Contract Number: GBA 089882014
Last Updated: 18 February 2016
Document No: 01056222
Storage, Retrieval and Destruction of Paper and
Electronic Records
(Great Southern Region)
1 December 2014 – 30 November 2017
• About the contract
• How do I use this contract?
• What’s on offer?
• Who are the contractors?
• Buying Rules
• Need more information?
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
ABOUT THE CONTRACT
Contract Number
GBA 089882014
Contract Term
1 December 2014 – 30 November 2017
There are two (2) one (1) year extensions remaining
Status
Non-mandatory – Great Southern region
Categories
Key Features and
Benefits
•
Storage
•
Delivery or collection of records
•
Retrieval or re-shelving of records
•
Destruction
•
Lodgements
•
Supply of pH neutral archival boxes and standard archival
boxes
•
Purchase goods under contract terms and conditions that
protect you as a buyer.
•
Direct purchases to save time and effort – the Department
of Finance has already tested the market and selected
suppliers that offer the best value for money.
•
Support local suppliers in the Great Southern Region.
When buying under this GBA, always quote the GBA number
(089882014) and identify yourself as a government buyer.
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:
Carol Sadler
Department of Finance
Senior Contracts Officer
Southern Region - Bunbury
Phone: (08) 9781 4101
Department of Finance
Email: [email protected]
Level 8, 61 Victoria Street
BUNBURY WA 6230
Department of Finance
Page 2
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
HOW DO I USE THIS CONTRACT?
Step 1
Whats on offer?
Choose products/services that best meet your needs.
Step 2
Who are the contractors?
A list of the qualified contractors.
Step 3
How much will it cost?
Compare prices and brands before deciding on which contractor to
buy from.
Step 4
Buy it!
Buy directly from contractors.
Department of Finance
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
WHAT’S ON OFFER?
Category A
This category is for the:
•
Transfer, storage, retrieval and disposal of records
The service generally applies to records of temporary value, i.e. records that do not have
archival (or permanent) value.
Temporary and permanent patient records that are stored by hospitals and other institutions
are also included within the service specified.
Customers may store archival records (records that cannot be destroyed) with the contractor
for a specified period of time when granted permission by the Director, State Records Office.
Category B
This category is for the:
•
Disposal of records collected from the customer’s premises
The service generally applies to records of temporary value, i.e. records that do not have
archival (or permanent) value and may be destroyed when a prescribed retention period (as
defined in a customer’s approved retention schedule) has elapsed.
Department of Finance
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
WHO ARE THE CONTRACTORS?
The matrix below lists all contractors on the CUA and the goods/services they have been contracted to provide. Please refer to the previous section
“What’s on Offer?” for categories.
Contractor
RE Wright Pty Ltd T/A Albany Records Management
Grace Records Management (Australia) Pty Ltd
Department of Finance
Category 1
Storage & Retrieval
of Records
Category 2
Destruction of
Records




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Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
Contractor 1 – RE Wright Ltd T/A Albany Records
Management

Contact: Albany Records Management
T: (08) 9842 8145
F: (08) 9841 6604
E: [email protected]
W: albanyrecords.com.au
M: 0488 428 144 (manager)
Address
ABN: 35 101 269 783
•
•
Category 1: Storage
& Retrieval of
Records
Category 2:
Destruction of
Records
8 Sanford Road, ALBANY WA
Postal Address
PO Box 1965, ALBANY DC WA 6331
Office Hours
8:30am to 4:30pm Monday – Friday
The service is available on request 24 hours a day (phone
manager’s mobile for this service)
Orders: Email, Telephone, Fax or RS Web online service
Contractor 2 – Grace Records Management
(Australia) Pty Ltd

