SECTION E: DATA - BENCHMARKS AND CONTRACTS

SECTION E: DATA - BENCHMARKS AND CONTRACTS Introduction This section contains information to assist fleet management officers to implement elements of this Toolkit. IPWEA Benchmarks Utilisation and replacement benchmarks from the IPWEA Plant and Vehicle Management Manual (Section 1) are provided in this Toolkit so that they can be easily reproduced. As IPWEA is likely to update the benchmarks or add groups/types to the list of benchmarks, it is essential that the custodian of this Toolkit subscribe to IPWEA to access such changes. The custodian then needs to determine the impacts of any changes before recommending them for endorsement. Once endorsed, the Toolkit is to be altered in accordance with the document control protocols. Utilisation The IPWEA industry benchmark utilisation guide for the various plant and equipment types is presented below. Individual councils may need to adjust these benchmarks based on their types of works, their location and terrain etc. For consistency with the industry, it is advisable that council s plant and equipment database also include a classification field that corresponds with the industry convention on equipment group/type. This will simplify the cross-referencing of equipment with industry benchmarks. National Benchmarks Utilisation Group/Type UoM Value Bus Mini km 20,000 Compactor - Landfill Hr 1,000 Compactor - Rear Lift Hr 1,000 Compactor - Side Lift Hr 1,700 Compactor - Side Lift (km) km 25,000 Excavator (15 tonne) Hr 1,000 Excavator (3.5 tonne) Hr 700 Excavator (8 tonne) Hr 800 Grader Hr 1,000 Loader Hr 800 Loader - Backhoe Loader Hr 800 Loader - Landfill Wheel Hr 1,000 Mower - Front Deck Hr 500 Mower - Slasher Hr 500 Page 41

National Benchmarks Utilisation Group/Type UoM Value Roller - Rubber-Tyred Hr 500 Roller - Vibrating Drum Hr 500 Skid Steer Hr 700 Sweeper - Car Park/Footpath Hr 1,000 Sweeper - Road Hr 1,700 Tractor (PTO hrs) Hr 800 Truck - Heavy-duty (HR HC) km 35,000 Truck - Light-duty (LR) km 10,000 Truck - Medium-duty (MR) km 20,000 Wood Chipper Hr 800 Optimum Replacement Timing The IPWEA industry benchmark on optimum replacement timing for the various plant and equipment types is presented below. Individual councils may need to adjust these benchmarks based on their types of works, their operating environment and terrain etc. National Benchmarks Replacement Group/Type Year Hr/Km Bus Mini 8 150,000 km Compactor - Landfill 10 8,000 hr Compactor - Rear Lift 10 8,000 hr Compactor - Side Lift 8 8,000 hr Excavator (15 tonne) 10 8,000 hr Excavator (3.5 tonne) 8 5,000 hr Excavator (8 tonne) 10 8,000 hr Grader 10 8,000 hr Loader 8 8,000 hr Loader - Backhoe Loader 7 5,000 hr Loader - Landfill Wheel 10 8,000 hr Mower - Front Deck 5 2,000 hr Mower - Slasher 7 5,000 hr Page 42

National Benchmarks Replacement Group/Type Year Hr/Km Roller - Rubber-Tyred 10 5,000 hr Roller - Vibrating Drum 8 5,000 hr Skid Steer 5 5,000 hr Sweeper - Car Park/Footpath 8 5,000 hr Sweeper - Road 8 8,000 hr Tractor (PTO hrs) 7 5,000 hr Truck - Heavy-duty (HR HC) 8 500,000 km Truck - Light-duty (LR) 6 150,000 km Truck - Medium-duty (MR) 8 200,000 km Wood Chipper 8 5,000 Page 43

