Frequently Asked Questions
Open Panel State Purchase Contract - for the Supply of Motor Vehicles
(SS-06-2012)
current as at 20 December 2013
1. What is an Open Panel State Purchase Contract?
An Open Panel State Purchase Contract (SPC) is an arrangement that provides the flexibility to allow
suppliers to be added to the panel at any time during its life. For this SPC, this arrangement supports the
motor vehicle market by allow all prospective suppliers the ability to become a member of the panel
throughout the panel life, subject to satisfying pre-established evaluation criteria.
2. How are new suppliers added onto the Open Panel SPC for motor vehicles?
To be eligible for membership to the panel, the prospective supplier must satisfy the criteria and the
evaluation process applicable to the request for tender, which includes all mandatory criteria.
Although tenders may be submitted at any time during the life of the panel, the evaluation of tenders
will take place within the timeframes specified by the Department of Treasury and Finance.
For prospective suppliers wishing to submit a tender, please register with Tenders VIC, download the
tender documentation (reference SS-06-2012) and follow the necessary instructions.
3. What organisations are entitled to use the Open Panel SPC for motor
vehicles?
The new open panel SPC is available to approved budget sector agencies, government bodies including
municipal councils within the meaning of the Local Government Act 1989 (Vic), government owned
entities and government supported organisation that are partially or entirely funded by the State and
are a charitable or other not-for-profit organisation.
To find out if you can access the above SPC, contact your responsible fleet manager or the Open Panel
SPC Motor Vehicle Category Manager.
4. What is the contract access fee?
The contract access fee (CAF) is a $150.00 (excl. GST) fee payable by all customers using this open panel
SPC. The CAF will be added to the contract price by suppliers and will be applied to all motor vehicles.
5. How can I view the suppliers’ motor vehicle pricing schedule?
To view the suppliers’ motor vehicle pricing schedules, you need to send an email to the Open Panel SPC
Motor Vehicle Category Manager who will send through application documents, which are required to
be completed to assess your eligibly to access the SPC.
If you’re found to be able to access the SPC, you will be issued with a login and password to the VicFleet
secured web site to view motor vehicle pricing.
6. Is the suppliers’ motor vehicle pricing schedule a ceiling price for motor
vehicles?
Yes, the pricing schedules supplied by suppliers is a ceiling price for motor vehicles and the open panel
SPC does not prevents departments or agencies negotiating further discounts and benefits with motor
vehicle dealerships. It is encouraged that departments and agencies negotiate further discounts and
benefits when an order involves multiple motor vehicles or if the order involved the trade-in of another
motor vehicle.
7. How often is the supplier’s motor vehicle pricing schedules reviewed?
Motor vehicle pricing schedules are reviewed and updated on a quarterly basis by suppliers. Updated
pricing schedules are placed on VicFleet secured web site quarterly on:
 1 January;
 1 April;
 1 July; and
 1 October.
8. How do I order a motor vehicle from the Open Panel SPC?
The following points should be consider when ordering a motor vehicle from the SPC:
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identify the motor vehicle that you wish to purchase taking into account:
 procurement policy requirements; and
 fit for purpose motor vehicle requirements.
identify the authorised motor vehicle dealership that you wish to place your purchase order with.
Lists of authorised motor vehicle dealerships can be found on the suppliers’ respective web sites.
raise a purchase order with your nominated motor vehicle dealership referencing SS-06-2012 being
the contract reference number for the motor vehicle SPC with pricing that is consistent with that
listed on VicFleet’s secured web site.
confirm the details of the purchase order with your nominated motor vehicle dealership such as:
 motor vehicle pricing along with other costs such as the contract access fee along with
registration and stamp duty costs;
 the specification of the motor vehicle, ensuring its accuracy to guarantee that the correct motor
vehicle is ordered and delivered; and
 the delivery date of the motor vehicle and ensure that it a suitable date for your requirements.
when the motor vehicle is delivered ensure its consistent with your purchase order.
payment of the motor vehicle dealership invoice should be made as per the payment terms of the
SPC - refer to how to use this contract for payment terms.
