Template Cleaning RFQ - Department of Finance - The Western ...

Government of Western AustraliaDepartment of Your Dept Name hereRequest for Quote[Products and services procurementtemplates - Request for Quote - cleaningspecific, $20,000 - $150,000]REQUEST TITLE:[Insert Request Title Here]QUOTATION NUMBER:[Insert the Quotation Number]CLOSING TIME:2:30 PM [Insert the Closing Date] Perth, Western AustraliaISSUED BY:[Insert Public Authority Name Here]

PART A RESPONDENT TO READ AND KEEP THIS PART PART ATable of ContentsPART A – QUOTATION NO [Insert Quotation Number] .................................... 31. INTRODUCTION ............................................................................................ 31.1 BACKGROUND ................................................................................... 31.2 SUBMISSION OF OFFER .................................................................... 31.3 OFFER VALIDITY PERIOD .................................................................. 41.4 BRIEFING ............................................................................................ 41.5 CONTACT PERSONS .......................................................................... 41.6 REQUEST CONDITIONS ..................................................................... 52. SELECTION PROCESS ................................................................................. 62.1 SELECTION PROCESS ....................................................................... 62.2 STATE SUPPLY COMMISSION AND GOVERNMENTPOLICIES ............................................................................................ 6PART B – CONTENT REQUIREMENT AND RESPONDENT’S OFFER ............... 71. NOTE TO RESPONDENT .............................................................................. 72. IDENTITY OF RESPONDENT ........................................................................ 73. PRE-QUALIFICATION REQUIREMENTS ....................................................... 84. COMPLIANCE AND DISCLOSURE REQUIREMENTS ................................... 85. QUALITATIVE REQUIREMENTS ..................................................................126. CUSTOMER CONTRACT INSURANCE REQUIREMENTS ............................16SCHEDULE 1 - CUSTOMER CONTRACT DETAILS ..........................................17SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTS .............261 STATEMENT OF REQUIREMENTS ..............................................................261.1 DEFINITIONS AND STANDARDS .......................................................262 SPECIFICATION ..........................................................................................292.1 LOCATION OF SERVICES .................................................................292.2 DESCRIPTION OF SERVICES ............................................................292.3 STANDARDS AND OUTCOMES .........................................................31SCHEDULE 3 PRICING .....................................................................................351. PRICE SCHEDULE .......................................................................................351.1 REGULAR CLEANING SERVICES .....................................................351.2 PERIODICAL CLEANING SERVICES ...............................................351.3 OTHER CHARGES .............................................................................36[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 2 of 41 FINANCE VERSION 190713

PART A RESPONDENT TO READ AND KEEP THIS PART PART APART A – QUOTATION NO [Insert Quotation Number]1. INTRODUCTION1.1 BACKGROUND[Insert brief Statement of Requirements from Schedule 2 of this Quotationdocument]1.2 SUBMISSION OF OFFER[The Dumas House Tenders Office has relocated to the Optima Centre. AllRequests will close at the Optima Centre after Thursday 28 April 2011. TheOptima Centre tenders office will be managed by BMW. Tendering Services canbe contacted on Tel: (08) 6551 2345. Tendering Services is on the Ground Floorof the Optima Centre, which is open for public access. The Tenders WA websiteis unaffected by the move]1.2.1 The Respondent may submit the Offer by hand at:[For Requests closing at Tendering Services]Tendering ServicesOptima Centre16 Parkland RoadOSBORNE PARK WA 6017[OR][insert address details for submission by hand][Include for all Requests]If the Respondent submits the Offer by hand, theRespondent must provide [insert number] copies, with one copy marked “original”and [insert number] copies marked “copy”.1.2.2 The Respondent may submit the Offer by post at:[For Requests closing at Tendering Services]Tendering ServicesLocked Bag 11OSBORNE PARK BC WA 6916[OR][insert address details for submission by post][Include for all Requests]If the Respondent submits the Offer by post, theRespondent must provide [insert number] copies, with one copy marked “original”and [insert number] copies marked “copy”.1.2.3 [Use instead of 1.2.1 and 1.2.2 if offers can be submitted by hand or post to asingle address]The Respondent may submit the Offer by hand or by post at:[insert address details for submission by hand and post]If the Respondent submits the Offer by hand or by post, the Respondent mustprovide [insert number] copies, with one copy marked “original” and [insertnumber] copies marked “copy”.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 3 of 41 FINANCE VERSION 190713

PART A RESPONDENT TO READ AND KEEP THIS PART PART A1.2.4 The Respondent may submit the Offer by facsimile at:[For Requests closing at Tendering Services](08) 6551 2333[OR][insert fax number][OR]Offers may not be submitted by facsimile.1.2.5 The Respondent may submit the Offer electronically by uploading at:www.tenders.wa.gov.au.The Offer can only be submitted to www.tenders.wa.gov.au if the size of the Offeris equal to or less than 20 megabytes. The Respondent must be registered tosubmit an offer electronically.[OR]Offers may not be submitted electronically.1.2.6 Conditions regarding the submission of Offers (including late lodgement andmishandling) are contained in the Request Conditions.1.3 OFFER VALIDITY PERIODThe Offer Validity Period is for a period of [insert number] days/months.1.4 BRIEFINGA [mandatory / non-mandatory] briefing to Respondents will be conducted at:Date:Time: [XX]AM/PM Perth, Western AustraliaLocation:The Respondent is requested to confirm its attendance by no later than [time][AM/PM], Perth, Western Australia [& date] by contacting [contact person’s nameand phone number].[Only insert the following paragraph if the briefing is mandatory]Failure to attend the Request briefing will result in the Offer being ineligiblefor further consideration.1.5 CONTACT PERSONSDifferent enquiries can be best dealt with by the most appropriate contact, shownbelow.The Respondent must not contact any other person within Government or anyconsultant engaged in relation to this Quote to discuss this Quotation.CONTRACTUAL AND TECHNICAL ENQUIRIES:Name:Title:[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 4 of 41 FINANCE VERSION 190713

PART A RESPONDENT TO READ AND KEEP THIS PART PART ATelephone:Facsimile:E-mail:ADVICE ON DELIVERING OFFERS:Name:Tendering ServicesTelephone: (08) 6551 2345Facsimile: (08) 6551 2333[OR]Name: [Insert name]Telephone: [Insert phone number]Facsimile: [Insert fax number][Delete the following paragraph if not applicable, ie. not advertised on TendersWA, no option to submit offers via upload to Tenders WA]ADVICE ON USING TENDERS WA:Name:Procurement Systems SupportTelephone: (08) 6551 20201.6 REQUEST CONDITIONSThe “Request Conditions” are contained in the Part A of the Request Conditionsand General Conditions of Contract [August 2012] located atwww.finance.wa.gov.au (select Government Procurement, then select “Goodsand Services Templates, Guides and Conditions of Contract” from the QuickLinks menu) and contain important provisions regarding the nature of thisRequest and the consequences of the Respondent submitting an Offer. TheRespondent is deemed to have read and considered the Request Conditions priorto submitting an Offer.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 5 of 41 FINANCE VERSION 190713