Third Party Standing Offer Contracts Section 186 of the Victorian Local Government Act requires councils to seek public tenders on contracts where the final contract value or purchase sum exceeds $150,000 (GST inclusive). Alternatives to councils conducting their own public tenders on purchases exceeding $150,000 include: 1. The use of the nominated Victorian State Purchase Contracts (SPC) approved by the Minister of Local Government under section 186(5)(c) of the Victorian Local Government Act; 2. The one-off use of the Standing Offer contracts from third party purchasing scheme such as MAV or Procurement Australia (PA), in accordance with their conditions of use; 3. Appointment of independent tendering managers to conduct tendering activities on its behalf, e.g. MAV, PA and National Procurement Network (NPN) via MAV; and 4. Appointment of other councils to call tenders on its behalf. The use of a third party purchasing scheme in the right circumstances can save time and both direct and indirect tendering costs. The following table shows the matrix of plant/equipment covered by the third party standing offer contracts including the conditions of use. Councils wishing to make use of these third party contracts should view the conditions of use of each scheme to ensure that purchases are compliant with Section 186 of the Victorian Local Government Act. Contract Categories Earth Moving & Material Handling Availability and Conditions of Use SPC Road & Bridge Making Material Hire of Equipment Small Plant Machinery Trucks Vans & Omnibuses Light Fleet Purchases Available PA MAV Light Fleet Leasing Available Available Available Hire of Vehicle Available Fleet Disposal Available Available MAV NPN via MAV Page 44

Availability and Conditions of Use Contract Categories SPC PA MAV MAV NPN via MAV Fuel & Lubricant Available Bulk Fuel & Bio Fuel Tyres & Batteries Automotive Spare Parts Page 45

Contract Information MAV Contracts and Suppliers Contact Details Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Contract Panel Titles 1. New Motor Vehicles 2. Earth moving and material handling equipment 3. Fuel and lubricants 4. Road and bridge making equipment Scope Passenger vehicles, SUV, light trucks, electrical vehicle supply equipment Booms, compressors, dozers, dump trucks, engines, excavators, fork lifts, graders, lifts, loaders, machinery attachments, pipe layers, scrapers, trucks Bulk fuel, Bio diesel, fuel card services, oils and lubricants, Adblue. Asphalt plants, crawler pavers, EGR class drums, Gum removal vehicle, landfill & earthworks compactors, padfoot roller, pavers, pedestrian operated compaction plates, profilers, ride scrubber, road maintenance units, rollers, stabilisers & recyclers, sweepers. Contract ID BUS233-1112 BUS213-0511 CO31-12 BUS212-0511 Expiry excluding 2-5 years extension Mar-18 Sep-14 Sep-15 Sep-14 Suppliers AP Eagers BT Equipment Australian Renewable Fuels Astec Australia Ateco Automotive Case Construction BP Australia Ausroad Systems Avia Oceania CEG Distributions Caltex CJD Equipment ChargePoint CJD Equipment Castrol Clark Equipment Sales Honda Australia Clarke Equipment Sales Gulf Western Conplant Hyundai Motor Hitachi Construction Machinery Hi-Tec Oils Traders Dynapac Jaguar Land Rover Hyundai Construction Equipment Maxi-Tankers JCB Construction Equipment Page 46

Contact Details Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Contract Panel Titles 1. New Motor Vehicles 2. Earth moving and material handling equipment 3. Fuel and lubricants 4. Road and bridge making equipment Mercedes JCB Construction Equipment National Bio-diesel MacDonald Johnston Nissan Motor Kobelco CNH Australia Petrogas Paveline International Suzuki "Australia Komatsu Australia Scott Petroleum Rosmech Sales & Services Tritium Kubota Tractor Australia Shell Tennant Australia New Holland Construction United Petroleum Tutt Bryant Equipment Schaffer Loaders Yara Vermeer Sales & Services Toro Australia Group Sales William Adams Vermeer Sales & Service William Adams Contact Details Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Contract Panel Titles 5. Small plant, tractors and mowers 6. National Supply of Trucks 7. Tyres and batteries Scope Tractors, tele-handlers, out front deck mowers, blowers, vacuums, chippers, chainsaws, mulchers, work utility, all-terrain vehicles and small engine equipment Trucks: Light Rigid, Hybrid-Light Rigid, Medium Rigid, Hybrid-Medium Rigid, Heavy Rigid, Prime Mover Passenger vehicle tyres, light commercial vehicle tyres, truck tyres, plant machinery tyres, lawn tractor tyres, automotive batteries Contract ID BUS205-0111 NPN04-13 TB2517 Expiry excluding 2-5 years extension Sep-14 Sep-18 Oct-15 Page 47