Contact: Records Bunbury
T: (08) 9791 9179
F: (08) 9791 1196
E: [email protected]
ABN: 93 097 110 257
•
•
Category 1: Storage
& Retrieval of
Records
Category 2:
Destruction of
Records
W: gracerecords.com.au
Address
88 King Road, Bunbury, WA
Postal Address
88 King Road, Bunbury, WA, 6230
Office Hours
8:30am to 5:00pm Monday – Friday
Out of hours: After hours requests received 4pm – 8am
weekdays and 4pm Friday – 8am Monday
Public holidays are classified as an after hours service (24
hours) and relevant charges apply in accordance with the
price schedule
Orders: Email, Telephone, Fax or RS Web online service
Department of Finance
Page 6
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
HOW MUCH WILL IT COST?
Prices for this contract are fixed so buyers can pick and buy the specified service / product from the contractor.
Quotes are not needed for purchases off this contract.
Service
Albany Records Management
Grace Records Management
Storage – per week
Files in open shelf storage – active
$0.275 / linear metre
n/a
Files in open shelf storage – non active
$0.220 / linear metre
n/a
Box Archive (360x175x270mm) – per
box
Box Standard (397x307x257mm) – per
box
$0.132
$0.11
$0.220
$0.22
Box Archive – long term – per box
$0.132
$0.09
Box Standard – long term – per box
$0.220
$0.20
Reel tape – per tape
$0.165
$0.64
Data cartridge (DLT, LTD or similar) –
per cartridge
$0.165
$0.64
Data tapes – per tape
$0.165
$0.64
Media case – small – per case
$0.385
$1.20
Media case – medium – per case
$0.495
$1.20
Media case – large – per case
$0.660
$1.20
CD – per CD
$0.055
$0.64
Video – per video
$0.099
$0.64
Soil Samples – per pallet
$4.400
$5.50
Plan cabinets – per cabinet
$4.400
$5.50
Department of Finance
Page 7
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
Service
Albany Records Management
Grace Records Management
Plan box – per box
$0.330
$0.64
X-Rays – per container
$0.132
$0.33
Core Samples – per sample
$0.132
$5.50
Palletising for permanent retrieval
$4.400
$48.40
Delivery/Collection of
Records
Alb1 / Alb 2 / Alb 3
Alb1 / Alb 2 / Alb 3
Priority (<3 hours) – 1-10 boxes
$38.50 / $88.00 / $33.00 plus 0.88c km per del/collection
See scan price
Priority (<3 hours) – 11-20 boxes
$38.50 / $88.00 / $33.00 plus 0.88c km per del/collection
See scan price
Priority (<3 hours) – 21-30 boxes
$38.50 / $88.00 / $33.00 plus 0.88c km per del/collection
See scan price
Priority (<3 hours) – 31-40 boxes
$38.50 / $88.00 / $33.00 plus 0.88c km per del/collection
See scan price
Priority (<3 hours) – 41-50 boxes
$49.50 / $99.00 / $44.00 plus 0.88c km per del/collection
See scan price
Priority (<3 hours) – 50+ boxes
$49.50 / $99.00 / $44.00 plus 0.88c km per del/collection
See scan price
Next day – 1-10 boxes
$22.00 / $88.00 / $22.00 plus 0.88c km per del/collection
$5.94 / $9.79 / $22.99 per box
Next day – 11-20 boxes
$22.00 / $88.00 / $22.00 plus 0.88c km per del/collection
$5.34 / $7.26 / $13.85 per box
Next day – 21-30 boxes
$22.00 / $88.00 / $22.00 plus 0.88c km per del/collection
$5.23 / $6.22 / $10.89 per box
Next day – 31-40 boxes
$22.00 / $88.00 / $22.00 plus 0.88c km per del/collection
$5.19 / $6.16 / $9.46 per box
Next day – 41-50 boxes
$33.00 / $93.50 / $33.00 plus 0.88c km per del/collection
$5.17 / $5.94 / $8.58 per box
Next day – 50+ boxes
$33.00 / $93.50 / $33.00 plus 0.88c km per del/collection
$5.12 / $5.89 / $8.25 per box
Notes
NB: After hours priority rates additional
NB: Priority not offered, although scan on demand offered
as alternative service.
Collection price per load
Collection price per box
Department of Finance
Page 8
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
Service
Albany Records Management
Scan on Demand
Grace Records Management
Alb1 / Alb 2 / Alb 3
Standard – 4 hours 1-50 pages to A3
n/a
$8.75 / $8.75 / $8.75
50-100 pages to A3
n/a
$16.39 / $16.39 / $16.39
Scan and Email TIFF format (over 5
files)
n/a
POA
Retrieval of Records
Priority / Next Day
Priority / Next Day
Per box – archive and standard
$2.75 / $2.75
n/a / $2.75
Per file from box
$2.75 / $2.75
n/a / $3.50
Per file from active shelving
$1.65 / $1.65
n/a
Per file from non-active shelving
$2.75 / $2.75
n/a
Per media (reel, tape, video, CD etc)
$2.75 / $2.75
n/a / $2.75
Per media case (small, med. Large)
$2.75 / $2.75
n/a / $2.75
Per soil sample
$2.75 / $2.75
n/a / $2.75
Per x-ray container
$2.75 / $2.75
n/a / $2.75
Per plan tube
$2.75 / $2.75
n/a / $2.75
Per plan cabinet
n/a / n/a
n/a / $6.60
Per plan box
$2.75 / $2.75
n/a / $2.75
Per core sample
$2.75 / $2.75
n/a / $2.75
Note
NB: same rate for Priority or Next Day
NB: priority delivery not offered, see scan on demand
Record File – per file
$3.85
$4.68
Record Box (standard) – per box
$9.90
$14.85
Magnetic media – per kilogram
$5.50
$16.50
Destruction (shredding):
Retrieval and destruction
Department of Finance
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Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
Service
Albany Records Management
Grace Records Management
Collection and destruction
Alb1 / Alb2 / Alb 3
Alb1 / Alb2 / Alb 3
Record File – per file
$1.65
As per box prices (min. $110)
Record Box (1-10 boxes) – per load
$7.15 per box
$110.00 / $148.00 / $245.00
Record Box (11-20 boxes) – per load
$6.60 per box
$198.00 / $236.00 / $331.00
Record Box (21-30 boxes) – per load
$6.05 per box
$264.00 / $302.00 / $287.00
Record Box (31-40 boxes) – per load
$5.50 per box
$308.00 / $346.00 / $397.00
Record Box (41-50 boxes) – per load
$4.95 per box
$330.00 / $368.00 / $463.00
Record Box (50+ boxes) – per load
$4.95 per box thereafter
$6.00 / $6.76 / $8.66 per box thereafter
Bag – per bag (about 16kg)
$8.80
n/a
Bin 240ltr – per full bin
$55.00
$76.00 / $113.00 / $208.00
Magnetic media - per kilogram
$5.50
$17.00 / $55.00 / $149.00
Provision of container – Bag 16kg
No charge
n/a
Provision of container – Bin 240L
No charge
$0.81 / week or $3.51 / month
Notes
NB: Collection and destruction prices quoted as per box.
Lodgements (bringing records
Initial / Subsequent
Initial / Subsequent
File from open shelving – per file
No charge / $2.75
n/a
File from box – per box
No charge / $2.75
No charge / $3.50
Box (archive & standard) – per box
No charge / $2.75
No charge / $2.75
Reel tape – per tape
No charge / $2.75
