-site fittings at the premises of some Public Authorities
periodically throughout the year, so please contact the Contractor directly to enquire about
these fittings.
F ootwear
The Workwear Group have a variety of styles and sizes of footwear on offer under the Work
Wear category. Refer to the Pricing Schedule for further details of what can be purchased.
Department of Finance Page 7

Other S ervices P rovided
Adelphi Apparel and Adelphi Tailoring Co provide tailoring and alteration services for an
additional fee. Please refer to the Price Schedule for available alterations and associated
costs.
Delivery Arrangements
Unless advised otherwise, goods ordered under this arrangement shall be delivered to the
location specified in the purchase order. Within the Perth Region delivery to the location as
specified in the purchase order shall be free.
All garments shall be packed, clearly showing the garment description, code and size, with
clear recipient and delivery instruction.
All standard sized garments to be supplied in the Perth Region shall be delivered to the
recipient named on the order form within 20 working days unless otherwise agreed.
The ‘NTT’ range of garments offered by Pacific Brands to be supplied in the Perth Region
shall be delivered to the recipient named on the order form within 8 weeks unless otherwise
agreed.
All made to measure shall be delivered to the recipient named on the order within 8 - 10
weeks unless otherwise agreed.
Payment
The Contractors offer a 30 day trading account facility. Payment for the account is to be
received within 30 days of a statement/invoice being issued.
Payment may be made by cheque, cash, electronic funds transfer or Purchasing Card (refer
to CUA 35308).
Payment us ing Purchas ing 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 Contractor that you will be paying by Government
Purchasing Card at the time of ordering the product or service and ensure they clearly
understand the payment method.
Department of Finance Page 8

R eturns P olicy
The Contractors are obliged to pay all costs; including freight costs incurred by the Public
Authority as a result of incorrectly supplied or damaged goods.
This may include:
• Faulty materials;
• Faulty manufacture (e.g. stitching);
• Faulty manufacturer components (e.g. studs, fusing into lining); or
• Faulty workmanship.
The Contractors will repair / replace any item found to be faulty caused by the above at no
additional charge.
The Public Authority shall be deemed to have accepted the goods delivered where after the
lapse of 3 business days the Public Authority retains the produce without notifying the
Contractor that the goods have been rejected.
Due to the application of Public Authority specific insignia / embroidery, Contractors cannot
accept returns or exchanges unless the item has a clear manufacturer or decoration defect.
Adelphi Return Policy:
• The Public Authority is to contact the Contractor.
• Adelphi has a triple R return policy:
o Repair
o Replace
o Refund
• This policy is followed in this chronological order.
• This policy applies for when Adelphi has supplied a repairable or not repairable fault, or
supplied an incorrect item or size to that mentioned on the conforming and authorised
order.
• All refund payments will be made via cheque, regardless of the original payment method.
The Workwear Group Return Policy:
• The Public Authority to contact the Contractor and will be issued a return authorisation
number.
• The Public Authority to complete a goods return form.
• The Contractor will arrange for the collection of the faulty goods. The Customer should
suitably package return garments and the goods return form. Faulty garments should be
laundered if worn, prior to the return of those garments.
• The Contractor and customer will work together to arrange for replacement garments.
Department of Finance Page 9

Locating CUA Information and B uying Online
The options available to you to view CUA details, including contracted prices, and to buy
online will depend on the procurement system in use within your Public Authority. Systems
available to you could include Oracle or SAP.
If your Public Authority has no dedicated online procurement system, or uses a system other
than through the Office of Shared Services, you may need to access CUA information via
Contracts WA. This link will detail all the Buyers Guides and associated contract
documentation.
The Government Contract Directory e-book is also available on the Office of Government
Procurement website and provides an overview of all CUAs. A Directory e-book tailored for
schools is also available.
If your Public Authority uses the Office of Shared Services Oracle system, you can view CUA
information using Oracle iProcurement. Click on the Whole of Government Store, browse
the contracts and click on the title of the CUA. Alternatively you can search by contracted
item or CUA title.
If you experience any difficulties locating CUA information, please call the Service Centre on
6551 2020. Alternatively you may wish to email procurementsystems@finance.wa.gov.au.
Additional Charges
Any additional charges will be agreed between the Buyer and the Contractor as part of
accepting the order. Any additional charges will be itemised separately in the Buyer’s order
and on the Buyer’s invoice and the tax invoice should be sent directly to the cardholder.
E xemption from us ing 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 Public Authority
must be able to demonstrate that a business need cannot be adequately met by the relevant
CUA.
Exemption requests should be directed to the Director Strategic Sourcing in the first instance.
Requests for an 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 Public
Authority.
Department of Finance Page 10

