Security services contract

Summary

This contract offers security services, including static guarding, patrolling, mail scanning, alarm monitoring and alarm response.

Lead agency: Department of Government Services

Conditions of use: Mandatory

Contract reference number: GP-12-2023

Arrangement type: Panel

Start date: 1 November 2024

End date: 31 October 2029

Key benefits

Key benefits of this contract include:

• fair pay for security workers and subcontractors at six percent above the Security Services Industry Award
• the no less favourable mechanism to protect the pay and conditions of security workers
• flexibility to cover a wider range of security services
• supplier choice and competition through a panel arrangement
• ceiling rates for transparent pricing
• defined social procurement commitments
• improved governance and consistency

How buyers join this contract

All materials needed to use this contract are included in the confidential information system.

Buyers follow this process to access confidential information.

How buyers use this contract

Anyone using this contract must follow the rules of use.

Step 1: Review all relevant information

Review the buyers guide in the confidential information system.

Step 2: Identify the services needed

Ensure the services fall within the General Specification service categories.

Step 3: Confirm there are panel suppliers for the services

Find suppliers with service category capability in the local government area needed.

Step 4: Create a Technical Specification

Define the scope of work according to internal requirements.

Step 5: Develop a Risk Management Plan

Review the risks to security staff and prepare a Risk Management Plan.

The preparation of a Risk Management Plan is an SPC Rule of use.

Step 6: Gather remuneration information for the No Less Favourable provisions

Request security staff remuneration information from the incumbent security supplier (if any).

Step 7: Create a Request for Proposal

Complete the Service Request form.

Compile all of the following documents with the form:

• Step 4 Technical Specification
• Step 5 Risk Management Plan
• Step 6 Remuneration information
• Purchaser policies
• Other relevant information
• Request for quotation questions and evaluation criteria
• Purchase Order Contract pricing template (optional)

Step 8: Issue the Request for Proposal and select a supplier

Suppliers respond to the Request for Proposal by completing a Services Proposal form.

Step 9: Execute the Purchase Order Contract

A Purchase Order Contract is formed when the buyer and supplier sign the Services Proposal form.

Step 10: Manage the contract

Provide the supplier and security staff with a copy of the Risk Management Plan and equipment or information required for their role.

Meet with the supplier regularly and manage performance.

If needed, vary the terms of the Purchase Order Contract using the Change Proposal.

Rules of Use

Anyone using this contract must follow the rules of use.

Rule 1: All subcontractors must be approved by the buyer and the Category Manager

For normal operation, buyers must have approved the subcontractor at least one week prior to subcontractor commencement.

For emergency requirements, buyers must have approved the subcontractor within 1 day of commencement.

Follow the subcontractor approval process.

Rule 2: Risk Management Plans are required for all Purchase Order Contracts

Until 18 June 2025, this can be in a form approved by the purchaser.

From 19 June 2025, it must be in the form approved by the Chief Commissioner of Police (form not yet available).

Subcontractor approval

The State is committed to limiting the use of subcontractors. If subcontracting cannot be avoided, it must be approved by both the buyer and the category manager.

Follow these steps to gain subcontractor approval.

Step 1: Supplier confirms a subcontractor is required

Supplier notifies the buyer and category manager of a potential requirement for a subcontractor.

Step 2: Supplier ensures the subcontractor can complete the work

Supplier reviews and assesses:

• capability and capacity to deliver the work
• past performance
• compliance with laws
• compliance with the Portable Long Service Leave scheme
• fair payment of workers

Document and keep a record of the findings.

Step 3: Supplier obtains mandatory supporting documentation

Supplier obtains and assesses:

• security licenses
• insurance certificates
• credit report to assess financial viability

Step 4: Supplier creates a valid contract with the subcontractor

Supplier ensures there is a valid contract between the subcontractor and the supplier.

Contract must meet the requirements of the State Purchase Contract.

Step 5: Supplier provides the State Purchase Contract and Purchase Order Contract to the subcontractor for review

Supplier ensures the subcontractor reviews and understands the requirements and key obligations under the State Purchase Contract and Purchase Order Contract.
Supplier can omit rates.

Step 6: Supplier seeks subcontractor signature

The following signed documents commit the subcontractor to all rights and obligations arising under the Purchase Order Contract and State Purchase Contract (head agreement).

Step 7: Supplier seeks buyer approval

Supplier completes the Notice of Intent form. The term proposed in the Notice of Intent is the term of the subcontractor engagement.

Supplier submits the following subcontractor information to the buyer for review and approval:

• Step 3: All mandatory supporting documentation
• Step 4: Copy of the executed contract
• Step 6: 2 signed documents
• Notice of Intent

Step 8: Supplier seeks category manager approval

Following buyer approval, the supplier completes the Subcontractor Proposal From.

Submit all previous approved buyer documents from Step 7 along with the Subcontractor Proposal Form.

Email: Security services category manager

Step 9: Category manager assessment

The category manager will either approve or reject the application. Once the assessment has been completed, the supplier will receive a notification of the outcome.

Step 10: Subcontractor contract management expectations

If successful, it is the supplier’s responsibility to manage the subcontractor in line with supplier’s performance and compliance management processes and the documentation above.

Supplier should meet with the subcontractor to review performance, manage key performance indicators, and verify that subcontractor staff are being paid correctly.