No charge / $2.75
Data cartridge (DLT, LTD or similar) –
per cartridge
No charge / $2.75
No charge / $2.75
Data tapes – per tape
No charge / $2.75
No charge / $2.75
Media case – small – per case
No charge / $2.75
No charge / $2.75
Media case – medium – per case
No charge / $2.75
No charge / $2.75
into storage)
Department of Finance
Page 10
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
Service
Albany Records Management
Grace Records Management
Media case – large – per case
No charge / $2.75
No charge / $2.75
CD – per CD
No charge / $2.75
No charge / $2.75
Video – per video
No charge / $2.75
No charge / $2.75
Soil samples – per pallet
No charge / $2.75
$6.60 / $6.60
Plan cabinets – per cabinet
No charge / $2.75
POA
Plan box – per box
No charge / $2.75
No charge / $2.75
X-Rays – per container
No charge / $2.75
No charge / $2.75
Core samples – per sample
No charge / $2.75
No charge / $2.75
Other
One off lodgement/registration is $0.88
Scanning and Imaging
Scanning from hardcopy – b & w – per
record
$0.17 per one sided page
$0.22
A5 or smaller – per record
$0.28 per one sided page
$0.22
A4 – per record
$0.17 per one sided page
$0.22
A3 – per record
$0.22 per one sided page
$0.22
Large documents or plans – per record
n/a
n/a
Document prep/reconstruction after
scan – per doc
$4.95
$0.00
Indexing – per record
$3.30
$13.20
Production of CD – per CD
$22.00
$0.00
Data transfer – per transfer
n/a
$0.00
Cataloguing
$1.65
$13.20 per quarter hour
Box (contractors standard record box)
$3.85
$4.95
Customer specific reports
No charge
$13.20
Miscellaneous
Department of Finance
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Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the Great Southern Region GBA089882014
Service
Albany Records Management
Grace Records Management
Media case – small
n/a
POA
Media case – medium
n/a
POA
Media case – large
n/a
POA
Plan box
$5.50
$6.05
Cheque box
$2.20
$2.64
After hours access
$88.00 per hour of access required
$165.00 per hour of access required
Pallet
$49.50
$88.00 per pallet
Re-boxing of damaged archive boxes
n/a
$5.45 per box
File search fee
n/a
$13.20 per quarter hour
Supply of Record Boxes
25 / 26 -100 / 101-250 boxes
25 / 26 -100s / 101 - 250boxes
Standard Box – per box
$3.85 / $3.85 / $3.52
$4.24 / $3.96 / $3.80
pH Neutral Archival Box – per box
$3.30 / $3.30 / $3.08
$4.50 / $3.80 / $3.60
Archive Plastic Box Liner
Not provided
Not provided
Department of Finance
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Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
BUYING RULES
Service Delivery
The Service will be provided to customers that have premises located within and outside the
City of Albany. Specifically, the contractor will collect records, deliver records and/or supply
record storage boxes to customers that have premises located within three specific areas:
•
•
•
Alb 1: Those within a 20km radius of the Albany Town Hall
Alb 2: Those within a 60km radius of the Albany Town Hall
Alb 3: Those within a 200km radius of the Albany Town Hall
Delivery Times
Albany Records Management
Grace Records Management
Standard Delivery / Normal Office Hours:
Standard Delivery / Normal Office Hours:
There are four (4) set delivery run times
(Monday to Friday) that are available to
customers with premises within 20km of the
Albany town hall. The delivery times are as
follows:
Normal delivery / requests:
•
•
•
•
10:00am (for deliveries ordered by
9:30am that day)
12 noon (for deliveries ordered
between 9:30am and 11:30am that
day)
2:00pm (for deliveries ordered
between 11:30am and 1:30pm that
day
4:00pm (for deliveries ordered
between 1:30pm and 3:30pm that day
•
Monday to Friday:8:00am – 4:00pm
Out of Hours:
•
Weekdays:
•
4:00pm Friday – 8:00am Monday
4:00pm – 8:00am
Response times as agreed between parties.
Orders placed after 3:30pm will be
delivered the following morning
Urgent Delivery / Normal Office Hours:
•
•
•
Within 20km of the Albany town hall delivered within 1 hour of order
received
20-60km of the Albany town hall delivered within 1.5 hours of order
received
60-200km of the Albany town hall delivered within 3 hours of order
received
Scan on Demand Service (in place of
Urgent Delivery:
As an alternative to file retrieval and delivery,
Grace can scan your documents and upload
them to your site on the Grace website. Scan
on Demand involves retrieving the required
file from the carton, removing staples etc,
scanning an uploading the file in PDF format.
Response time within 4 hours of enquiry
Urgent Delivery / Outside Office Hours
(includes weekends and public holidays)
•
The record will be delivered within 3
hours of the order being received.
Department of Finance
Page 13
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
Pricing
The prices are fixed for the first year of the contract.
On each anniversary of the Contract Commencement Date (1 December 2014), the prices
will be increased by the Consumer Price Index (Consumer Price Index, Australia (Cat No
6401.0): 1 All Groups, Index Numbers – Perth).
The contractors will apply in writing for the Department of Finance’s approval each time a
revised price is to be applied to the contract. Documentation will be required to justify
applications for revised Contract prices during the term of the contract.
No price variation is payable unless and until approved by the Department of Finance.
The contract manager will update this Guide each time there is a price rise and advise
potential customers accordingly.
Additional Charges
Any additional charges will be agreed between the customer and the contractor as part of
accepting the assignment. Any additional charges will be itemised separately in the
customer’s order and on the customer’s invoice.
Payments
The contractor will invoice the customer directly. The customer shall pay the contractor
directly. No surcharges are applicable for payment by Corporate Credit Card/Government
Purchasing Card.
Complimentary Feedback and Complaints
Resolution
Government Procurement 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.
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.
Department of Finance
Page 14
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
NEED MORE INFORMATION?
Appendices

