Facilities Management - Cleaning Services Contract

What's covered

The cleaning services contracts cover general facilities cleaning within defined performance standards.

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

The range of services available under the contract include:

General cleaning

General cleaning is all cleaning services other than miscellaneous cleaning. It includes all tasks to ensure a sanitary, clean and tidy environment, consistent with the function of the facility. It ensures all areas under the contract are fit for the use for which they are intended.

The following forms of general cleaning services are required to be carried out as part of the contract:

• regular cleaning and programmed cleaning
• provision of cleaning kits for use in emergency situations
• establishment of a management system
• provision of a cleaning service manual at each site to record and review cleaning documentation.

Miscellaneous cleaning

The customer may from time to time issue a request for miscellaneous cleaning. The request can be for:

• Emergency cleaning. Cleaning which a customer directs the contractor to carry out as emergency cleaning, other than cleaning which the contractor should have carried out without a direction.
• Optional cleaning. Optional cleaning is where an order is given to the contractor by the facilities manager or the principal.

What you need to know

• All cleaners employed by the cleaning contractors will have undergone NSW Police security clearance check and have a valid Working with Children Check Number (where children are on site).
• Contractors offer a strong client focus, management and reporting structure.
• Contractors will provide a cleaning service manual at each site. Site manuals contain an attendance book, communications book, safety data sheets for all chemicals used at the site, inspection results.
• Public Works Advisory (PWA) quality assurance inspectors will undertake random and complaint inspections of sites to ensure the contractor is fulfilling their obligations under the contract, including compliance with their statutory obligations.
• Contractor KPIs are affected by continuous poor standards of service.
• Contractors are required to carry out regular 12-weekly quality management inspections of the cleaning and provide the opportunity for the department’s staff to comment on the standard of cleaning.
• PWA authorised persons conduct regular compliance audits on the contractor to ensure currency of insurance policies, payment in accordance with the relevant award for employees, all employees are processed for security clearances and compliance with quality management inspection schedules and periodic cleaning requirements.
• Annual client satisfaction surveys are conducted.
• Clients can access WebClean, which is a web-based system that enables the client to monitor, record, analyse and report on all aspects of the cleaning activities including pricing, site variations, facilities management inspections, contractor inspections.
• Public Works, as the contract principal, has developed the whole-of-government cleaning contract framework. This framework incorporates collaborative contracting principles, enabling Customers to deliver cleaning services through the nominated cleaning service Provider. Daily cleaning operations and issues are managed locally, supported by the Public Works contract user guide (provided during the sign-up process or after execution of the customer agreement) and contract management systems (WebClean and Safety Culture). Public Works remains available to assist customers with critical escalations or contractual breaches as needed.

Why use this contract

• Value for money outcome for NSW Government Agencies via aggregated buying (4300+ sites)
• Contract rates achieved via a stringent tender process to obtain competitive, fair and transparent rates for cleaning.
• Compliance with NSW Government’s Procurement Policy Framework, delivery of social procurement objectives, public liability, environmental management, innovation, work health and safety and audits.
• It enables contractors to offer a strong, client-focused and cohesive local management and reporting structure.
• It reduces contract development, procurement and administration costs and time incurred by government agencies to procure these services.
• Access to WebClean to check costs, variations, quality management and site cleaning requirements.
• Availability of one invoice for multiple sites per contractor each month.

Who to contact

The cleaning services contract is managed by NSW Public Works. For enquiries about the contract, please call 02 9769 9830 or email wholeofgovernmentcleaning@pwa.nsw.gov.au

Approved suppliers

For contract-specific requests and contractor information for your region, please email wholeofgovernmentcleaning@pwa.nsw.gov.au

Who's eligible to buy

This contract is a mandatory, whole-of-government agreement.

All NSW Government agencies are eligible

This means that all NSW Government agencies are eligible to use – and must use – this contract when buying cleaning services.

How to register as a new customer

To register as a new customer, please email your request with site contact and cleaning details to wholeofgovernmentcleaning@pwa.nsw.gov.au

We'll contact you to start with the process of including your site under the whole-of-government cleaning contract. This process usually takes 2 to 4 weeks.

How to engage a contractor

To engage a supplier under the contract, please email wholeofgovernmentcleaning@pwa.nsw.gov.au

Pricing

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