PART A RESPONDENT TO READ AND KEEP THIS PART PART A2. SELECTION PROCESS2.1 SELECTION PROCESSValue for Money is a key State Supply Commission policy objective to ensure thatwhen purchasing products and/or services, Public Authorities achieve the bestpossible outcome, for every dollar spent, by assessing the costs and benefits of,and the risks inherent in, an Offer, rather than simply selecting the lowest OfferedPrice.In determining Value for Money, the Customer will:a).b).c).apply relevant State Supply Commission and Government policies to theassessment of Offers;require Offers to meet any Pre-Qualification Requirements, Compliance andDisclosure, Qualitative and Insurance Requirements detailed herein; andassess the Offered Prices.The determination of Value for Money will require a consideration of all of theabove factors and any other matters that the Customer considers relevant.2.2 STATE SUPPLY COMMISSION AND GOVERNMENT POLICIESThe following State Supply Commission policies apply to this Quotation:[DELETE IF NOT APPLICABLE]:a) Value for Money;b) Probity and Accountability;c) Open and Effective Competition; andd).Sustainable Procurement.The following Government policy applies to this Request:a) Buy Local Policy; including the July 2013 and December 2009 Addenda.These policies can be viewed and downloaded at www.ssc.wa.gov.au or copiesof these policies are available from the State Supply Commission (telephone(08) 6551 1500).[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 6 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART BPART B – CONTENT REQUIREMENT ANDRESPONDENT’S OFFERPART B SHOULD BE COMPLETED BY THE RESPONDENT AND RETURNED TOCUSTOMER (REFER ‘SUBMISSION OF OFFER’ REQUIREMENTS OF CLAUSE 2.1 INTHE REQUEST CONDITIONS).1. NOTE TO RESPONDENTIn preparing its Offer, the Respondent must:a) address each requirement in the form set out in this Part B;b) take into account the Customer Contract requirements, as explained inSchedule 1. The Respondent must read these in conjunction with theGeneral Conditions;c) in respect of the Qualitative Requirements, provide full details of any claims,statements or examples; andd) assume that the Customer has no knowledge of the Respondent, itsactivities, experience or any previous work undertaken by the Respondentfor the Customer or any other Public Authority.2. IDENTITY OF RESPONDENTThe Respondent must provide the following details:RESPONDENT TO COMPLETE:(a) Name of Legal Entity: ............................................................................(b) ACN (if a company) ............................................................................(c) Registered address or addressof principal place of business:........................................................................................................................................................(d) Business Name: ............................................................................(e) ABN ............................................................................(f) Contact Person: ............................................................................(g) Contact Person Position Title ............................................................................(h) Email: ............................................................................(i) Telephone: ............................................................................(j) Facsimile: ............................................................................(k) Address and facsimile numberfor service of contractualnotices:........................................................................................................................................................NB: The Offer does not require the Respondent’s signature.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 7 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART B3. PRE-QUALIFICATION REQUIREMENTSThere are no pre-qualification requirements for this Request.[OR]The Customer will not consider any Offer that does not meet all of the followingPre-Qualification Requirements:[THESE SHOULD BE SPECIFIED WITH EXTREME CAUTION]a) (for example) ATTENDANCE AT MANDATORY BRIEFINGThe Respondent, or its representative, must have attended the mandatorybriefing described in clause 1.4 of Part ARESPONDENT TO COMPLETE:Did the Respondent attend the mandatory briefing?(Yes / No)4. COMPLIANCE AND DISCLOSURE REQUIREMENTSThe Customer will, in its Value for Money assessment, consider the extent towhich the Offer satisfies the following Compliance and Disclosure Requirements.The Customer reserves the right to reject any Offer that does not properlyaddress any of the Compliance and Disclosure Requirements, and/or whichcontains material departures from the Customer Contract Details and/or GeneralConditions.a) COMPLIANCE(i)Customer ContractThe Respondent must confirm whether it will comply with the CustomerContract (excluding the General Conditions and Schedules). If theRespondent will not comply with any clause of the Customer Contract,the Respondent must set out:(A) the clause it will not comply with;(B) the extent of non-compliance – including the alternative clause, ifany, or a description of any changes it requires to the CustomerContract; and(C) the reason for non-compliance.RESPONDENT TO COMPLETE:Does the Respondent agree to the Customer Contract?(Yes / No)If no, provide details.(ii)General Conditions / SchedulesThe Respondent must confirm whether it will comply with the GeneralConditions and Schedules. If the Respondent will not comply with any[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 8 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART Bof the General Conditions and Schedules, the Respondent must setout:(A) the General Conditions / Schedules it will not comply with;(B) the extent of non-compliance – including the alternative clause, ifany, or a description of any changes it requires to the GeneralConditions / Schedules; and(C) the reason for non-compliance.RESPONDENT TO COMPLETE:Does the Respondent agree to the General Conditions / Schedules?(Yes / No)If no, provide details.b) DISCLOSURES(i) Participants (including subcontractors)RESPONDENT TO COMPLETE:Is the Respondent acting as an agent or trustee for another person or persons?(Yes / No)If yes, provide details.ANDIs the Respondent acting jointly or in association with another person or persons?(Yes / No)If yes, provide details.ANDHas the Respondent engaged, or does the Respondent intend to engage, anotherperson or persons as a subcontractor in connection with the supply of theProducts and/or Services.(Yes / No)If yes, provide details.(ii) Criminal ConvictionsThe Respondent must confirm that neither the Respondent nor anyperson included in the Specified Personnel has been convicted of acriminal offence that is punishable by imprisonment or detention.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 9 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART BRESPONDENT TO COMPLETE:Has the Respondent or any person included in the Specified Personnel beenconvicted of a criminal offence that is punishable by imprisonment or detention?(Yes / No)If yes, provide details.(iii) Conflict of InterestThe Respondent must declare and provide details of any actual,potential or perceived conflict of interest.RESPONDENT TO COMPLETE:Does the Respondent have any actual, potential or perceived conflict of interest inrelation to the performance of the Customer Contract (if awarded)?(Yes / No)If yes, the reasons why.(iv) Cleaning Award or AgreementThe Respondent must state which cleaning award or agreement theOffer has been based on.RESPONDENT TO COMPLETE:The cleaning award or agreement utilised in the Offer is:……………………………………………………………………………..(v) Credit Card/Purchasing Card Payment [delete if not applicable orwhere monthly payments will be in excess of $5,000]The use of credit cards/purchasing cards by agencies is activelypromoted as a payment method.The Respondent is required to disclose whether it agrees to receivecredit card/purchasing card payment.[Please refer to clause 21.6 of the Request Conditions and GeneralConditions of Contract for additional information].RESPONDENT TO COMPLETE:[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 10 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART BDoes the Respondent agree to receive credit card/purchasing card payment?(Yes / No)(vi) Small BusinessThe Respondent is required to disclose whether it is a small businessthat employs less than twenty (20) people.The Respondent should note that its response to this Compliance andDisclosure Requirement:(A) will be used by the Department of Finance for statistical purposesonly; and(B) will not be used by the Customer in its evaluation of the Offer.RESPONDENT TO COMPLETE:Is the Respondent a small business that employs less than twenty (20) people?(Yes / No)[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 11 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART B5. QUALITATIVE REQUIREMENTSThe Customer will, in its Value for Money assessment, consider the extent towhich the Offer satisfies the following Qualitative Requirements. The Customerreserves the right to reject any Offer that does not properly address and satisfyany of the Qualitative Requirements.Each of the Qualitative Requirements has equal weightings.a) DEMONSTRATED EXPERIENCE IN SIMILAR OR EQUIVALENT TYPEFACILITIES (50% WEIGHTING)The Respondent must:i) Provide details, using the following headings and format, of contractsundertaken over the last five years that are of a similar type, size anddollar value or which may be of an equivalent nature with particularreference to any contracts undertaken in Western Australia.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.CLIENTPREMISE TYPE (egoffice building, schoolAREASIZECONTRACTPERIODetc) & SERVICESPROVIDED(m 2 ) From - to[insert additional lines/pages if insufficient space]ii) Provide a brief explanation as to the similarities between each of thecontracts listed above and the requirements of this Request.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.m 2m 2m 2m 2m 2m 2m 2m 2m 2[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 12 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART B[insert additional lines/pages if insufficient space]iii) Provide details, using the following headings and format, of at least threereferees. The Customer may or may not choose any, or all, of the refereesfor a report. The Customer also reserves the right to seek a report fromany Government site not nominated, with which the Respondent has hadcontracts.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.CONTACT DETAILSREFEREE NAME COMPANYTelephone No.Facsimile No.[insert additional lines/pages if insufficient space]b) DEMONSTRATED ABILITY TO MANAGE THE CONTRACT, STAFF ANDPERFORMANCE (50% WEIGHTING)The Respondent must:i) Provide details of the proposed site supervisor and/or contract manager,outlining their industry experience and contracts managed. Respondentsmust also provide curriculum vitae of the site supervisor and/or contractmanager and other key personnel relevant to this service.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.[insert additional lines/pages if insufficient space][DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 13 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART Bii) Provide details on the number of actual cleaning hours (excluding periodiccleaning) for the Regular Cleaning Service component of their offer thattheir Tendered Price [refer Schedule 3, 1.1] has been based on.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.Daily number of Hours (refer to section 2.3.1):.....................................................Monthly Number of Hours (refer to section 2.3.2): ...............................................Which corresponds to a total Yearly Number of Hours of: ...................................iii) Provide details of your training and skills maintenance policies andprocedures. Respondents, as a minimum, must include: -• What training is provided to cleaners, supervisors and management -both in-house and external;• Who provides the training;• The average number of hours and dollar value ($) spent annually ontraining per cleaner/supervisor/manager; and• What systems or procedures are in place to monitor the training ofemployees and how are future training needs identifiedRESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.[insert additional lines/pages if insufficient space]iv) Provide details of your proposed performance and contract managementsystems and practices to achieve contract outcomes at the designatedlocation of the service.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 14 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART B[insert additional lines/pages if insufficient space]v) Provide details on how you intend on developing sound client relationshipincluding reporting processes.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.[insert additional lines/pages if insufficient space]vi) Provide a Company Profile including details of:• Staff positions/levels and their location, membership of relevantindustry associations, infrastructure to undertake the requiredservices and activities; and• Services they intend to sub-contract and details of the proposed subcontractor/s.RESPONDENT TO COMPLETE:Respondent to provide the information required under this clause.[insert additional lines/pages if insufficient space][DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 15 of 41 FINANCE VERSION 190713

