Facilities Management - Cleaning Services Contract

  • Mandatory
Updated: 28 Feb 2019
Date:
1 Mar 2019 - 31 Dec 2023
Contract Number:
8061001-09
Type:
Whole of government
Managed:
Public Works Advisory
The contract covers cleaning services including regular cleaning, emergency cleaning, provision of cleaning kits and establishment of management system.

The cleaning services contracts cover general cleaning to all facilities within defined dleaning performance standards, together with the specific cleaning requirements of individual agencies.

This is a performance-based contract and the specification describes how your facility should be presented after cleaning, generally at the commencement of each working day.

This approach assists you to monitor outcomes by ensuring that the contractor meets the standards of cleanliness set out in the cleaning performance standards.

Range of services

The range of services available under the contract include:

General cleaning

General cleaning is all cleaning services other than miscellaneous cleaning. The following forms of general cleaning services are required to be carried out as part of the contract:

  • regular cleaning and programmed cleaning
  • provision of cleaning kits for use in emergency situations
  • establishment of management system
  • provision of cleaning service manual at each site to record and review various site related cleaning documentation.
  • The purpose of regular cleaning is to provide a comprehensive cleaning service including all necessary tasks to ensure a sanitary, clean and tidy environment consistent with the function of the facility and to ensure that all areas under the contract are suitably fit for the use for which they are intended.

All works must be completed in accordance with the requirements of the Cleaning specifications and performance standards.

Miscellaneous cleaning

The manager of the facility or representative may from time to time issue a request for the contractor to carry out miscellaneous cleaning at a facility. The request can be for:

Emergency cleaning

Emergency cleaning is cleaning which a customer or a manager of the facility directs the contractor to carry out as emergency cleaning, other than cleaning which the contractor should have carried out without a direction.

Optional cleaning

Optional cleaning is where an order is given to the contractor by the facilities manager or the principal.

Key contract features

  • All cleaners employed by the cleaning contractors will have undergone NSW Police security clearance check have a valid Working with Children Check Number (where children are on site) prior to commencing work at your site.
  • Contractors offer a strong client focus, management and reporting structure.
  • Contractors will provide a cleaning service manual at each site. Site manuals contain attendance book, communications book, safety data sheets for all chemicals used at the site, inspection results etc.
  • PNSW cleaning QA inspectors will undertake random and complaint inspections of sites to ensure the contractor is fulfilling their obligations under the contract, including compliance with their statutory obligations.
  • Contractor KPIs are effected for continuous poor standards of service
  • Contractors are required to carry out regular 12 weekly quality management inspections of the cleaning and provide the opportunity for the department’s staff to comment on the standard of cleaning.
  • PNSW Authorised Persons conduct regular compliance audits on the contractor to ensure currency of insurance policies, payment in accordance with the relevant award for employees, all employees are processed for security clearances and compliance with QM inspection schedules and periodic cleaning requirements.
  • Annual client satisfaction surveys are conducted.
  • Clients can access WebClean which is a web-based management system that enables the client to monitor, record, analyse and report on all aspects of the cleaning activities including pricing, site variations, facilities management inspections, contractor QM inspections etc.

Key benefits

  • Value for money outcome for NSW Government Agencies via aggregated buying (4300+ sites)
  • Contract rates achieved via a stringent tender process to obtain competitive, fair and transparent rates for cleaning.
  • Compliance with NSW Government’s Procurement Policy Framework, delivery of Social Procurement objectives, Public Liability, Environmental management, Innovation, WHS, IR, Audits and SME requirements.
  • It enables contractors to offer a strong, client-focused and cohesive local management and reporting structure.
  • It reduces contract development, procurement and administration costs and time incurred by government agencies to procure these services.
  • Access to PNSW Webclean systems to check costs, variations, QMs and site cleaning requirements.
  • Availability of one invoice for multiple sites per contractor each month.

Eligibility to use contract

Public bodies are able to purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2014.

