colonel light gardens ps

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REQUEST FOR TENDER No. 24/11

FOR THE PROVISION OF CLEANING SERVICES AT:

COLONEL LIGHT GARDENS PRIMARYSCHOOL

Windsor Avenue, Colonel Light Gardens

SOUTH AUSTRALIA

Mandatory Inspection Time: 9:15am

Date: Wednesday 4 May 2011

Tender Opening Date: Tuesday 26 April 2011

Tender Closing Date: Wednesday 11 May 2011

Tender Closing Time: 4:00pm, Adelaide Time

Contract Commencement Date: 4 July 2011

Contract Expiry Date: 3 July 2017


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CONTENTS

PART A INVITATION TO TENDER AND GENERAL INFORMATION1. INVITATION TO TENDER2. DOCUMENT STRUCTURE3. PROCESS4. BACKGROUND5. INFORMATION6. EVALUATION CRITERIAPART B CONDITIONS OF TENDER1. CONTACT PERSON2. CLARIFICATION3. COST OF PREPARATION OF TENDERS4. VALIDITY PERIOD/TENDER TO REMAIN OPEN5. FORMATION OF CONTRACT6. PRICE AND PRICE VARIATION7. FORMAT OF TENDER8. CONTENTS OF TENDER RESPONSE9. HOW TO LODGE YOUR TENDER RESPONSE?10. STATEMENT OF COMPLIANCE11. PRESENTATION BY THE TENDERERS12. MANDATORY INFORMATION SESSION AND INSPECTION OF SITE13. PROBITY AND PUBLICITY14. RESERVATION OF RIGHTS15. ACCEPTANCE OF TENDER RESPONSE16. MINISTERS EXPECTATIONS17. TENDERERS EXPECTATIONS18. CONFIDENTIALITY19. COPYRIGHT AND INTELLECTUAL PROPERTY20. INFORMATION ABOUT GOVERNMENT CONTRACTING21. DISCLOSURE OF GOVERNMENT CONTRACTSPART C SPECIFICATION1. INTERPRETATION2. REQUIRED SERVICES3. SCOPE OF SERVICES4. TERM OF AGREEMENT5. PRICING6. INVOICING7. INSURANCE8. ORGANISATIONAL STRUCTURE AND CAPABILITIES9. OCCUPATIONAL HEALTH, SAFETY AND WELFARE10. QUALITY OF ADMINISTRATIVE SYSTEMS AND PROCESSES11. QUALITY OF CUSTOMER SERVICE12. PERFORMANCE MANAGEMENT AND REVIEW13. SUBCONTRACTING14. CRIMINAL HISTORY SCREENING CHECKS15. FINANCIAL VIABILITY16. QUALITY ASSURANCE

ATTACHMENT A Required Services (Cleaning Specifications)ATTACHMENT B Scope of Services

PART D - CONDITIONS OF CONTRACT

PART E - TENDER RESPONSE

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PART A - INVITATION TO TENDER AND GENERAL INFORMATION

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1. INVITATION TO TENDERTender Responses are invited for the provision of cleaning services at Colonel LightGardens Primary School, Windsor Avenue, Colonel Light Gardens, SouthAustralia (Project Requirements) to the Department of Education and Childrens

Services (DECS) for a period ofsix (6) years.

2. DOCUMENT STRUCTUREThis Invitation to Tender (Invitation) consists of:

Part A Invitation to Tender and General InformationThis part contains the Invitation, a brief background and general informationconcerning the Invitation to Tender process (the Process).

Part B Conditions of Tender

This part sets out the procedures for submitting a Tender Response.

Part C SpecificationsThis part sets out the Project Requirements.

Part D Conditions of ContractThis part contains the Contract Requirements including a draft copy of theindicative terms of any contract that may ultimately be entered into for theProject Requirements.

Part E Tender ResponseThese are your guidelines for responding to this Invitation to Tender.

3. PROCESSThis Process does not give rise to or amount to a process contract whether a Responseis submitted in response to this Invitation or not. (A process contract means a contractabout the tendering process.)

After considering any Responses submitted in accordance with the Conditions ofTender, the Minister for Education (Minister) will decide:

(i) whether to enter into negotiations with any or one or more preferred tenderers.(ii) what procurement process to follow; and(iii) whether the Invitation will lead to any request for further tenders.No contract will necessarily result from the submission of any Response.

An agreement between the Minister and tenderer (if any) prior to the issue of theInvitation to Tender to the tenderer is the only contractual arrangement between themand does not extend to include the Invitation to Tender.

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4. BACKGROUNDThe Minister for Education is responsible for ensuring cleaning services are provided toschools, education offices and worksites and wishes to engage person/s to provide thesecleaning services.

5. INFORMATIONWhere any of the information in this Invitation comprises a list, schedule, report orinterpretation based on third party information (Information), the Minister makes norepresentations, express or implied, in respect of its accuracy, reliability orcompleteness. You should not assume the accuracy of the Information but, to theextent possible you should, verify source Information independently. If you do nothave access to Information and consider that it is critical to you in preparing yourtender, you should notify the Contact Person in order that consideration can be given toproviding access to that Information.

The Minister reserves the right to decline to disclose all or part of Informationrequested at its discretion, and reserves the right, if any Information is disclosed, tooffer disclosure of the same Information to other tenderers.

The Minister disclaims all liability, direct or indirect (and whether or not arising out ofthe negligence, default or lack of care of the Minister) for any loss or damage (whetherforeseeable or not) suffered by the tenderer, its subcontractors, representatives orexternal advisers or any other person arising out of, or in connection with, any use orreliance by any of them on such Information.

To the extent that the Information contains budgets and associated commentaryincluding estimates in relation to future performance, the Minister makes norepresentation that any such budgets or estimates will be achieved or are achievable.

Nothing in this Invitation obliges the Minister to disclose any particular Information tothe tenderer or its subcontractors, representatives or external advisers. The Ministerhas an absolute discretion as to the Information, which she may choose to disclose.

6. EVALUATION CRITERIA6.1 The criteria that will be used to evaluate this tender include (but are not

necessarily limited to):

Compliance with Mandatory Requirements and conditions of theRequest for Tender;

Productivity rate offered ie, the amount of square metres to be cleanedper hour by each cleaner;

The proposed cost over the whole term of the contract calculated as aNet Present Value (NPV) including the initial one off clean (whereapplicable), all vacation/periodic cleaning and ongoing (daily) cleaning;

Supervision of the contract; Details of Quality of Assurance certification to any of the applicable

Australian Standards, or the target date by which the contractor is

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expected to achieve certification. (Not a mandatory requirement at thistime);

Equipment, both quantity and quality; Consumables intended to be used; Assurances/details by the contractor as to the provision and

maintenance of cleaning services; and

Assessment of referees.These criteria are not listed in any order of priority.

6.2 The tenderer is responsible for providing sufficient evidence to support allstatements made in the Response to Tender to the satisfaction of theMinister.

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PART B - CONDITIONS OF TENDER

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1. CONTACT PERSON1.1 The only person(s) authorised by the Minister to communicate with you are

the Contact Person(s). Therefore, you cannot rely on communications withany other person unless advised otherwise in writing. Unauthorisedcommunication with other staff may lead to disqualification of the tender. All

communication to the Contact Person(s) must be in writing.

The Contact Person(s) are:

Name Phone Number Email

Terry Fantis (08) 8226 2499 [email protected]

Sheryl Atkinson (08) 8226 2474 [email protected]

Helka Manninen (08) 8226 5739 [email protected]

1.2 Please nominate the contact person for your Response at the time ofsubmitting your Response.

2. CLARIFICATION2.1 You may seek clarification of any matters relating to this Invitation by

directing enquiries to the Contact Person.

2.2 You may expect that in response to a query submitted the Minister or itsrepresentative will either provide an answer or provide written notice that noanswer is to be given.

2.3

The Minister reserves the right to inform all other tenderers of the question ormatter raised and the response given, but may at its discretion choose not to doso.

2.4 The Minister reserves the right to respond or not to respond at its discretion toany query or matter raised.

3. COST OF PREPARATION OF TENDERS3.1 You are responsible for the cost of preparing and submitting your tender and

all other costs arising out of this Request for Tender.

4. VALIDITY PERIOD/TENDER TO REMAIN OPEN4.1 The tender is to remain open for consideration for a period of ninety (90) days

from the Tender Closing Time. The Response may only be withdrawn duringthe Validity Period with the written consent of the Minister.

5. FORMATION OF CONTRACT5.1 If a contract results from this Invitation it will be based upon the Conditions of

Contract and will come into existence by the execution of a formal Agreement.

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6. PRICE AND PRICE VARIATION6.1 Tendered prices are to include GST and shall include duty, where applicable.6.2 The tender price must be stated in Australian currency.6.3 Pricing is expected to reflect the minimum rate payable under the CleaningServices Award 2010 as determined by Fair Work Australia at the time of

lodging the tender.