PART B RESPONDENT TO COMPLETE AND RETURN THIS PART PART B6. CUSTOMER CONTRACT INSURANCE REQUIREMENTSThe Respondent must demonstrate that it has the insurances required underSchedule 1 - Customer Contract Details.RESPONDENT TO COMPLETEDoes the Respondent have the insurance requirements set out in Schedule 1 -Customer Contract Details?(Yes / No)If yes, the Respondent must complete the following table:Insurer ABN PolicyNoInsuredAmountExpiryDateExclusions,if anyPublic Liability InsuranceWorkers’ Compensationincluding common law liabilityof $50 millionMotor Vehicle Third PartyLiability [delete row if notapplicable]ORIf no, does the Respondent confirm that if it is awarded a contract, then it willobtain the insurance policies set out in Schedule 1 - Customer Contract Detailsprior to the Commencement Date?(Yes / No)If no, the reasons why.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 16 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILSSCHEDULE 1 - CUSTOMER CONTRACT DETAILS1. Customer The Customer is the Director General [OR] Chief Executive Officer, [insertname of Agency]2. The Term of theCustomer ContractThe Term of the Customer Contract is [insert number of months or years]. [If aperiod contract with extension options, clauses 4 and 5 below must be included][OR]The Term will commence on the Commencement Date and will expire when theServices have been supplied in accordance with Clause 6 of the GeneralConditions.3. Commencement Date The Customer will notify the Contractor of the Commencement Date in theLetter.[OR]The Customer and the Contractor will agree on the Commencement Date andthe Customer will confirm the agreed Commencement Date in the Letter.[OR]The Commencement Date is [insert date][If you have chosen the first option in clause 2 and wish to establish a period contract with extension options,include clauses 4 and 5 below]4. Extensions The Customer has [insert number] options to extend the Term, each optionhaving a one (1) year duration.5. Notice of Extension [insert period of notice][OR]Clause 3.4 of the General Conditions applies.6. Price Variation The Price is fixed for the first year of the Contract Term.a) On each anniversary of the Commencement Date, increases in the contractprice will be permitted due to variations in labour costs, which will comprise100% of the requested variation. The variation will be in accordance with thefollowing formula based on:A = CV + (CV x 1 x IP) whereA - is the Price with effect from the annual review date;IP - is the percentage increase from the last annual review date in the sumof the weekly award rate of pay and conditions of the labour who areprimarily engaged in providing the Services granted by the appropriateCommonwealth or State authority, Australian Industrial RelationsCommission, together with any other legislated or statutory increases inworkers' compensation, superannuation and pay-roll tax payments payablewith respect to that labour.CV - is the price immediately preceding the annual review date.b) Variations to price in accordance with clause (a) above must be made notearlier than one (1) month or later than one (1) month from each anniversary, orannual review date, by notice in writing to the Customer.c) In instances where the application for the annual review of prices is notreceived in accordance with clause (b) above then the revised pricing will befrom date of the application. Price increases will not be backdated.NOTE: Substantive documentation will be required to justify any applicationsfor revised Customer Contract prices and no price variation is payable unlessand until approval is received from the Customer.IMPORTANT NOTE: Insurance requirements should be determined by an assessment of the contract risk(and after consultation with RiskCover if required – Ph: 9264 3333). Examples of Insurance requirements setout below: (DELETE INDIVIDUAL INSURANCES IF NOT APPLICABLE)7. Public Liability Public liability insurance covering the legal liability of the Contractor and the[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 17 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILS8. Workers’Compensation9. Motor vehicle thirdparty10. Contract ManagementRequirementsContractor’s Personnel arising out of the Services for an amount of not lessthan $5 million for any one occurrence and unlimited in the aggregate.Workers’ compensation insurance in accordance with the provisions of theWorkers’ Compensation and Injury Management Act 1981 (WA), includingcover for common law liability for an amount of not less than $50 million for anyone occurrence in respect of workers of the Contractor. The insurance policymust be extended to cover any claims and liability that may arise with anindemnity under section 175(2) of the Workers’ Compensation and InjuryManagement Act 1981.Motor vehicle third party insurance covering legal liability against propertydamage and bodily injury to, or death of, persons (including bodily injury gapprotection) caused by motor vehicles used in connection with the [Products and/ or Services] for an amount of not less than $20 million for any one occurrenceand unlimited in the aggregate.Customer’s Representative[insert details]Customer’s address and facsimile details[insert details]Reporting[insert details]Meetings[insert details]Key Performance Indicators[insert details]11. ConfidentialInformationIMPORTANT NOTE: If there is any particular information that the Contractormust treat as confidential, insert the first option below and specify that particularinformation.If there is not any particular information that the Contractor must treat asconfidential, insert the second option below.The Customer specifies the following information to be “ConfidentialInformation” under paragraph (b) of the definition of “Confidential Information” inclause 2.1 of the General Conditions:[Insert confidential information]OR (second option)For the purposes of paragraph (b) of the definition of “Confidential Information”in clause 2.1 of the General Conditions, there is no information that is specifiedby the Customer as confidential.12. Police Clearance Clause 18.4 of the General Conditions applies.OR[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 18 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILSClause 18.4 of the General Conditions does not apply.13. ConfidentialDeclaration –Prevention ofPaedophiliaClause 18.5 of the General Conditions applies.ORClause 18.5 of the General Conditions does not apply.14. Warranties The Contractor must give, or ensure the Customer has the benefit of, thefollowing warranties:[Insert warranties]If the warranty specified exceeds the Term of the Customer Contract, thewarranty survives the expiry or termination of the Customer Contract.ORFor the purposes of clause 19.5 of the General Conditions, no warranties arespecified.15. Intellectual PropertyOwnerIMPORTANT NOTE: Under clause 23 of the General Conditions, the owner ofIntellectual Property Rights in New Material is the State of Western Australia,unless otherwise specified. If the owner is to be an entity other than the State(eg. a particular statutory authority), specify that entity in this Special Condition.Clause 23.1 of the General Conditions applies.OR[ ] is the owner of the Intellectual Property Rights in New Material for thepurposes of clause 23 of the General Conditions.ORIf the owner of Intellectual Property Rights in New Material is to be theContractor, use this Special Condition.The Contractor is the owner of the Intellectual Property Rights in New Materialfor the purposes of clause 24 of the General Conditions.16. Working Papers Clause 23.7 of the General Conditions applies.ORCopyright and property in all Working Papers vest in the Contractor.17. Publicity IMPORTANT NOTE: Under clause 25.4 of the General Conditions, theContractor may not use the name or logo of the Customer or any other PublicAuthority without the requisite prior written consent. If there is "any other PublicAuthority", specify in this Special Condition.[ ] is specified for the purposes of clause 25.4 of the General Conditions.ORFor the purposes of clause 25.4 of the General Conditions, no other PublicAuthority is specified.18. Government Policies IMPORTANT NOTE: If the Quote requires the Contractor to comply withGovernment Procurement Policies, then insert the first option below and specifythe relevant policies.If not applicable insert the second option below.The following obligations are obligations relating to Government procurementpolicies for the purposes of clause 33 of the General Conditions:For example: obligations imposed on private sector providers under the StateSupply Commission Policy entitled “Private Sector Procuring for PublicAuthorities”OR (second option)For the purposes of clause 33 of the General Conditions, no obligations relatingto Government procurement policies are specified.19. Disability Access andInclusion PlanNote: this clause should only be used if the Customer is required to have aDisability Access and Inclusion Plan (DAIP) under the Disability Services Act1993 (In which case, the Customer must take all practicable measures toensure that the DAIP is also implemented by the Contractor. The DAIP only[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 19 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILSapplies to services provided to the public. It does not apply to services providedby the Contractor directly to the Customer eg cleaners, re-wiring of telephonesetc).If the Customer Contract involves the supply of Services to the public, then theContractor will:i.) to the extent practicable, implement the Customer’s “Disability Accessand Inclusion Plan” prepared under the Disability Services Act 1993; andii.) provide a report to the Customer by [insert date] in each year of the Termreporting on the extent to which the Contractor has implemented theCustomer’s Disability Access and Inclusion Plan.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 20 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILSCLEANING SPECIAL CONDITIONS OF CONTRACT20. Security Keys/Security Codes1. The Customer or the Customer’s Representative will, if necessary,supply the Contractor with keys and an access security card for thepurpose of entering and securely locking the Premises.The Contractor must:a) Take all reasonable steps to keep the keys and access securitycards secure and not copy any key or cards or divulge securitycodes of electronic security/surveillance systems tounauthorised persons;b) Immediately report the loss of any such keys and accesssecurity cards to the Customer’s Representative. Any costsresulting from keys or access security cards being lost by theContractor will be borne by the Contractor including but notlimited to replacement of keys/access cards, cost of re-keyingetc. If the Customer suffers any loss or damages to its property(including but not limited to theft or vandalism) as a result of theContractor’s loss of any such keys or access security cardsthen that will be deemed to constitute a material nonremediablebreach of contract by the Contractor entitling theCustomer to terminate the Customer Contract by notice to theContractor.c) Safeguard all keys and access security cards in a mannersatisfactory to the Customer’s Representative and return thesame on request;d) Not label any key with any name that will identify the Premises;ande) If any security system is activated as a result of a breach of aContractor's obligation, the Contractor may be required to paythe amount of any call-out charge imposed on the Customer bytheir security contractor.Locking and Securing RoomsThe Contractor must ensure that when entering a locked room, for thepurpose of carrying out the obligations under this Customer Contract, theroom is re-locked upon leaving.21. Access The Contractor must carry out all services out only at such times asmentioned in the Specifications or at such times as may be agreed withthe Customer’s Representative from time to time.22. RecordingAttendance23. CommunicationBookThe Contractor must ensure that each person employed by themsigns in and out, in an ‘Attendance Book’ upon entering and leavingthe Premises.a) The Contractor must maintain a communication book on thePremises into which either party must enter details of issues requiringattention relating to the Contractor's obligations or the Customer'sobligations, maintenance, security and safety.b) The communication book must be reviewed on a daily basis andrecord each review by both parties.c) The communication book must not be tampered with in any way byeither party, or removed from the Premises.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 21 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILS24. Customer ContractPersonnela) In addition to Clause 6.5 of the General Condition:i) The Contractor must provide adequate supervision and employ andmaintain, during the whole term of the Customer Contract, asufficient number of trained and efficient staff necessary to carryout the provisions of the Specification to the satisfaction of theCustomer’s Representative.ii) The Contractor must, without cost to the Customer, make a dulyauthorised Contractor Representative available as and whendirected by the Customer’s Representative to receive instructionswith respect to the Customer Contract. Failure to do so will bedeemed an Event of Default (breach of an obligation).iii) The Contractor must ensure that all of the relevant Contractor’sPersonnel are regularly trained to appropriate AQF levels in thespecific requirements of their respective duties within 12 months ofcommencing those duties. The AQF levels required for therelevant Contractor’s Personnel are:• Level II – cleaning proficiency;• Level III – property operations or cleaning operations; and• Level IV – supervisor/management skills.iv) The Contractor must make all of its Personnel familiar with allcontents and conditions of this Customer Contract, which arerelevant to them.v) The Contractor must provide to the Customer’s Representative thenames of the Contractor’s Personnel involved in performing theServices. This information must be updated for new personnelappointed by the Contractor to undertake cleaning services at thePremises.vi) The Contractor and the Contractor’s Personnel must not store orconsume alcoholic beverages in or around the Premises.vii) All Government buildings are non-smoking areas and as such, theContractor must ensure that their personnel don’t smoke while onthe Premises.viii) The Contractor must ensure that the personnel providing theservices must at all times wear a personal photo identificationbadge and uniform (or dress standard) of a type approved by theCustomer’s Representative.b) The Contractor's Representative and the Contractor’s Personnel musthave sufficient command of the English language, and of relevanttechnical terminology, to be able to read, converse and receiveinstructions.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 22 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILS25. Safety and Storage a) The Customer’s Representative may, where practicable, provide tothe Contractor a lockable area for the storage of materials andequipment to be used in the performance of the Customer Contract.To the fullest extent permitted at law, the Customer will accept noresponsibility for the loss of any material or equipment stored thereinby the Contractor.b) Where a lockable area is not available, the Contractor mustremove all hazardous products from the Premise on a dailybasis. (check with Customer if applicable if not required delete)c) The Contractor must store all cleaning materials in accordance withthe relevant acts and regulations for the storage of inflammableliquids and poisons.d) The Contractor must provide a list of products intended for use in theperformance of this Customer Contract and provide Material SafetyData Sheets for each product.e) The product list and Material Safety Data Sheets must be given tothe Customer’s Representative prior to the Commencement Date.f) The Contractor must place copies of Material Safety Data Sheets inthe allocated cleaner’s room on the Premises, where applicable, andthe Material Safety Data Sheets must be available for inspection atall times.g) Where products vary from those originally listed under (d) theContractor must provide an updated list and Material Safety DataSheets covering the new products to the Customer’s Representativeand in the cleaner’s room immediately the variation occurs.h) The Contractor must ensure that all work must comply with theOccupational Health Safety and Welfare Act 1984 and theOccupational Health Safety and Welfare Regulations 1996 asamended. The Contractor must furnish the Customer with evidencethat there is compliance in respect of all provisions of this legislationprior to commencing work or on request.26. Contractor’s GeneralResponsibilitiesa) The Contractor must provide a Supervisor who will regularlysupervise the Contractor’s Personnel and ensure that the CleaningServices are carried out in the manner prescribed.b) The Supervisor must be available for contact during normal officehours Monday - Friday and at times specified by the Customer’sRepresentative and will regularly liaise with the Customer’sRepresentative on the Contractor’s performance and state ofcleanliness of the Premises.c) The Supervisor's duties will include:i) Discussion of any cleaning matters with the Customer’sRepresentative;ii) Attending to the training of new or replacement Contractor’sPersonnel in accordance with procedures;iii) Maintaining regular checks of the Cleaning Services for thepurpose of supervision and/or training;iv) Ensuring that all Contractor’s Personnel are available toundertake their prescribed duties; andv) Ensuring that equipment and materials are used only in thecorrect manner.27. Damage The Contractor must carry out all cleaning operations without staining,marking or otherwise damaging walls, floors, floor coverings, skirtingboards, ceilings, partitions, light fittings, Venetian blinds, glass furniture orfixtures.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 23 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILS28. PerformanceInspections29. Variation to Servicesor Area Cleaneda) The Contractor must within one (1) month of the awarded theCustomer Contract, and in consultation with the Customer’sRepresentative, develop a Cleaning Performance Inspection Reportbased on the example included with this Request at Attachment A.b) The Contractor must undertake a complete detailed inspection reporton a monthly basis. This report form must be completed and signedby the Contractor's nominated Supervisor.c) The Contractor's nominated Supervisor must present the report formto the Customer’s Representative for discussion and endorsement bythe Customer’s Representative.d) The Contractor must ensure a signed copy of the report is left withthe Customer and the original forwarded to the Customer’sRepresentative with the monthly invoice (refer to Payment).e) A rating of “totally unsatisfactory” or “unsatisfactory needs attention”against any item of service in the Cleaning Performance InspectionReport in consecutive inspections or a failure to undertake theseinspections will result in referral to the dispute resolution procedureset out below.f) Additionally the Customer’s Representative may carry out inspectionsof the Services at any time and independent of the Contractor’sinspections.g) The Contractor must rectify cleaning deficiencies identified ininspections within 48 hours of deficiency’s notice except whereotherwise directed in writing by the Customer’s Representative.The Customer may from time to time vary the Services to be providedunder the Customer Contract or add new Premises to be cleaned. In theevent of any such variation the Customer will advise the Contractor inwriting. The commencement date for any service variation will be bymutual agreement. The Customer Contract Price will be varied by anamount agreed upon by the Customer and the Contractor. Whereagreement cannot be reached an independent arbiter may be appointedto resolve the issue.30. Dispute Resolution a) FIRST LEVEL RESOLUTIONIf a question, difference or dispute arises at any time between theParties concerning:i) any provision of the Customer Contract or, the breach,termination, validity, meaning or construction of any matter orthing in any way connected with the Customer Contract; orii) the rights, duties or liabilities of any Party under or pursuant tothe Customer Contract including without limitation, anyquestion as to whether an Event or Default has occurred, otherthan a question, difference or dispute in respect of any Event ofDefault as described in sub-clauses (e), (f), (g) and (h) of thatdefinition in the General Conditions (in every instance “aDispute”),then the Customer’s Representative and the Contractor's Supervisormust immediately meet to attempt to resolve the dispute.b) SECOND LEVEL RESOLUTIONIf the Parties do not settle a Dispute as detailed in a) within TEN (10)days of the first meeting, the Dispute must be immediately referred tothe Customer’s Representative and the Contractor's ContractManager who must then immediately meet to attempt to resolve theDispute.c) THIRD LEVEL RESOLUTIONIf the Parties do not settle a Dispute as detailed in b) within TEN (10)days of the first meeting, the Dispute must be immediately referred to[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 24 of 41 FINANCE VERSION 190713

