• Procedures
• Listing of Contractors
• Tender Procedures
• Contract Conditions
• Contract Administration
• Performance Appraisal
• Miscellaneous

Procedures

• issue written policies and procedures governing the procurement of contract cleaning services
• cover the methods to be adopted in obtaining these services in procedures and instructions
• regularly review/update these procurement policies and instructions

Listing of Contractors

• establish a formal system for registration of cleaning contractors
• define registration criteria made known to all potential applicants
• monitor the additions to and deletions from the contractor's list

Tender Procedures

• establish procedures for:
  • tender invitation
  • tender opening
  • tender evaluation and negotiation
  • tender selection
• prepare a set of comprehensive tender documents for each contract
• notify unsuccessful bidders of the tender result
• allow, in procedures, for emergency situations where the normal tendering arrangements may not be appropriate

Contract Conditions

• base the contract agreement on standard contract terms
• detail the service requirements in the contract terms
• provide for variation of service conditions in the contract terms
• provide for deductions and withholding of payment for unsatisfactory service in the contract terms
• contain suitable termination provisions in the contract
• contain appropriate conditions to enable extension of time in the contract
• make adequate provision for insurance or other forms of risk cover
• contain probity warnings dealing with corruption and conflict of interest in the Conditions of Tender and the contract

Contract Administration

• issue clearly written instructions to the contractor detailing the scope and quality of services required
• checked the contractor's bills against inspection and other records prior to payment
• establish system of supervision and inspection
• maintain records inspection and meeting

Performance Appraisal

• establish formal performance appraisal system
• prepare evaluation reports in a standard format and subject them to review
• securely held the records of performance to prevent tampering
• establish a disciplinary system to enforce the contract provisions (such as a demerit system)

Miscellaneous

• make known to all contractors the policy on conflict of interest and staff acceptance of advantages
• provide independent checks and balances by segregation of duties
• regularly transfer staff members for career development and to minimise the potential for syndicated corruption