7. FORMAT OF TENDERYou are to prepare your Tender Response (Response) in the following manner:

7.1 The Tenderer Response must contain all the documents and informationrequired, be completely filled in and signed.

7.2 The Response and support material must be in English and measurements mustbe in SI (Systeme Internationale) units.

7.3 Responses submitted with alterations, erasures, or prices not clearly andlegibly stated, may be excluded from consideration. Any alterations must beinitialled.

7.4 The tenderer shall include their name and address, business name andregistered office address, the Australian Business Number (ABN) and if acompany the Australian Company Number (ACN).

7.5 Each page of the Response document shall be numbered and any reference toan additional page of information or appendix shall be clearly numbered andreferred to.

7.6 The onus is on the tenderer to supply adequate documentation to enableevaluation.

7.7 The tenderer must provide one (1) copy of their Response.7.8 All documents must contain a table of contents for everything in the document

in page order.

7.9 Any documentation presented by the tenderer which is to be returned afterevaluation must be labelled to that effect.

8. CONTENTS OF TENDER RESPONSE8.1 Your Response must be a complete response to PART E of this Invitation

document.

8.2 Any general information tenderers wish to provide, but is not specificallyrequested, should be attached separately.

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9. HOW TO LODGE YOUR TENDER RESPONSE9.1 Time of Lodgement

Responses shall be lodged on or before the Tender Closing Time set out onpage 1 of this Request for Tender.

9.2 Late Tender ResponseResponses received after the Tender Closing Time shall be recorded as such,with the time and date of receipt on the envelope.

The Minister or its representative may consider Responses received after theTender Closing Time.

9.3 Method of LodgementThe Response shall be:

Enclosed in a sealed cover and marked:CONFIDENTIALCleaning Tender No. 24/11Senior AdviserContract Cleaning ServicesDepartment of Education and Childrens Services

and posted or delivered to:

For Personal or Courier Service DeliveryPlease place in CONTRACT CLEANING SERVICESTENDER BOX11th FloorEducation Centre31 Flinders StreetADELAIDE SA 5000Between the hours of 9.00am and 5.00pm, Monday to Friday, excluding

public holidays.

For Postal Service Delivery OnlyPlease post toGPO Box 1152ADELAIDE SA 5001

9.4 All Responses become the property of the Minister once submitted. TheMinister or its representative may make copies of the Response for anypurpose related to the evaluation of Responses

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10. STATEMENT OF COMPLIANCE10.1 All tenderers are to complete the Statement of Compliance tables for:

Part B - Conditions of Tender; Part C - Specification; and Part D - Conditions of Contract Part E - Mandatory Compliance Questionsas outlined in Part E, Response Schedule 2.

10.2 If the tenderer does not submit a Statement of Compliance for Part B Conditions of Tender, Part C Specifications, Part D Conditions of Contractand Part E Mandatory Compliance Questions, the Minister may (but is notobliged to) decline to consider your Response.

10.3 If a tenderer has lodged a tender for the provision of cleaning services at aDECS site in 2011, the information provided in Response Schedules 1 and 2has already been recorded and does not need to be resubmitted with thistender. However, if a tenderer's circumstances have changed since providingthat information, Response Schedules 1 and 2 must be resubmitted.

11. PRESENTATION BY THE TENDERERSThe Minister or its representative may request a tenderer to make a presentation of itsResponse but need not make the same request to all tenderers.

12. MANDATORY INFORMATION SESSION AND INSPECTION OF SITEAn information session for tenderers will be held at the site followed by a MandatoryInspection (see front page of Request for Tender for time and date). Unless the site isfully inspected at the stated time and date by the Tenderer in the presence of aDepartment of Education and Childrens Services representative (ie. a member of theContract Cleaning Services), a tender may be considered non-compliant.

13. PROBITY AND PUBLICITYThe Minister expects that you will:

13.1 Declare any actual or potential conflict of interest.13.2 Not collude with any other tenderer or any other contractor who is a potential

tenderer.

13.3 Comply with all laws in force in South Australia applicable to the Request forTender including the Trade Practices Act 1974.

13.4 Not attempt to influence the outcome of this Process by offering anyemployment, payment or any other incentive to or in any way seek toimproperly influence any person employed by the Minister or engaged by theMinister.

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13.5 Not make any news releases or responses to media enquiries and questionpertaining to this process or the subsequent selection process without theMinister's written approval.

13.6 If you act contrary to these expectations, the Minister reserves the right to:13.6.1 Terminate negotiations;13.6.2 Terminate consideration of your Response; and13.6.3 Terminate any contract that may have been executed by the Minister

and you without any obligation on the Minister to make any paymentto you.

14. RESERVATION OF RIGHTSThe Minister reserves the right to:

14.1 Extend the Tender Closing Time.14.2 Amend the Specifications at any time, provided that the amendment is

notified to the tenderers.

14.3 Seek information from or negotiate with one or more of the tenderers on anyissue at any time and to continue to negotiate with one or more of thetenderers.

14.4 Discontinue negotiations at any time with any tenderer.14.5 Enter into negotiations with any other person or company who is not a

tenderer.

14.6 Negotiate with a tenderer for the provision of any part of the Specificationsand to negotiate with any other tenderer with respect to the same or other partsof the Specifications and to enter into one or more contracts for part or partsof the Specifications.

14.7 Allow a tenderer to change its Response. The Minister reserves the right toprovide the same opportunity to all tenderers but may at the Ministersdiscretion choose not to do so.

14.8 Abandon, amend and/or otherwise alter this Request for Tender whetherbefore or after the receipt of Responses.

14.9 Seek the advice of external consultants to assist the Minister in the evaluationor review of Responses.

14.10 Make enquiries of any person, company or organisation to ascertaininformation regarding the tenderer and its Response.

14.11 Consider an incomplete Response.

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14.12 Consider a Response submitted otherwise than in accordance with theseConditions of Tender.

14.13 Invite any person to submit a Response.14.14 Change the scope of the Specifications or vary the nature of the Specificationsat any time subject to the Minister first giving each tenderer the opportunity to

respond to the changes.

14.15 Subsequently initiate any other process for the same or similar requirements.14.16 Clarify any aspect of a Response after the Tender Closing Date but before the

evaluation of the Response.

14.17 Negotiate with any one or more tenderers before the Tender Closing Date.15. ACCEPTANCE OF TENDER RESPONSE

15.1 The Minister is not obliged to accept any Response and reserves the right toaccept a portion or the whole of any Response at the prices stated unless theResponse states specifically to the contrary.

15.2 If the Minister does accept a Response there is no obligation to accept thelowest priced Response.

15.3 The Minister may consider or accept (at the Ministers sole discretion) anyResponse including without limitation a late Response or the Response of atenderer who has failed to submit a Response in accordance with theseConditions of Tender.

15.4 No acceptance of a Response nor any invitation to negotiate or to make anoffer will be effective to constitute a contract or to create any legitimateexpectation on the part of the tenderer unless:

15.4.1 it is unconditional, in writing and signed by the Ministersrepresentative; or

15.4.2 the Minister and the tenderer have executed a formal writtenAgreement in the form of the draft Contract contained within thisRequest for Tender.

15.5 Notification to a tenderer that it is the preferred tenderer will not constitute anacceptance of the Response but an invitation to negotiate.

15.6 Acceptance of a Response will be by notice in writing addressed to thesuccessful tenderer at the address shown in its Response.

15.7 The Minister will notify unsuccessful tenderers when a successful tenderer hasbeen selected or if this Process has been abandoned without being obliged togive any reasons for its selection or the abandonment of this Process.

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16. MINISTERS EXPECTATIONSIf you submit a Response, the Minister, when considering the Response will expect thatyou satisfy the following criteria:

16.1 You have the necessary skills, knowledge and experience to comply with theSpecifications and Conditions of Contract.

16.2 You have fully informed yourself of all facts, and conditions of all thingsrelating to the Process and the Specifications.

16.3 You have included in the Response prices all costs, expenses, freight andinsurance charges, imposts, taxes, rates and Government charges that may beapplicable.

16.4 Pricing is expected to reflect the minimum rate payable under the CleaningServices Award 2010 as determined by Fair Work Australia at the time oflodging the tender.

17. TENDERERS EXPECTATIONSYou may expect that the Minister will:

17.1 Preserve the confidentiality of your confidential information (subject to Clause18 Confidentiality).

17.2 Afford every tenderer the opportunity to compete fairly.17.3 Subject to the Ministers right to terminate this Process, consider a Response

which is submitted in accordance with these Conditions of Tender by atenderer who has:

17.3.1 Complied with the Ministers expectations as to probity anddeclaration of conflict of interest set out in these Conditions ofTender.

17.3.2 Registered as a tenderer and collected this Request for Tenderdocument;

17.3.3 Attended the Pre-Tender Meeting.17.3.4 Submitted a conforming Response whether or not the tenderer also

submits a non-conforming Response.

17.4 These Conditions of Tender other than this clause are intended to facilitatemeeting the expectations set out in this clause; they do not in themselves giverise to expectations.

