Cleaning

Developing request for quote or tender documentation

Schools must follow the department’s tender or quote template to develop documentation. Additional forms may be required. Please refer to the Procurement – Schools policy and the Procurement tools and templates for more information.

In the quote or tender documentation, schools must include:

• a copy of their School Plan
• a copy of their Cleanable Area Report (CAR)
• a completed School council cleaning checklist (DOCX)
• the relevant scope (if required, using the procurement template (staff login required) relevant to their threshold). Schools are recommended to include a clause within the scope that states ‘the final engagement of the successful provider will be subject to the final approval of the bidder’. This allows the school to reject the bid should the service provider fail to meet compliance standards when the cleaning contract is uploaded to AIMS. For assistance to develop an appropriate scope, please contact cleaning@education.vic.gov.au for advice and support.

Tips for developing the scope document and selection criteria

• Key performance indicators (KPIs): it would be useful to include any KPIs in the scope and selection criteria, so potential providers are aware of the criteria and performance standards they might need to meet. For assistance to develop appropriate KPIs, please contact Schools Procurement via email at schools.procurement@education.vic.gov.au
• Quality and value: in line with the Procurement – Schools policy, the quality of service and value for money will be of high consideration in the decision-making process. Therefore, it should be weighted heavily in the tender/quote selection criteria.
• Fees adjustment: allow for Consumer Price Index (CPI) price increase and minimum wage increases in multiple-year contracts, noting that a service provider’s price must not increase outside the agreement unless agreed by both parties in writing.
• OHS: it is useful to have an outline about the OHS compliance of providers to ensure that potential cleaning service providers are aware they will (if successful) need to work in line with department policies, and demonstrate compliance with all the required legislated documentation required in the Contractors – Insurance and Contract Arrangements policy and Contractor OHS Management policy.
• Professional relationship: given the long-term relationship with the successful service provider, it is important to select a provider with sound and professional customer service skills. Therefore, including a customer service element in the selection criteria is advisable.