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CT57-15

Eketahuna Building Cleaning

Colin VealeCOMMUNITY ASSETS MANAGER

November 2015

Tararua District Council Eketahuna Building Cleaning : Contract CT57-15

C O N T E N T S

Part One : Tender Documents1. Key Information for Tenderers2. Condition of Tendering3. Schedule to Conditions of Tendering4. Non Price Attributes5. Tender Information Schedule6. Tender Form

Part Two : Schedule of Prices

Part Three : Contract Conditions1. General Conditions of Contract2. First Schedule to NZS 3910 : 2013 Special Conditions of Contract3. Second Schedule to NZS 3910 : 2013 Contract Agreement4. Seventh Schedule to NZS 3910 : 2013 Certificate as to Contractor’s

Insurances

Part Four : Contract Specifications1. Preliminary & General2. Cleaning Operations3. Definition of Terms4. Health and Safety in Employment

Appendices I Building Floor PlansII Council Audit FormIII Contractor’s Complaint Form

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PART ONE

TENDER DOCUMENTS

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SECTION ONE : KEY INFORMATION FOR TENDERERS

1.1 Description of ContractThis Contract sets out the provisions for the cleaning of Council facilities in Eketahuna.

1.2 Principal’s ExpectationsThe Principal is looking for a contractor who can:

promote its goals of: Providing a safe and clean facility for users. Minimising costs and increasing user satisfaction with the facilities.

implement proactive strategies to enable the timely completion of the contract works

develop and implement innovative work methods and/or materials that result in enhanced performance and an overall cost saving

provide a customer focused service that ensures that the Principal and the Principal’ ratepayers and residents are satisfied with the completed work.

1.3 Tenderers SubmissionsDue to the nature of the Contract, tenderers must demonstrate in their submissions they:

understand these documents’ requirements

can provide the necessary resources and commitment to successfully complete the contract works.

1.4 Tender EnquiriesEnquiries during the tender period shall be submitted in writing no later than 3 days preceding the tender closing date (see Clause 105.1 of the Schedule to Conditions of Tendering) to:

Colin VealeCommunity Assets ManagerTararua District Council26 Gordon StPO Box 115DANNEVIRKE

Phone: (06) 374 4080Fax: (06) 374 4137

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1.5 Tender Evaluation

1.5.1 EvaluationTenders for this contract will be evaluated using the Lowest Price Conforming Method (see Transfund NZ’s Competitive Pricing Procedures Manual).

1.5.2 Pre-letting MeetingPre-letting meeting(s) may be held.

1.5.3 Notification of Tender Acceptance/Non AcceptanceOnce the awarding of the tender has been decided, tenderers will be advised of the names of all the tenderers, in alphabetical order, and all the prices received in descending order with no notification as the tenderer’s identity and the name of the successful tenderer and the amount of the successful tenderer’s price, together with an explanation of the factors that were taken into account in awarding of the tender if the lowest tender was not successful.

1.6 Privacy ActSubmitting a tender for this contract authorises the person(s) evaluating the tender to contact the people nominated under the Relevant Experience and Track Record attributes. They may discuss the tenderer’s performance (including the performance of the nominated personnel) on the nominated projects.

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SECTION TWO : CONDITIONS OF TENDERING

The Conditions of Tendering shall be those included in NZS 3910: 2013 – Conditions of Contract for Building and Civil Engineering Construction, as amended below:

Add the following new clause, Clause 104.4:

104.4 Unauthorised AlterationNo unauthorised alteration to the Tender Documents shall be accepted.

Add the following new clause, Clause 104.5:

104.5 Tagged tendersTags that may be of long term benefit to the Principal are to be evaluated, solely at the discretion of the Principal, as to their acceptability and cost implication. The tenderer will be requested to remove all unacceptable tags and shall not be allowed to amend the Total Tender Sum. Refusal to remove the tag may result in the tender being rejected. If the tenderer refuses to remove the tag and the tender is not rejected, the tag may be valued and the adjusted Total Tender Sum determined by the Principal. If the consequence of the tag is unacceptable to the Principal, the tender will be considered to be non-conforming and will be rejected.

Amend Clause 105.2 by deleting the second sentence and adding the following new sentences.

105.2Tenders not submitted by the due time may be considered invalid. Except under exceptional circumstances, no extension of time will be granted. The Principal will be the sole judge of whether or not any circumstance is exceptional. However, the principal reserves the right to extend the period allowed for the receipt of the tender, at its sole discretion. Tenderers will be given notice in writing at least 24 hours prior to the advertised closing time of tenders if the period allowed for the receipt of the tenders is to be extended.

Fax or other electronic means of delivering tenders to the Principal will not be acceptable.

Amend Clause 106.1 by adding the following new sentences.

106.1The Principal reserves the right to reject all tenders. The Principal will not necessarily accept the lowest price, or lowest conforming tender or the tender with the highest Index for Tender.

Add the following new clause, Clause 108

1.7 PublicationsThe Publications referenced in the Contract Documents are not attached to these Tender Documents. The Publications may be viewed at office of the Principal (26 Gordon St, Dannevirke) during normal office hours.

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SECTION THREE : SCHEDULE TO CONDITIONS OF TENDERING

Contract for Eketahuna BUILDING CLEANING : CONTRACT NO. CT57-15

The conditions of tendering are those set out in NZS 3910:2013.

Clause numbers refer to conditions of tendering clauses.

102.2(a) A Tender Documents deposit is not required.

(b) A Tender Documents deposit of $................ is required.

(Delete provision which does not apply)

103.1(a) An appointment to view the Site shall be made ..................................

(b) No appointment need be made to view the Site.

(Delete provision which does not apply)

105.1 Tenders chall close at 4.00pm on Thursday the 26th day of November 2015 with:

Tararua District Council26 Gordon StreetPO Box 115DANNEVIRKE

Tenders shall be submitted in one evelope and addressed to:

Tenders Secretary Tararua District Council26 Gordon StreetPO Box 115DANNEVIRKE

Marked on the outside of the envelope

Tender for Eketahuna Building Cleaning : Contract No. CT57-15

The Information in this envelope shall include the:The completed and signed:

Tender Form Schedule of Prices (All Parts) Tender Information Schedule (see Part 1 Section 2)

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Fax or other electronic means of delivering tenders to the Principal will not be acceptable.

105.3(a) The percentage for On-Site Overheads shall be nominated in the tender.

(b) No percentage for On-Site Overheads shall be nominated in the tender.

(Delete provision which does not apply. See clause 9.3.8 of the General Conditions of Contract.)

(c) The percentage for Off-Site Overheads and Profit shall be nominated in the tender.

(d) No percentage for Off-Site Overheads and Profit shall be nominated in the tender.


(e) The rate per Working Day in compensation for time related Cost and Profit incurred in relation to an extension of time shall be nominated in the tender.

(f) No rate per Working Day in compensation for time related Cost and Profit incurred in relation to an extension of time shall be nominated in the tender.


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SECTION FOUR : NON-PRICE ATTRIBUTES

Further to Clause 105.3(g) Schedule to Conditions of Tendering, the tenderer shall provide

information about the following attributes.

i) Relevant Experience

ii) Track Record

iii) Technical Skills

iv) Resources

v) Management Skills

vi) Methodology

The information required under i) to vi) is detailed below.

4.1 Relevant ExperienceTenderers must:

provide detailed evidence of their experience to complete the Contract Works described in these documents.

List all sub-contractors proposed to complete at least 5% of the value of the Contract Works (see Clause 5.2 below) and provide detailed evidence of their experience to complete the Contract Works described in these documents.

4.3 Track RecordThe tenderer must provide details of their ability (including the ability of their sub-contractors) to complete the project:

on time

to specified performance targets

The information provided must include all of the following:

the name, location, value and the year(s) each of the projects was completed

the Engineer’s name, company and contact telephone number(s)

the relevance of the project to the Contract Works

whether the project was completed to the specified quality standards.

4.4 Technical SkillsThe tenderer must nominate the following personnel and state (in no more than ½ a page per person) the key technical skills of each of the nominated personnel. The personnel are:

Contractor’s Representative (see Clause 5.2 of the General Conditions)

4.5 ResourcesThe tenderer must submit details of the following items that will be used in the execution of the Contract Works:

labour, plant, materials and facilities

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systems, including: contract/project management programming and reporting quality assurance health and safety including hazard identification and management

4.6 Management SkillsTenderers must describe the management methods and skills they will use to successfully complete the Contract Works. The description must include: the attributes and management skills of all nominated Personnel

lines of communication within the contract management team and with the Engineer, delegation of duties and authority

how the systems (see Clause 4.5 above) will be implemented and managed

training and management of staff at various levels

4.7 MethodologyTenderers must describe the methodology they will use to complete the Contract Works on time and to the standards specified in the Contract Documents.

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SECTION FIVE : TENDER INFORMATION SCHEDULE

2.1 CommitmentsThe tenderer must complete the following table about their current commitments:

Engineer Project Name Annual Value ($M) Completion Date

<0.1 0.1-0.2

>0.2

2.2 Nominated Sub-contractors CommitmentsThe tenderer must complete the following table about their nominated sub-contractors.

Name Type and Extent of Works to be Completed

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TARARUA DISTRICT COUNCILASSET MANAGEMENT

FORM OF TENDER

Manager District Assets Contract No. CT57-15Tararua District CouncilP O Box 115DANNEVIRKE

I/We the undersigned hereby tender for the execution of the works

EKETAHUNA BUILDING CLEANING

described in the drawings and specifications prepared by the Community Assets Manager dated November 2015 and subject to the general and special conditions of contract.

The total sum of: ($ ) plus GST in Lump Sum.

I am able to commence the work on 1 January 2016

I propose to employ the following sub-contractors (if any):

Name:_________________ Address: _____________________

Name:_________________ Address: _____________________

Name:_________________ Address: _____________________

For and Behalf of: ___________________________________ Name of Firm

Address: ___________________________________

___________________________________Date: _______________________ GST No.

NOTE: LOWEST OR ANY TENDER NOT NECESSARILY ACCEPTED

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PART TWO

SCHEDULE OF PRICES

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SCHEDULE OF PRICESFOR:

EKETAHUNA BUILDING CLEANING

Item Facility Unit Rate Cost per annumGST Exclusive

$

1.0 Library/Service Centre Lump Sum

2.0 War Memorial Hall Lump Sum

3.0 Public Toilets Lump Sum

4.0 Community Centre Lump Sum

5.0 Domain Toilet Lump Sum

TOTAL

All miscellaneous items, board, supervision contingencies, conveyance of plant and incidental work are incorporatedin the unit rates for the items listed above.

___________________________ Signature of Contractor

___________________________ Address

___________________________

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PART THREE

CONTRACT CONDITIONS

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SECTION ONE : GENERAL CONDITIONS OF CONTRACT

The General Conditions of Contract shall be those included in NZS 3910: 2013 – Conditions of Contract for Building and Civil Engineering Construction as amended below:

5.3 Control of EmployeesDelete Clause 5.3.1 and replace with the following

5.3.1The Engineer may direct the Contractor to remove (at the cost of the Contractor) from the Contract Works any person employed by the Contractor or by a Sub-contractor in or about the execution of the Contract Works if the Engineer considers that the continued employment of the person would compromise either the safety or welfare of the Contract Works, the public, or any other employee.

The person required to be removed shall not again be employed upon the work without the written approval of the Engineer.

5.13 Underground and above ground utilitiesDelete the first paragraph of Clause 5.13.1 and replace with the following

5.13.1The Contractor shall arrange and pay for the searching of records to determine the existence and position of pipes, cables and other utilities on or about the Site.

Where survey marks are likely to be effected by the Contract Works, the Contractor shall advise Land Information New Zealand prior to work on the Site, and arrange for the survey marks to be relocated or replaced.

7.1 IndemnityAmend Clause 7.1.1 by adding the following sentence

7.1.1(d) Any loss (including any solicitor/client legal costs) or liability incurred by the Principal in respect of any proceedings or action taken against the Principal for failure by the Contractor to comply with the provision of any statute, regulation, bylaw or other requirement of Government, local or other public authorities that may be applicable to the Contract Works.

Appendix C - Roading Maintenance Contracts shall apply to this contract. Particular note should be taken of Clause C5 – Time for Completion.

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SCHEDULES TO GENERAL CONDITIONS OF CONTRACT

FIRST SCHEDULE

SPECIAL CONDITIONS OF CONTRACT(Clause numbers refer to General Conditions)

1.2The Principal is TARARUA DISTRICT COUNCIL

of (street address) 26 Gordon Street, DANNEVIRKE

(a) There are Separable Portions as described in

(b) There are no Separable Portions in this contract. (Delete provision which does not apply).

2.1.1This contract is a:

(a) Lump sum contract;

(b) Measure and value contract;

(c) Cost reimbursement contract;(Delete provisions which do not apply)

2.5This contract is:

(a) A roading construction contract;

(b) A roading maintenance contract;

(c) Neither a roading construction nor a roading maintenance contract.(Delete provisions which do not apply)

2.7.1One set of Contract Documents shall be supplied free of charge to the Contractor upon the acceptance of tender in addition to tender, consent, and Contract Agreement sets.

3.1.1A Contractor’s bond:

(a) Is required;

(b) Is not required.(Delete provision which does not apply)

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3.2.1A Principal’s bond:

(a) Is not required;

(b) Is required and the surety shall be ...........................................................(Delete provision which does not apply).

5.4.1The Contractor shall be given possession of the Site on:

(a) 10 Working Days after the Date of Acceptance of Tender

(b) 8.00 am on 1 January 2016(Delete provision which does not apply)

5.6.5(g) Risks specifically excepted are ........................................................................

6.1.2The Engineer is Colin Veale, Community Assets Managerwhose professional qualification is

8.1, 8.3 and 8.5(a) The Contractor shall insure as provided in 8.1 and 8.3;

(b) The Principal shall insure as provided in 8.5(Delete provision which does not apply).

8.1.2 or 8.5.2(To be completed irrespective of whether the Principal or the Contractor is insuring)

The amount of the insurance to be effected in respect of the Contract Works and Materials shall be for not less than the sum of the following:

(a) The Contract Price, after the acceptance of the tender or other offer, excluding any additions or deductions which may be required to be made during the course of the contract;

(b) For the Cost of demolition, disposal and preparation for replacement work, the sum of $ Nil

(c) For professional fees including the Cost of clerks of works and inspectors, the sum of $10% of contract price.

(d) The value of items incorporated, or to be incorporated, in the Contract Works, the Cost of which is not included in the Contract Price, the sum of $...........................

(e) For increased construction Costs not already provided for in the Contract Price during the period from the acceptance of the tender or other offer until the issue of the Defects Liability Certificate for the Contract Works, Nil% of the Contract Price as described in (a) above.

The insurance shall make provision for automatic change of cover for items (a) and (e) above, to provide insurance for any additions to or deductions from the Contract Price which occur after acceptance of the tender or other offer.

8.3.1Public liability insurance shall be effected for an amount not less than $1,000,000.00

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8.3.2Motor vehicle third party liability insurance shall be effected for an amount not less than $....................

8.5The existing structures are:

(i) As noted in the Schedule of Quantities.(ii)......................................................................................................................................................(iii).....................................................................................................................................................For the insurance policies required under the following clauses:

The insurers are:

8.5.2(a)..............................................................................................................................................8.5.2(b)..............................................................................................................................................8.5.2(c)..............................................................................................................................................The deductibles are:

8.5.2(a)..............................................................................................................................................8.5.2(b)..............................................................................................................................................8.5.2(c)..............................................................................................................................................

The exclusions and other limitations, if any, are:

8.5.2(a)..............................................................................................................................................8.5.2(b)..............................................................................................................................................8.5.2(c)..............................................................................................................................................Amount of liability insurance cover under clause 8.5.2(c) for any one claim or series of claims arising out of the same occurrence $...........................................................

10.2.1The periods to be used for calculating the Due Date for Completion are:

(a) In respect of the Contract Works 52 Weeks;

(b) In respect of Separable Portions

(i) ............................................................................ : ...............Weeks,(ii) ............................................................................ : ...............Weeks,(iii) ............................................................................ : ...............Weeks.

10.3.1 (as amended by B3)(Only applicable to roading construction contracts as defined in 2.5)Allowance for inclement weather ............... Working Days.

10.4.5(a) A producer statement is required.

(b) A producer statement is not required.(Delete provision which does not apply).

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10.5.1Liquidated damages shall be applied as follows:

(a) In respect of the Contract Works $ Nil per Week;


(i) ............................................................ : $.......................per Week,(ii) ............................................................ : $.......................per Week,(iii) ............................................................ : $.......................per Week.

NOTE - Where liquidated damages are provided for, the amount must be a genuine pre-estimate of the likely loss that would result from delay of completion. Where liquidated damages are provided for Separable Portions it may be necessary to provide different rates for each Separable Portion.

Where liquidated damages are not provided, the Principal can recover and the Contractor will be liable only for such actual loss as the Principal can prove has resulted from the late completion, being loss of a kind reasonably foreseeable to the parties at the time the contract was made as being likely to result.

10.6.1A bonus shall be paid as follows:

(a) In respect of the Contract Works $ Nil per Week;


(i) ............................................................ : $.......................per Week,(ii) ............................................................ : $.......................per Week,(iii) ............................................................ : $.......................per Week.

(Delete if not applicable)

11.1.1The Periods of Defects Liability shall be:

(a) In respect of the Contract Works Nil Weeks;


(i) ............................................................ : ....................... Weeks,(ii) ............................................................ : ....................... Weeks,(iii) ............................................................ : ....................... Weeks.

(To be completed if period is other than three Months)

11.5.1(a) The Contractor shall provide guarantees as set out below:........................................................................................................................................................................................................................................................................................................

(b) No guarantees are required.(Delete provision which does not apply)

11.5.2The form of guarantee shall be in the form annexed as the N/A Schedule.

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12.1.2(d)(a) Advances for Temporary Works, Plant, or Materials not yet on Site shall be made to the Contractor in accordance with:

(i) The following conditions ............................................................................................................................................

(ii) The conditions attached in .................................................................................

(b) Advances for Temporary Works, Plant or Materials not yet on Site shall not be made to the Contractor.

(Delete provisions which do not apply)

12.3.1 The percentage to be retained from each progress payment and the limit of the total sums retained shall be NIL

12.8.2Cost fluctuation adjustments:

(a) Shall not be paid;

(b) Shall be paid in accordance with Appendix A;

(c) Shall be paid as set out in the .................... Schedule.

(Delete provisions which do not apply)

12.9.1(a) Provisional Sums are included in the schedule of quantities.

(b) There is no schedule of quantities and the Provisional Sums included in the contract are:

(i)................................................................................ : $....................(ii)................................................................................ : $....................(iii)............................................................................... : $....................(iv)............................................................................... : $....................

(c) There are no Provisional Sums(Delete provisions which do not apply).

12.10.1(a) Prime Cost Sums are included in the schedule of quantities.

(b) There is no schedule of quantities and the Prime Cost Sums included in the contract are:

(i)................................................................................ : $....................(ii)................................................................................ : $....................(iii)............................................................................... : $....................(iv)............................................................................... : $....................

(c) There are no Prime Cost Sums(Delete provisions which do not apply).

12.11.1The contingency sum to be included in the contract is $N/A

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15.1.2For the purpose of service of notices, the postal address of:

(a) The Principal is P O Box 115, DANNEVIRKEFax No. (06) 374 4137

(b) The Engineer is P O Box 115, DANNEVIRKEFax No. (06) 374 4137

NOTE - The General Conditions of Contract also provide in the following clauses for matters which may be dealt with by the Special Conditions of Contract:

2.4.1 Cost reimbursement contract details2.6.2 Execution of Contract Agreement2.7.3 Variation or modification of General Conditions5.4.3 Access to adjoining properties5.5 Separate contractors5.9.1 Exceptions to Contractor’s obligation to supply5.9.3 Advances for Plant or Materials5.10.1 Construction programme7.1.2(d) Risks specifically excepted9.4.2 Variations carried out on Daywork basis12.1.1 Frequency of payment claims12.3.3 Contractor’s bond in lieu of retentions

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SECOND SCHEDULE

CONTRACT AGREEMENT

Contract for EKETAHUNA BUILDING CLEANING : CONTRACT NO. CT57-15

THIS AGREEMENT is made on BETWEEN (“the Contractor”)

AND TARARUA DISTRICT COUNCIL (“the Principal”).

IT IS AGREED as follows:

1. THE Contractor shall construct, complete, deliver and remedy defects in the works and things described in the Contract Documents.

2. THE Principal shall pay the Contractor the sum of $ or such greater or less sum as shall become payable under the Contract Documents together with Goods and Services Tax at the times and in the manner provided in the Contract Documents.

3. EACH party shall carry out and fulfill all other obligations imposed on that party by the Contract Documents.

4. THE Contract Documents are this Contract Agreement and the following which form part of this agreement:

(a) The Conditions of Tendering;(b) Notices to tenderers (give details with dates);(c) The Contractor’s tender;(d) The notification of acceptance of tender;(e) The General Conditions of Contract, NZS 3910:2013;(f) The Special Conditions of Contract;(g) The Specification;(h) The Drawings;(j) The Schedule of Prices; (k) The following additional documents:

(Identify any additional documents to be included for example agreed correspondence.)

Name of Contractor: Witness to the signature of the Contractor:

Signature: _________________________

Name: _________________________

________________________________ Occupation _________________________

Authorised Signature Address: _________________________

_________________________

Name of Principal: Witness to the signature of the Principal:

TARARUA DISTRICT COUNCIL Signature: _________________________

Name: _________________________

__________________________________ Occupation _________________________

Authorised Signature Address: _________________________

_________________________

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SEVENTH SCHEDULECERTIFICATE AS TO CONTRACTOR’S INSURANCES

Re:Contract for: EKETAHUNA BUILDING CLEANING : CONTRACT NO. CT57-15

Principal: TARARUA DISTRICT COUNCIL

Contractor:

From:..............................................................................................................................................................(Insert name of insurer or broker giving the certificate)

WE CERTIFY that we have issued/arranged (delete which ever does not apply) insurance cover with the following insurers for the purposes of the above contract, in accordance with the requirements of the General Conditions of Contract, NZS 3910:2013:

Clause Type of insurance Insurer

8.1 Contract Works and Materials .....................................................................................................................................................................................................................................................................

8.2 Contractor’s Plant .....................................................................................................................................................................................................................................................................

8.3 Public liability .....................................................................................................................................................................................................................................................................

8.3 Motor vehicles liability .....................................................................................................................................................................................................................................................................

All the above insurances satisfy the requirements of clause 8.4 of the General Conditions of Contract. (Where annual policies apply, expiry dates are to be shown.)

Signed on behalf of ..........................................................................(Name of insurer, or broker giving the certificate)

by ..........................................................................

Signatory’s title ..........................................................................

Date ..........................................................................

NOTE - If one insurance company or one insurance broker is giving the certificate for all the insurances then one certificate can be issued. Where there is more than one certifier, additional certificates are to be issued so that all types of insurance are certified.

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PART FOUR

CONTRACT SPECIFICATIONS

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SECTION ONE : PRELIMINARY AND GENERAL

1.1 Scope of Work1.1.1 The contract involves all cleaning operations to the scheduled buildings in a

professional manner to attain and maintain the highest possible standards of hygiene, cleanliness and presentation of all the premises.

1.1.2 The reporting of any defects, graffiti, damage or non-functioning lights or fittings to the Principal.

1.2 Operational Hours

1.2.1 Cleaning operations to all offices shall be undertaken outside office hours which are 8.00 am to 5.00 pm weekdays.

1.2.2 A schedule of users shall be provided to the Contractor who shall undertake the required cleaning operations around the bookings for:

1. War Memorial Hall2. Community Centre

1.2.3 Cleaning operations for the Library shall be undertaken outside Library hours which are Monday to Friday 10.30am - 4.30pm.

1.3 Site of Work1.3.1 The site of the contract works involves the following buildings and all areas and

rooms contained therein:

(i) Eketahuna Service Centre/Library State Highway 2(ii) War Memorial Hall Jones Street(iii) Eketahuna Public Toilets State Highway 2(iv) Community Centre Bengston Street(v) Domain Toilets Alfredton Road

1.3.3 The Contractor shall inspect all sites of work to ascertain the extent and conditions under which the contract works shall be executed.

1.4 Materials, Labour and Plant1.4.1 The Contractor shall supply all labour, equipment, cleaning materials and

consumables (toilet paper, paper towels and soap to each facility as required), necessary to carryout the work contained or implied in the contract specifications.

1.4.2 Whilst the Contractor may decide what equipment is provided for undertaking the cleaning tasks specified, the Principal shall expect a high standard of product. The equipment shall be kept in a clean condition and safe working order at all times.

1.4.3 The materials used shall be of a high quality and standard and shall not cause any damage or long term deterioration to the surfaces to which they are applied. Where an appropriate New Zealand Standard Specification or New Zealand Standard Code of Practice issued by the New Zealand Standards Association is

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current, all goods and materials used shall be in accordance with the New Zealand Standard.

1.4.4 On request from the Engineer the Contractor shall investigate any complaint as regard the use, standard, quality or performance of services provided and equipment or materials used.

1.5 Storage Facilities

1.5.1 The Contractor will be provided a lockable room for the storage of equipment and materials at the following sites:

(i) Service Centre/Library(ii) War Memorial Hall(iii) Public Toilets(iv) Community Centre

1.6 Acts and Regulations

1.6.1 All work under this contract shall be executed in strict accordance with all Acts and Regulations pertaining thereto.

1.6.2 Nothing in this specification shall be interpreted to permit work forbidden by the above mentioned Acts and Regulations.

1.6.3 The following is the known Act and Regulation applying to this contract:Health and Safety in Employment Act 1992

It should be noted that this list is not exclusive and other Acts and Regulations may apply.

1.7 Responsibility

1.7.1 The Contractor shall be held responsible for all work and materials and the proper execution of such work for the full period of the legal responsibility in connection with this contract.

1.7.2 The Contractor shall be responsible for ensuring that all work and materials executed or supplied, are in accordance with requirements and executed or delivered to suit cleaning requirements.

1.8 Damage Inspection and Reporting

1.8.1 The Contractor shall report any damage, graffiti or non-function of lights or light fittings, hand driers, plumbing problems etc on a daily basis for each facility to the Community Assets Manager.

1.8.2 This inspection shall form part of the cleaning operation for each facility.

1.9 Contract Instructions

1.9.1 The Engineer shall issue to the Contractor a written contract instruction, for all variations and for other supplementary instructions given, in order to clarify or amplify previous information.

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1.9.2 No work shall be carried out in respect of any variation until the Engineer has issued a contract instruction in respect hereof, unless it is an emergency necessitating immediate action.

1.10 Sub-Contractors

1.10.1 The Contractor shall not sublet any part of this contract without the prior consent of the Engineer. Any proposed sub-contractor shall be subject to the approval of the Engineer and subject to the conditions of this contract.

1.11 Public Statements

1.11.1 The Contractor shall not make public statements regarding the Principal’s policy, asset condition or contractual matters. All enquiries are to be directed to the Engineer.

1.12 Public Relations

1.12.1 The nature of the work means that there is considerable contact with the general public. Maintaining good relations and also the image of the Principal is essential.

1.12.2 The Contractor and their staff are required to deal with the general public in a polite and cordial manner.

1.12.3 All staff employed shall carry identification which shall be displayed whilst work in the Principal’s properties. Identification shall include the name of the Contractor’s company.

1.13 Contractor’s Representative1.13.1 The Contractor shall appoint a representative who shall be responsible for the

operation of the contract and through whom contract instruction shall be issued.

1.14 Monthly Meetings1.14.1 The Contractor’s representative shall if required by the Engineer attend a

schedules meeting once a month throughout the duration of the contract.

1.15 After Hours – Emergency Contact1.15.1 The Contractor shall supply an after-hours telephone number for the

Contractor’s designated contacted person.

1.16 Payment

1.16.1 The annual contract price for the contract shall be paid in equal monthly payments on or about the 20th day of the following month.

1.16.2 The Contractor is to submit an invoice claim for the above mentioned payment.

1.16.3 The prices and rates to be inserted in the schedule are exclusive of GST and are to be the full inclusive value of the work described under the particular schedule item, including all costs and expenses which may be required in or for the construction of the work described, together with all general risks, liaibilities and obligations set forth or implied in the documents upon which the tender is

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based. Where special risks, liaibilities and obligations cannot be dealt with as above, then the price thereof is to be separately stated in the item provided for the purpose (ie. unscheduled items).

A price or rate shall be entered against each and every item in the Schedule of Quantities, whether Quantities are stated or not. Items against which no price is entered shall be considered as covered by the other rates or prices in the Schedule and claims for payment for such items will not be considered.

1.17 Contract Period

1.17.1 The contract period shall be from 1 January 2016 until 30 June 2017.

1.18 Contract Renewal

1.18.1 With the agreement of both parties the Principal has the right of renewing the contract for a further twelve months.

1.18.2 With the agreement of both parties the Principal has the right to repeat the renewal of the contract for a further twelve months up to 30 June 2019 .

1.18.3 Either party shall give the other notice in writing at least two months prior to the end of the contract period if they do not want to renew the contract.

1.19 Vandalism

1.19.1 The Contractor shall notify the Engineer the next working day, either by phone in the first instance and/or followed up by completing of the form attached, of any vandalism or other destruction caused to the areas within this contract. If there has been major vandalism the Police should also be notified.

1.20 Performance Standards1.20.1 The performance of the Contractor will be measured by the following criteria:

i) That all response times are met.ii) That all facilities within the scope of the contract are maintained in a safe,

useable and attractive state.iii) That all works are carried out in accordance with the given specifications.iv) That no reasonable complaints are received concerned the facilities

within the scope of this contract.

1.21 Audits1.21.1 The Engineer will undertake audits of the contract which will be undertaken

randomly.

1.22 Penalties1.22.1 Should a random check of completed work or work in progress be inspected by

the Council and reveals poor workmanship or the use of inferior materials that do no comply with the specifications, the Principal may give notification by phone or facsimile to the Contractor requesting correction or amendment to the works, and if after 14 days from the date of such written notice the Contractor has not made substantial progress in addressing the matters raised in the Principl’s notice, the Council may employ or engage alternative persons to complete the work and deduct the cost of that work from monies owing under the contract.

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1.22.2 Should any works not be attended to within the specified response time the Contractor will forfeit the total cost of remedying that fault.

1.22.3 If the Contractor failes to respond to urgent works within the specificed response time or more than two occasions in one calendar month the Principal may terminate this contract and all monies owing for work carried out under the contract will be forfeited.

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SECTION TWO : CLEANING OPERATIONS

2.1 Library/Service Centre2.1.1 The following are three times a week cleaning requirements:

Disposal of rubbish Damp wipe – including accessible areas, desk tops, skirtings, etc Vacuum Cleaning of washbasins and sinks Cleaning of W.C.’s Replenish supplies Damp wipe filing cabinets, alarm boxes, heating units and switch plates

2.1.2 The following are weekly cleaning requirements:

Sweep outside front entrance Damp wipe and polish whiteware exterior in staff room Wet mop toilet floors Polish glazing at all entrance doors and interior doors High dust all areas

2.1.3 The following are quarterly cleaning requirements:

Wash glazing all exterior windows Wall washing in toilet areas only High dust inside and out of all lighting diffusers and fittings Wash down exterior walls, ceilings to front which do not require a ladder to achieve Cut and reseal linoleum covered flooring

2.1.4 The following are twice yearly cleaning requirements:

Polish glazing to all internal glazing

2.1.5 The following is an annual cleaning requirement: This is to be undertaken under a variation order

Shampoo carpets in all areas

2.2 War Memorial Hall2.2.1 The following cleaning operations shall be undertaken for each booking received. All

bookings to be notified by the Eketahuna Service Centre by phone at least 48 hours prior to the function.

2.2.2 The Contractor shall inspect the facility at least four hours prior to the function and undertake the following pre-inspection:

Check the facility is clean and secure Check and replenish supplied Spot clean as necessary Turn on heating if required

2.2.3 After the function, or the following day, but before any other function falling on that day, the Contractor shall undertake the following cleaning operation:

Disposal of rubbish

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Tararua District Council Eketahuna Building Cleaning : Contract CT57-15 Damp wipe Vacuum Cleaning of washbasins and sinks Cleaning of W.C.’s Replenish supplies Scrub or mop toilet, auditorium floors and linoleum flooring Spot polish glazing Damp wipe chairs and trestles Spot wash walls if necessary Turn heating off, if on Damp wipe and polish whiteware in kitchens Polish glazing to all entrance doors High dustings


Disposal of rubbish Damp wipe Vacuum Cleaning of washbasins and sinks Cleaning of W.C.’s Replenish supplies Damp wipe and polish whiteware in kitchens

2.2.5 The following are six monthly cleaning requirements:

High dust inside and out of all lighting diffusers and fittings and heating appliances where can be reached with high duster