17.5 The Minister may change these Conditions of Tender other than this clause ifnotice is given to all tenderers and if the change is not unfair to any tenderer.

18. CONFIDENTIALITY18.1 The tenderer and the Minister may disclose information to a consultant

engaged for the purpose of this Request for Tender but any such consultantmust preserve the confidentiality of the information disclosed to it.

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18.2 Any information supplied by or on behalf of the Minister is confidential to theMinister and tenderers are obliged to maintain its confidentiality.

18.3 Although the Minister understands the need to keep commercial mattersconfidential in appropriate circumstances, the Minister reserves the right to

disclose some or all of the contents of the Response as a consequence of aconstitutional convention or in order that the Minister may answer questionsraised in the South Australian Parliament, keep Parliament informed orotherwise discharge the Ministers duties and obligations to Parliament and toadvise the Governor, Parliament and/or the South Australian Government.

18.4 Any condition in a Response that purports to prohibit or restrict the Ministersright to make such disclosures will not be accepted.

19. COPYRIGHT AND INTELLECTUAL PROPERTYBy submitting a Response, tenderers are taken to license the Minister or itsrepresentative to reproduce for the purposes of this Request for Tender the whole orany portion of the Response despite any copyright or other intellectual property rightthat may subsist in the Response.

20. INFORMATION ABOUT GOVERNMENT CONTRACTINGThis Request for Tender is subject to the following public sector policies included herein summary form:

20.1 Employment of Ex-Government EmployeesA set of principles has been announced by the Government, with regard to theemployment of ex-Government employees by Contractors providing servicesto the Government.

The Minister will not accept the services of any person who, either directly orthrough an independent Contractor or third party, within the last three years,has received a separation package from the Government under its variousschemes where the service may breach the conditions under which the

separation package was paid to the former public sector employee.

The tenderer should take these principles into account in preparing andsubmitting its Response.

20.2 Purchases with Imported ContentWhen the State Government introduced the State Procurement Act 2004, theintention was for public authorities to make a conscious effort to provide everyopportunity for Australian manufacturers and suppliers to compete for

government contracts and to achieve the maximum practicable and economiclevel of Australian content.

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In addition, from 1 March 2010, the State Procurement InternationalObligations Policy will apply to proposals for the procurement of goods andservices where the total value of the proposal, including any options andincluding GST, exceeds $679,000. This Policy incorporates The AustraliaNew Zealand Government Procurement Agreement, The Australia UnitedStates Free Trade Agreement & The Australia Chile Free Trade Agreement.

This Policy requires that each party to an Agreement shall accordunconditionally to the goods and services of the other Party and to the

suppliers of the other Party offering the goods and services of that Party,

treatment no less favourable than the most favourable treatment the Party of

the procuring entity accords to domestic goods, services and suppliers.

20.3 Environmental CareTenderers are encouraged to develop products and processes with due regardfor environmental considerations. Environmental care involves theconservation of resources and raw material, priority to value-added productsand services, energy efficiency, production of multiple use products, use of

recycled materials, and reduction of both waste and waste disposal costs.

20.4 Occupational Health, Safety and WelfareThe Contractor selected (if any) will be required to comply with all relevantlaws including without limitation, requirements of the Occupational Health,Safety and Welfare Act 1987, and the Occupational Health, Safety and Welfare

Regulations 1995. Evidence of safety management records and systems maybe required.

20.5 Quality AssuranceContractors must assure that the quality of purchased goods and services isappropriate to their intended use. Each purchase will include an assessment ofthe need for quality assurance, with a preference to apply the ISO 9000 seriesstandards, and Contractors must be able to demonstrate that they meet therelevant requirement.

20.6 Freedom of Information Act 1991The main objective of the Freedom of Information Act1991 is to extend as faras possible the rights of the public to obtain access of information held byGovernment.

Proprietary technical data, trade secrets and other information concerning thebusiness, professional, commercial and financial affairs of a business whichare contained in a tenderers Response are not required to be disclosed if theirdisclosure could be detrimental to the tenderer. If any application for suchinformation were made, the Department would consult with the tendereraffected.

Other information about the Request for Tender, for example, the evaluationmethodology, may be disclosed provided that the application is in writing andthe prescribed fee is paid in advance.

The Response price is treated as business information and will not be disclosedwithout prior consultation with the tenderer. Where the decision is taken todisclose the tender price despite the tenderers' objection the tenderer will be

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informed of their rights of review or appeal under the Freedom of InformationAct 1991, and the price will not be disclosed until after those review or appealperiods have expired.

However because the tendered price is only one of the factors in awarding acontract it is Government policy not to release the price without a detailed

explanation of the evaluation methodology.

20.7 ICNSA (Industry Capability Network SA)Consistent with the Australian Industry Participation National Framework, theSouth Australian Government is committed to maximising Australian industryparticipation to encourage greater opportunities for local and regionalsuppliers. Tenderers are encouraged to explore the opportunities to includegoods and services of South Australian, Australian and New Zealand origin intheir response in terms of the value for money it offers over the life cycle ofthe project.

Accordingly tenderers are encouraged to use the confidential services of theIndustry Capability Network SA (ICNSA) to identify ways of determininglocal industry capabilities for import replacement and local industryparticipation opportunities.

The ICNSA contact details are as follows:

Industry Capability Network SAGPO Box 1264Adelaide SA 5001

Phone: 1300 553 309Email: [email protected]: http://www.southaustralia.biz/iso.htm

Tenderers are encouraged to demonstrate, in their tender Response, how theiroffer maximises the involvement of local sources of goods and services thatsupports the economy of South Australia.

Tenderers are also encouraged to promote the ICNSA services by including asimilar clause in their own agreements with subcontractors.

20.8 Contractor's Employment ConditionsThe South AustralianEqual Opportunity Act 1987precludes discrimination inemployment practices on the grounds of sex, race, marital status, pregnancy,sexuality and physical impairment. Tenderers are encouraged to comply withthese employment principles.

21. DISCLOSURE OF GOVERNMENT CONTRACTS21.1 Information regarding contracts between public authorities and the private

sector will be made available to the public on the South AustralianGovernments Contracts website [http://www.contracts.sa.gov.au] in

accordance with Department of the Premier and Cabinet Circular 27 Disclosure of Government Contracts (PC027).

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21.2 A copy of PC027 is available fromhttp://www.premcab.sa.gov.au/dpc/publications_circulars.html . Contractors tothe Government are required to consent to disclosure of the contract inaccordance with PC027.

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PART C SPECIFICATION

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1. INTERPRETATIONIn these Specifications, words shall have the same meaning as in Part D of this Requestfor Tender.

2. REQUIRED SERVICESThe successful tenderer will be required to provide the Services as specified inAttachment A to this Part C, taking into account information contained in AttachmentB to this Part C.

3. SCOPE OF SERVICESThe Scope of Services are for those areas/buildings and specific considerations as setout in Attachment B to this Part C.

4. TERM OF AGREEMENTThe Contract Commencement and Expiry Dates are those dates listed on the front pageof this Invitation.

5. PRICING5.1 Pricing is expected to reflect the minimum rate payable under the Cleaning

Services Award 2010 as determined by Fair Work Australia at the time oflodging the tender.

5.2 Tenderers must submit pricing as per Part E Tender Response PriceSchedule.

6. INVOICINGThe successful provider is required to provide an invoice to the Site Manager 3 daysafter every calendar month.

7. INSURANCE7.1 The Contractor will be required to hold and maintain $10 million Public

Liability insurance for the life of the contract. Evidence of insurance status, inthe form of a certificate of currency must be provided with the Response.

7.2 In the instance where the tenderer does not have insurance cover as per clause7.1, the tenderer is required to state their commitment to obtain the appropriatelevel of insurance cover should they be successful.

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8. ORGANISATIONAL STRUCTURE AND CAPABILITIES8.1 Tenderers must complete and submit company information as required in Part

E. Additional information where relevant, should also be submitted.

8.2 Tenderers are required to nominate a Contact Person for all enquiries relatingto the Response.

8.3 Tenderers must demonstrate their organisation has the capacity, capability andproven experience in cleaning of commercial and/or public premises.

8.4 Tenderers must supply at least three (3) references relating to previous supplyof similar services of a comparable nature to those specified.

9. OCCUPATIONAL HEALTH, SAFETY AND WELFARE9.1 The South Australian Government sets high standards in integrating

Occupational Health, Safety and Welfare (OHS&W) into all operations, andhas a strong commitment to ensuring, so far as is reasonably practicable, thatthe provision of goods and services under this Contract will comply with therequirements of the Occupational Health, Safety and Welfare Act 1987.

9.2 Tenderers will be required to demonstrate commitment to OHS&W principlesand have mechanisms in place that support requirements specified by relevantlegislation.

10. QUALITY OF ADMINISTRATIVE SYSTEMS AND PROCESSESThe Contractor is required to have high quality administrative systems and processesfor tracking and retrieval of records relating to any services provided.

