Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

Please note the change in process for accessing State Purchase Contract (SPC) confidential information. The existing user account to access the SPC confidential information will no longer be active. A new SPC confidential information system is being introduced which will require user registration. Please refer to the Registration Guide (126 KB) for more information.

Overview

The State Purchase Contract (SPC) for the provision of postal services was established by the Department of Treasury and Finance as a Master Services Agreement.  The SPC offers provision of selected postal services (i.e. Domestic parcels - Parcel Post & e-parcel and international mail).

 The SPC commenced on 1 January 2014 for an initial two year term. The SPC has two one-year extension options with the second option exercised until 31 December 2017. The SPC is a sole supplier arrangement with Australia Post.

Key SPC benefits

The objectives of the contract are to provide strategic oversight and economies of scale to ensure that the Victorian Government spend on postal services demonstrates value for money whilst also monitoring expenditure and achieving commercial and non-commercial benefits.

The key SPC benefits are:

  • standardised processes;
  • standardised prices; and
  • centralised contract management.
Lead Agency
Department of Treasury & Finance
Conditions of Use
Non-mandatory
Reference Number
SS-03-2013
Arrangement
Sole supplier
Start Date
01/01/2014
End Date
31/12/2017
Primary Contact
Elena Avrutis
Category Manager
Strategic Sourcing
Department of Treasury and Finance
Phone: (+613) 9651 1560
Email: elena.avrutis@dtf.vic.gov.au
Secondary Contact
Not applicable

Who can access this SPC?

Mandated Departments

Refer to VGPB scope of policies.

Mandated Agencies

Refer to VGPB scope of policies.

Departments and agencies bound by Victorian Government Purchasing Board policies must purchase from the SPC if the arrangement is mandated. Refer above lists.

Subject to approval by the lead department, and other government owned or supported organisations such as not-for-profit, councils and other government bodies may access the SPC on discretionary basis. Consult category manager to confirm eligibility.

Departmental Contract Managers

Departmental representatives/contract managers are the key point of contact between the SPC Category Manager and departmental users. They can be contacted for SPC information and are responsible for resolving operational issues raised by contract users and suppliers. 

Departmental representatives contact details can be found in the Department contact table Postal services

Supplier Details

Company
Name:
Australia Post
Address: Level 1, 111 Bourke Street
Melbourne VIC 3000
Contact:

Andrew Swaver

Contract Administration Lead

Phone:

(+613) 9106 6613

Email: sdgov3@auspost.com.au

What you can buy from this SPC

The SPC provides the following :

Parcels: The delivery of larger articles (not deemed letters) nationally through ordinary mail, including e-parcels (which provides tracking and signature on delivery capability); and

International Mail: International carriage of articles (excluding express courier international services).

RULES OF USE: How to use this SPC

Parties using the SPC are legally required to comply with the rules of use established by the lead department for purchasing under SPC as follows: 

1. Register for the service
The majority of Victorian Government organisations have registered for this service.  To register, please contact the Australia Post contact located in the section titled Supplier Details. 

Note that upon registration, you will be provided contract pricing for both Parcel and International services.

2. Choose the following options:

(a) Which parcel service you require (Parcel Post or eParcel)

Australia Post has one of the most extensive delivery networks in the country and offers a variety of parcel delivery services to suit business customers.

(b) Which Post Office(s) you wish to use/access services.

Please notify Australia Post if any additional Post Office location access is required, to ensure contract pricing is successfully extended to these additional Post Offices.

3. Australia Post will implement the service and indicate when it is active for use.

You will be notified to obtain a "Contract Mailing Statement" from your chosen Post Office, for use with this contract.

 

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Parcel Post
Parcel Post is a cost effective way to send parcels up to 22kg providing:

  •  certainty of pricing – no minimum charge, no undeliverable charge, no surcharges;
  • ability to send parcels up to 22kg; and
  • a low-cost solution with basic documentation requirements.

 eParcel
If you are sending more than 1,000 parcels a year, eParcel provides a convenient and highly efficient electronic lodgement system that makes shipping parcels quick and easy.

Using the online freight management tool will help you manage your shipping more efficiently and assist your business with:

  • consignment management;
  • tracking services;
  • signature of recipient on delivery;
  • barcoded labels;
  • delivery manifests;
  • online tracking and delivery notifications for both sender and recipient;
  • flexible pricing for increased volumes;
  • transit cover if parcels are lost or damaged; and
  • a full suite of managed reports. 
  1.  How to use the Parcel Post and International Mail Service
        A.    Address your parcel/international mail
    - clearly address the parcel to be sent and include a return address and Post Paid Australia Imprint if applicable
        B.    Apply Barcode - all parcels (NOT international mail) require an untracked barcode to be attached to the parcel. These barcodes can be obtained from your Australia Post lodgement 
    point quote stock 8840303. Labels are available in rolls of 500. More information regarding untracked barcodes can be downloaded here
        C.    Complete your paperwork - complete the contract mailing statement which can downloaded here. Please make a copy of this form and sign both copies
        D.    Lodge - take both copies of your signed paperwork to your nominated Australia Post lodgement office.


  2. How to use the eParcel service
    Please contact your Australia Post contact to arrange a meeting to discuss setting up an eParcel service.
    • use your user ID and password to access eParcel Online. When you establish an eParcel service, Australia Post will provide you these details and free despatch labels to use with a laser printer;
    • enter your consignment details into the system. To save time, you can import a file from another system;
    • despatch an 'end-of-day' data file (manifest) online; and
    • print a copy of the manifest to send with your freight.

  3. How to lodge your mail with Australia Post
    Your freight is now ready for collection, or for you to drop off at an Australia Post business centre or a selected post office. Please take both copies of your signed paperwork (mailing statement or manifest).
    Please contact 13 11 18 to arrange Australia Post to collect your lodgement from your office.  Australia Post offers a free collection service when the minimum postage value for lodgement is $41.

  4. Freight is delivered
    If no one is available to receive the consignment, Australia Post will follow your instructions to leave it in a safe place, or leave a card so the recipient can collect it from a nearby retail outlet.

    Australia Post will keep carded consignments for 10 business days (and issue a reminder card half-way through), before returning the consignment to you.

  5. Invoicing
    All transactions will be included on your Australia Post monthly charge account

How to join the SPC

Organisations interested in joining the SPC and accessing confidential information should follow  the process below:

Please note confidential information may only be accessed and used for the purpose of joining the SPC and purchasing under the SPC.

Step 1. Register to DTF.APPS portal and complete an on-line confidential information access request form to access confidential information for the selected SPC. Please refer to the instructions in the Registration Guide (126 KB).

Step 2. The category manager will verify your eligibility to access the confidential information and if approved, you will be notified via email.

Step 3. If your organisation would like to proceed and join the SPC, please register directly with the Australia Post contact listed above. For more information on Australia Post registration, please refer to the section titled Rules of Use: How to use this SPC.

Step 4. Advise the category manager once you have completed the joining process.

Confidential information

Confidential contract information is available to approved users. You can obtain access to this information by creating a user account for the new SPC confidential information system. Please refer to the instructions in the How to join the SPC section above.

Confidential information login link:

 http://apps.dtf.vic.gov.au/apps_state_purchase_contracts/

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