Cleaning

Evaluating the cleaning proposals

Once the tender or quote closes, the school must evaluate submissions based on:

• the selection criteria
• any of the guidance in the Finance Manual for Victorian Government Schools as relevant
• the required templates and process relevant to the procurement threshold.

Schools can refer to the Schools procurement procedure (PDF) (staff login required) for guidance on required templates, how to evaluate supplier responses, and to assist in determining value for money.

Key factors to consider could include:

• ensuring the cleaning service provider understands their responsibilities and agrees to the scope outlined in the tender
• verifying that the tenderers agree to the terms of the School council agreement. If there are any requested changes, contact the Legal division for advice
• ensuring compliance with fair work practices, including payment of wages, superannuation, and entitlements as per the relevant award. The Cleaning Services Award provides current minimum hourly rates. More information is available on the Fair Work Australia website
• confirming the service provider includes applicable wages and entitlements in their pricing, which is subject to Consumer Price Index (CPI) increases
• checking required documentation, such as insurances, Working with Children Check (WWCC), ABN, WorkCover, Labour Hire Licence (LHL), and referees. Noting that school will need to upload copies of these documents in AIMS as part of the provider registration, but only once a provider has been appointed. See below for further information on these requirements.

Public liability insurance

All cleaning service providers must maintain current public liability insurance with a coverage of at least $10 million. Schools must not contract with cleaning service providers who cannot demonstrate evidence of valid public liability coverage.

For further details, please refer to Contractors – Insurance and Contract Arrangements.

The department arranges public liability insurance through the Victorian Managed Insurance Authority for sole traders who struggle to secure insurance independently. Sole traders eligible for this coverage must only work at Victorian government schools and have no other employment.

Australian Business Number

Cleaning service providers must have an active Australian Business Number (ABN) registered. Schools can verify a provider’s ABN and GST registration status using the ABN lookup tool.

Businesses only need to register for GST if their annual turnover exceeds $75,000.

WorkCover or personal accident and sickness insurance

Cleaning service providers with employees are required to hold a valid Victorian WorkCover insurance policy, unless exempt. Additional information can be found on the WorkSafe Victoria website.

Exemptions apply in the following cases:

• Companies without apprentices and whose total remuneration is less than $7,500 per year can apply for an exemption.
• Sole traders, partnerships, or individual trustees of trusts who do not employ workers are exempt.

Schools are recommended to ask sole traders and partnership contractors exempt from WorkCover to consider obtaining personal accident and sickness insurance cover with their preferred insurance provider.

Labour hire licence

Cleaning service providers employing cleaners at schools must hold a valid labour hire licence. The Labour Hire Authority ensures compliance with employer obligations, including appropriate wages, entitlements, and superannuation. More details are available on the Labour Hire Authority website.

Sole traders or partnership contractors who work independently at schools are exempt from needing a labour hire licence, such as sole traders who supply themselves as a cleaner.

Sole traders eligible for this coverage must only work at Victorian government schools and have no other employment.

Working with Children Check

In line with the department’s Working with Children Checks and other Suitability Checks for School Volunteers and Visitors policy, and Contractor OHS Management policy, schools are required to verify who is on site, and in their local policy and procedures may determine that all visitors including contracted cleaners, working on-site hold a current ‘Employee’ Working with Children Check (WWCC).

Schools must check that these requirements would align with the polices of the potential cleaning service provider. Additionally, a valid employee WWCC from the successful provider will be required to be uploaded in AIMS as part of the provider registration process.

Schools should request updated an updated list of WWCC details from their service provider as needed, and ensure these are checked and validated each year in line with the WWCC Visitor and Volunteer policy.

Referees

Reference checks are a crucial part of evaluating cleaning service providers. Schools are advised to conduct reference checks on suppliers prior to offering them a contract, particularly for more complex or higher value purchases. Refer to the optional Reference check template (DOCX) (staff login required) for guidance.