11. QUALITY OF CUSTOMER SERVICEThe tenderer is required to have systems and processes in place that guarantee theprovision of responsive customer service to DECS.

12. PERFORMANCE MANAGEMENT AND REVIEWThe successful tenderer must perform the required services to a standard acceptable toDECS, which services may be reviewed from time to time by DECS.

13. SUBCONTRACTINGWhere a tenderer proposes to sub-let vacation / periodic window cleaning and / orvacation / periodic carpet cleaning to a sub-contractor, the tenderer must state the nameand address of any sub-contractor together with the extent of the work to be carried outin Item 37 of the Tender Response.

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14. CRIMINAL HISTORY SCREENING CHECKS14.1 Upon DECS request, tenderers will be required to provide the following

information for all contractor staff and approved subcontractors who will beengaged in providing the Services (Contractor Staff):

14.1.1 Proof that prospective Contractor Staff have a current and valid

clearance from the Department for Families & Communities (DFC).

14.2 DECS may (but need not) conduct any investigations necessary to ascertainthe matters referred to in clause 14.1.

14.3 If DECS (in DECS sole discretion) forms the view that any Contractor Staffis not suitable to provide the Services, DECS may (at DECS absolutediscretion and without liability to the Contractor or the relevant ContractorStaff) direct the Contractor to cease to employ or engage the relevantContractor Staff for the purpose of the Services.

14.4 The Contractor must notify DECS immediately if it becomes aware of anyinformation that may affect DECS approval of any Contractor Staff.

14.5 DECS may inform the Contractor of any security practices and proceduresimplemented by DECS from time to time. The Contractor must comply withthose procedures at all times.

14.6 The Contractor must ensure that all relevant Contractor Staff are aware of andwhere relevant comply with the provisions of this clause at all times.

14.7 Nothing in clauses 14.1 to 14.6 (inclusive) relieves the Contractor of anyobligation with respect to the delivery of the Services.14.8 The Contractor(s) will also be required to comply with this clause 15 in

respect of any new Contractors Staff appointed by the Contractor(s) for theterm of any contract for the provision of the Services to DECS.

14.9 The Application for a National Police Certificate and the National PoliceCertificate will be reviewed only by DECS approved officers in the strictestconfidence.

15. FINANCIAL VIABILITY15.1 Tenderers must provide evidence that clearly demonstrates their financial

viability and stability.

15.2 If a company, tenderers must enclose their companys audited annual reportsfor the past three (3) years, and any other information that will assist DECS inevaluating financial strength and viability.

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16. QUALITY ASSURANCE16.1 Tenderers are required to demonstrate the quality assurance system in place

for their company and/or if it certified under a recognised Quality AssuranceStandard.

16.2 Tenderers are required to demonstrate their companys procedures in place formonitoring and certifying the quality of the services required through thistender.

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ATTACHMENT A

REQUIRED SERVICES

SPECIFICATION OF CLEANING SERVICES

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REQUIRED SERVICES

SPECIFICATION OF CLEANING SERVICES

(Required for Schools, Education Offices and Worksites)

DEPARTMENT OF EDUCATION AND CHILDRENS SERVICES

SOUTH AUSTRALIA

TABLE OF CONTENTS

DESCRIPTION Section PAGE NO.

Introduction 2

Definition of Clean S.1 4

General School Areas S.2 6

General School Areas Ongoing Cleaning Standards S.2 7

Specialised School Areas S.3 15

Specialised School Areas Ongoing Cleaning Requirements S.3 16

Vacation/Periodic Cleaning Requirements S.4 20

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Page 2

INTRODUCTION

This Specification Of Cleaning Services outlines the basis for responding to the tender anddetails the cleaning requirement during the Contract Period.

This document lists a series of desired cleaning outcomes. It is not proposed to specify how or atwhat frequencies cleaning services are delivered or performed (except for vacation/periodicservices). Tenderers are free to determine how these cleaning outcomes are to be achieved usingtheir own discretion, but at all times having regard to the maintenance and quality of all schoolproperty.

1 Ongoing Cleaning Services

For schools, the cleaning services for the nominated area(s) will be required during 205days each calendar year. This incorporates cleaning on student free days, school closuredays, strike days etc. Additional cleaning hours each calendar year may also be required.

It is at the discretion of the Site Manager/Principal as to how these hours are to beutilised.

Where a Department of Education and Childrens Services regional administrationworksite (office) requires cleaning, then servicing of these facilities may be required over260 days per year.

Schools consist of a wide variety of rooms. Sections S.2 and S.3 lists examples of thevarious types of rooms under two headings:

1 General School Areas incorporates areas, which are common to the majority ofschools. (Refer to Section S.2).

2 Specialised School Areas incorporates those areas, which will not generally be foundin most schools and/or are areas, which require special comment. Additionalrequirements are listed for each of the specialist areas. (Refer to Section S.3).

Sections S.1, S.2 and S.3 provide details of the standards / criteria expected for both of thesetypes of areas on an ongoing basis.

Sections S.1 and S.2 provide details of areas contractors are to inspect and clean when adeficiency is revealed, and in addition provides a definition of what an unacceptable clean meansunder the following headings:

Light Deficiency Medium Deficiency Heavy Deficiency

It is expected that the Contractor will build in quality control strategies to ensure that cleaningmaintenance will be conducted in such a way as to prevent these deficiencies (except where LightDeficiency is specified as being acceptable). Tenderers are asked to indicate how this qualitycontrol function is to be maintained.

PLEASE NOTE: It is stressed that under no circumstances will Department of Education and Childrens Services accept a MEDIUM to HIGH deficiency in the ongoing and

vacation/periodic cleaning services. A history of regular deficiencies can be a basis for non-compliance with the contract.

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2 Vacation/Periodic Cleaning Services

It is required that some services (e.g. floor cleans, window cleaning etc.) will be performed whenrequested by the school, normally during vacation periods. These are described asVacation/Periodic Cleaning Requirements (refer to Section S.4). These services may be requiredto be performed between one and four occasions each year, dependent on the necessity of suchservices.

PLEASE NOTE: The Definition of Clean as detailed in Section S.1 is to be applied toGeneral School Areas (refer to Section S.2) and Specialised School Areas(refer to Section S.3).

3 Initial Clean

It may be a requirement under this contract that a full or partial Initial Clean of the nominated

areas at the site is conducted within the first six (6) weeks of the contract. This time-frame maybe negotiable depending on the proximity of the next vacation period.

The duties that are to be performed in this Initial Clean are all of the vacation/periodic cleaningrequirements covered under Points 1 to 8 as detailed in Section S.4 Vacation/Periodic CleaningRequirements, unless otherwise stated in Part B, Schedule 4 Scope of Services.

This will then allow the Contractor to maintain the cleanliness of the school to the standardrequired throughout the term of the contract.

4 Inspection of ALL Cleaning Services Performed During the Period of this Contract

It is a requirement of this contract that during the term of this contract, inspections of the cleaningservices performed by the Contractor must adhere to the Definition of Clean detailed in SectionS.1 which is read in conjunction with Sections S.2, S.3 and S.4. These inspections will occur ona monthly basis and an appointment must be made by the Contractor with the SiteManager/Principal. A copy of the inspection report signed by the Company Supervisor and theSite Manager/Principal is to be forwarded to the site within 14 days of the inspection.

5 After Hours Emergencies

5.1 The Contractor will have use of after hours communication devices (i.e. telephone) for thesole purpose of reporting any emergency.

5.2 The Site Manager/Principal will provide the Contractor with a copy of the schoolemergency evacuation plan.

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Page 4

Section 1

DEFINITION OF CLEAN

GENERAL

For the purposes of definition, absence of visible soil shall be as follows (applicable to aheight of 2 metres for Ongoing Cleaning Services only):

(a) Absence of dust and soil on horizontal and vertical surfaces of floors, walls, ledges,furniture and equipment, and moveable partitions.

(b) Absence of litter and rubbish on floor and horizontal surfaces of equipment andfurniture.

(c) Absence of rubbish in the building.

(d) Absence of soil, litter, dust and spots from all carpets, carpet squares, mats, choirmats and mat wells. (Pre-existing spots difficult to remove are excluded).

(e) Absence of streaks, spots and stains from all brightwork. All brightwork will bepolished dry to a high sheen.

(f) Absence of soil and litter in/on foyers, entrances, stairways, stairwells andwalkways etc. There shall be an absence of water, water marks, streaks and spotsafter cleaning.

(g) All rubbish containers, waste baskets and trash containers inside the premises and

immediately adjacent to the building and walkways shall show an absence of dirt,dust, litter, etc., both inside and outside the containers (excludes CommercialWaste Containers).

(h) Absence of encrustation soil and polish/wax build-up on floors, in corners, alongedges and baseboards, locker units, around door jambs and around furniture andequipment legs or bases.

(i) Absence of soil and stains on toilet room fixtures, drains, traps, faucets, soap andpaper dispensers, stalls, mirrors, ledges, sinks, drainboards and drinking fountainsand troughs (both inside the premises and immediately adjacent to the building),hand dryers and cisterns.

