Complaints and disputes
If case of a dispute, both the buyer and the supplier must use their best efforts to resolve it.
The buyer should speak to the supplier's customer service representative first. If they can't solve the matter together, the buyer should then contact NSW Procurement.
If the dispute cannot be resolved by mutual agreement of both parties in consultation with NSW Procurement, it will be referred for expert determination. This more formal process will need a higher level of detailed documentation, correspondence and records.
Eligibility to use contract
How to register
This contract is only available for NSW Government agencies to use.
Contract managed by
The head agreement for contract 300 is managed by NSW Procurement, Department of Finance, Services and Innovation(DFSI).
Under the head agreement, individual clusters have signed a master fleet management services agreement.
What's covered by this contract
Range of products and services
Standard fleet management services
- quoting, ordering and other services for existing passenger and light commercial vehicles (equivalent to easyQuote and EasyOrder)
- log book collection (equivalent to easyLogs)
- consolidated invoicing and online reporting
- eTags management
- rental vehicles
- lease restructures.
Additional fleet management services
- roadside assistance
- accident claims and repairs management
- fuel cards
- basic telematics such as electronic log books and advanced telematics such as roll over alerts, harsh braking, over speed etc.
Eligible buyers can also obtain a quote for any other fleet management services required such as specialist fit outs and equipment.
Key contract features
- reduced fleet costs in the categories of fleet management, repair and maintenance, and tolls
- reduced lease costs
- reduced government fleet size
- improved fleet utilisation with fleet management providers promoting restructured leases or relocation of vehicles over replacing a vehicle
- improved customer satisfaction.
The 2 approved fleet management providers are:
Sgfleet Australia Pty Ltd
Stephen Finch, head of customer services - NSW Government
Phone: 02 9494 1000
Address: Level 2, building 3, 20 Bridge Street, Pymble, NSW, 2073
Locked Bag 1003, Gordon, NSW 2072
For maintenance authorisations: 1300 658 235.
Smartfleet Management Pty Ltd
Tania Piesch, national customer service manager
Phone: 03 9034 5736 Mobile: 0427 769 953
Address: Level 8, 550 Bourke Street, Melbourne, VIC, 3000
PO Box 252, Flinders Lane, Melbourne, VIC, 8009
For services, repairs and fuel card enquiries: 1300 780 097.
Code of behaviour
The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.
The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:
- All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
- Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
- Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
- The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
- Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
- Where practicable male employees should perform work on male facilities and female employees on female facilities.
- Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
- Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
- Supplier employees must wear or carry an identity card at all times when on the site or sites.
How to make savings
Agency savings opportunity
Fleet management providers must at all times continually take reasonable steps to improve the services and methods in which it delivers the services. This includes:
- Proactively identifying and applying proven techniques and tools utilised by the fleet manager or in the vehicle leasing and fleet management industry that would benefit the agency either operationally or financially.
- Implementing programs, practices and measures designed to improve the fleet manager's levels of performance, including any programs, practices and measures as specified in a fleet management document.
Buy from this contract
Government taxes and charges
All taxes, duties and charges imposed or levied in Australia or overseas in connection with the performance of this agreement will be borne by the supplier.
Third party purchasing
Clause 6 of the Public Works and Procurement Regulation 2019 allows the NSW Procurement Board to provide access to suppliers of public sector bodies to state contracts standing offer agreements for the provision of goods and services. These suppliers are known as Nominee Purchasers. The public sector bodies making the nominations are known as Nominating Agencies.
'Nominee Purchaser' means a supplier to a public sector agency, nominated by the public sector agency to be authorised to place Orders under Standing Offer Agreements for works done as such a supplier and registered by NSW Procurement.
Access of nominee purchasers to NSW Government contracts standing offer agreements:
- is limited to standing offer agreements relevant to the contract between the nominating agency and the nominee purchaser, and which are specifically listed in the nominee purchaser’s registration and
- is for a fixed period of registration, usually ending on the completion of the term of the contract between the nominating agency and the nominee purchaser.
A nominee purchaser must not purchase goods or services under a NSW Government contract standing offer agreement, unless they are related to its obligations under a contract with a public sector agency and are used during the term of such a contract or included or incorporated in works, goods or services to be provided to the public sector bodies.
Frequently asked questions and appendices
When will StateFleet be decommissioned?
Government agencies switched over to their selected fleet management provider on 4 July 2016. There will be ongoing support for certain StateFleet products and services. View timeline of shutdown dates (PDF, 286 KB).
How does the new model work?
Each government agency (eg, DFSI, Health, Education) has engaged a fleet management provider from contract 300 under an ‘appointment agreement’, which sits under the contract 300 head agreement. Any agency specific requirements will be specified in the appointment agreement, for example if an agency requires additional services like telematics.
The new model (PDF, 63 KB), shows the relationship between NSW Procurement, lessors, fleet management providers and agencies, and the responsibilities of each party.
How do I find out which fleet management provider my cluster has selected?
Please contact your agency fleet management team. If you are unsure of who this is, you can contact the fleet category management team in NSW Procurement at NSWP_Fleet@finance.nsw.gov.au.
Who looks after contract 300 fleet management providers?
The new fleet category management team in NSW Procurement manages contract 300 and contract 333. They are responsible for supplier relationship management, managing the leasing bidding process with the lessors on contract 333, providing support for Smartpool and are the custodians of the Travel and Transport Policy (PDF, 188 KB), and the Motor Vehicles Operational Guidelines (PDF, 0.9 MB).
Who will administer the existing lease book?
For existing leases only (those established prior to 1 July 2016), the corporate finance team in DFSI will administer the:
- collection of monthly payments
- variations to contract terms
- disposal of vehicles at the end of lease.
Lease payments made by the corporate finance team will be provided to your fleet management provider who will consolidate payments for existing leases and leases established under the new supply model into one invoice.
How do I organise my short term rental vehicles?
Agencies who require short-term rental vehicles for fleet purposes (as opposed to travel purposes) should go through their fleet management provider rather than the government’s travel and accommodation provider.
From 1 July 2016, government pricing used by the newly appointed fleet management providers and lessors will only be taken from NSWBuy eCatalogue, with upfront discount pricing being supplied by NSW Procurement separately (for awarded categories).
The standard terms of payment are 14 days from the date of invoice. However, please refer to your agency’s fleet management team. If you are unsure of who this is, you can contact the fleet category management team, NSW Procurement at NSWP_Fleet@finance.nsw.gov.au.
How will the benefits of the new supply model be measured?
The fleet category management team, NSW Procurement will use the following measures to assess the new supply model’s benefits:
- fleet cost reduction
- lease cost reduction
- fleet size reduction
- improved fleet utilisation
- customer service.