Appendix 1: Frequently asked questions
Forms and Tools


Contractors Details
Price Schedule
Links to GBA information

Government Contracts Directory
Still need more information?

Contact the Contract Manager
Department of Finance
Page 15
Buyers Guide – Group Buying Arrangement for the Storage, Retrival and Destruction of Paper and Electronic Records in the
Great Southern Region GBA089882014
APPENDIX 1: FREQUENTLY ASKED
QUESTIONS
Do I have to buy from this contract?
No. This GBA is not mandatory.
Do I need to get quotes?
No. This GBA offers fixed prices. Simply contact the contractor for the service / product that
you wish to order.
What happens if I need to purchase products/services that are not available on this
arrangement?
Buyers must purchase in accordance with relevant State Supply Commission Policy. Details
of these policies can be found on the SSC Website.
What do I do if I am unhappy with the service of a contractor?
Contact the contractor and request a meeting to resolve the matter. Clearly outline the issue,
ask the contractor to explain and together resolve the matter.
Once this has been done, please email the Contract Manager with specific details of the
complaint. Include your name, phone contact details, the action you have taken and the
agreed solution. If required, the Contract Manager will contact the contractor to assist with
resolution.
How does Department of Finance manage the contract?
Finance will monitor the performance of the contractor regarding compliance with the terms
and conditions of the contract.
Public Authorities with No Dedicated Procurement
System
If your agency has no dedicated online procurement system, access the GBA information via
Contracts WA.
Department of Finance
Page 16