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PREQUALIFICATION SCHEME
SCM8971 Applicant Guidelines
Emergency Cleaning Stimulus Prequalification Scheme
April 2020
NSW Treasury | treasury.nsw.gov.au
NSW Treasury | treasury.nsw.gov.au
Published by NSW Treasury
treasury.nsw.gov.au
Title: SCM8971 Applicant Guidelines
NSW Treasury | treasury.nsw.gov.au
Subtitle: Emergency Cleaning Stimulus Prequalification Scheme
More information
Contact the NSW Procurement Service Centre
Telephone: 1800 NSW BUY
Email: [email protected]
© State of New South Wales through NSW Treasury 2020. You may copy, distribute, display, download and otherwise freely deal with this publication for any purpose, providing you attribute NSW Treasury as the owner. However, you must obtain permission if you wish to charge others for access to the publication (other than at cost); include the publication in advertising or a product for sale; modify the publication; or republish the publication on a website. You may freely link to the publication on a departmental website.
Disclaimer: The information contained in this publication is based on knowledge and understanding at the time of writing (April 2020) and may not be accurate, current or complete. The State of New South Wales (including the NSW Treasury), the author and the publisher take no responsibility, and will accept no liability, for the accuracy, currency, reliability or correctness of any information included in the document (including material provided by third parties). Readers should make their own enquiries and rely on their own advice when making decisions related to material contained in this publication.
NSW Treasury | treasury.nsw.gov.au
Why is NSW Government creating a Supplementary Cleaning Services Prequalification Scheme?
The NSW Government announced on 17 March 2020 a $2.3 billion health boost and stimulus package in response to COVID-19 that will support jobs, healthcare, small business and the community.
As part of the stimulus package the Government has further committed $250 million to support employment of extra cleaners of public infrastructure.
In addition to scaling up cleaning services supplied by current Government cleaning supply arrangements including the Whole of Government Cleaning Services Contract, the Government is scaling up cleaning services by seeking capable cleaning companies to supply the increased demand for cleaning services arising from the COVID-19 crisis.
NSW Treasury | treasury.nsw.gov.au
Where to startBuy.NSW documentsSCM8971 Applicant Guidelines and associated documents for applicants and agencies are available in Buy.NSW at https://buy.nsw.gov.au/schemes/emergency-cleaning-stimulus-scheme
Terms and definitionsRefer to terms and definitions used in this document.
Registering and applyingApplicants must be registered on eTendering before commencing the application process https://tenders.nsw.gov.au/?event=public.registereduser.new.
The online application form is available at https://tenders.nsw.gov.au/?event=public.scheme.show&RFTUUID=130EC42C-B236-04F6-3A4BC68684ACF125
NSW Treasury | treasury.nsw.gov.au
SCM8971 Applicant Guidelines
ContentsWhy is NSW Government creating a Supplementary Cleaning Services Prequalification Scheme?...........................................................................................................................................2
Buy.NSW documents.....................................................................................................................2Terms and definitions.....................................................................................................................2Registering and applying................................................................................................................2Enquiries.........................................................................................................................................2
1 Introduction...............................................................................................................................52 Pre-registration in eTendering.....................................................................................................5
2.1 ABN and ACN (if applicable)...............................................................................................52.2 Aboriginal-owned businesses..............................................................................................52.3 Small and medium enterprises............................................................................................62.4 Australian Disability Enterprises (ADEs)..................................................................................62.5 Conduct by suppliers................................................................................................................6
3 Online application.....................................................................................................................63.1 Entity detail..........................................................................................................................6
Email address for notifications....................................................................................................6
ABN.............................................................................................................................................6
Aboriginal-owned businesses.....................................................................................................6
Small and medium enterprises...................................................................................................7
Details from ABN........................................................................................................................73.2 Office detail..........................................................................................................................7
Primary location..........................................................................................................................7
Contact details............................................................................................................................7
Service area................................................................................................................................7
3.3 Prequalification types...............................................................................................................83.4 Questionnaire......................................................................................................................8
Capability and Experience..........................................................................................................8
Marketing Material or Capability Statement................................................................................9
Aboriginal-owned businesses.....................................................................................................9
Further organisational details......................................................................................................9
Management systems...............................................................................................................10
Financial, Legal and Insurances...............................................................................................10
3.5 Capabilities........................................................................................................................11
Regions.....................................................................................................................................11
Work categories........................................................................................................................12
4 About the scheme...................................................................................................................124.1 Assessing your application.....................................................................................................12
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SCM8971 Applicant Guidelines
4.2 Maintaining your prequalification............................................................................................13
5 Terms and definitions.............................................................................................................13
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1 Introduction
The primary aim of this document is to guide the applicant through the online application process. The process is in two parts:
New user registration in eTendering.
Application process in eTendering.
This system is operated by NSW Procurement.
If you are already registered in eTendering, you can skip directly to section 3. Online Application.
If you’re a new user, continue to the next section.
2 Pre-registration in eTenderingBefore applying for prequalification, an applicant must first set themselves up as a New user in eTendering. Existing users can log in from this page.
Information provided as part of new user registration will be saved to your entity’s profile. The registered user in this profile will be the default email contact for any applications for qualification lodged in their name.
2.1 ABN and ACN (if applicable)All applicants must provide a valid ABN. Please ensure that the business name and ABN of the entity applying matches the records maintained by the Australian Business Register http://abr.business.gov.au/
If your business entity is a company, you must also provide your ACN Trusts are not eligible to apply (provide the ABN of your trustee)
We will be able to determine what type of entity your business is by the ABN or ACN you provide.
2.2 Aboriginal-owned businessesThe NSW Government provides opportunities for Aboriginal-owned businesses and employees through the supply chain of NSW Government contracts.
Is your entity an Aboriginal business?
Certified by NSW Indigenous Chamber of Commerce an organisation representing Aboriginal owned businesses in another state or territory that
is a member of the First Australians Chamber of Commerce and Industry Certified by Supply Nation.
Select the most appropriate answer. For more information on why we ask this question, refer to as defined by the Aboriginal Procurement Policy (APP) framework
2.3 Small and medium enterprises The NSW Government is seeking to strengthen its cleaning supply chain to accommodate its Small and Medium Enterprise and Regional Procurement Policy. This will provide greater opportunities for SMEs and local businesses in regional NSW.
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SCM8971 Applicant Guidelines
Indicate the number of full time equivalent (FTE) employees that your business declared on its last tax return. You may select only one answer.
1 – 19 (small business) 20 – 100 (medium business) 101 – 200 (medium business) Over 200 (large business).
Please read the Scheme Conditions before commencing the application process in e tendering.
2.4 Australian Disability Enterprises (ADEs)This scheme encourages ADEs with cleaning experience and capability to apply to the scheme. Along with Aboriginal-owned businesses, ADEs will be identified to Agency buyers based on this social enterprise category.
2.5 Conduct by suppliersNSW Government agencies must ensure their procurement processes require suppliers to comply with relevant standards of behaviour and must report findings of dishonest, unfair, unconscionable, corrupt or illegal conduct to the NSW Procurement Board. Refer to Procurement Board Direction PBD 2017-07 Conduct by suppliers
3 Online applicationPlease ensure that the ABN of the entity applying matches the records maintained by the Australian Business Register. For further information please refer to http://abr.business.gov.au/
If your business is a Trust, the applicant must be the Trustee. Please provide Trustee details.
To get started, you can copy details from your personal profile or a previous lodgement by selecting the ‘copy details’ link.
3.1 Entity detailThe registered user can copy details from your personal profile or a previous lodgement.
Email address for notificationsThis field will be pre-populated with the email address of the registered user.
ABNPlease enter your valid ABN (Australian Business Number), without spaces.
Aboriginal-owned businessesIs this an Aboriginal or Torres Strait Islander owned business?
Select yes or no. You will be asked more about how your entity identifies as an Aboriginal-owned business in the questionnaire in Section 4 of the application.
Small and medium enterprisesHow many full-time equivalent employees were reported in your last business activity statement (BAS) or tax return?
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SCM8971 Applicant Guidelines
Please select one of the options. This will help us to determine if you are a small or medium entity (SME).
For more information on why we ask this question, refer to NSW Government Small and Medium Enterprise and Regional Procurement Policy.
Select ‘Continue’ to progress to the next page.
Details from ABNYou will notice that your entity name, entity type, ABN, ACN (if applicable), business name, State/Territory and postcode of your registered office will be displayed.
If your entity is a company, enter your ACN – or leave the field blank if it does not apply to you
If there is more than one business name associated with your ABN, select the correct entity from the dropdown list.
3.2 Office detailPrimary locationEnter the primary office location of your business.
Contact detailsThe contact person may be different to the registered user who is submitting the application.
All emails will be sent to the registered user. All other forms of communication will be addressed to the contact person.
Ensure the email address of the registered user is actively monitored as this will be the email used by government buyers to contact you. Please ensure that the details of the registered user AND/OR the contact person are amended if they are on leave, or no longer working in the business.
For the contact person, please enter the:
preferred salutation; e.g. Mr, Mrs, Miss, Ms, Sir, Madam, Dr etc. first name, last name and their position in the business postal address, including town, city and company phone number, mobile number and web address.
Service areaThis question asks you to confirm the area/s in which your company provides its services. You should indicate your primary office location/s in this section. The regions available for selection of your primary office location are:
Northern Region Far North Coast Mid North Coast New England
Hunter Region Central Coast Hunter
Metro North Region Cumberland/Prospect Nepean Northern Sydney
Metro South Inner West South East Sydney South west Sydney
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SCM8971 Applicant Guidelines
Western Region Central West Orana/Far West Riverina Murray
Southern Region Illawarra Southern Highlands
3.3 Prequalification typesApplicants can apply for prequalification in two categories:
Registered Service Provider Certified Service Provider
Prequalified to provide lower risk cleaning services for which they have capability and experience, up to a value of $100,000 (excluding GST).
Required to agree to the Scheme Conditions, including Schedule of Rates, and the Head Agreement.
Needs to provide evidence of relevant capability, experience, insurances and has been a legal operating entity for least 6 months prior to applying to the Scheme.
Prequalified to provide lower and higher risk cleaning services for which they have capability and experience (value unlimited).
Required to agree to the Scheme Conditions, including Schedule of Rates, and the Head Agreement. a
Needs to provide evidence of relevant capability, experience, insurances, certified Management Systems and has been a legal operating entity for least 12 months prior to applying to the Scheme.
3.4 Questionnaire To complete the following questionnaire:
Follow the guidance in the templates provided Refer to Scheme Conditions for more detail, if required.
This information we require for the application prequalification type you are applying for is shown as a symbol:
Capability and Experience
Registered Service Provider
Certified Service Provider
Provide information on your organisation’s key personnel, related entities, as well as relevant experience details and client references for all the Work categories your company is seeking prequalification for.
Complete the Capability & Experience form. Upload template in Excel.
Marketing Material or Capability Statement
Registered Service Provider
Certified Service Provider
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SCM8971 Applicant Guidelines
Upload your marketing material or capability statement (Limit to 15 pages). You may enter a link to your website in the document.
Note, this question is optional only, and will not be assessed. The document will available for information only for Agencies should your application be successful. Upload in PDF.
(Optional only)
(Optional only)
Further organisational details
Registered Service Provider
Certified Service Provider
Entity type (Trust)
If your entity type is a trust; you are required to upload your trust deed as evidence that the trustee has the power to contract on behalf of the trust.
If applicable
If applicable
If you identified your business as Aboriginal-owned in the Entity Detail section, how is your business recognised as being Aboriginal-owned?
My business is recognised by:
NSW Indigenous Chamber of Commerce An organisation representing Aboriginal-owned
businesses in another state or territory that is a member of the First Australians Chamber of Commerce and Industry
Supply Nation.
If applicable
If applicable
Number of Aboriginal and Torres Strait Islander people employed
Confirm whether your company an Australian Disability Enterprise (ADE)
Number of people with a disability you employ
Number of people you employ as cleaners living in NSW
Number of people you employ as cleaners living in NSW with a criminal records check (Conducted by Police)
Number of people you employ as cleaners living in NSW with a working with children's check
Management systems
Registered Service Provider
Certified Service Provider
Evidence of a current Quality Management System certified N/A
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SCM8971 Applicant Guidelines
to AS/NZS ISO 9001:2015 or AS/NZS ISO 9001:2016 by a certifying body registered with the Joint Accreditation System - Australia and New Zealand (JAS-ANZ).
Upload copy of certificate in PDF.
Evidence of a current Occupational Health & Safety Management System certified to AS/NZS 4801:2001 or ISO 45001:2018 by a certifying body registered with the JAS-ANZ.
Upload copy of certificate in PDF.
N/A
Evidence of a current Environmental Management System certified to ISO 14001:2015 or equivalent by a certifying body registered with the JAS-ANZ.
Upload copy of certificate in PDF.
N/A
Financial, Legal and Insurances
Registered Service Provider
Certified Service Provider
Schedule of Rates
Confirm agreement to the Schedule of Rates set out in Appendix B of the Scheme Conditions
Fair Work
Confirm agreement to the provide the correct pay and treatment of cleaners in compliance to the obligations set out in the Fair Work Act 2009.
Public and products liability insurance
Upload the latest insurance copy or copy of the broker's certificate of currency for public and products liability Insurance and provide the insurance expiry date. You must ensure that the name on your certificate is the same name under which you are applying for this Scheme.
Upload copy of certificate in PDF.
$10 million
$20 million
Workers compensation insurance
Upload the latest insurance copy or copy of the broker's certificate of currency for workers compensation insurance and provide the insurance expiry date. You must ensure that the name on your certificate is the same name under which you are applying for this Scheme.
If workers compensation cannot be legally obtained, a personal accident policy of insurance to cover personal accidents and related liability for any person providing Services, including, but not limited to:
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SCM8971 Applicant Guidelines
Death and Permanent disability coverage to a minimum of $500,000
Loss of Income cover to a minimum of 85% income for a minimum of 52 weeks.
Upload copy of certificate in PDF.
Professional indemnity insurance
Upload the latest insurance copy or copy of the broker's certificate of currency for professional indemnity insurance and provide the insurance expiry date. You must ensure that the name on your certificate is the same name under which you are applying for this Scheme.
Upload copy of certificate in PDF.
N/A $2 million
(Required for Cleaning Auditing
Services only)
Legal proceedings
Confirm if you or any of your Directors of close associates currently, or have you, or any of your Directors or close associates been at any time within the last five years, the subject of any pending:
Legal proceedings, including winding up or bankruptcy proceedings;
Insolvency administrations or investigations; Investigations by ICAC, the Fair Work Ombudsman
or any other public body?
Security clearance checks
Confirm you agree to ensure that your personnel have passed and continue to comply with all working with children checks, police checks, proof of identity checks or other security clearances required by NSW Treasury or any Customer under the Scheme.
Confirmation of authorised representative
The authorised representative is required to provide their full name, role within the company and to confirm that they warrant that they have authority to enter into this agreement on behalf of the applicant.
3.5 Capabilities
RegionsApplicants must only select those regions that their current capacity and capability can support, as demonstrated in the Capability and Experience section of the application. At least one Region must be selected.
NOTE: These regions, which align with the Whole of Government Cleaning Contract, differ from the generic service area regions mentioned in the Service areas referred to in section 3.2.
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SCM8971 Applicant Guidelines
Refer to the ‘Scheme region maps’ (available for download in the eTendering application) listed below:
R1 - Sydney R2 - Northern Sydney R3 - South Western Sydney R4 - Western Sydney R5 - Hunter Central Coast R6 - North Coast R7 - Southern NSW R8 - North Western NSW.
Work categoriesIdentify the work categories for which you are seeking prequalification.
General Cleaning (Registered and Certified Service Providers) A1 - Routine Cleaning A2 - Periodical Carpet Cleaning A3 - Emergency cleaning (24Hr Call out) A4 - External window Cleaning (from the ground) A5 - Graffiti removal A6 - Enhanced cleaning
Environment Cleaning (Certified Service Providers only) B1- Environmental cleaning
Cleaning auditing services (Certified Service Providers only) C1 - Third-party auditing services
Some of the work categories require mandatory certification. Refer to Scheme Conditions or online application form for a full list of work sub-categories and their detailed descriptions.
4 About the scheme4.1 Assessing your applicationThe Department will:
determine whether the applicant meets all requirements request further information, if required advise the applicant by email of the outcome of its application, i.e. whether they have
achieved or not yet achieved prequalification if applicable, provide reasons for denying an application and suggest actions for any future
application.
4.2 Maintaining your prequalificationThe contractor must continue to meet Scheme Conditions on an ongoing basis. This includes:
maintaining appropriate management systems
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SCM8971 Applicant Guidelines
remaining solvent keeping certification, security clearances and insurances up to date meeting performance requirements meeting good conduct requirements as required by supporting cooperative relationships for
work undertaken continually monitoring the criteria for prequalification, and contacting the Department should any significant aspect of its capability change.
