Cleaning

After completing the evaluation

Once the evaluation is completed and a recommended provider is identified, the school must:

• obtain copies of the provider’s:
  • public liability insurance certificate of currency
  • Working with Children Check (WWCC)
  • ABN
  • WorkCover certificate of currency
  • labour hire licence (LHL)
• fill out the School council agreement template (including Schedule 1) with the successful bidder’s details
• seek approval from the School council, using the Procurement Evaluation Report (DOCX) for procurements with a value of greater than $150,000
• register the provider in AIMS. For details on how to add a contractor in AIMS, refer to the AIMS Knowledge Centre (PDF) (staff login required) and Adding a regional cleaning contract (PDF) (staff login required)
• sign the contract and upload it to AIMS (refer to contract finalisation)
• notify the provider using the Notification to successful respondent (DOCX) (staff login required)
• retain the original signed agreement and provide a copy to the service provider. Both parties must keep a signed copy for enforcing the contract terms in the future
• notify unsuccessful service providers, using the Notification to unsuccessful respondent (DOCX) for procurements with a value of greater than $150,000.

Note that once agreed, fees are fixed for the contract’s term but are subject to CPI increases.

For more details, refer to the Schools procurement procedure (PDF) (staff login required).

For support with this process, schools can contact the VSBA School Cleaning Unit.