(j) Ensure that the toilet and change room facilities are serviced with toilet rolls, handtowels and soap. (School or office to supply these items ).

(k) Absence of dust, lint, and litter on upholstered furniture.

(l) Absence of marks, spots, stains and streaks on interior and exterior entrance doorsand lobby glass and all interior glass other than the inside of exterior window glasssurfaces.

(m) Absence of marks, spots, soil build-up and encrustations on furniture andequipment surfaces and legs.

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(n) Absence of graffiti (where minor instances occur and the graffiti is easilyremovable), finger marks, spots, scuff marks and soil build-up on walls, partitions,doors, dividers and kickboards etc. (**Light Deficiency Acceptable).

(o) Absence of soil and dust on window blinds, shades, venetian blinds (**Light

Deficiency Acceptable).

(p) Absence of soil and dust on sills, frames and ledges (** Light DeficiencyAcceptable).

(q) Absence of streaks, spots, stains, encrustations, dirt, dust, black marks, scuff marksfrom all resilient floors (**Light Deficiency Acceptable).

(r) Absence of soil, cobwebs, dust, stains and encrustations from all exhaust fans andair-conditioning vents, air-conditioning filters (excluding filters in roof-topconditioners), all ceiling surfaces/panels of all types, cornices and generally all

surfaces above 2 metres (**Light Deficiency Acceptable).

** ALight Deficiency in cleaning is acceptable in these areas(Please refer to description of definitions in Section S.2).

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Section 2GENERAL SCHOOL AREAS

1. LIBRARY RESOURCE INCORPORATING:-

General Reading Area Workrooms A/V Secure StoreLibrary Annexe Seminar Rooms Teacher Preparation AreaAll Toilet Areas

2. GENERAL LEARNING INCORPORATING:-

Classrooms Stores Wet AreasSeminar/Withdrawal Areas Teacher Preparation Areas Practical AreasAll Toilet Areas

3. SCIENCE INCORPORATING:-

Stores Teacher Preparation Areas All Toilet Areas

4. ART INCORPORATING:-

Stores Teacher Preparation Areas All Toilet Areas

5. TECHNICAL STUDIES INCORPORATING:-

Drawing Workshops Seminar/Withdrawal Areas Store - MaterialsStore Teacher Preparation All Toilet Areas

6. HOME ECONOMICS INCORPORATING:-

Textiles - Garments Teaching - annexes Teacher Preparation

Fitting Rooms Store All Toilet Areas

7. MUSIC AND DRAMA INCORPORATING:-

Performance Studio/workshop Drama Teaching AreasMusic Classroom

Group Practice/seminar Small Practice Rooms Change RoomsEquipment Stores Stores Teacher PreparationAll Toilet Areas

8. PHYSICAL EDUCATION INCORPORATING:-

Physical Education Laboratory Store Change RoomsAll Toilets Areas

9. ADMINISTRATION INCORPORATING:-

Principal Office Deputy Principals Office Other OfficesInterview Rooms Conference Rooms Foyer/ReceptionStores Book Store PrinteryAll Toilets Areas Showers Staff Room

10. OTHER INCORPORATING:-

Student Locker Areas All Toilet Areas

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GENERAL SCHOOL AREAS ONGOING CLEANING STANDARDS

This section provides details of areas contractors are to inspect and clean when adeficiency is revealed and provides definitions of what an unacceptable clean means.

1. DUST

Would appear as a fine, easily removable FILM on any surface.

DEFICIENCIES

LIGHTNo noticeable change of the surface finish when wiped but very slight dust found onclose inspection on small areas of the surface, access to the surface being difficult.

MEDIUMA small accumulation covering a small area of any one of the above surfaces, thesurface being easily visible.

HEAVYAn obvious accumulation of dust covering a large area of any one of the abovesurfaces, the surface being easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, locker units, open areasunder desks, tables, flower boxes, behind easily moved equipment (eg hat stands andhand trucks).

Equipment / FurnitureSurfaces of tables, desks, counters, seats, bookcases and other equipment, venetianblinds, etc., exposed suspended air-conditioning/heating ducts and piping, rails andledges of any furniture or equipment.

Walls

Ledges, picture rails, framing over doors, windows or openings, around fittings (eglight switches, wall lights), horizontal surfaces of high partitions, rails and beams,chalk trays.

Windows ( partition / foyer glass only )Glass, sills, partition/foyer glass.

LightsGlass shades, reflectors, diffuses.

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2 SCUFF MARKS

Would appear as GRAZING, COLOURING (shoe polish) or SCRATCHING of thepolished surface.

DEFICIENCIES

LIGHTThe overall area well polished. Some scuff marks found on surfaces not readilyvisible.

MEDIUMSome scuff marks covering a small area of any one of the above surfaces, the surfacebeing easily visible.

HEAVYScuff marks covering a relatively large area of any one of the above surfaces, thesurface being easily visible.

AREAS TO INSPECT

FloorsOverall area, under desks, tables.

WallsKick Plates, doors, partitions, walls.

3. LITTER

Would appear as FRAGMENTS scattered over part or all of the surface, or small PILESof untidy REFUSE on small areas of the surface (including in corners, behind equipment,furniture, etc).

DEFICIENCIES

LIGHTNo apparent litter visible but small accumulations found in out-of-the-way areas orother areas not readily visible.

MEDIUMA small accumulation covering a small area of any one of the above surfaces, thesurface being easily visible.

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HEAVYAn obvious accumulation of litter covering part or all of any one of the abovesurfaces,the surface being easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, open areas under desks,tables, flower boxes, behind easily moved equipment.

Equipment / FurnitureSurfaces of tables, desks, counters, seats, heaters, bookcases and other equipment,venetian blinds, etc., exposed suspended air-conditioning/heating ducts and piping,rails and ledges of any furniture or equipment.

4. SPILLAGE

Would appear as an easily removable substance; the RESIDUE left after a container of afluid substance had been upset.

DEFICIENCIES

LIGHTA minor coverage of the substance on an area that is not readily visible.

MEDIUMAn obvious coverage of the substance on a small area of any one of the abovesurfaces, the surface being easily visible.

HEAVYAn obvious coverage of the substance on a relatively large area of any one of theabove surfaces, the surface being easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, open areas under desks,tables, flower boxes, behind easily moved equipment.

WallsWall surfaces, partitions, glass etc.

Equipment / FurnitureSurfaces of tables, desks, counters, seats, bookcases and other equipment, venetianblinds, etc., rails and ledges of any furniture or equipment.

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5. STAINS

Would appear as a MARKING of the surface, the marks being difficult to remove.

DEFICIENCIES

LIGHTVery small stains found on out-of-the-way areas or on other areas not readily visible.

MEDIUMSmall stains covering a small area of any one of the above surfaces, the surface beingeasily visible.

HEAVYAn obvious staining of a relatively large area of any one of the above surfaces, the

surface being easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, toilet cubicles, showercubicles, open areas under desks, tables, flower boxes, behind easily movedequipment.

WallsPartitions, partition glass, etc.

Equipment / FurnitureSurfaces of tables, desks, counters, seats, bookcases and other flat surfaces andequipment.

6. ENCRUSTATIONS

Would appear as BUILD-UP of a SUBSTANCE: a CRUST formed on part of thesurface.

DEFICIENCIES

LIGHTA minor build-up or encrustation on an out-of-the-way area or on a surface not readilyvisible.

MEDIUMA minor build-up or encrustation on any one of the above surfaces, the surface beingeasily visible.

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HEAVYAn obvious build-up or encrustation on any one of the above surfaces, the surfacebeing easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, all toilet and change roomareas, open areas under desks, tables, flower boxes, behind easily moved equipment.

WallsPartitions, partition glass, etc.


WallsLedges, picture rails, framing over doors, windows or openings, around fittings (e.g.light switches, wall lights), horizontal surfaces of high partitions, chalk trays.

Windows ( partition / foyer glass only )Glass, sills, partition/foyer glass.

LightsGlass shades, reflectors, diffuses.

CeilingsCeiling surfaces/panels of all types, cornices, air-conditioning vents, exhaust vents etc.

7. DISCOLOURATION

Would appear as WAXED-IN SOIL

DEFICIENCIES

LIGHTSome marks found on areas not readily visible.

MEDIUMModerate marking of a small area of the surface, the surface being easily visible.

HEAVYExcessive marking of a relatively large area of the surface, the surface being easilyvisible.

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AREAS TO INSPECT

FloorsOverall area, along walls and equipment bases, under desks, tables etc.

8. LACK OF FINISH

Would appear as a DULL surface finish.

DEFICIENCIES

LIGHTThe overall surface well polished. Some obscure areas partly polished.

HEAVYThe overall surface polished but insufficient effort made to buff the surface to a highsheen.

AREAS TO INSPECT

FloorsOverall area.

9. FINGER MARKING

Would appear as SOILING or SMEARING of the surface.