Contact Details Procurement@mav.asn.au Procurement@mav.asn.au Procurement@mav.asn.au Contract Panel Titles 5. Small plant, tractors and mowers 6. National Supply of Trucks 7. Tyres and batteries Suppliers Agco Australia Ateco- Foton Beaurepaires Allpower Industries Avia Bridgestone Clark Equipment Sales AWD-Unimog Tyres4U Goddings Hino JCB Construction Equipment Hyundai John Deere Limited Isuzu Kubota Tractor Australia Iveco Mahindra & Mahindra Mercedes - Mercedes Benz New Holland Agriculture CNH Mercedes-Fuso New Holland Construction Mercedes - Freightliner Polaris Industries PACCAR -DAF Powerup Lawncare Products PACCAR n- Kenworth Redstar Equipment Volvo - Mack Silvan Australia Volvo - Volvo STIHL Volvo - Mack Toro Australia Volvo - UD Unimog Sales Australia/AWD Western Star - Western Star Vermeer Sales & Service Western Star - Dennis Eagle William Adams Western Star - MAN William Adams - Caterpillar Page 48

Procurement Australia Contracts and Suppliers Contact Details Brendan Hoare: 9810 8606 Blair Coull: 9810 8612 A.Dardaganis: 9810 8633 Brendan Hoare: 9810 8606 Contract Panel Titles Scope 1. Automotive Spare Parts 2. Bulk Fuels 3. Hire of Equipment 4. Hire of Vehicles Automotive spare parts Bulk fuels- UPL, Diesel, Bio Diesel & E10 Road Construction Tools and Equipment, Functions Equipment, Temporary Fencing, Relocatable Buildings Contract ID 1506/0217 1110/0103 1309/0310 1311/0217 Expiry excluding 2-5 years extension Jun-15 Oct-13 Dec-13 Nov-15 Commercial and passenger vehicles Suppliers Bursons Atlas Fuels Air Powered Services Budget Rent A Car CBC Australia Caltex ATF Europcar Repco McLennan Coates Hire Thrifty Car Rentals Reliance Petroleum Scott Petroleum Page 49

Contact Details Brendan Hoare: 9810 8606 Brendan Hoare: 9810 8606 Blair Coull: 9810 8612 Brendan Hoare: 9810 8606 Contract Panel Titles 5. Lubricants & Associated Services 6. Mowing/Turfcare Small Plant and Gardening Equipment 7. One Card (Supply of Fuels at Retail Outlets) 8. Tyres & Batteries Scope Oils and Lubricants Mowing equipment Fuel Card Tyres & Batteries Contract ID 1504/0105 1306/0401 1212/0104 1305/0216 Expiry excluding 2-5 years extension Apr-15 Aug-14 Jan-14 Jul-15 Suppliers Castrol John Deere Stations accepting Motorcharge card Beaurepaires Gulf Western Komatsu Bridgestone Valvoline William Adams Exide Century Toyo Tyrepower Rosebud Tyre4U Page 50

Contact Details Brendan Hoare: 9810 8606 Blair Coull: 9810 8612 Brendan Hoare: 9810 8606 Contract Panel Titles Scope 9. Vehicle Procurement, Leasing and Disposals 10. Vendors Fuel Card (Supply of Fuels at Retail Outlets) 11. TPE Contracts (Rolling Tendering Services) Vehicles, Leasing and Disposals Fuel Card Various trucks, heavy machineries and plant Contract ID 1405/0214 1212/0104B Various Expiry excluding 2-5 years extension May-14 Suppliers Custom Fleet BP Honda Isuzu Ute Kia Manheim Peugeot Pickles Porter Plan Ssangyong Summit Lease Volkswagen Jan-14 Caltex Wrights Express Page 51

State Purchase Contracts and Suppliers Contact Details Elena Avrutis Patrick Muscat Patrick Muscat Category Manager, Strategic Sourcing Category Manager Category Manager Department of Treasury and Finance Department of Treasury and Finance Department of Treasury and Finance Ph: (+613) 9651 1560 Ph: (+613) 9651 1559 Ph: (+613) 9651 1559 Email: elena,avrutis@dtf.voc.gov.au Email: SS-06-2012@dtf.voc.gov.au Email: patrick.muscat@dtf.voc.gov.au Contract Panel Titles Petroleum Products Vehicles Vehicles Scope Fuel Card and Bulk Fuel Motor Vehicles: Passenger, Light Commercial Fleet Disposals Contract ID SS-14-2009 SS-06-2012 SS-18-2009 Expiry excl, 2-5 years extension June 2014 April 2016 August 2014 Suppliers BP BMW Pickles Auction Caltex Chrysler Logocoil GM Holden Shell Ford Honda Hyundai Jaguar Land Rover Nissan Subaru Toyota Renault Volkswagen Page 52

