INVITATION TO TENDER FOR CONTRACT CLEANING SERVICES TO HARVEST CHRISTIAN COLLEGE AT 10 GEORGE STREET KADINA SA 5554
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1 INVITATION TO TENDER FOR CONTRACT CLEANING SERVICES TO HARVEST CHRISTIAN COLLEGE AT 10 GEORGE STREET KADINA SA 5554 COMMENCING APPROXIMATELY 24 JANUARY 2016
2 INDEX Section 1 Section 2 Section 3 Section 4 Overview Conditions of the tender and contract Schedules Site plan
3 Section 1 Overview 1.1 Introduction Harvest Christian College is an R- 12 non- Denominational Christian College established in It is a single campus located at 10 George Street Kadina, South Australia. The College has over 300 students and 50 staff. 1.2 Requirement This tender seeks offers from organisations or individuals for the provision of cleaning services to Harvest Christian College. 1.3 Commencement of Operations The contractor or individual will be required to commence the contract from a negotiated time to allow suitable time for the January holiday cleaning schedule to be completed. 1.4 Period of Contract This contract shall be in force for the period concluding on 24 December Contents of Tender The conforming Tender submissions shall consist of the following: - Letter of introduction - Method statement - Pricing schedule and price basis - Company or individual overview 1.6 Cost of Tendering and Limitation of Liability All costs associated with the preparation of this tender are to be borne by the parties preparing the tender response. The College does not warrant or take responsibility for the accuracy of the tender documents.
4 1.7 Site Inspection / Pre Tender Briefing A briefing and site inspection for all interested tenderers will be held at a negotiated time to discuss all aspects of this tender. Interest in attending the site inspection should be registered with the Property Manager by grahamj@harvest.sa.edu.au and the date will be advised. This will be not less than one week before the tender close date. 1.8 Selection Criteria The selection criteria to be used in the assessment of tenders are outlined below. The criteria are provided to assist prospective tenderers in making balanced assessments of the suitability of their tenders. The criteria detailed below are not in any particular order and are not necessarily exhaustive or to be given equal weight. - Tendered rates or prices - Quality of references - Demonstrated ability and capacity of the tenderer to satisfy the requirements of the tender - Experience in the provision of similar services - Demonstrated willingness to comply with the College s requirements in relation to Police checks and Working With Children clearances - Hold or be able to obtain an ABN prior to commencement. Note: The lowest price of any tender may not necessarily be accepted. 1.9 Ownership of tender documentation All tenders and accompanying documentation shall become the property of the College Confidentiality Tenderers are requested to maintain the confidentiality of all confidential information belonging to the College. In this clause, confidential information means all information of a confidential nature regarding the past, current or future interests or state of business or commercial affairs of the college, including internal and personal information relating to College Staff, Students or associated entities. All documents provided as part of the tender will be held in confidence in so far as the law permits. Until an agreement is entered into, the College shall endeavour to maintain confidentiality of price and other information submitted in tenders. Following entry into an agreement, unsuccessful parties will, on request, be notified of the name of the successful
5 tenderer. No other information regarding the successful tenderer will be provided. No information regarding unsuccessful tenders will be released. A successful party shall not furnish any information, make any statement or issue any document or other written or printed material concerning the acceptance of any tender in response to this invitation to tender, for publication in any media without the prior written approval of the College Execution of Formal Agreement After the successful tenderer and the College have agreed on the content of the schedules, the College will make a formal offer in writing to the successful tenderer. Any offer may be subject to terms and conditions as the College may specify in the offer. There will be no legally binding agreement between the successful tenderer and the College until a formal agreement is signed by both parties Enquiries Mr Graham Jones, Property Manager Phone: Mobile: grahamj@harvest.sa.edu.au Section 2 Conditions of Tender and Contract 2.0 Interpretations In the contract unless the context otherwise requires: - Words importing the singular in all cases include the plural and, vice versa. - All monetary reference is to be in Australian currency - If tenderers have any doubts as to the meaning or interpretation of any portion of these documents, tenderers shall refer them in writing to the Property Manager and when submitting their tender, tenderers shall include a statement of the interpretation upon which they rely and upon which their tender has been prepared and submitted. Responses to such enquiries will be written on the College s and signed by the Property Manager. All responses to questions considered by the College to be of a general interest will be distributed to all tenderers. - The College accepts no responsibility for any verbal information, explanations or instructions made by any of its representatives prior to acceptance of tender.