DEFICIENCIES

LIGHTMinor finger marking of a small area of the surface, the surface not being readilyvisible.

MEDIUMModerate finger marking of a small area of the surface, the surface being easilyvisible.

HEAVYExcessive finger marking of a relatively large area of the surface, the surface beingeasily visible.

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AREAS TO INSPECT

Equipment / FurnitureGlass faces of bookcases, tops of desks.

WallsAround switches, handles, wall fixtures (e.g. wall lights, air conditioning controls).

Windows (partition / foyer glass only)Interior surface of external partition/foyer window glass.

10. HEAVY SOIL

Would appear as DISCOLOURATION of a surface, the film of SOIL adhering to the

surface but not causing difficulty in its removal.

DEFICIENCIES

LIGHTMinor soiling found on out-of-the-way areas or on other areas not readily visible.

MEDIUMAn obvious film of soil covering a small area of any one of the following surfaces, thesurface being easily visible.

HEAVYAn obvious film of soil covering a large area of any one of the following surfaces, thesurface being easily visible.

AREAS TO INSPECT

FloorsOverall area, baseboards, along edges of walls, in corners, all toilet and change roomareas, open areas under desks, tables, flower boxes, behind easily moved equipment.


Windows (partition / foyer glass)Glass, sills, partition/foyer glass.

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11. COBWEBS

No definition necessary.

DEFICIENCIES

LIGHTIsolated minor occurrences of cobwebs, generally above height of 2 metres.

MEDIUMObvious cobwebs scattered over a large area, the cobwebs being clearly visible.

HEAVYAn obvious quantity over a significant area of clearly visible cobwebs.

AREAS TO INSPECT

EquipmentRails and ledges of equipment and furniture, ceiling fans, fire extinguishers, exhaustfans, exposed suspended air-conditioning/heating ducts and piping.

WallsCorners, fixtures (both internal and external).

WindowsBlinds, screens, frames (both internal and external).

LightsOverall.

12. GRAFFITI

A deliberate marking of a surface by an instrument e.g. texta, spray can.

DEFICIENCIES

No definition necessary.

AREAS TO INSPECT

Equipment / FurnitureSurfaces of doors, tables, desks, counters, seats, bookcases, dividers, ceilings,kickboards and other equipment (where minor instances occur and the graffiti is easilyremovable).

WallsAll walls, partitions, ledges, framing over doors, windows or openings, around fittings(e.g. light switches, wall lights), horizontal surfaces of high partitions etc., (whereminor instances occur and the graffiti is easily removable).

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Section 3

SPECIALISED SCHOOL AREAS

1. SCIENCE INCORPORATING:-

General Science Laboratories Physics Laboratories Chemistry LaboratoriesBiology Laboratories Laboratory Annexes Preparation AreasWorkshops Chemical Store All Toilet Areas

2. ART INCORPORATING:-

General Art Areas Ceramics Areas Design/Drawing AreasClay Areas All Toilet Areas

3. TECHNICAL STUDIES INCORPORATING:-

Woodwork Shops Metalwork Shops CompositeWoodwork/Metalwork Shops Plastics Workshops Mechanics WorkshopsTechnology Workshops Photography Areas Store - FinishingAll Toilet Areas

4. HOME ECONOMICS INCORPORATING:-

Food Preparation Areas Store - Pantry Dining AreasSewing Areas All Toilet Areas

5. AMENITIES INCORPORATING:-

Canteen Preparation Canteen Servery Canteen StoreStudent Eatery

6. ADMINISTRATION INCORPORATING:-

Medical Room Medical Treatment Room All Toilet Areas

7. PHYSICAL EDUCATION INCORPORATING:-

Gymnasium Activity Hall Assembly HallAll Toilet Areas Change Rooms Showers

8. SEVERELY MULTIPLE DISABLED FACILITIES INCORPORATING:-

Change Rooms All Toilets Areas ClassroomsEating Areas

9. CHILD PARENT CENTRE / PRE-SCHOOL INCORPORATING:-

10. OTHER INCORPORATING:-

Verandas Shelter Sheds Community UseCreche Surplus Areas Open AreasRamps Disabled Access Other (Specify)

Walkways Pergolas

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SPECIALISED SCHOOL AREAS ONGOING CLEANING REQUIREMENTS

The following provides details of additional attention required in the specialised schoolareas listed hereunder :-:

1 SCIENCE AREAS INCORPORATING :-General Science Laboratories Physics LaboratoriesChemistry Laboratories Biology LaboratoriesLaboratory Annexes Preparation AreasWorkshops Chemical StoreAll Toilet Areas

Specific tasks required for the above areas.

Laboratory taps and fittings to be maintained in a clean and polished condition. Bench tops are to be wiped and kept clear of all spillages/stains. Laboratory sinks and drain holes to be kept free of debris, stains, encrustations,

spillages.

2 ART INCORPORATING

General Art Areas Ceramics AreasDesign / Drawing Areas Clay AreasAll Toilet Areas

Specific comments applicable for the above areas.

Encrustations on all surfaces which are easily removable by the cleaners are to beundertaken where required;

Encrustations on all surfaces that aremore difficult to remove by the cleaners is to beundertaken on a weekly basis.

Clay dust is to be removed daily with the use of a damp cloth or other effectivemeasure in areas where clay is used.

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3 TECHNICAL STUDIES INCORPORATING:-Woodwork Shops Metalwork ShopsComposite Woodwork/Metalwork ShopsPlastics Workshops Mechanics WorkshopsTechnology Workshops Photographic Areas

Store - Finishing All Toilet Areas


Cleaners are not to undertake cleaning of any Technical Studies Machinery as thisis the responsibility of the school personnel. Cleaners however will be expectedto clean both vertical and horizontal surfaces in the areas surrounding theMachinery.

Cleaners are to ensure that all small vacuum extractor units are emptied on a dailybasis or as required. (The emptying of large industrial size extractor units is the

responsibility of the school.) Vacuuming of dust extraction bags will be requiredon a regular basis. When maintaining dust extraction bags, the Contractor isreminded of the Occupational Health, Safety and Welfare implications. Forexample, cleaners should be issued with appropriate face protection and breathingapparatus. Manual handling implications should also be considered.

Photography areas are to have available on a continual basis adequate supplies ofdry cloth material or paper towelling. These items to be made available by the

school.

4 HOME ECONOMICS INCORPORATING:-Food Preparation Areas Store - PantryDining Areas Sewing AreasAll Toilet Areas


Thoroughly clean as required all stoves, ovens and microwave ovens, benches,splash boards and dividing partitions.

Particular attention must be made to wall partitioning dividing each cookingappliance, removing any visible litter, dust, stains, spillages etc., to a cleanstandard as defined in Section S.1. Move all mobile bulk ingredient containersetc and maintain area beneath it in clean condition.

All Home Economics areas are to be cleaned to a hygienic and above averagestandard.

Tea towels are to be washed, dried and folded upon requirement, but notexceeding 1 load per day. School is to provide suitable commercial washing

machine, clothes dryer (and detergent/softener) which is to be located within thecontracted cleaning areas. Tablecloths are not required to be cleaned.

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5 AMENITIES INCORPORATING:-Canteen Preparation Canteen ServeryCanteen Store Student Eatery


Generally the cleaning of the above areas comprises a function of the Canteenstaff and is therefore excluded from this cleaning specification (except forStudent Eatery).

Student Eatery: Remove all litter, stains, encrustations on walls, floors,ceilings, windows, chairs and tables from those areas heavily utilised by students,i.e. eating area.

6 ADMINISTRATION INCORPORATING:-

Medical Room Medical Treatment RoomAll Toilet Areas


A very hygienic and above average standard of clean is mandatory in the Medicaland Medical Treatment Rooms. The outcome of cleaning will be closelymonitored to ensure that the "Definition of Clean" as detailed in Section S.1 isstrictly adhered to. Particular attention should be made to the cleaning materials,solution and equipment used to clean these areas.

On a regular basis wash sheets, pillow cases and blankets where necessary.(School is to provide suitable commercial washing machine, clothes dryer (and

detergent/softener) which is to be located within the contracted cleaning area.)

Refreshed linen to be folded and placed in medical room storage cupboard.PLEASE NOTE: It is a school responsibility to replenish refreshed bed linen.

7 PHYSICAL EDUCATION INCORPORATING:-Gymnasium Activity Hall

Assembly Hall All Toilet AreasChange Rooms Showers


Standard cleaning of the floors such as sweeping and mopping are to beundertaken after each standard use of these areas in accordance with theappropriate maintenance schedule.

Ensure dusting and removal of cobwebs, litter etc., (to a height of 2 metres forOngoing Cleaning Services for Gymnasium, Assembly Hall & Activity Hall).For all other areas, please refer to Section S.1 Definition of Clean.

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8 SEVERELY MULTIPLE DISABLED FACILITIES INCORPORATING:-Change Rooms All Toilets AreasClassrooms Eating Areas


All surfaces must be hygienically cleaned and maintained to a high standard inaccordance with the Definition of Clean as detailed in Section S.1.

