RFT - Cleaning Services

⁠⁠⁠Federation University is seeking to engage a suitably qualified contractor to provide a comprehensive cleaning program to our Campuses, including regular routine cleaning, and periodical cleaning such as carpet steam cleaning, strip and seal/polish of vinyl flooring, and external window cleaning. Cleaning consumables, refuse removal and fleet vehicle cleaning must be included where nominated. Experience in the Higher Education or Hospitality Sector is necessary.

Locations to be serviced include Ararat, Berwick, Gippsland, Horsham, Mt Helen, Morwell Innovation Centre, Mt Helen Technology Park, Gippsland Residential, Berwick Residential, Berwick and Gippsland AirBnB Services.

There are several provisions of service required.

- General University Cleaning Services

- Student Residence Cleaning Services

- Short Term (AirBnB / Stayz / Conference Booking) Cleaning Services

 - Technology Park Cleaning Services

Tenderers have the option to provide a bid for individual campuses / sites, with individual provisions of services, which may require multiple standalone contracts. Cleaning Service requirements and specifications for each Campus / site is attached. Data will be provided to assist Tenderers with the submission of pricing for the Short-Term bookings.

The University is offering a three-year term with 2 x 1-year optional extensions (at the University's discretion). The University would like the current contracted employees to be offered employment as part of any new Agreements. The use of local suppliers for the purchasing of consumables will also be a considered requirement.

The University will retain the option to adjust the square meterage of the building footprint on any of its sites via a variation to the Agreement due to ongoing decommissioning of redundant buildings proposed as an outcome of the University masterplan.

The schedule of rates will include an annual increase on the anniversary of the commencement date of the Agreement. The increase must be requested in writing by the Contractor for review and approval by the University. A detailed breakdown of the increase including updated Schedule of Rates will need to be provided as part of the request by the Contractor.

Schedule of Rates increase is to be based on the National minimum wage increase, Superannuation Guarantee and Portable Long Services Authority Levy (PLSA).

A mandatory site visit will be conducted at all of the Campuses.

Campus/Site Visits

• Gippsland (Churchill/Morwell) 5th September 2023
• Berwick 6th September 2023
• Mt Helen 7th September 2023
• Ararat and Horsham 8th September 2023

Expected commencement date of the new contracts: 4th March 2024.

This tender has a TWO STAGE process.

STAGE 1 - PRE-QUALIFICATION – close date: 1st September 2023

Pre-Qualification is a quick response of select questions that are deemed a must have criteria for the provision of service required. These responses are evaluated as submitted up to the pre-qualification close off date. An email is sent to the supplier advising either qualified or not qualified. All responses to the Pre-Qualification quick response questions must be made before the Pre-Qualification close off date. Please allow 30 minutes to complete this stage.

If the supplier receives notification that the pre-qualification has been deemed Not Qualified there is no further action required for this tender. The supplier has been deemed unsuccessful at this point.

STAGE 2 – FULL TENDER ACCESS RESPONSE TO FURTHER QUESTIONS IS NOW REQUIRED

• If the supplier is deemed qualified, access is provided straight away to the full tender via the portal and the supplier needs to access the portal again and go to the RESPONSE TAB and complete the set questions, save the submissions. All submissions must be made prior to the close off of the tender. Please allow at least 1 hour before cut-off to load completed documentation against the questions in the response tab.
• Please ensure you respond to the questions within the request for tender as directed, provide a direct and succinct response to the question e.g., Complete the template and upload against the question, provide a text response only or provide a clear direct and concise response in document format and upload here at this question.
• To be considered as a conforming bid, tenderers must provide all the documents listed as conforming. All questions listed as mandatory must be responded to. Non-conforming tenders representing unacceptable levels of risk may be excluded from further consideration.
• Unauthorised communication with University Staff or Representatives may lead to disqualification of interested party’s tender.