SCHEDULE 1 - CUSTOMER CONTRACT DETAILSthe Customer and the Managing Director of the Contractor who mustthen immediately meet to attempt to resolve the Dispute.d) NO RESOLUTION31. PaymentIf a Dispute is not resolved within THIRTY (30) days of it first arisingeither party may take whatever steps it considers appropriate in thecircumstances.e) NO SUSPENSIONNo Dispute entitles the Contractor to suspend the Services unlessfirst consented to, in writing, by the Customer.f) NON SERVICE DISPUTEIf a Dispute does not relate to the provision of the cleaning Services,this clause will not apply.The Contractor must provide the following, in addition to clause 21 of theGeneral Conditions:a) Each monthly invoice must be for:• ONE TWELFTH (1/12) of the annual price for the RegularCleaning Services; plus• any additional cleaning requested for that month; plus• any periodical cleaning performed the previous month; and• include a copy of the monthly inspection report.b) Invoices must be issued within (30) days of completion of the Service.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 25 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTSSCHEDULE 2 - SPECIFICATION / STATEMENT OFREQUIREMENTS1 STATEMENT OF REQUIREMENTSThis Request specifies the requirement of (name of agency) for the provision ofcleaning Services, as specified, at the Premise/s listed and in accordance with theterms and conditions.1.1 DEFINITIONS AND STANDARDSIt is recognised that some marks and stains require special cleaning processes toeffect removal. These must be reported to the Customer’s Representative.APPLIANCES - DAMP DUSTAfter damp dusting is complete all external surfaces must be free of all dust anddirt to leave a clean, dry, uniform appearance.CARPET - CARPET EXTRACTION SHAMPOOWhen carpet extraction shampooing is complete, the surface must be free of alldeep-seated dirt, stains and soiling and be left in a reasonably dry condition givinga clean uniform appearance. In accordance with AS 3733.CARPET - SPOT CLEANAfter spot cleaning of carpet, the surface should be free of marks, dirt, spots(including substances such as chewing gum / blue tac etc) and residue cleanerleaving a visible clean finish with a uniform appearance. In accordance with AS3733.CARPET - VACUUMAfter vacuuming is complete, carpet must be free of all visible litter, dirt, dust andbuild up (especially on edges) ensuring a clean uniform appearance. Inaccordance with AS 3733.CHAIRS - CLOTH - VACUUMAfter cleaning, chairs are to be free of dirt and marks.CHAIRS - CLOTH - SHAMPOO EXTRACTION METHODWhen extraction shampooing is complete, the surface should be free of all deepseateddirt, stains and soiling and be left in a reasonably dry condition giving aclean uniform appearance.CHAIRS - CLEANAfter cleaning, chairs are to be free of dirt and marks.DRINK TROUGHS, SINKS (STAINLESS STEEL) - CLEANOn completion of cleaning, all surfaces are to be free of visible dirt, bacterial andresidue cleaner leaving a clean appearance.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 26 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTSEXTERNAL WALLS, BRICK WALKWAYS, CONCRETE -HOSE/SWEEP/CLEANAfter hosing, sweeping and cleaning, of external walls, eaves, brick walkways andconcrete is complete, all areas must be free of dust, cobwebs, accumulated dirt,litter, sand and excess water leaving the surfaces clean and reasonably dry.When adjoining areas accumulate debris or rubbish as a result of this process,debris and rubbish must be removed and disposed of appropriately.FLOORS (ALL) - SWEEPAfter sweeping, all floor surfaces must be free of visible dust, loose dirt and litter.All dust, loose dirt and litter must be collected and disposed of in an approvedrubbish bin.FLOORS (VINYL, CERAMIC, TILES, CONCRETE) - DAMP MOPOn completion of damp mopping all floor surfaces must be free of all marks anddirt especially in corners and edges, visibly clean and without streaks.FLOORS (VINYL, CERAMIC, TILES, CONCRETE) - MACHINE SCRUBOn completion of machine scrubbing, all floor surfaces must be free from allvisible dirt, marks, grime, residue cleaner and any build up (especially the edges)to display a uniform appearance. In accordance with AS 1884.FLOORS (VINYL) - MACHINE BUFFAfter buffing, all vinyl floor surfaces must have an even uniform gloss restoredacross the entire surface with scuff marks removed. In accordance with AS 1884.FLOORS (VINYL) - DRY STRIPAfter the dry strip is completed, all vinyl floor surfaces must be free of all loosedirt, scuff marks, old sealers / polishers and other residues ensuring floors willremain free of build-up and in a condition ready for the seal to be applied. Inaccordance with AS 1884.FLOORS (VINYL) - SEALAfter sealing the vinyl floor, the finish should be uniform across the surface, slip -resistant and in a condition that will protect the floor. In accordance with AS 1884.FLOORS (VINYL) - POLISHINGOn completion of polishing, all vinyl floor surfaces must have an even shine that isfree of scuff marks with a slip - resistant finish. In accordance with AS 1884.FLOORS (VINYL) - WET STRIPOn completion of the wet strip all vinyl floors must be free of dirt, scuff marks, oldsealers / polishes and other residues ensuring floors will remain free of build - upand in a condition ready to seal. In accordance with AS 1884.FLYSCREENS / WINDOW FRAMES, MULLIONS ETC - CLEANAfter removing screens and brushing free of dust and scrubbing screens andframes they should be free of dust and dirt.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 27 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTSGLASS (WINDOWS, PARTITIONS, DOORS) - SPOT CLEANAfter spot cleaning of glass, partitions, windows and doors, all marks and dirt onwindows must be removed leaving the surface visibly clean and unmarked.GLASS (WINDOWS, PARTITIONS, DOORS) - WASHAfter washing of glass is complete, the surface must be free of visible dirt andsmears.GRILLES (IN DOORS, AIR CONDITIONING, DIFFUSERS, VENTS) - DAMPDUSTAfter damp dusting is complete, all grilles must be free of dust and dirt to leave aclean, dry uniform appearance.RUBBISH BINS - EMPTY AND REPLACE LINERSAfter emptying of rubbish bins has taken place, the bins must be free of dirt andlitter. Liners must be changed, with a size compatible to that of the bin when theycontain moist materials, food or have tears or holes in them.SURFACES - DAMP DUSTAfter damp dusting is complete, all surfaces must be free of visible dust, dirt andbuild up (especially in corners and edges) to leave a clean, dry uniformappearance.TABLES, CUPBOARDS, CHAIRS, DESKS - DAMP DUST/CLEANAfter damp dusting / cleaning of tables, cupboards, chairs and desks is complete,all surfaces must be free of dirt, dust and residue cleaner to leave a clean, dryuniform appearance.TOILETS, TOILET UNITS, HAND BASINS - DESCALINGOn completion of descaling, urinals and toilet bowls must be free of calcium build -up, acid, odour, bacteria, residue cleaner and all visible dirt leaving the surfaceswith a clean appearance. After sanitising, toilet and hand basins will be free of dirtand dust.TOILET PARTITIONS - CLEANOn completion of cleaning of toilet partitions the surface must be free of allremovable marks, dust and be visibly clean with a uniform appearance. Nonremovablemarks (graffiti) are to be referred to the Customer’s Representative.TOILET UNITS, HAND BASINS - CLEAN AND SANITISEAfter cleaning and sanitising, toilets and hand basins must be free of dirt, dust,stains and marks, cleaner residue and bacteria.WALLS (BRICK) - SPOT CLEANAfter spot cleaning has been carried out on brick walls, all removable marks anddirt are to be eliminated leaving the surface visibly clean and free of any residuecleaner. Non-removable graffiti on external walls is not to be cleaned but referredto the Customer’s Representative.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 28 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTSWALLS (PAINTED) - SPOT CLEANOn completion of spot cleaning on painted walls, surfaces must be free of marks,dust, and residue cleaner and be visibly clean with a uniform appearance.WINDOW TRACKS - VACUUMOn completion of vacuuming, the window grooves will be free of dust, sand, deadinsects and debris leaving the surfaces clean and unobstructed.WOODEN FURNITURE - POLISHINGAfter polishing, wooden furniture must be free of dust and marks and will be cleanwith a uniform high sheen for lasting protection.2 SPECIFICATION2.1 LOCATION OF SERVICESCleaning Services are required at the following Premise/s, except for those areasand Services listed as exclusions at clause 2.2.3.BUILDING NAMEBUILDING ADDRESSSUBURB/TOWNSee attached plans/room listing for actual areas.Whilst every endeavour has been made to include all aspects of the cleaningmaintenance program, any obvious exclusions, other than those detailed under"exclusions" below, relating to a particular site are to be taken as inclusive of thegeneral cleaning requirement.2.2 DESCRIPTION OF SERVICESThe cleaning Services required comprise will comprise the following.2.2.1 REGULAR CLEANING SERVICES:a) Daily Services (floor, glass and general cleaning), as specified;b) Monthly Service, as specified; andc) Day Cleaner, as specified. [if applicable, otherwise delete]2.2.2 PERIODIC SERVICES: [add/delete services required] (discuss with client)a) Carpet cleaning and shampooing, as specified;b) Internal and external window and glass cleaning, as specified;c) Stripping and sealing of hard floors, as specified;d) Other emergency services, as required.The Premise/s, as specified to be cleaned in the Description of Services, will beoccupied during the term of the Customer Contract.