Doing business with Transport for NSW and Roads and Maritime Services

In July 2016 Transport for NSW (TfNSW) launched Transport Equip to manage all business transactions electronically for organisations that do business with TfNSW.

What changed for Roads and Maritime Services vendors?

Some organisations that do business with Roads and Maritime Services are now required to adopt new processes for tendering as well as accounts receivable and payable transactions.

Please note: The changes only relate to business conducted with Roads and Maritime Services. The changes do not affect business conducted with other TfNSW cluster agencies including TfNSW, Sydney Trains, NSW Trains, Sydney Motorway Corporation or State Transit Authority.

What is Transport Equip?

Transport Equip is an online system, using SAP technology, that enables TfNSW and its agencies – including Roads and Maritime – to collect, manage and analyse data efficiently from a range of different sources, and automate many functions.

Working with Transport Equip

Using the Transport Equip Supplier Portal

Watch this short interactive demonstration.

For best viewing please use Google Chrome, Mozilla Firefox or Internet Explorer 10+

Information covered in the interactive demonstration includes:

  • Accessing the Transport Equip Supplier Portal
  • A Portal overview and new processes
  • Responding, editing and submitting to an Rfx event
  • The Labour Hire process
  • Receiving payment from TfNSW

Roads and Maritime requests for quotations

  • Some requests for tenders and quotations are managed on the Transport Equip Supplier Portal
  • Quotations must be submitted electronically through the Transport Equip Supplier Portal
  • Your organisation must be registered as a bidder by emailing tss.bidder@transport.nsw.gov.au. A fact sheet and instructions on how to fill in and return the bidder form can be found below under Accessing the Transport Equip Supplier Portal.

Roads and Maritime tender responses

  • Open requests for tenders will continue to be published on the NSW Government e-tenders website: http://tenders.nsw.gov.au/
  • All open tender opportunities over $250,000 will continue to be published on the NSW Government e-tenders website, along with select tender opportunities for Construction and Maintenance
  • Some responses to RMS tenders and quotations will be electronically submitted via the Transport Equip Supplier Portal. Please refer to the tender/quotation you are responding to for specific instructions on how to submit your bid/quote
  • To access the Transport Equip Supplier Portal, you need to register your organisation as a bidder by emailing tss.bidder@transport.nsw.gov.au. A fact sheet and instructions on how to fill in and return the bidder form can be found below under Accessing the Transport Equip Supplier Portal.

Purchase Orders (POs) for tax invoices

  • POs are issued electronically in email format to your organisation’s designated email inbox
  • You must have a valid PO number recorded on all Roads and Maritime Services tax invoices to process payments within the terms of trade
  • Roads and Maritime Services employees are unable to supply PO numbers
  • Only POs sent via the automated email system from Transport Shared Services (TSS) have been approved for payment, except in the instance of purchase orders relating to construction and maintenance which will be on forwarded from the business.

Work orders and letters of acceptance for construction contracts

  • Work orders or letters of acceptance with a contract number will be emailed to your organisation's designated email inbox.

Standard Terms and Conditions

Roads and Maritime Services Purchase Order Terms and Conditions.

Tax Invoices

Tax Invoice processing is centralised at Transport Shared Services (TSS) Accounts Payable which means:

  • All Roads and Maritime Services tax invoices must be sent via email in PDF format to TSS Accounts Payable at tss.invoices@transport.nsw.gov.au or post to Att: TSS Accounts Payable PO Box 533, Burwood NSW 1805 for payment
  • Tax Invoices should not be sent to other business areas within TfNSW and Roads and Maritime Services
  • There can only be one tax invoice per PDF file noting tax invoices can cover multiple pages
  • The tax invoice must being on the first page of the PDF. Any supporting documentation for a tax invoice must be included in the same PDF file
  • A valid PO number and a Roads and Maritime Services contact name must be included on the tax invoice

Please make sure the above criteria is met to ensure your tax invoice is paid efficiently. TSS Accounts Payable will contact you if the criteria is not met.

Payment claims required in accordance with the Security of Payment Act (SOPA)

  • Payment claims and supporting statements that are required in accordance with the SOPA and where applicable, send Quantity Agreements Sheets to your business contact stated in the contract
  • All payment claims are to be in PDF format and only one payment claim can be made per PDF
  • The payment claim must be the first page of the PDF. Any supporting documentation including supporting statements must be included in the same PDF
  • The correct contract number, PO number and a Roads and Maritime Services contact name must be included on the payment claim
  • The correct contract number must be printed on all payment claims so they can be processed in accordance with the SOPA.

Accessing the Transport Equip Supplier Portal

To access the Transport Equip Supplier Portal your organisation must be registered as a bidder. Please complete the attached Vendor Bidder Detail Form and send by email to tss.bidder@transport.nsw.gov.au.

Further information

The Transport Equip vendor fact sheet explains the changes for tender responses and payment of invoices.

If you have any further questions, please contact our Procurement Service Desk on 1300 132 136 or email tss.procurement@transport.nsw.gov.au.

Frequently asked questions

  • A bidder is a supplier of goods or services that is responding to a tender or quote. Responding to a tender or quote will not automatically make you a registered supplier with Roads and Maritime Services. In some cases responses to tenders and quotations for goods and services will be submitted electronically through the Transport Equip Supplier Portal.
  • Yes, all Roads and Maritime Services suppliers need to register to enable them to respond to tenders and quotations for goods and services which will be submitted electronically through the Transport Equip Supplier Portal.
  • To access the Transport Equip Supplier Portal, you need to register your organisation as a bidder by emailing tss.bidder@transport.nsw.gov.au.
  • Yes, you need a valid Purchase Order number. If you do not know your Purchase Order number, please contact Transport Shared Services (TSS) by emailing tss.procurement@transport.nsw.gov.au.
  • If the supplier does not have an email address, the Purchase Order can be sent by fax (if the fax number is registered with Roads and Maritime Services) or sent to their Roads and Maritime Services business representative who can then coordinate with the supplier.
  • Suppliers do not require merchant facilities to do business with Roads and Maritime Services.
  • You can send your tax invoice by post to Att: TSS Accounts Payable PO Box 533 Burwood NSW 1805.
  • Yes.
  • Please contact the TSS Procurement Service Desk by emailing tss.procurement@transport.nsw.gov.authey will be able to advise the best way to structure your accounts with Roads and Maritime Services.
  • No, please treat the use of Roads and Maritime Services Purchase Cards as you would any other credit card payment.
Share this page: