Schedule of duties

1. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
SCHEDULE OF DUTIES
Institute
42 Atkinson Ave
Otahuhu
02 April 2017
Description Frequency
GLASS CLEANINGGLASS CLEANINGGLASS CLEANINGGLASS CLEANING
Spot clean and remove finger marks etc. from all glass panels and internal glass partitions
and mirrors etc.
Weekly
Spot clean entrance glass doors on both sides to remove finger marks etc Weekly
Entrance glass on door to be washed both sides squeegee dried and polished, cleaned of
all marks and dust etc.
Weekly
GENERAL CLEANINGGENERAL CLEANINGGENERAL CLEANINGGENERAL CLEANING
Reception area, counter, desk, tables, chairs, ledges and sills etc, to be kept clean and
dusted.
Each Visit
Remove glasses and/or cups from desks to kitchen area Each Visit
Exterior entrance door area to be swept where required, cobwebs removed from front
entrance door and surrounds
Each Visit
Lift door and fronts, buttons etc to be cleaned and polished care being taken to remove
all soiling and finger marks
Each Visit
Inside of lifts to be thoroughly cleaned, mirror glass to be polished, buttons to be cleaned
with specific care being taken to remove any soiling and finger marks.
Spot clean marks and fingerprints from around light switches, door jambs and push plates
etc. All walls and partitions to be checked for scuff marks and finger prints and cleaned
as required.
Weekly
Ledges, sills and other fittings on stairs and landings to be kept clean and free from dust
and soiling.
Weekly
Stainless steel hand rails on stairs to be cleaned and polished with a stainless steel cleaner Weekly
Dust and spot clean desks (for security reasons desks that are busy or cluttered can only
be spot dusted). Documents on desks will on no account be moved or disturbed unless
advised to contrary
Weekly
Desks and other horizontal surfaces that are left cleared to be cleaned of all marks and if
possible damp wiped.
Weekly
Telephone cradles and handsets to be cleaned and polished, removing all dust and
marking as is practicable.
Weekly
Computer monitors, screens, keyboards and under keyboards, filing trays etc. to be
dusted with a static duster, as far as is practicable. Keyboard and mouse will not be
Weekly

2. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
cleaned other than with a static duster unless prior arrangement has been made with our
office.
Dust and clean all ledges, sills and other horizontal surfaces up to two metres, particular
attention to be given to window sills, door trims and other areas that collect dust, picture
frames, skirting’s, water cooler, fire extinguishers, photocopier and fax machines, filing
cabinets, heaters, air-conditioning vents and other office equipment, etc.
Weekly
All furnishings to be checked for fluff, dust, and finger marks, upholstered chairs to be
vacuumed as required. Splayed legs on office chairs to be damp dusted.
Weekly
All fire equipment and similar fittings to be cleaned of dust and debris. Weekly
Walls, ledges and sills 2 metres and above to be checked for dust and cobwebs, etc. Monthly
All high walls, ceilings, corners and edges to be cleaned of cobwebs dust and marks etc. Monthly
CARPETED AND HARD FLOORSCARPETED AND HARD FLOORSCARPETED AND HARD FLOORSCARPETED AND HARD FLOORS
All carpeted floor in offices and heavy use service areas to be spot vacuumed only,
removing obvious debris from carpets in main thoroughfares.
Each Visit
All carpeted and hard floor areas to be thoroughly vacuumed and/or swept, care being
taken that all fluff, dust, and other debris is removed from under desks etc. and that edges,
ledges and corners are kept free from fluff or dust build up.
Weekly
Special attention to be given to hard to reach areas such as edges, planters, sides of
desks, cabinets, corners, and around skirting boards etc. to remove any fluff, dust or
debris.
Weekly
All hard floor surfaces to be washed with a bio-degradable, ECNZ and NZFSA approved
PH Neutral detergent
Each Visit
KITCHENKITCHENKITCHENKITCHEN
Floors in kitchen to be swept and hot washed with a bio-degradable, ECNZ and NZFSA
approved, non-slip PH Neutral detergent, care being taken that all edges and corners are
kept clean and free from all soiling and dirt build up etc.
Each Visit
Clean and wipe kitchen bench top and surrounds. Each Visit
Sink to be wiped clean, drain and plug hole to be cleaned of marks and soiling. Scrub
clean drain as required to remove staining.
Each Visit
Wipe down all tables and chairs, removing any drink rings, splash marks and food debris. Each Visit
Remove marks from cupboard doors and drawer fronts etc. Each Visit
Empty and clean rubbish bin, inside and out. Replace liner if necessary. Each Visit
Walls around rubbish bin and sink bench to be washed to remove splashes and stains etc. Each Visit
Clean exterior of fridge, microwave, zip water heater, jug, etc., and any other fixtures and
fittings in kitchen.
Each Visit
Load dishwasher with any dirty dishes, and turn on. Each Visit
Wipe out inside of microwave oven, removing any build-up of soiling etc. Weekly

3. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
TOILET AREASTOILET AREASTOILET AREASTOILET AREAS
Floors in toilets to be swept and hot washed with bio-degradable, ECNZ and NZFSA
approved, non-slip PH Neutral detergent, care being taken that all edges and corners and
areas behind doors are kept clean and free from all soiling and dirt build up etc.
Each Visit
Toilet pans, seats and bowls, urinals etc., to be scrubbed clean on all surfaces inside and
out with our ECNZ licenced Washroom Cleaner.
Each Visit
Wall around hand dryers and/or towel dispensers to be washed to remove splash marks
and soiling.
Each Visit
Spot clean marks from partitions, walls and doors. Each Visit
Hand basins to be cleaned and polished including around and behind all taps and fittings
and vanity tops etc.
Each Visit
Mirror glass to be cleaned and polished. Each Visit
Damp dust all horizontal surfaces and ledges, etc. Each Visit
All pipes, fittings, walls, tops of towel dispensers and toilet brush dispensers etc., to be
kept clean and free of dust or fluff build up.
Each Visit
Washroom consumables to be checked and replaced as required. Each Visit
Shower cubicles to be scrubbed clean on all surfaces, as required. Each Visit
RUBBISH DISPOSALRUBBISH DISPOSALRUBBISH DISPOSALRUBBISH DISPOSAL
All waste baskets and or bins to be emptied and along with other rubbish and litter, put
into waste sacks for disposal, subject to instructions.
Each Visit
Remove rubbish to collection point. Each Visit
Replace bin liners. As Required
Wherever possible, all chemicals used in our cleaning processes are environmentally friendly
and readily bio-degradable with zero VOC’s (Volatile Organic Compounds).
They have been certified by Environmental Choice NZ (ECNZ) and are approved by the New
Zealand Food Safety Authority (NZFSA).
Under no circumstances will harsh chemicals and/or disinfectants be used by us without prior
consent, nor will products be used that have not passed ECNZ’s rigorous checks.
Please note: this schedule is not a confirmation that the service we provide for you is ECNZ
Licensed. If you wish to become part of our ECNZ License Program please speak to one of
our representatives.

4. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
NOTES, EXCLUSIONS & EXTRA SERVICES
IMPORTANT NOTESIMPORTANT NOTESIMPORTANT NOTESIMPORTANT NOTES –––– Please instruct your staff to be aware of these points:
All rubbish must be either in bins or clearly marked as rubbish for removal
Please do not leave paper work or articles on top of waste bins unless they are intended for disposal.
We cannot be held responsible for articles left in these areas which have been disposed of.
We cannot be held responsible for articles placed in the rubbish by your staff which may leak. Please
ensure nothing wet is placed into bins as liners are not water-tight. Please instruct all your staff to be
aware of this situation.
Please contact us if you are interested in our “Eco Assessment” of your premises, including suggestions
on recycling, etc
AREAS NOT COVERED IN THIS SCHEDULEAREAS NOT COVERED IN THIS SCHEDULEAREAS NOT COVERED IN THIS SCHEDULEAREAS NOT COVERED IN THIS SCHEDULE
Any extra time spent cleaning up after parties/functions.
Any hand washing of dirty dishes
EXTRA SERVICESEXTRA SERVICESEXTRA SERVICESEXTRA SERVICES –––– AVAILABLE ON REQUESTAVAILABLE ON REQUESTAVAILABLE ON REQUESTAVAILABLE ON REQUEST
ECNZ Licensed Program – be one of our elite and go through the accreditation process
All washroom sanitising systems: - Sanitary Disposal Units
- Digital Air Fresheners
- Toilet and Urinal Auto Sanitizers
Specialised bins and paper boxes for recycling of all types of rubbish
Windows washed squeegee dried and polished inside & out
Water blasting and Chem-wash of all types of external surfaces
Strip, resurface and resealing of a variety of hard floors
Carpets steam cleaned and deodorised; stain removal or spot clean as required. We can also give your
chairs the same treatment.
Full pest control service available
Specialised cleaning of keyboards, mouse and computer screens
All kinds of spring cleaning, fridge, cupboards and drawers etc. can be cleaned on the inside if required
from time to time.
Expert advice and supply of all your matting requirements, including the fitting of and maintenance advice
We also offer a special service for the removal and supervised destruction of confidential or sensitive
material.

5. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
PRICING
Institute
42 Atkinson Ave
Otahuhu
17 March 2017
To cleaning of premises once weekly, as per attached schedule
Cost Per Week $405.00
Per Calendar Month $1755.00
Initial/Extra Cleaning, flat rate per man hour* $38.00
Prices quoted are exclusive of GST
** Prices are valid for six weeks from above date.
* We suggest a certain amount of initial cleaning may need to be undertaken to return premises to a high
standard of cleanliness, and/or from time to time extra cleaning may be requested. This additional type of
work we would charge only by the time taken.
We also highly recommend your tiled floor areas be acid washed from time to time. Tiles are very porous
and therefore will absorb dirt and grime. Acid washing will restore the tiles, will help maintain the look and
considerably extend the life of the floor. Please contact us for a quotation.
We also highly recommend your vinyl floor areas be stripped and resealed from time to time. This process
will not only restore the surface, it will help maintain the look and considerably extend the life of the floor.
Please contact us for a quotation.
Our price is complete and covers all direct labour costs, accident compensation, public risk insurance and
all cleaning materials and equipment to effectively perform the stated duties to a professional standard.
Not included in the price: Consumables such as tidy liners, rubbish bags, soft soap, toilet rolls etc. These
will be provided if and as required and charged at nominal rates.

6. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
TERMS AND CONDITIONS OF TRADE
1. PERIOD OF CONTRACT:
The Contract shall be for a period agreed to by both parties,
(minimum of 12 months) and will then roll over month by month,
remaining in effect for as long as the work continues, subject to
conditions below. However in the event of non-performance the
contract may be terminated by either party giving one calendar
months’ notice of intent or payment in lieu of, provided that the
Company has been given reasonable opportunity to rectify the
cause for complaint.
2. PRICE STRUCTURE:
The accepted price will be complete and cover where and when
applicable, all direct labour costs, sick pay, annual leave, accident
compensation, public risk insurance and with the exception of
extras, all cleaning materials and equipment to effectively perform
the stated duties to a professional standard.
3. VARIATIONS:
The contract price is subject to rise and fall by reason of variation
in the rates payable due to any award judgement, determination
order or rule of court, statutory tribunal or authority, or any
increase or decrease in the work involved, but only after due
consultation with all parties concerned.
4. COSTING STRUCTURE:
All our costs are worked out on a per annum basis then divided
by twelve to achieve a regular calendar month charge rate. Our
costs per annum take into account the non-cleaning of areas
during statutory holidays, etc. We reserve the right to increase
the contract price annually by at least 2% or to keep in line with
inflation. Where there has been necessity to quote a job prior to
completion of building we reserve the right to review the costing’s
after an initial settling in period of one month.
5. HOLIDAYS:
Unless specifically mentioned in the maintenance specifications,
the frequency of service will exclude statutory or public holidays.
Where such holidays occur, these have been taken into account
when quoting so no discount is given for work not undertaken on
these days. However if work is required to take place on
designated Public Holidays this is charged at double time.
6. MATERIALS:
All materials and equipment necessary to perform the work will
be provided by ourselves, the exception will be extras such as
Rubbish Saks, Bin Liners, Toilet paper, Soap and Hand-towels
etc. However, these will be supplied if required and charged at
ruling rates.
7. PERSONNEL:
Because we consider the security of our clients business of prime
importance, we take great care in the selection, checking, training
and supervision of all staff and contractors for whom we provide
work. However we do respect our client's right to reject any of
our personnel without reason and on receipt of such a rejection
we agree to replace that persons or persons forthwith.
8. PAYMENTS:
Accounts for work will be submitted monthly on the 20th day
of the current month, and are payable by the 20th of the
following month. Unless otherwise agreed, you are required
to complete a Direct Debit form for the monthly cleaning
payments, as governed by the conditions detailed in the
Direct Debit Authority form.
9. LATE PAYMENTS:
Any amounts still unpaid after 30 days (following completion
of the months’ work) will be subject to 5.0% compounding
interest for each month or part thereof, that the amount
remains unpaid. If any account is in arrears for 3 months or
longer we reserve the right to stop the cleaning without notice
until all monies have been paid in full. Once the account is
paid we will re-commence cleaning.
10. TERMINATION OF CONTRACT:
After the expiry of the initial contract period the contract may
be terminated by either party giving one calendar months’
notice of intent in writing or payment in lieu. In the event of
non-performance the contract may also be terminated by
either party giving one calendar months’ notice of intent or
payment in lieu of, provided that the Company has been given
reasonable opportunity to rectify the cause for complaint.
11. HEALTH & SAFETY:
In accordance with Health & Safety law, there are three
parties that have responsibilities. Please refer to our Health
& Safety Policy included in this document for further
information.
We require you supply us with your own Health & Safety
policies and procedures, hazards register and any other
information in order to maintain a safe working environment
for cleaning contractors. These details must be provided, in
written format, prior to commencement of any work.
12. ACCEPTANCE CONDITIONS:
Upon commencement of work you are agreeing to all these
terms and conditions. You are agreeing to pay your account
by the due date, as aforementioned. If you have any dispute
you need to inform us within 24 hours or as soon as possible
in the next working day that there is a problem. The
undisputed portion of the account is still payable. If you do
not pay your account by the due date you may be liable for
all costs of recovery and collection.

7. This document contains privileged and confidential information intended only for the use of the addressee as named
above. You are hereby notified that any use, dissemination, distribution or reproduction of this document is prohibited.
THE AGREEMENT
Declaration:
I, ………………………………………………………………………..........................
(name):
agree to be bound by and comply with all terms and conditions as detailed in
this proposal.
I also agree to provide EcoPro with those Health & Safety policies and procedures that are
specific to working on our site, Hazards Register and Emergency Evacuation procedures.
Signed: ………………………………………………………………………….
Company: ………………………………………………………………………….
Position: ………………………………………………………………………….
Date: ………………………………………………………………………….
Required Start Date: ………………………………………………………………………….