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 29 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTS2.2.3 EXCLUSIONS[customise to suit individual client needs]The successful Respondent will not be required to clean:a) Areas:• Outside drains and spoon drains regardless of the proximity tobuildings;• Storerooms except for Periodic Cleaning Services when they are leftopen and the floor is cleared; and• All gutters.b) Equipment:• Obstructed tables, benches etc;• Full sinks;• Work benches, machines and hand tools;• Cups, glasses, plates etc;• Sanitary disposal units;• Refrigerators, freezers, stoves, microwaves, dishwashers and urns.Outsides to be cleaned as per regular Services;• Stove tops (elements and spill trays);• Inside cupboards, and under sinks;• Plants rooms; and• Machines, such as: Photocopiers, Cash registers, Telephone/faxmachines, Laboratory Equipment, Computer equipment.Such equipment must not be touched or disturbed under any circumstances.2.2.4 HOURS OF WORK[customise to suit individual client needs]The Premises must be serviced five (5) days per week, Monday to Friday, with theexception of any gazetted public holidays on which the building is not open forbusiness [amend if client requires Saturday and/ or Sunday cleaning]All regular and daily cleaning Services, with the exception of the day cleaner, mustbe performed between the hours stated below:• commence cleaning after --------- p.m. and complete it not later than ------------ a.m. on each working day except as otherwise directed orspecified.The day cleaning service, as described at clause 2.3.1 below, must be performedbetween the hours stated below:• commence duties at --------- a.m. and complete at ------------ p.m. oneach working day except as otherwise directed or specified.Where normal scheduled cleaning cannot be performed due to circumstancescontrolled by the Customer, i.e. the presence of the Customer’s staff outsidenormal hours, etc., the Customer will, where necessary, agree a variation with the[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 30 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTSsuccessful Respondent.2.3 STANDARDS AND OUTCOMES2.3.1 REGULAR CLEANING SERVICE – DAILY STANDARD[customise to suit individual client needs]At 8.00am, or any other such time as may be agreed by the Customer in writing,on each working day the Premises must be visibly clean to the standard specifiedup to a height of two (2) metres.The Premises will be deemed to be clean if:a) All floors, walls, windows, internal glass, public counters, doors, desks,benches and furniture are free of dust, paint, marks and general residue;b) All ledges, sills and skirting boards are free of dust and cobwebs;c) All carpeted areas are visibly clean and free of ingrained dirt and stains;d) All vinyl floors have an even shine, are free of marks and are slip resistant;e) All fittings are free from visible dirt and residue cleaner, including sinks,water drinking units and, where specified, kitchen equipment (i.e. externalsurfaces of Microwave ovens, Refrigerators, Cafe bars, etc.);f) All under roof external walls, eaves and vents are free of dust and cobwebs;g) Any hosed areas are reasonably dry after hosing down;h) All door recesses and mats are free of dirt;i) All toilet fittings, including hand basins, chrome fittings, urinals, toilet seats,pans and all mirror are clean and sanitised;j) All toilet/shower wall tiles and dividing walls are clean, toilet floors are cleanand disinfected;k) All empty toilet paper and hand towel dispensers have been refilled, handsoap has been replenished;l) All rubbish bins have been emptied, rubbish has been removed and binliners replaced as necessary;m) All floor surfaces of the undercover/internal car parks are visibly clean andfree of grease stains and other foreign matter; (Verify) otherwise delete andn) Inspection pits and surrounding areas are clean of all oil and grease. Wastewaterand all debris are removed. (Verify) otherwise deleteNOTE:Cleaners must not read, move or otherwise interfere with any items or papers lefton desks.Any fire doors are to be in an operating mode at all times, i.e. able to gain accessfrom floors to stairwells at all times.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 31 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTS2.3.2 REGULAR CLEANING SERVICE – MONTHLY STANDARD[customise to suit individual client needs or delete if not applicable]Once a month all daily standard cleaning to be done up to a height of three (3)metres.Once a month all Venetian / vertical blinds, columns, light fittings (detachable),under eaves, verandas, exposed air-conditioning grille vents and ducting andceiling fans are free of dust, marks, cobwebs, smudges and smears at each levelof the building.The successful Respondent must submit a schedule of these items to theCustomer’s Representative before the Commencement Date.2.3.3 REGULAR CLEANING SERVICE - DAYTIME CLEANER[customise to suit individual client needs or delete if not applicable]Daytime cleaning Services requires the presence of a daytime cleaner during thehours specified.The daytime cleaner is responsible for:a) Ensuring every part of the Premise is maintained visibly clean, i.e. no soiling,loose papers, over-flowing bins emptied, etc.b) Ensuring that the toilets are kept clean and that toilet paper, hand towels andsoap dispensers are replenished as required as per regular Services.c) Canteen dining area floors (were applicable) are spot cleaned as required(or as necessary) throughout the day and bins emptied where necessary.d) The canteen/staff room areas (were applicable) are to be spot cleaned asrequired (or as necessary).e) All glass entrance doors must be spot cleaned throughout the day asnecessary.f) Emergency spot cleaning is carried out when directed by the Customer’sRepresentative.g) Any other cleaning requirement as directed by the Customer’sRepresentative.2.3.4 PERIODICAL CLEANING SERVICEThe frequency stated for periodical cleaning Services are a guide only. TheseServices may or may not be carried or extra Services may be requesteddepending on circumstances at the time and other factors such as budgetaryconstraints etc.a) CARPET CLEANING REQUIREMENTSThe successful Respondent must clean, by the method nominated by theCustomer’s Representative (i.e. hot water extraction, except where the carpetmanufacturer recommends otherwise), all carpeted areas as specified by theCustomer. The method, frequency and areas to be cleaned, unless directedotherwise by the Customer’s Representative, are:• THREE (3) MONTHLY - ALL PUBLIC AREAS*• SIX (6) MONTHLY - ALL PUBLIC AREAS PLUS HEAVY TRAFFICAREAS*[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 32 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTS• YEARLY - TOTAL CARPETED AREAS*(*as indicated on the attached plan/floor area listing)b) INTERNAL AND EXTERNAL WINDOW AND GLASS CLEANINGThe successful Respondent must:• Thoroughly brush the exterior framework free from dust and grime andthen swab clean prior to cleaning the glass.• Remove all cobwebs from external eaves and framework.• Remove and clean all detachable insect-screens and clean to removedust and grime and then refit.• Wash the glass (both sides) free of dirt, then squeegee the glass clean.• Wipe clean the interior framework and damp swab leaving no smears.The framework includes sash surrounds to the glass panes, head, sill,joints, mullions, transoms to the glass. It also includes glazing beads.• Cleaning must be at a frequency (please specify) and time mutuallyagreed with the Customer’s Representative - includes all internal glasspartitions (both sides).c) FLOOR STRIPPING AND SEALINGHard floors must be stripped and sealed in the first month of the CustomerContract or at a frequency of (please specify) or as agreed with theCustomer’s Representative.Areas subject to floor stripping and sealing, will be specified by the Customer’sRepresentative. For periodical cleaning Services listed above, (agency name)reserves the right to obtain quotations and have these tasks performed byother cleaning companies.2.3.5 EQUIPMENT AND MATERIALS[customise to suit individual client needs or delete if not applicable]a) The successful Respondent must provide at its own cost and expense, alllabour, materials, plant, equipment and everything necessary for the proper andcomplete performance of the Customer Contract. This includes if necessary,harnesses and special equipment for cleaning of external windows.b) The successful Respondent must ensure that:• All equipment and materials are of commercial quality and operatorshave a complete understanding of equipment and materials used.• At all times machinery including but not limited to vacuum cleaners,polishing machines, scrubbing machines etc including electrical leadsand attachments are to be maintained in an efficient and safe condition.• All equipment including but not limited to mops, mop buckets, sweepingtools, squeegees etc. are to be maintained in an efficient and safecondition. Mops are to be cleaned after each use and are not to be left indirty water.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 33 of 41 FINANCE VERSION 190713