Toilets, change areas, sinks, wash-basins, baths, shower cubicles and surroundingareas are to be thoroughly cleaned and sanitised on a daily basis.

9 CHILD PARENT CENTRE / PRE-SCHOOL INCORPORATING:-


Due to the nature and time of use of the Child Parent Centre / Pre-School, it isrequired that these areas be cleaned towards the end of the ongoing cleaningservices performed on that day.

A Child Parent Centre / Pre-School in a school will require a hygienic and anabove average cleaning requirement due to the nature of its usage, in accordancewith the Definition of Clean as detailed in Section S.1.

10 OTHER INCORPORATING:-Verandas Shelter ShedsCommunity Use CrcheSurplus Areas Open AreasRamps Disabled AccessOther (Specify) WalkwaysPergolas


The above areas generally require sweeping and hosing. Seating, equipment and troughs are to be kept clean. Community designated areas, unless otherwise specified, are maintained as a school

responsibility and are therefore excluded from this specification.

A crche in a school will require a hygienic and above average cleaning requirementdue to the nature of its usage.

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Section 4

VACATION / PERIODIC CLEANING REQUIREMENTS

Vacation/periodic cleaning requirements are NOT to be performed without verificationin writing from the Site Manager/Principal, who should be contacted at least two weeksprior to the end of each school term. The Contractor is also required to contact the SiteManager/Principal after the services have been carried out to confirm satisfaction withthe services undertaken. All nominated vacation/periodic requirements are to becompleted by a predetermined date which must be mutually agreed to in writing by boththe Site Manager/Principal and Contractor prior to the expiration of each school term.These vacation/periodic cleaning requirements will normally be undertaken during thevacation periods, of which there are four (4) each school calendar year. Each or anycombination of the vacation/periodic cleaning requirements may be required between one(1) and four (4) occasions during this period.

PLEASE NOTE: All vacation/periodic cleaning services stated below must meet the"Definition of Clean" standards detailed in Section S.1 of the "Specification of Cleaning

Services".

With reference to those items to be inspected in General and Specialised School Areas asstated in Sections S.2 and S.3 respectively, the following vacation/periodic cleaningrequirements are to be performed in all areas unless otherwise stated by the SiteManager/Principal.

INITIAL CLEAN:-

It may be a requirement under this contract that a full or partial Initial Clean of thenominated areas at the site is conducted within the first six (6) weeks of the contract.This time-frame may be negotiable depending on the proximity of the next vacationperiod.

The duties that are to be performed in this Initial Clean are all of the vacation/periodiccleaning requirements covered under Points 1 to 8 below unless otherwise stated in theScope of Services to be performed at this site.

This will then allow the Contractor to maintain the cleanliness of the school to the

standard required throughout the term of the contract.

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1 FLOORS:-

Overall area, baseboards, along edges of walls and equipment bases, in corners, openareas, under desks, tables, flower boxes, behind easily moved equipment (e.g. hat stands,waste paper containers).

CLEANING DUTIES:

1. & 1.a Vinyl/Lino Floors (Strip, Seal, Polish & Top Up Polish):

Floors which have a vinyl floor covering are to be stripped, re-sealed and polishapplied to restore the floor surface coating to an acceptable standard whilst retainingits non-slip qualities.

It is expected that high use areas such as corridor and foyer floors will have a highernumber of seal coats applied.

When performing any vacation/periodic service on the above floor surfaces, referenceshould be made to the appropriate manufacturers guidelines and maintenanceschedules at all times.

1.b. Carpet Floors:

Pile lift, rotary dry foam, then jet stream extract all carpeted areas, including carpetsquares in normal positions. Detergent based products are not to be used.

When performing any vacation/periodic service on the above floor surfaces, referenceshould be made to the appropriate manufacturers guidelines and maintenance

schedules at all times.

1.c. Other Floor Surfaces: (e.g. timber, tiles, low maintenance unsealed vinyl andother resilient floor surfaces):

Sweep, mop, scrub, buff and maintain all above surfaces (where necessary). Wooden floors in all Technical Studies and other areas are to be treated with oil to

maintain and ensure their long term quality. The Contractor shall clean this surfacewith a view to maximising the grip of the wooden surface once the clean is completed.It should be noted however, that due to problems experienced with some timber floors,this requirement may be waived in lieu of an agreed alternative maintenance strategy.

When performing any vacation/periodic service on the above floor surfaces, referenceshould be made to the appropriate manufacturers guidelines and maintenanceschedules at all times.

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2 WALLS/CEILINGS/GLASS WALLS (Internal):

All vertical and horizontal surfaces such as ledges, picture rails, framing over doors,windows or openings, around fittings (e.g. light switches, wall lights, handles, wallfixtures, air conditioning controls), horizontal surfaces of high partitions, ceiling

surfaces/panels of all types, cornices, chalk trays, corners and fixtures (both internal andexternal).

CLEANING DUTIES:

Wash all areas stated above. Abrasive cleaning agents are not to be used andparticular attention is to be made to the finished cleaned product, ensuring the qualityof the surface is maintained.

Remove graffiti where minor instances occur and the graffiti is easily removable.

3 EQUIPMENT / FURNITURE:

Furniture (fixed or moveable), Filing Cabinets, Bench Tops, Lockers, Office Machinery,Heating Units, Urinals, Dispensers, Wash Basins, Disposal Units, all Internal Bins, allExternal Bins located immediately adjacent to all buildings and walkways under thecontract, Waste Paper Bins, Venetian Blinds, Vertical Blinds, Dust Bins, ClearanceTrays, Drinking Fountains, Ceiling Fans, Exhaust Fans, Air-Conditioning/Heating Vents,Plant Vents, Toilet Room Fixtures, Drains, Traps, Faucets, Soap and Paper Dispensers,Stalls, Mirrors, Ledges and Drinking Fountains and Troughs (both inside the premisesand immediately adjacent to the building), Hand Dryers and Cisterns.

Excluding: Electronic Equipment and Sanitary Disposal Units.

CLEANING DUTIES:

Equipment / Furniture Cleaning

Thoroughly wipe clean that equipment/furniture which has solid exterior surfaces (e.g.desks, wooden or plastic covered chairs, cabinets, lockers, etc.).

Wash all internal bins and all external bins located immediately adjacent to allbuildings and walkways under the contract with an approved disinfectant.

Clean the surface of all synthetic (P.V.C. and similar) covered equipment with anapproved cleansing agent and steam clean cloth covered furniture. In addition to the standard of clean having to meet with the "Definition of Clean as

described in Section S.1, all Floor Surfaces, Walls/Ceilings/Glass Walls,Equipment/Furniture, Lights and Windows in Staff and Student Toilet and ChangeRooms are to have an absence of:

(a) Scale in and around urinal caps;(b) Uric Acid and Calcium build up;(c) Spit balls and other encrustations found on walls, ceilings, and generally all vertical

and horizontal surfaces.

Remove graffiti where minor instances occur and the graffiti is easily removable.

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4 LIGHTS:

Glass shades, reflectors, diffuses, removable skylights.

CLEANING DUTIES:

Lights Cleaning

Dust all light diffuses, shades, reflectors so as to remove all dust and cobwebs. Where the power supply is able to be isolated, damp wipe lights. Where the school removes the light diffusers, shades and reflectors, the Contractor

will thoroughly wash and clean these items. The school will then place these itemsback in their correct place.

5 WINDOWS:

Internal and external glass panels, sills, interior surface of external window glass, fixedsky-lights, blinds, screens and frames (both internal and external).

CLEANING DUTIES:

Window Cleaning

The exterior framework is to be brushed free of cobwebs, dust and grime and thenscrubbed clean prior to cleaning the glass.

The interior framework is to be wiped clean, leaving no smears. (The framework is defined to include sash surrounds to glass panes, sills, joints,

mullions, transomes to windows and glazing beads).

The window panes (both sides) are to be washed free of dirt. Removable flyscreens (NOT SECURITY SCREENS) where applicable, are to be

washed and re-fixed.

6 GYMNASIUM / ASSEMBLY / ACTIVITY HALL (FLOOR ONLY):

Where the Cleaning Contractor is required to provide this service and to ensure the long

term use and quality of the floors, the Contractor will need to formulate suitablemaintenance programmes taking into account the Manufacturers Maintenance Guidelinesfor the particular floor surfaces. Standard maintenance of these floor areas throughouteach school term must be undertaken in accordance with the appropriate maintenanceprogram.

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7 EXTERNAL UNDERCOVER AREAS (e.g. Verandas, Walkways, ShelterSheds, Pergolas etc.):


Light fittings, external doors and structural framework (including underside of roof)require the removal of encrustations, bird droppings, dust, cobwebs and litter.

Seating, equipment and troughs are to be thoroughly cleaned. Any spillages or chewing gum to be removed. The use of a high pressure hose is recommended.

8 AIR CONDITIONING FILTER PADS:

Thoroughly clean all air-conditioning filter pads ( EXCLUDING external/roof topconditioners).