General Contract Information, Conditions of Use and Document Update Steps: MAV Contracts Panel Contracts Conditions of Use Updating Instructions MVA Various Contracts - New vehicles - Earth moving & material handling equipment; - Fuel & Lubricants; - Road & bridge making equipment; - Small plant, tractors & mowers; - Supply of Trucks; - Tyres & batteries Councils' expenditures over 3-5 years contract term will exceed the $150,000 financial threshold which require such contracts to be established via public tendering. To use MAV's 7 contracts, councils need to be in one of the following circumstances: Contracts are extended or contractors are added or deleted from the contracts from time to time during the contract term, updating the contract information is an essential part of ensuring the procurement processes are compliant with councils and the Local Government Act. The following steps should be undertaken to update these contract information: Contract terms are generally between 3 to 5 years with the extension of option ranging from 2-5 years. The total purchase value during the life of the contract being under $150,000 or Having appointed MAV as their tendering manager for the contract and being explicitly referenced during MAV's tendering processes and have subsequently accept the tender outcomes. Councils that are not in either of the circumstances listed above and wishing to participate in the future should approach MAV at least 6 months before the expiry of the relevant contracts. 1) Conduct update regularly to check the currency of data by a) Contacting MAV and seek updated details of relevant contracts via email: procurement@mav.asn.au or b) Arrange with MAV to access their web base vendor panels & details via www.vendorpanel.com.au 2) Review, verify and make relevant changes to this document including changes to document versions; 3) Upload revised document to the official depository.. Page 53

General Contract Information, Conditions of Use and Document Update Steps: PA Contracts Panel Contracts Conditions of Use Updating Instructions Procurement Australia Contracts Automotive spare parts; Bulk fuels; Hire of equipment; Hire of vehicles; Lubricants & associated services: Mowing/turfcare small plant and gardening equipment; One Card (supply of fuels at retail outlets); Tyres & batteries; Vehicle procurement, leasing and disposals; Vendor fuel card; Truck, Plant & Equipment Contract terms are generally between 3 to 5 years with the extension of option ranging from 2-3 years. Councils' expenditures over 3-5 years contract term will exceed the $150,000 financial threshold which require such contracts to be established via public tendering. To use PA's 11 contracts, councils need to be in one of the following circumstances: The total purchase value during the life of the contract being under $150,000 or Having appointed PA as their tendering manager for the contract and being explicitly referenced during PA's tendering processes and have subsequently accept the tender outcomes. Councils that are not in either of the circumstances listed above and wishing to participate in the future should approach PA at least 6 months before the expiry of the relevant contracts. Contracts are extended or contractors are added or deleted from the contracts from time to time during the contract term, updating the contract information is an essential part of ensuring the procurement processes are compliant with councils and the Local Government Act. The following steps should be undertaken to update these contract information: 1) Conduct update regularly to check the currency of data by a) Contacting PA and seek updated details of relevant contracts via email: procurement@mav.asn.au or b) Arrange with PA to access their web base vendor panels & details via https://secure.paonline.com.au/ 2) Review, verify and make relevant changes to this document including changes to document versions; Upload revised document to the official depository. Page 54

General Contract Information, Conditions of Use and Document Update Steps: SPC Contracts Panel Contracts Conditions of Use Updating Instructions State Purchase Contracts Fuel and associated products; Car and passenger vehicles; Fleet disposal The Minister for Local Government has approved arrangements under section 186(5)(c) of the Local Government Act 1989 which allows council access to a range of State Purchase Contracts (SPCs), Whole of Victorian Government (WoVG) Contracts and the Construction Suppliers Register (CSR). Councils can access these contacts by contacting the category managers of the appropriate contracts to seek further information. Contracts are renewed, contractors are added/deleted from the contracts or the Minister for Local Government may approved additional SPC contracts for use by the councils from time to time. Access to these Victorian Government Contracts can be viewed through links of this web page: http://www.dpcd.vic.gov.au/localgovernment/local-governmentreform/procurement/access-to-victorian-government-contracts The following steps should be undertaken to update these contract information: 1) Conduct update regularly to check the currency of data by a) Contacting the category managers of the relevant contracts and seek updated details (refer to contact list) or b) Arrange with SPC to access their web base vendor panels & details on the appropriate contracts: http://www.procurement.vic.gov.au/ca2575ba0001417c/p ages/state-purchase-contracts 2) Review, verify and make relevant changes to this document including changes to document versions; 3) Upload revised document to the official depository. Page 55