SCHEDULE 2 - SPECIFICATION / STATEMENT OF REQUIREMENTS• Dusting cloths are to be of a non-lint variety and are to be replaced orwashed clean to ensure efficient use. If lambs wool dusters are usedthese are to be regularly shaken free of dust and replaced when wornout.• Detergents and disinfectants are to have the appropriate pH factorcompatible with the use for which they are intended.• Carpet spotting materials are to be of a nature compatible with the markor stain that is to be removed.• The successful Respondent must not, without the prior approval of theCustomer’s Representative, store any poisonous, explosive, corrosive orflammable liquids, gas, oil or dangerous substance upon the Premises tobe cleaned.• Without the prior approval of the Customer’s Representative, must notstore any poisonous, explosive, corrosive or flammable liquids, gas, oil ordangerous substance upon the Premises to be cleaned.• Ladders, scaffolding and all other equipment used in the performance ofthe Customer Contract are safely stored away from access byunauthorised persons when not in use. Equipment unable to be stored inthe successful Respondent's store to be removed from the siteimmediately.• All portable and fixed electrical equipment used by the successfulRespondent is to comply with the relevant Regulations includingrequirements relating to residual current devices.2.3.6 TOILETRIES, BIN LINERS AND OTHER CONSUMABLES[customise to suit individual client needs or delete if not applicable](Name of agency) will supply all toiletries, bin liners and other consumables.The successful Respondent will draw from the available stock and advisethe Customer Representative when replenishment is required.[Delete clause 1.3d) of the Pricing Schedule if this alternative is used andamend 2.3.5 a)]ORThe successful Respondent will supply and replenish toiletries, bin linersand other consumables, such costs to be included in the tendered price forRegular Cleaning Services.ORThe successful Respondent must supply all toiletries, bin liners and otherconsumables, at cost plus 10%, invoiced monthly.Note: Amend pricing schedule to require an estimate of annual costs forthese items[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 34 of 41 FINANCE VERSION 190713