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ATTACHMENT B

SCOPE OF SERVICES

Please Note: Attachment B Scope of Services can be found after Part E of this Invitationto Tender.

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PART D - CONDITIONS OF CONTRACT

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DRAFT CONTRACT FOR SERVICES

BETWEEN

MINISTER FOR EDUCATION

(Client)

-AND-

[INSERT] PTY LTD

A.C.N. [INSERT]

(Contractor)

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TABLE OF CONTENTS

1. DEFINITIONS AND CONSTRUCTION.................................................................... 1

2. TERM............................................................................................................................. 4

3. SERVICES.................................................................................................................... 4

4. FINANCIAL ARRANGEMENTS ............................................................................... 5

5. GST................................................................................................................................ 7

6. SUPPLY OF PLANT, EQUIPMENT AND CLEANING MATERIALS................. 8

7. STORAGE ROOM....................................................................................................... 8

8. DANGEROUS LIQUIDS AND SUBSTANCES ...................................................... 8

9. TIME OF PERFORMANCE OF SERVICES ........................................................... 9

10. MANNER OF PERFORMANCE OF SERVICES ................................................... 9

11. EVIDENCE OF OCCUPATIONAL HEALTH AND SAFETY POLICY.............. 10

12. CONTRACTOR TO REPORT MAINTENANCE PROBLEMS........................... 10

13. KEYS ........................................................................................................................... 10

14. SECURITY.................................................................................................................. 10

15. CONTRACTOR STAFF............................................................................................ 11

16. SUBCONTRACTING ................................................................................................ 12

17. RECORDS .................................................................................................................. 12

18. LICENCE .................................................................................................................... 13

19. CRIMINAL HISTORY SCREENING CHECKS..................................................... 13

20. CONTRACT DISCLOSURE AND CONFIDENTIAL INFORMATION .............. 13

21. CONFLICT OF INTEREST ...................................................................................... 14

22. INDEMNITY ................................................................................................................ 14

23. INSURANCE .............................................................................................................. 1424. REVIEW ...................................................................................................................... 15

25. PUBLICITY ................................................................................................................. 15

26. DISPUTE RESOLUTION ......................................................................................... 15

27. FORCE MAJEURE ................................................................................................... 16

28. RECOVERY OF DAMAGES ................................................................................... 16

29. TERMINATION .......................................................................................................... 16

30.

GENERAL.................................................................................................................. 18

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31. WARRANTY (if applicable) .................................................................................... 21

SCHEDULE 1........................................................................................................................... 1

SCHEDULE 2........................................................................................................................... 1

SCHEDULE 3........................................................................................................................... 1

SCHEDULE 4........................................................................................................................... 2

ANNEXURE A ......................................................................................................................... 1

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Page 1

AGREEMENT dated day of 2011

BETWEEN:

MINISTER FOR EDUCATION a body corporate pursuant to the AdministrativeArrangements Act 1994for and on behalf of the Crown in right of the State of South Australiaof 31 Flinders Street, Adelaide, South Australia 5000 (Client)

AND

[INSERT] PTY LTD (A.C.N. XXX XXX) of [INSERT] South Australia, 5000 (Contractor)

RECITALS

A. The Minister for Education is responsible for the operation and maintenance of publicschools in the State of South Australia.

B. The Client requires a cleaning contractor to provide cleaning services at the School.

C. The Contractor agrees to provide the Services to the Client in accordance with theterms and conditions of this Agreement.

AGREED TERMS:

1. DEFINITIONS AND CONSTRUCTION

1.1 Definitions

In this Agreement unless the context otherwise requires:

1.1.1 ANTS GST Act means the A New Tax System (Goods and ServicesTax) Act 1999 (Cth);

1.1.2 Approved Sub-Contractors means those persons described in

Schedule 1;1.1.3 Attributable Input Costs means the costs to the Contractor of

acquiring the goods or services or rights used for the purposes of aTaxable Supply made under this Agreement;

1.1.4 Cleaning Price Index means the cleaning price index or indicescalculated by the Department of Education and Childrens Serviceswhich is applicable to this Agreement and the Contractor Staffperforming the Services in accordance with this Agreement;

1.1.5 Communication Book means the book provided by the Contractorand approved by the Minister which is kept at the School;

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1.1.6 Contractor Staff means any person or persons employed orengaged by the Contractor including but not limited to subcontractorsin connection with the Services;

1.1.7 Commencement Date means the date specified in Schedule 1;

1.1.8 Documents means any data, computer programs, computer disks orany other material prepared by or on behalf of the Contractor inconnection with the Services;

1.1.9 Expiry Date means the date specified inSchedule 1;

1.1.10 Fair Work Australia means the national workplace relationstribunal established pursuant to the Fair Work Act 2009(C/W);

1.1.11 Fee means the prices for the Services at the rates specified inSchedule 4;

1.1.12 Force Majeure means an event or circumstance:

(a) which is in the nature of force majeure, including (but not limitedto) the following events or circumstances:

(i) acts of God;

(ii) earthquakes, flood, storms, tempest, washaways, fire,explosions;

(iii) breakages of, or accidents to machinery or equipment;

(iv) nuclear accidents, acts of war, acts of public enemies;

(v) riots, civil commotions;

(vi) strikes, lockouts, pickets, industrial boycotts, restraint of

labour or other similar acts;

(vii) shortages of specialist labour, equipment or materials;

(b) which prevents a party from complying with any of itsobligations under this Agreement; and

(c) which that party:

(i) did not cause;

(ii) cannot control or influence; and

(iii) could not have prevented or avoided through prudentmanagement processes, policies and precautions,

including the use of alternative resources, the procuringof services from another source and work around plans;

1.1.13 GST means the tax imposed under the ANTS GST Act;

1.1.14 GST Legislation means the ANTS GST Act and associatedlegislation;

1.1.15 GST Rate means, at any particular time, the rate (expressed as afraction of the Value of a supply) at which GST is payable by theContractor on a Taxable Supply:

1.1.16 Input Tax Credit has the meaning attributed in the ANTS GST Act;

1.1.17 Intellectual Property Rights means any patent, copyright,trademark, trade name, design, trade secret, know how or other form

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of confidential information, or any right to registration of such rights andany other form of intellectual property right whether arising before orafter the execution of this Agreement;

1.1.18 Material Safety Data Sheets means those material safety data

sheets referred to in clause 8.2;1.1.19 School means the school described in Schedule 1 and those areas

of the school shown in the Service Specification;

1.1.20 Scope of Services means the scope of services as described inSchedule 3;

1.1.21 Service Specification means the description of the services soughtby the Client, as described in Schedule 2 and 3.

1.1.22 Services means those services to be provided by the Contractor asdescribed in the Service Specification.

1.1.23 Site Manager means the person in the position described inSchedule 1, which person or position may be varied from time to time;

1.1.24 Taxable Supply has the meaning attributed in the ANTS GST Act,and also means any component of a Taxable Supply that is treated asa separate supply under the ANTS GST Act;

1.1.25 Tax Reform means a change or series of changes to taxes of theCommonwealth and States of Australia, (including the imposition of anew tax, repeal of a tax and change to the rate of a tax) including theimposition of GST, which affects the Attributable Input Costs of theContractor;

1.1.26 Tax Invoice has the meaning attributed in the ANTS GST Act;

1.1.27 Term means the term of this Agreement as described in clause 2and includes any extensions to this Agreement;

1.1.28 Value of a Taxable Supply has the meaning attributed in the ANTSGST Act.

1.2 Construction

In this Agreement unless the context otherwise requires:

1.2.1 any word importing the plural includes the singular and vice versa;

1.2.2 any word importing a gender includes all other genders;

1.2.3 a reference to a body corporate includes a reference to natural personsor other forms of associations and vice versa;

1.2.4 a reference to a recital, party, clause, schedule or annexure is areference to a recital, party, clause, schedule or annexure of thisAgreement;

1.2.5 the captions, headings, section numbers and clause numbersappearing in this Agreement are inserted only as a matter ofconvenience and in no way affect the construction of this Agreement;

1.2.6 a reference to a statute includes all statutes amending, consolidating orreplacing the statute.

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1.3 Documents comprising this Agreement

1.3.1 This Agreement incorporates any schedules and annexures attachedto it.

1.3.2 In resolving inconsistencies in this Agreement:

(a) this Agreement (excluding any schedules and annexuresattached to it);

(b) any schedules; and

(c) any annexures

have priority, in that order.

1.4 Successor

References to a body which has ceased to exist or has been reconstituted,amalgamated, reconstructed or merged, or the functions of which have

become exercisable by any other person or body in its place, will be taken torefer to the person or body established or constituted in its place or the personor body by which its functions have become exercisable.

1.5 Recitals

The parties agree that the recitals are true and correct, and that they form partof this Agreement.

2. TERM

2.1 This Agreement commences on the Commencement Date and expires on theExpiry Date unless:

2.1.1 that period is extended by