Purchase Order & Invoicing – Terms & Conditions
By the subcontractor proceeding with works, it is deemed that the following terms and conditions are accepted and will be adhered to. Failure to comply will render tax invoice submission as non-valid payment claim, which will not be processed. A further complying tax invoice would then be required to be submitted by the Subcontractor.
- The agreed Scope of Works will be listed on your Purchase Order (PO). The subcontractor is not authorised to complete any works outside of the PO. Any unauthorised works undertaken by the subcontractor will not be paid for by Advanced Buildings (NSW) Pty Ltd (AB). If there is any uncertainty regarding your PO amount or Scope of Works, discuss directly with AB Site Supervisor and request a revised PO to be issued in writing, prior to proceeding.
- Any changes to materials or the scope of works, must be approved, in writing by the Insured and AB’s Site Supervisor, prior to proceeding with ordering of materials or physical works. The subcontractor will be held liable for proceeding with any unauthorised material or SOW changes that arise in dispute, including all applicable cost to rectify.
- All works are to comply with Current National Construction Code series, Australian Standards, NSW Guide to standards and Tolerances 2017, Manufacturer’s installation recommendations and the PO’s Scope of Works. Where the works being performed are unable to comply, written Instructions outlining the issues, via a Warranty Waiver, must be obtained from AB’s Site Supervisor, prior to proceeding. Any works that do not comply with these items will be deemed as defective. Defective works, which are a result of the Subcontractor’s actions, will be the Subcontractor’s liability to rectify. Failure to rectify will result in alternate contractor(s) to be engaged and all applicable cost incurred to rectify the item(s) will be back-charged to the original Subcontractor, via being deducted from this project’s PO amount or off-set against any monies owing to the Subcontractor whatsoever under or in-connection with any other PO or contract between the parties."
- Lump Sum PO’s nominate the maximum agreed amount that the Subcontractor can invoice. Tax Invoice submissions that exceed the PO amount will be rejected in full and not be deemed as a valid payment claim. AB reserve the right to request a breakdown of invoice regardless of job type and if requested, must be provided by the subcontractor.
- Do and Charge/Cost Plus PO’s will nominate that the works are to be undertaken on a Do and Charge basis and be issued with an amount of $1.00 plus GST. The Subcontractor’s tax invoice must provide a breakdown of the labour incurred, including date of works, brief description of works, name of person who completed the works, hours completed and hourly rate as per agreed rates. This is required for each person and for each day of works. (Note: Where no written agreed hourly rates are obtained, the rate is to be consistent with market value). The Subcontractor’s invoice must provide a breakdown of the material expenses on a line by line item basis. A copy of the material invoices must also be supplied with the tax invoice, for substantiation. No margin is to be applied to the materials cost by the Subcontractor, unless prior written approval has been obtained by AB’s Site Supervisor.
- All tax invoice submissions must state Business Name, ABN/ACN, Contact details, PO #, Site Address, services rendered, total amount claimed, including applicable GST component, Bank Details and be supplemented by a copy of the PO and completed Subcontractors statement.
- All tax invoices must be emailed to accountspayable@advancedbuildings.com.au for uploading onto our system.
- Deposits, where applicable and only when approved by AB’s Site Supervisor, will be paid upon receipt of a valid and approved tax invoice will processed within 5 working days.
- 1 x Progress Claim may be submitted, up to midnight on the 26th day of each month. The amount must represent the works completed before the date of the payment claim submission and the aggregate of all progress claims, must not exceed 80% of the PO amount.
- Final Claim may be submitted, up to midnight on the 26th day of each month and upon all works nominated on the PO having been completed in full and satisfactory.
- Payment of valid and approved tax invoice will be within a maximum period of 32 days from the end of month in which the tax invoice was received, or such other time-period, agreed in writing, by both parties.
Subcontractor - Site Rules
By the Subcontractor proceeding with works, it is deemed that the following site rules are accepted and will be adhered to. Advanced Buildings (NSW) Pty Ltd (AB) employees will undertake random audits to review compliance by our Subcontractors. Non-complying Subcontractors will be appropriately warned or removed from our Subcontractor’s panel, depending on frequency/severity of issues encountered.
- A Site attendance booking, via Site Contact/Site Supervisor must be confirmed prior to arrival for live sites (i.e. the property is occupied). This includes both Date and Time. Turning up unannounced will not be tolerated.
- Be punctual, courteous and polite to all parties involved with the project. Offensive behaviour will not be tolerated.
- In the event of late arrival, contact the Site Contact/Advanced Buildings (NSW) Pty Ltd (AB) Site Supervisor (i.e. same person as original booking) advising of such, including providing a revised arrival time. “No shows” will not be tolerated.
- Vehicles are NOT to be parked on driveway or grassed areas, unless permission is granted by the Site Contact or AB Site Supervisor.
- All worker(s) onsite must hold a valid General Construction Induction Card. NO site access is permitted without this.
- Subcontractors must hold a valid Contractors License through the Department of Fair Trading NSW/WorkCover NSW to carry out any Residential Works above $5,000 (Includes labour and materials). Specialist trades, being Plumbing, Electrical and Air Conditioning, must be licensed regardless of job value or type of site. Any un-licensed worker(s) engaged by the Subcontractor must not work unsupervised. It is the Subcontractor’s responsibility to directly supervise these worker(s). All works performed by the Subcontractor’s engaged worker(s) are the liability of the Subcontractor.
- At times, other licenses, accreditation or clearances may be required (example – Police Clearance). If required, the Subcontractor will be advised to make the necessary arrangements and provide a copy for our records.
- A site-specific risk assessment is recommended to be completed prior to commencement of physical works.
- All relevant Personal Protective Equipment (PPE) must be worn. It is the Subcontractor’s responsibility to provide the appropriate PPE for their worker(s).
- A site specific, Safe Work Method Statement (SWMS) is required to be completed, prior to performing high-risk activities. A copy of the SWMS must be provided to AB’s Site Supervisor, prior to commencement of works.
- If an onsite Hazard is identified, which is outside your controls, notify AB’s Site Supervisor immediately. No works are to proceed if the activity is deemed unsafe to do so.
- Any accidents/injuries must be reported to AB Site Supervisor as soon as practicable following the event.
- NO smoking allowed inside premises. All cigarette butts must be disposed of responsibly. Littered butts will not be tolerated.
- NO swearing or playing of music which involves swearing.
- NO drugs or alcohol to be consumed onsite. Workers under the influence of drugs or alcohol are not permitted onsite.
- An onsite portaloo will be provided by Advanced Buildings on larger projects. Where this is not provided, onsite toilets are to be used, only with the permission of the Site Contact. Ensure toilet is left in a clean state after each usage.
- Portable Electrical Tools must be tested and tagged every 3 months by a suitably qualified person. RCD’s are to be tested upon each installation, via in-built test function (push button). It is the Subcontractors responsibility to complete these items.
- Pre-commencement and post completion photos are strongly recommended to be taken by the Subcontractor.
- Relevant dust protection, drop sheets, floor protection, etc. are to be installed by the Subcontractor, prior to commencement of site works, unless previously supplied by alternate trades.
- Any damage caused whilst onsite, must be reported to AB’s Site Supervisor immediately.
- Unless an onsite skip bin or designated waste location is provided by AB’s Site Supervisor, all associated waste/debris must be removed from site, by the Subcontractor. Failure to comply will result in applicable back-charges.
- The work areas are to be cleaned by the Subcontractor prior to leaving site. The Subcontractor is responsible to supply your own cleaning equipment. Usage of the clients cleaning equipment will not be tolerated.