6 2.1 Sub Letting No part of the contract will be sub- let by the contractor without written approval from the College. 2.2 Performance Assessment The College will notify the contractor in writing of all matters related to non- performance of the contract provisions. 2.3 Probationary Period A probationary period up to and including 15 April 2016 (conclusion of term 1) will apply to this contract. If it becomes clear that the continued performance of the contractor is not beneficial to either the College or the contractor, the contract may be terminated by either party with no compensation payable. 2.4 Employment of Key Personnel The contractor will ensure that staff employed to provide the cleaning service at the College will have a demonstrated history of capabilities to carry out all duties required. All personnel working on the site will be required to have a current clean Police Criminal History Certificate. 2.5 Access to Key Personnel The contractor will ensure that the College has 24 hour contact with the contractor. 2.6 Review of Services The College reserves the right to regularly review the services of the contractor which will involve regular contact with the Property Manager. 2.7 Compliance with Work Health Safety Act The contractor will comply with all appropriate provisions of the Work Health Safety Act. All work is to be performed to the best practice.
7 2.8 Notification of Danger The contractor will erect appropriate signage where there may be danger in the operation of any part of the contract. 2.9 Dress Code Tenderers are advised that they are expected to wear school appropriate clothing and safety equipment at all times Cleaning Materials and Equipment The contractor shall supply all cleaning materials, including polishes, disinfectant, urinal cakes, mops and brooms. All cleaning materials shall be of a recognised good quality standard. All chemicals used will be subject to the provision of hazard data sheets and approval by the College for use and shall be used in compliance with governing Work Health Safety legislation and guidelines. The College will supply all hand towels and toilet paper products and bin liners Storage of Equipment As all cleaning equipment is to be the responsibility of the contractor the College will supply a locked up area for the storage of the equipment and the cleaning chemicals if required. Deliveries of items will be accepted at the college on behalf of the contractor if required. No responsibility will be taken by the College for the accuracy of deliveries of for any loss of any equipment or chemicals stored on site Energy The College will provide at no cost water and electricity to carry out the cleaning as per the contract Insurance The contractor must arrange appropriate insurance cover. This must commence from day one of the contract and be maintained until the end of the contract. The contractor will ensure that policies are taken out for Public Risk Liability and Product Liability insurance to the extent of $20 million.
8 2.14 Hours of Cleaning The classroom areas can be accessed after 3:30pm daily during term time. Should students or teachers still be in classrooms after this time every effort should be made so as to not disrupt student learning or teacher preparation. During term breaks the classrooms may be accessed between 7:30am and 6:00pm daily. Administration areas may be accessed after 4:30pm daily during week days and between 7:30am and 6:00pm on Saturdays. During term breaks cleaning time can be mutually agreed. Areas due to be cleaned on Public Holidays can be completed by negotiation Pricing Structure Tenderers will submit GST inclusive prices for the: - Weekly cleaning as per the schedule including all equipment and materials - Hourly rate for extra cleaning requested over and above the schedule 2.16 Lodgement of Tenders Tenders addressed to Mr Graham Jones, Private and Confidential, will be received until 4:00pm 22 January 2016, either by post to PO Box 270 Kadina, SA 5554 or electronically to grahamj@harvest.sa.edu.au Section 3 Schedules See attached schedule Section 4 Site Plan See attached site plan
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