Wash down exterior walls, ceilings to entrances of facilities Wash glazing in the main hall and lower panes which do not require a ladder in the

supper room

2.3 Public Toilets2.3.1 The following are daily (seven day a week) cleaning requirements:

Disposal of rubbish Damp wipe – walls, light switches, door handles, cistern, hand driers Cleaning of washbasins and sinks (including base) Cleaning of W.C.’s Cleaning of Urinals Check lights and fittings Replenish supplies Sweep and mop toilet floors Clean drainage gulleys and grills

(Require list of what cleaning products are used and where) Hose down and sweep walls and floors


Sweep outside front entrances High dust to all areas Disinfect drains

2.3.3 The following are monthly cleaning requirements:

Wash glazing to all exterior windows Wall washing – interior only

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Tararua District Council Eketahuna Building Cleaning : Contract CT57-15(Require roster from contractor of when monthly cleaning is undertaken)

2.3.4 The following is a quarterly cleaning requirement:

Wash down exterior walls, ceiling to front(Require roster from contractor of when quarterly cleaning is undertaken)

2.3.5 During the school holidays the daily cleaning operations must be carried out twice a day, once in the morning and once in the afternoon.(Require confirmation from contractor this is being undertaken)

2.4 Community Centre2.4.1 The following cleaning operations shall be undertaken for each booking received. All

bookings to be notified by the Eketahuna Service Centre by phone at least 48 hours prior to the function.

2.4.2 The Contractor shall inspect the facility at least four hours prior to the function and undertake the following pre-inspection:

Check the facility is clean and secure Check and replenish supplied Spot clean as necessary Turn on heating if required

2.4.3 After the function, or the following day, but before any other function falling on that day, the Contractor shall undertake the following cleaning operation:

Disposal of rubbish Damp wipe Vacuum Cleaning of washbasins and sinks Cleaning of W.C.’s Replenish supplies Scrub or mop toilet, auditorium floors and linoleum flooring if nessessary Spot polish glazing Damp wipe chairs and trestles Spot wash walls if necessary Turn heating off, if on Damp wipe and polish whiteware in kitchens Polish glazing to all entrance doors High dustings

2.4.4 The following are monthly cleaning requirements:

Wall washing to toilets, changing rooms and kitchen

2.4.5 The following are quarterly cleaning requirements:

High dust inside and out of all lighting diffusers and fittings and heating appliances where can be reached with high duster

Wash down exterior walls, ceilings to entrances of facilities Wash glazing in the main hall and lower panes which do not require a ladder in the

supper room

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2.5 Domain ToiletThe following are once a week cleaning requirements.

Cleaning of W.C Cleaning of wash basin Sweep and mop toiet floor Replenish supplies Wipe down walls, ligh switches, door handles and cistern

2.6 Disposal of Refuse

2.6.1 The contractor shall be responsible for the disposal of all refuse and shall meetany costs incurred in disposal of this refuse.

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SECTION THREE : DEFINITION OF CLEANING TERMS

3.1 The following are the definitions of cleaning terms used in this contract.

3.1.2 VACUUM - the removal of all dust particles and other items from carpeted areas, matting and upholstery by use of electric vacuum cleaner, ensuring edges and corners are cleaned.

3.1.3 SWEEP - the brushing of all dry floor areas to remove all dust, fluff, debris and other particulate dirt.

3.1.4 MOP - the removal of particulate dirt from hard surface areas, using a mop, bucket and a suitable solution of detergent, ensuring that clean solution is used at all times.

3.1.5 SCRUB - the removal of ingrained and surface soiling, films, stains and marks from hard surface areas, using a ‘deck scrubber’ and a suitable solution of detergent and disinfection leaving the floor clear of pools of water on termination of the task and ensuring that the floor is safe before any activity takes place on the surface.

3.1.6 MACHINE SCRUB - the removal of ingrained and surface soiling, films, stains and marks from hard surface areas, using a mechanical scrubbing machine with the appropriate pads or brushes, using a suitable solution of detergent and disinfection leaving the floor clear of pools of water on termination of the task and ensuring that the floor is safe before any activity takes place on the surface.

3.1.7 DAMP WIPE - the removal of all dust particles, stains, spillages and other marks from the surface of all accessible furniture, fixtures, fittings, doors and ledges. Polish as appropriate, ensuring that no cleaning marks or smudges remain. Clean solution should be used at all times.

3.1.8 HIGH DUST - the removal of dust, fluff, cobwebs and debris from all surfaces floor to ceiling including the ceiling.

3.1.9 WALL WASHING - using appropriate cleaning solution and equipment to remove heavy soiling, dust and grease from painted areas to ceiling height. All surfaces to be left free of cleaning marks and clean solution is to be used at all times.

3.1.10 REPLENISH SUPPLIES - ensure soap dispensers, toilet roll holders, paper hand towel dispensers and any other consumable items are charged with usable stock.

3.1.11 DISPOSE OF RUBBISH - empty all waste receptacles and remove to designated disposal point. Disinfect interior and exterior of all waste receptables.

3.1.12 CLEANING OF WASHBASINS, SINKS AND SHOWERS - all basins, sinks and shower wall tiles to be cleaned, using an approved cleaning agent and appropriate brushes and cloths to remove stains, marks, blemishes and grease. The outside surface of the fittings, taps and pipework to be washed down with an appropriate cleaner and wiped dry to remove cleaning marks.

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3.1.13 CLEANING OF W.C.’s -inside of pans to be washed down, using a brush and appropriate cleaning agent to remove all marks, stains and accumulations. The outside of the pan and both sides of the seat and lid to be washed down with an appropriate germicidal solution and dried, paying particular attention to the back of the pan and seat hinges. All pipes, cisterns and fittings shall be wiped with hot germicidal solution to ensure sterilisation.

3.1.14 CLEANING OF URINALS - all glazed surfaces to be washed down with hot germicidal solution and stains removed by means of brush or cloth. Debris to be removed from grilles and pipes, cisterns and fittings shall be wiped with hot germicidal solution and wiped dry to remove cleaning marks.

3.1.15 SPOT - the use of the word spot as a prefix to any of the above operations shall mean the carrying out of that operation only where there is a need for a small area to be cleaned - this may be at more frequent intervals than the main operation in response to accidents or heavy usage of certain areas.

3.1.16 WASH GLAZING - cleaning of all glazing within the premises using a detergent solution, squeegee blade and chamois, ensuring windows are left clean and dry and free of cleaning marks.

3.1.17 POLISH GLAZING - cleaning of all glazed areas and mirrors, using an appropriate glass cleaner and cloth, ensuring these are left free of cleaning marks.

3.1.18 DISINFECT DRAINS - apply appropriate disinfectant to all drains to prevent build up of smells.

3.1.19 CLEAR DRAINAGE GULLEY AND GRILLES - scrub all drainage channels and grilles with disinfectant solution and remove all particles of hair, grease and other material from the drain cover to ensure efficient drainage and absence of odours.

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SECTION FOUR : HEALTH AND SAFETY IN EMPLOYMENT

4.1 The Contractor and any Sub-contractors employed shall during the term of this contract comply in every respect with the requirements of the Health and Safety in Employment Act 1992.

This includes complying with relevant codes of practice, good house-keeping, adopting safe working procedures and preventing casual access to the site so that no person is harmed.

4.2 The Contractor and Sub-contractors employed shall have in place and operating a Safety and Health Policy and Procedures in accordance with the Health and Safety in Employment Act 1992. Contractors and Sub-contractors employed shall submit a copy of their Safety and Health Policy and Operating Procedures, if requested by the Engineer.

4.3 The Contractors and Sub-contractors employees shall have the necessary knowledge and experience for the safe operation of any plant, tools, equipment, materials, methods, procedures, tasks and safety requirements associated in executing the contract works.

Proof of training, experience and qualifications for employees engaged on the contract works shall be supplied if requested by the Principal.

4.4 The Contractor shall take all practicable steps to ensure that people on the site of the contract works, including employees of the Principal, Contractor(s), Sub-contractor(s), callers, visitors and the general public are not harmed by any hazard that is or arises on the site of the contract works or as a result of executing the contract works.

4.5 The Contractor shall undertake to comply with any direction or requirement of the Principal in relation to the implementation of all practicable steps as required by the Health and Safety in Employment Act 1992.

4.6 Failure to comply with the provisions of these clauses will constitute grounds for the Principal to issue either a stop work notice or terminate the contract.

4.7 The Contractor shall submit with their tender proposed methods and or procedures to avoid, control or minimise the known identified hazards and significant hazards for the contract works scheduled in Clause 6.9.

4.8 The Contractor shall also submit any other known hazards or significant hazards, associated with the site and execution of the contract works, based on previous experience.

4.9 The following hazards have been identified at the site under which the contract works are to be executed:

4.9.1 Significant Hazards

Overhead power cables

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4.9.2 Hazards

i) Height of windowsii) Operational machinery

4.10 The following hazards have been identified relating to the execution and operation of the contract works:

4.10.1 Significant Hazards

i) Chemicals employedii) Machinery employediii) Wet or polished floors

4.10.2 Hazards

Nil

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HEALTH AND SAFETYHAZARD IDENTIFICATION, ANALYSIS AND CONTROL

CONTRACT NO. CT57-15EKETAHUNA BUILDING CLEANING

1. Hazard _____________________________________________________

_______________________________________________________________

2. Elimination: Yes/No Detail: _____________________________

_______________________________________________________________

_______________________________________________________________

3. Isolation: Yes/No Detail:_______________________________

_______________________________________________________________

_______________________________________________________________

4. Minimisation: Yes/No Detail: ______________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Confirmed by: ___________________________ Date: _____________

Position: ____________________________ Date: _____________

Company Name: ______________________________________________

TO BE ATTACHED TO FORM OF TENDER

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APPENDICES

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Appendix I

Eketahuna Service Centre/Library

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Eketahuna Community Centre

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War Memorial Hall

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Eketahuna Public Toilets

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Domain Toilets

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Appendix IIASSET MANAGEMENT DEPARTMENTEKETAHUNA BUILDING CLEANING AUDIT

Contractor: _____________________ Contract No: Date: _________

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Facility Name: ______________________ Location: _______________________

Auditor: ___________________ Contractor’s Representative:_______________

A. FIXTURES D. SURFACES

In Compliance In ComplianceYes No Yes No

1. W.C. Bowls 1. Floor 2. W.C Seats 2. Walls 3. Urinal 3. Ceilings 4. Cistern 4. Doors 5. Shower Cubicles 5. Ledges 6. Basin & sink taps E. FITTINGS

7. Disinfect drains 1. Light switches B. CONSUMABLES 2. Door handles 1. Soap 3. Drapes/blinds 2. Toilet Paper 4. Light fittings 3. Hand Towels 5. Refuse bin 4. Deodourisers 6. Ash trays C. POLISH SURFACES F. NON REPORTED1. Windows 1. Faulty taps 2. Mirrors 2. Inoperative lights

3. Damage Comments:

Signed: ________________________ Date: _________________Appendix III

CONTRACTOR’S COMPLAINT FORMMaintenance or Vandalism

REPORT TO : Community Assets Manager

DATE NOTIFIED : _______________

CONTRACT NO : _______________

COMPLEX : __________________________________________

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PERSON REPORTING : ___________________________

CONTACT NUMBER : _______________

Brief Report:

Signed: __________________

Date: ____________

Office use onlyAction taken:

Signed: . _________________

Date: ______________

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