SCHEDULE 3 – PRICING – RESPONDENT TO COMPLETE AND RETURN THIS PARTSCHEDULE 3 PRICINGThe Customer will, in its Value for Money assessment, consider the extent to which theOffer satisfies the following Offered Price and Pricing Requirements. The Customerreserves the right to reject any Offer that does not properly address and satisfy any of theOffered Price and Pricing Requirements.a) OFFERED PRICE AND PRICE SCHEDULE(i)(ii)The Respondent must include in the Offer this completed Schedule 3 - Pricing.The Respondent must state the basis of its Offered Price in Australian Dollars.(iii) The Offered Price will be deemed to include the cost of complying with thisQuotation (including the Customer Contract Details) and the General Conditionsand the cost of complying with all matters and things necessary or relevant for thedue and proper performance of the Customer Contract. Any charge not stated asbeing additional to the Offered Price will not be payable by the Customer.(iv) If the Offered Price is consideration for a taxable supply under the GST Act, theOffered Price will be deemed to be inclusive of all GST applicable to the taxablesupply at the rate in force for the time being.RESPONDENT TO COMPLETE1. PRICE SCHEDULE1.1 REGULAR CLEANING SERVICESa) Total annual price for DAILY and MONTHLY cleaningServices, as specified [Schedule 2 clause 2.3.1 and2.3.2].b) Total annual price for Daytime cleaner, as specified[Schedule 2 clause 2.3.3].TOTAL PRICE FOR REGULAR AND DAYTIMECLEANING SERVICES$...................p.a.$...................p.a.$...................p.a.1.2 PERIODICAL CLEANING SERVICESa) Carpet Cleaning(i) Quarterly clean(ii) Six monthly clean(iii) Annual clean$............../clean$............../clean$............../cleanCleansp.a.$...................p.a.$...................p.a.$...................p.a.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 35 of 41 FINANCE VERSION 190713