Complimentary Feedback and Complaints R esolution
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(s) 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 complaints handling facility. The online form provides for both
complimentary feedback and complaint resolution considerations.
C ontract R eviews
Finance aims to continuously improve the services it provides to Customers via a range of
review processes and performance measures that reflect Public Authorities’ requirements
and are relevant to this contract performance include:
• Ensuring prices charged to Public Authorities reflect the correct CUA price;
• Ensuring products sold on this CUA reflect the range of products agreed for supply;
• Examining Contractor performance;
• Assessing customer satisfaction; and
• Monitoring compliance with Government policies and Australian laws.
B uyer Feedback
Finance conducts regular surveys of Public Authorities in order to improve the services it
provides. You may also provide feedback on the level of satisfaction experienced under this
CUA, or suggest improvements to the CUA scope or this Buyers Guide at any time. Please
forward your recommendations for improvements to the Contract Manager.
All feedback received is taken into account as part of the CUA review process. This
feedback allows Finance to identify areas where service levels or the product range needs to
be improved. Your cooperation in this effort is greatly appreciated.
Contractor Performance R eview
Finance reviews Contractor’s performance by receipt of feedback from Public Authorities.
The form in Appendix 1 is to be used to record the Contractor’s performance during the
contract period, as required. The form provides for both complimentary feedback and
complaint resolution considerations.
On most occasions, the Contractors supply acceptable goods and/or services; however
these outcomes are rarely formally recorded. The opportunity exists to recognise
satisfactory, as well as poor performance by completing the form and forwarding it to the
Contract Manager. In this way, an ongoing record can be maintained of a Contractor’s
performance during the term of the CUA.
S upporting Documents
The following contract documents and other relevant information can be sourced from
Contracts WA:
Buying Smarter Brochure
Department of Finance Page 11

Appendices
NEED MORE INFORMATION?
Appendix 1: Frequently Asked Questions
Appendix 2: Contractor’s Performance Review Form
Appendix 3: Service Delivery Form
Appendix 4: Purchasing Directly from an Australian
Disability Enterprise
Appendix 5: Glossary of terms
Forms and Tools
Buying Smarter Brochure
Contractors Details
Price Schedule
Links to CUA information
Government Contracts Directory eBook
S till need more information?
Contact the Contract Manager
Department of Finance 12

A PPENDIX 1: F REQUENTLY A S K E D
Q UE S TIONS
Do I have to buy from this CUA if I am purchasing from a regional location?
First, check your Public Authority’s policy or business rules for the purchase of apparel.
This CUA is only mandatory for Public Authorities in the Perth Region. If you are outside this
region, you can apply regional purchasing discretion in accordance with the Government’s
Buy Local Policy. Details of this policy can be found at http://www.ssc.wa.gov.au/.
How can I order?
You will need to ensure that your Public Authority has established uniform policies and
guidelines.
Each Public Authority will need to set up an internal approval procedure for ordering apparel
items. Please contact the Contract Manager at Government Procurement for further
information if necessary.
Do I need to get quotes?
No. This CUA offers fixed prices for all goods.
What happens if I need to purchase apparel items that are not available on this CUA?
You can purchase all standard apparel items provided in this category from this contract. As
such, it should not be necessary to purchase any additional items.
Please contact your corporate services or relevant person inside your Public Authority to
determine if this is in accordance with your Public Authority’s policy and business rules. The
Contract Manager at Government Procurement can assist with further clarification.
In the instance that the apparel item is not available on the CUA, then Buyers must purchase
in accordance with relevant State Supply Commission Policy.
What do I do if the Contractor can’t supply within the stipulated delivery times?
Ensure that you have documentation that clearly records when you have placed your order
and when the goods will be delivered. Once you have this information please complete a
Contractor Performance Review Form (Appendix 2) and fax or email to the Contract
Manager at Government Procurement.
Department of Finance 13