5 Terms and definitionsTerm Definition
ABN or ACN Australian Business Number of Australian Company Number (issued by Australian Securities and Investments Commission (ASIC)
Agency or Customer NSW Government agencies, and other clients using the scheme. This includes State owned corporations, universities, local councils etc. (Agencies or Customers)
Applicant An entity that has applied for prequalification under the Scheme
Cleaning services Services relating to cleaning of assets, including:
a. General Cleaningb. Environmental Cleaningc. Cleaning Audit Services
eTendering The NSW Government’s repository for past, current and future tenders. Service Providers can apply for prequalification schemes, manage their scheme application and change contact details. Agencies use the site to select prequalified Service Providers for tendering opportunities
Framework NSW Procurement Policy Framework - the suite of legislation, policies, Board Directions and other rules that apply to procurement in NSW (including construction procurement)
Government New South Wales Government
Registered Service Provider
An entity that has been approved to perform specific work categories in specific regions and Agency Orders up to a value of $100,000 (excluding GST) in accordance with the Scheme Conditions.
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SCM8971 Applicant Guidelines
Certified Service Provider
An entity that has been approved to perform specific work categories in specific regions and Agency Orders, with no limitation on value, in accordance with the Scheme Conditions.
Buy.NSW The central repository for all NSW Government procurement
Regional NSW includes all areas within NSW outside the Newcastle, Sydney and Wollongong metropolitan areas
Scheme / Prequalification Scheme A prequalification scheme is list of prequalified Service Providers intended to be used more than once for procurements by one or more Agency
SCM8971 Emergency Cleaning Stimulus Prequalification Scheme
Service Provider Service Provider means the entity that has been approved as either a Certified Service Provider or Registered Service Provider to perform the work classifications of Services approved by Treasury NSW.
Service Reporting template A report which will be required to be completed by Service Provider on a weekly basis, should the Service Provider be providing Services during the reporting period.
Services means the services required to be performed by the Service Provider as set out in the Scheme Conditions and any incidental services that can be reasonably inferred as necessary or appropriate to satisfy the Scheme Conditions, Head Agreement, and each Order.
Small or medium enterprise An Australian or New Zealand based enterprise with fewer than 200 full time equivalent (FTE) employees
Work categories A system to classify similar types of work, e.g. general cleaning, specialised cleaning, emergency cleaning
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SCM8971 Applicant Guidelines
Appendix A – Transition In/Out Checklist Guide In accordance with the Scheme Conditions, when requested by the Agency, the checklist below will be completed, in collaboration with the Agency, by the Service Provider before and after delivery of the Services at the site.
Transition In/Out Checklist GuidePlease check off each box below. If not relevant put ‘N/A’. If not complete, add a comment in the comments section.
Item
Transition In (Before commencing services) C
Induction Induction completed for new cleaner employees ☐Uniforms provided to all cleaner employees ☐
Security clearances
All cleaners have current Working with Children Checks ☐All cleaners have current Police Checks ☐All cleaners have site access passes and identification tags ☐Other security clearance checks (as required by the Agency on the Order) ☐
Occupational Health &
Site Risk Assessment conducted prior to commencing the cleaning services ☐All cleaners provided with a Safe Work Method Statement (SWMS) ☐
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SCM8971 Applicant Guidelines
Safety
Material Safety Data Sheets (MSDS) on-site for use of cleaning chemicals ☐Personal Protective Equipment (PPE) available for cleaners ☐Other OH&S requirement checks (as required by the Agency on the Order) ☐
Site Management
Site log book establised for cleaners to log time on-site ☐Site supervision establised as appropriate to the number of cleaners on-site
☐
Other site management requirements (as required by the Agency on the Order)
☐
Item Transition Out (After contracted services are completed) C
Site exitmanagement
Certificate of Compliance signed-off (Mandatory for Environmental Cleans only)
☐
Site access passes returned to the site representative ☐
Site log book removed from site ☐Site log book removed ☐Other site exit management requirements (as required by the Agency on the Order)
☐
On behalf of …………(Service Provider company name)… I acknowledge that the above Transition In/Out checks for ………..(asset name and reference numbers) …. Have been completed in accordance with requirements set out in the Agency Order.
Name and Signature (Service Provider’s On-Site Representitive)……………………………………………………………...
Name and Signature (Representative of the Facility)……………………………………………………………….
Date ………………………………………………
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