SCHEDULE 3 – PRICING – RESPONDENT TO COMPLETE AND RETURN THIS PARTb) Internal Window and GlassCleaningc) External Window and GlassCleaningd) Floor Stripping and Sealinge) Other [specify any otherperiodical cleaning Services$............../clean$............../clean$............../clean$............../cleanTOTAL PRICE FOR PERIODICAL CLEANING SERVICES$...................p.a.$...................p.a.$...................p.a.$...................p.a.$...................p.a.1.3 OTHER CHARGESa) Floor stripping and sealing[as required(i) Per square metre $.............. /m 2(ii) Minimum charge/calloutfee $.......................b) Additional carpet cleaning[as required] [hot waterextraction](i) Per square metre $.............. /m 2(ii) Minimum charge/call-out fee $.......................c) Additional labour:NORMAL SERVICES(i) Weekdays $.............. /hour(ii) Saturday $.............. /hour(iii) Sunday $.............. /hour(iv) Public Holiday $.............. /hourEMERGENCY SERVICES(i) Weekdays $.............. /hour(ii) Saturday $.............. /hour(iii) Sunday $.............. /hour(iv) Public Holiday $.............. /hour[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 36 of 41 FINANCE VERSION 190713

SCHEDULE 3 – PRICING – RESPONDENT TO COMPLETE AND RETURN THIS PARTd) Consumables (bin liners, hand towels, soapsetc) (Delete if not applicable, see approachtaken at Customer Contract Details - Toiletries,Bin Liners and other consumables)Estimate of annual cost of consumablesincluding 10% oncost (these costs are not to beincluded in the “Regular Cleaning Services”costs at 1.1 above).$.................. p.a.b) SETTLEMENT DISCOUNT[Only include this clause if payment within 7, 14 or 21 calendar days is feasible. If notfeasible then delete the clause. If settlement discounts are offered by the Respondent,then the discounted price/s must be taken into account when evaluating Offers]The Respondent must state whether it is prepared to offer a discount if payment of thePrice or that part of the Price specified in the invoice is made within:(i)(ii)seven (7) Calendar Days;fourteen (14) Calendar Days; or(iii) twenty one (21) Calendar Days,of the date of the invoice.RESPONDENT TO COMPLETE:A discount of:….% is offered if payment of the Price or that part of the Price specified in an invoice ismade within seven (7) Calendar Days of the date of the invoice;….% is offered if payment of the Price or that part of the Price specified in an invoice ismade within fourteen (14) Calendar Days of the date of the invoice;….% is offered if payment of the Price or that part of the Price specified in an invoice ismade within twenty one (21) Calendar Days of the date of the invoice;c) REGIONAL PRICE PREFERENCES [delete if not applicable i.e. Metropolitanbased contract]The Western Australian Government provides price preferences to Western Australianbusinesses when they are in competition with other Western Australian businesses forgovernment contracts where the purchase or contract delivery point is in regionalWestern Australia.The two types of regional price preferences are Regional Business Preference andRegional Content Preference.Details regarding the regional price preferences and how they are applied aredocumented in the Western Australian Government’s “Buy Local” Policy. This policycan be viewed and downloaded at www.ssc.wa.gov.au or copies of this policy areavailable from the State Supply Commission (telephone (08) 6551 1500).When a bid is received from a business that is located in another state or territory ofAustralia, or in New Zealand under the ANZGPA, the regional business preference andthe regional content preference will not be applied.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 37 of 41 FINANCE VERSION 190713

SCHEDULE 3 – PRICING – RESPONDENT TO COMPLETE AND RETURN THIS PART(i)Regional Business PreferenceBona fide regional businesses located within a prescribed distance from thepurchase or contract delivery point that bid, manage or deliver the majority of thecontract outcomes from their regional business location are eligible to claim theregional business preference.The contract delivery point for this contract is: [INSERT DELIVERY POINT]The prescribed distance is [INSERT NUMBER OF KILOMETRES] km.Government agencies, when comparing bids received from regional businesseslocated within the prescribed distance, with bids received from Western Australianbusinesses located outside the prescribed distance, including the Perth region,will reduce the price of bids received from regional businesses located within theprescribed distance, for evaluation purposes only, by 10% of the total OfferedPrice calculated to a maximum of $250,000.To receive the regional business preference and to ensure that the preference isapplied correctly where appropriate, regional businesses must be able to answer‘Yes’ to the first five questions below:RESPONDENT TO COMPLETE1. Is your business located within the prescribed distance from [INSERTCONTRACT DELIVERY POINT] (excluding zone one, the Perthregion)?YesNo2. Does your business maintain a permanent operational office within theprescribed distance?3. Has your business maintained and conducted business from this officefor the past six (6) months or more prior to the date this Quotation wascalled?4. Will your business manage / deliver the majority of the contractoutcomes from the business location described above?5. The regional business preference is only available to eligible regionalbusinesses that submit their offer submission from their regionalbusiness location. Have you bid from your business locationdescribed above?YesYesYesYesNoNoNoNo6. What is your total Offered Price? $(ii)Regional Content PreferenceA regional content preference is available to Western Australian businesses locatedoutside the prescribed distance, including businesses located in the Perth region, thatuse products, materials or services in regional contracts that are purchased frombusinesses located within the prescribed distance. The preference applies to the costof products, materials or services purchased and used in the delivery of the contractoutcomes.Respondents should note that costs not eligible for the regional content preferenceinclude all travel, accommodation and meal costs associated with sending people from[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 38 of 41 FINANCE VERSION 190713

SCHEDULE 3 – PRICING – RESPONDENT TO COMPLETE AND RETURN THIS PARToutside a prescribed distance to work on a regional contract and all ongoing travel,accommodation and meal costs associated with the delivery of the contract outcome.The cost of the declared regional content will be reduced, for evaluation purposes, by10% calculated to a maximum of $250,000.To claim the regional content preference and to ensure that the preference is appliedcorrectly where appropriate, businesses must be able to answer the questions set outbelow:RESPONDENT TO COMPLETEDoes your business intend purchasing products or services for use in theCustomer Contract from regional businesses, which are located within theprescribed distance from the contract delivery point [excluding zone one, thePerth region]?If yes, Respondent’s must show the actual cost of their regional content inthe table below (attach additional list if required):YesNo1 Description of theProducts or ServicesSupplier’s Name & LocationCost$2 Total Cost of Regional Content: $[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 39 of 41 FINANCE VERSION 190713

ATTACHMENT A – CLEANING PERFORMANCE INSPECTION REPORTATTACHMENT A – CLEANING PERFORMANCE INSPECTION REPORTAREA SCORE AGREED REMEDIAL ACTIONA. TOILETS CIRCLE ONEFLOORS, WALLS, PARTITIONS 1 2 3 4 5BASINS, COUNTERS, FITTINGS, MIRRORS 1 2 3 4 5TOILET BOWLS, SEATS, LIDS, URINALS 1 2 3 4 5SHOWERS 1 2 3 4 5RUBBISH REMOVAL, REFILL DISPENSERS 1 2 3 4 5DOORS AND CEILING GRILLES 1 2 3 4 5B. OFFICES/ROOMS CIRCLE ONEEMPTY BINS, REPLACE LINERS 1 2 3 4 5CARPETS 1 2 3 4 5WALLS, DOORS, GLASS WINDOWS 1 2 3 4 5SILLS, LEDGES ETC 1 2 3 4 5AIR-CONDITIONING DIFFUSERS, VENTS 1 2 3 4 5FURNITURE, DESKS, CABINETS 1 2 3 4 5C. STAFF ROOM/KITCHEN/PANTRY CIRCLE ONEEMPTY BINS, REPLACE LINERS 1 2 3 4 5CARPETS 1 2 3 4 5WALLS, DOORS, GLASS WINDOWS 1 2 3 4 5APPLIANCES, TABLE TOPS 1 2 3 4 5SINKS, BENCH TOPS, TILES 1 2 3 4 5HARD FLOORING 1 2 3 4 5D. LOBBIES/ PUBLIC AREAS CIRCLE ONERUBBISH REMOVAL, DEBRIS, LITTER 1 2 3 4 5CARPETS 1 2 3 4 5WALLS, DOORS, GLASS WINDOWS 1 2 3 4 5SILLS, LEDGES ETC 1 2 3 4 5AIRCONDITIONING DIFFUSERS, VENTS 1 2 3 4 5HARD FLOORS 1 2 3 4 5LIFTS 1 2 3 4 5INTERNAL STAIRS 1 2 3 4 5E. EXTERNAL CIRCLE ONERUBBISH REMOVAL, DEBRIS, LITTER 1 2 3 4 5WALKWAYS, PAVED AREAS 1 2 3 4 5WALLS, UNDER ROOF, EAVES 1 2 3 4 5ASSESSMENT RATING % = TOTAL SCORE ABOVE x 100 = %POSSIBLE SCORE 1A SCORE OF 60% IS CONSIDERED TO BE A “SATIFACTORY LEVEL OF CLEANING SERVICES” AND80% IS CONSIDERED TO BE A “GOOD LEVEL OF CLEANING SERVICES” IN RATING THE OVERALLCONTRACTOR PERFORMANCE.CLIENT:CONTRACTOR:SIGNED: DATED: / / SIGNED:DATED: //[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 40 of 41 FINANCE VERSION 190713

ATTACHMENT A – CLEANING PERFORMANCE INSPECTION REPORTCLEANING PERFORMANCE RATING – NOTES AND GUIDELINESSCORINGScores should be allocated consistent with the following guidelines:Points DescriptionRating Standard1 TotallyUnsatisfactoryRequired cleaning tasks have clearly not beenperformed.2 Unsatisfactory-needsattentionSuperficial cleaning effort only – evidence of loosedust, dirt marks etc.3 Adequate Minimum standards met – improvement required tosatisfy client.4 Good Generally clean, all tasks performed well, noevidence of dust, dirt marks etc.5 Very Good A consistently high cleaning standard andresponsive service delivered.When adding up the “possible score” for calculating the assessment rating, onlyinclude those items for which an assessment has been made.The AGREED REMEDIAL ACTION column should be completed if a score of 1 or 2is given. The action required to remedy the identified issue should be noted eg.remove marks on wall, clean bench tops, remove dust from ledges etc.[DRAFT/FINAL] QUOTATION NO [Insert the Quotation Number] Page 41 of 41 FINANCE VERSION 190713