A PPENDIX 2: C ONTRACTOR’S
P ERFORMANCE R EVIEW F ORM
RECORD OF COMPLIMENT/COMPLAINT
Return to: Paul Wright
CONTRACT MANAGER, STRATEGIC
SOURCING
DEPARTMENT OF FINANCE
16 PARKLAND ROAD
OSBORNE PARK 6017
CUA Number 69610
Title of CUA
Supply of Uniforms Category A & B Off the Shelf Wear
Supplier Involved
Nature of the review Compliment Complaint
When the review was made
To whom the review was made
The highlights and issues involved
The Contractor’s response
Any other relevant details /compliments
Details of Reviewer
Name of Officer
Position Title
Signature / Date
Telephone
Facsimile
E-mail
If a Public Authority is dissatisfied with the delivery of goods, they should complete and
return this form to the Contract Manager at Government Procurement.
Department of Finance 14

A PPENDIX 3: S ERVICE DELIVERY
F ORM
Delivery Requirements
PARTIES TO THIS AGREEMENT
Customer
Public Authority
Department
Phone Fax
Contractor
Date of Order and Order Number
Required Delivery Time
Issue
Other Issue
Terms and Conditions
The Terms and Conditions that apply to this Delivery Arrangement are as those specified in
Request for Tender 69610 and in accordance with the Department of Finance Request
Conditions and General Conditions of Contract [August 2010].
Signatures
Customer ____________________________
Date _________________________________
Department of Finance 15

A PPENDIX 4: P UR CHAS ING DIR E CTLY
FR OM AN A USTRALIAN DIS AB ILITY
E NTERPRISE
The State Supply Commission’s Open and Effective Competition policy has been amended
to allow public authorities to source directly from a business that primarily exists to provide
the services of persons with a disability and that business is a registered Australian Disability
Enterprise (ADE).
State Government agencies are encouraged to proactively identify opportunities which will
enable ADEs to fulfil the needs of their agency. For more information, please refer to the
‘Australian Disability Enterprise Initiative’ webpage on the Department of Finance
website.
ADEs provide a wide range of goods and services, some of which are covered by CUAs. The
Department of Finance has advised Public Authorities that they are exempted from
purchasing specific goods and services from some CUAs and may procure them directly
from an ADE when following the Guidelines on Engaging Australian Disability
Enterprises.
CUA 69610 - Management and Supply of Uniforms - Off the Shelf Apparel
Category B: Workwear.
• Wes tcare
• Custom Made High
Visibility Vests
• Hats
• Other PPE can also be
directly sourced
Richard Swanson
T: (08) 9376 7100
F: (08) 9376 7150
E: westcarebassendean@westcare.com.au
Website: http://www.westcare.com.au/
Postal Address:
28 Hanwell Way
BASSENDEAN WA 6054
Account Set Up:
westcarebassendean@westcare.com.au
Department of Finance 16

A PPENDIX 5: G LOSSARY
Authorised Officer
Catalogue
Contract Authority
Customer
Those persons who have the authority to place orders for
services offered under this CUA.
The Contract Manager at Government Procurement and
Contractor maintain a list of authorised officers.
A product listing of a supplier’s range of products inclusive
of size, colour, unit measure and price.
Means the State of Western Australia through the
Department of Finance (Finance).
All Public Authorities as defined in the State Supply
Commission Act 1991, Public Benevolent Institutions and
other Organisations approved by the State Supply
Commission.
Perth Region
Pick and Buy Arrangement
Public Authority
The boundary as defined for Zone one (1) in the
Government’s Buy Local Policy. To view a map, refer to the
State Supply Commission’s website.
The buying arrangement is established under the CUA,
whereby customers may place purchase orders direct with
the Contractor.
For the purpose of defining Public Authority under the State
Supply Commission Act 1991, a Public Authority is:
• A department of the Public Service of the State
established or deemed to have been established under
the Public Sector Management Act 1994.
• An agency, authority or instrumentality of the Crown in
right of the State.
Department of Finance 17