  • The Board may enter into agreements with public bodies that are not government agencies relating to the procurement of goods and services by and for those bodies.
  • The Board may do so by allowing those bodies to have access to the procurement arrangements for government agencies or by making separate arrangements.
  • The Board may establish criteria for the exercise of the Board’s functions under this clause, including but not limited to the circumstances in which, and the public bodies to which, access to the arrangements for government agencies will not be given.
  • The Secretary of the Department of Finance, Services and Innovation may charge a fee in connection with any agreement entered into between a public body and the Board under this clause.
  • In this clause 'community non-profit organisation' does not include an industry association or similar body the activities of which are intended to promote the interests of a particular industry or sector of an industry. 'Public body' includes the following:
    • a private hospital
    • a local council or other local authority
    • a charity or other community non-profit organisation
    • a private school or college
    • a university
    • a public authority of the Commonwealth, any other State or Territory
    • a public authority of any other jurisdiction (but only if it carries on activities in this State)
    • a contractor to a public authority (but only in respect of things done as such a contractor).

How to register as an eligible buyer

To register as a new customer please email your request with site contact and cleaning details:

The QA Manager will contact you to commence with the process of including your site under the WoG Cleaning Contract.

Please be aware this process may take approximately 3-4 weeks.

Complaints and disputes

In case of complaints and dispute, both the customer and the contractor’s representative must use their best efforts to resolve the matter at a local level.

If the complaint cannot be resolved locally between the customer and the contractor’s representative, the customer can follow the issue resolution process which is available by contacting Property NSW at wholeofgovernmentcleaning@property.nsw.gov.au

If the dispute cannot be resolved by mutual agreement with both parties in consultation with Property NSW, it will be referred for expert determination as per the Contract Conditions. This more formal process will need a higher level of detailed documentation, correspondence and records.

Approved suppliers

Please contact the wholeofgovernmentcleaning@property.nsw.gov.au for contractor specific request and information for your region.

Supplier specific information

Contract numberContract regionContractor
8061001North coastISS Facility Services Australia Ltd
8061002Hunter/Central CoastBroadspectrum (Australia) Pty Ltd

8061003

Southern NSWColin Joss & Co Pty Ltd Trading as Joss Facility Management
8061004North Western NSWColin Joss & Co Pty Ltd Trading as Joss Facility Management
8061005Northern SydneyFacilities First Australia
8061006SydneyISS Facilities Services Australia Ltd
8061007South Western SydneyISS Facilities Services Australia Ltd
8061008Western SydneyBroadspectrum (Australia) Pty Ltd
8061009Sydney CBDPickwick Group Pty Ltd Trading as  Pickwick Integrated Facilities Services

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Code of behaviour (for the protection of children and other vulnerable people)

The Contractor must ensure that all persons working on the Facility or Facilities under the Contract, including but not limited to the Contractor Employees and managers, consultants, Subcontractors and suppliers understand and comply with the requirements shown below:

  • Contractor Employees should avoid talking with, touching or interacting with any children or residents or other users of the school or Facility except where the Work requires it or in an emergency or safety situation.
  • Contractor Employees must only use approved toilets and other Facilities, unless the person in charge of the school or Facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or Facility while Work is in progress.  Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar Facilities.  Contractor Employees must ensure that toilets and similar Facilities are not occupied or in use by children, residents or other users before entering to perform Work, and that Work does not continue when use of the Facilities is required.  Where practicable male employees should perform Work on male Facilities and female employees on female Facilities.
  • Contractor Employees must wear uniform that is tidy and in good condition with the Employer logo (where provided) and carry an ID at all times when at a Facility.

Contractor Employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or Facility.

Pricing

The tendered rates will be used to calculate various floor surface areas and site cleaning requirements to obtain a price to clean the site.

Ordering

Contract orders

Please contact the wholeofgovernmentcleaning@property.nsw.gov.au to engage a contractor under the contract.

Invoicing

As per contract terms and conditions.

Insurance

As per contract conditions.