Please Note: The above points are not an exhaustive list of items to consider when ordering a motor
vehicle, but only some key points. If you have any queries, contact the Open Panel SPC Motor Vehicle
Category Manager for further details.
9. Can I choose my local dealership to order a motor vehicle?
Yes, you can choose your local dealership to order a motor vehicle, provided that they are an authorised
motor vehicle dealership. For listings of authorised motor vehicle dealerships, refer to the suppliers’
respective web sites.
10. How many quotes do I need to request from motor vehicle suppliers?
There is no minimum number of quotations required when using the above SPC. Each department /
agency can decide how many quotations (if any) it chooses to request from motor vehicle dealerships.
However, its important that you consider any internal procurement requirements and policies that you
may be required to adhere to.
11. What is included into the Open Panel SPC for motor vehicles?
The following items are included in the open panel SPC for motor vehicles including:
 supply of passenger and light commercial motor vehicles along with motorcycles including their
options and accessories – refer to how to use this contract for the range of motor vehicles;
 the provision of roadside assistance and pre-paid servicing; and
 negotiated terms and conditions for the purchase of motor vehicles – refer to the rules of use for full
details.
12. Do I need to buy an Australian made motor vehicle?
The Victorian Government Standard Motor Vehicle Policy outlines only passenger motor vehicles that
are substantially manufactured in Australia are permitted for lease or purchase.
This policy applies to light commercial vehicles except where no Australian manufactured vehicle
required for the task is available.
Adherence to this policy is a requirement for all government departments and inner budget agencies
and should be used as a guide for all other agencies. It is to be applied consistently with the
requirements of all relevant legislation, policies and contractual arrangements.
Please refer to the Department of Treasury and Finance web site for further details.
13. Is there a list of approved motor vehicles for executive salary packaging?
Yes, there is a list of approved motor vehicles for executive salary packaging. This list is maintained by
VicFleet and can be found on the Department of Treasury and Finance web site.
14. Can I purchase a motor vehicle for my personal novated lease or purchase for
my personal use through this SPC?
No, motor vehicles can not be purchased through this SPC for the purposes of a personal novated lease
or be purchased for personal use.
15. Does this SPC include motor vehicle leasing?
No, this SPC does not include motor vehicle leasing and is only for the purchase of motor vehicles. For all
motor leasing queries, please contact VicFleet Management and Leasing.
16. Does this SPC include motor vehicle hire?
No, this SPC does not include motor vehicle. However, the Victorian Government has the following
motor vehicle hire arrangements in place:
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the hiring of a government motor vehicle, please refer to the Victorian Government’s Shared
Services Provider; and
the Victorian Government’s motor vehicle hire contracts with rental companies, refer to the Travel
Services SPC.
17. Are there any other motor vehicles related contracts that may be of interest?
Other motor vehicles related contracts and arrangements that the Victorian Government has in place
which may be of interest are:
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VicFleet’s motor vehicle lease and management arrangement;
SPC for fuel and associated products;
SPC for the provision of fleet asset disposals services;
motor vehicle insurance; and
novated motor vehicle lease facility register.
18. What are the terms of cancellation an order?
The Purchaser is only allowed to cancel an order 14 days from the agreed delivery date of the order.
Please refer to the rules of use for further details.
19. What are the terms of payment?
The Purchaser will pay the invoiced amount to the approved motor vehicle dealership within 30 days of
receipt of the invoice. Please refer to the rules of use for further details.
20. What is prepaid servicing?
Purchasers are able to purchase pre-paid servicing from selected providers. Pre-paid servicing is a prepaid, fixed price scheduled servicing program. The program and price is in accordance with the
Manufacturer’s handbook and is inclusive of all lubricants, parts and labour.
Please refer to the what is covered by this contract section of the web site for further details.
21. What is roadside assistance?
Roadside assistance is a service through the motor vehicle suppliers providing assistance to drivers who
experience mechanical difficulty while using their motor vehicles. Roadside Assistance has been
provided for a minimum of three years and come either included in the purchase of the motor vehicle or
as an additional optional cost.
Please refer to the what is covered by this contract section of the web site for further details and
roadside assistance numbers for each supplier.