VILLAGE OPS - Accommodation - Village Scope Audit

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BMA - ACCOMMODATION ADMINISTRATION AND CONTROL

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Single-Person Quarters

Accommodation in the AV must be on the basis of one occupant to a room. A room must be allocated to the resident for the duration of their booking.
The Contractor must not provide a wet canteen serving alcohol unless directed in writing by Company’s Representative.

Contractor-Supplied Items

(a) The Contractor is responsible for the initial supply to each room (and for ongoing replacement as required) of the items listed below. Bedding including linen must be sized to suit furniture and furnishing. The standard and quality of these items must be nominated by the Contractor and must be submitted to the Company’s Representative for approval prior to supply.
i) a door mat;
ii) one mattress protector;
iii) two blankets or one doona complete with cover;
iv) two bed sheets (one fitted)
v) two pillows;
vi) two pillow slips;
vii) two towels;
viii) one wastepaper bin complete with plastic liner;
ix) replacement pillows as required; and
x) toilet brush and holder.
(b) Residents can request, and the Contractor must supply, additional blankets in response to adverse climatic conditions.

Accommodation Administration

(a)The Contractor must provide a fully resourced administrative service at the AV to manage the accommodation Occupied Room records and overall operation of the AV.
(b)The Administrative Office at the AV must generally operate between the hours of 05:00am to 09:00 pm on all days.
(c) The Contractor must nominate personnel who are available for after-hours enquiries. Information relating to after-hours services must be displayed on the administration office door and notice-boards.
(d)The Contractor must supply and maintain on Site a computer-based accommodation record system for the purpose of monitoring and reporting on the AV’s occupancy. The Company may require the Contractor to use or interface with the Company’s booking system. Reports must include but not be limited to, the following:
i) resident names, site and arrival and departure dates;
ii) a daily movements register, which must record resident’s names, employers names, the total of that employer’s employees in residence, the total occupancy of residents, together with arrivals and departures for each days as verification of Occupied Rooms for billing purposes; and
iii) a room allocation record indicating occupancy status and , if occupied:
A. the name of the resident;
B. whether the resident is on R & R;
C. male or female; and
D. indicating non-arrivals;
(e)The Contractor must provide a visual display on the wall of the admin office representing the correctly numbered layout of accommodation areas.
(f) The Contractor must perform a monthly reconciliation of all accommodation, and issues related to catering, maintenance, recreation, environment etc as well as any back charges.
(g)The Contractor must ensure there is sufficient equipment, functionally capable software and stationery necessary to undertake the accommodation administration Services as described. The Contractor must provide accommodation reports to the Company’s Representative on a weekly basis or as requested by Company’s Representative.
(h)The Contractor must ensure that all vacated rooms are serviced and readied for occupation without delay to ensure optimised accommodation availability.

Arrival Procedure

(a) At the time of arrival and booking into the AV, each new resident must sign a registration form stating his/her name, employer and which Company site or facility the resident is working at or visiting and indicate the likely duration of stay.
(b) The Contractor must not provide accommodation to any person without prior written authorisation from the Company in the form of the Company’s standard booking request form.
Failure to provide such information will exclude them from access to accommodation at the village.
(c) After signing the registration form, each new resident must be issued with a set of AV rules and regulations together with a room key and identification disc indicating AV residency. Permanent residents returning from a temporary departure must re-register in order to obtain the room key and identification disc.
(d) All rooms must be inspected by the Contractor prior to occupancy to ensure that all furniture and fittings are in good condition and that the room is clean and fitted out correctly. The Contractor must ensure that all defects are noted and rectified.

Departure Procedure

(a) Upon permanent departure from the AV, all personal belongings must be removed by the departing resident and the key and identification disc returned to the AV office, whereupon the resident must be issued with a booking-out slip.
(b) Upon temporary departure from the AV, all personal belongings may be left in the room; however the resident must return the key and identification disc to the AV office. When rooms are permanently vacated by a resident, an inspection must be carried out by the Contractor and the Contractor must record any damage, additional cleaning requirements or missing items. This must be reported to Company’s representative to agree on what the course of action required to bring the room back to a standard acceptable to Company. Any repairs required to a room or fixtures with the exception of those items specified elsewhere in this Contract will be at Company’s expense.

Room Keys and Identification Disc

(a)The doors of all rooms must be individually keyed under a master key system. The Contractor is responsible for the production and cost of any further key requirements and for the full cost of all identification discs.
(b)The Contractor can request reimbursement from residents for the replacement of lost room keys and identification discs. The reimbursement cost must not exceed $50 at any one time and it is the Contractor’s responsibility to recover this cost.

AV Rules and Regulations

(a)The Contractor must produce a set of AV rules and regulations (“AV Information and Guidelines”) for approval by the Company’s Representative. These AV Guidelines must nominate the available facilities, various functions, and the times of the AV operations, fire and safety procedures, the expected behaviour of residents and the processes of disciplinary action. The guidelines must be issued to each new resident, along with a room condition appraisal to be signed by each new resident as accepted.
(b)Emergency procedures and key contacts must be fixed to the rear of each bedroom door.
(c) The Contractor must provide all incoming resident with an induction and information pack which must include all information pertaining to:
i) services and facilities at the village;
ii) above mentioned AV Guidelines;
iii) arrangements for the dining room;
iv) laundry; and
v) recreation facilities.
(d)All in-doors facilities within the village complex must be designated non smoking and relevant State Anti-Smoking legislation must apply.

Accommodation Reporting

(a) The Contractor must provide a weekly report for the AV to the Company’s Representative. This report must summarise all activities for the week and must indicate current occupancy, the movement of residents and available accommodation and must also highlight any problems, anticipated or otherwise. This report must also include the number of “walk-ins”, “no shows”, “overdue departures” or “early departures” for the previous week, reported by mine site or user group. The weekly report must contain a forecast of the next week’s expected occupancy and activities.
(b) The Contractor must break down each report by Company User Group (eg Mine site), purchase order numbers, Company Users and Company Approved Subcontractors.
(c) The Contractor must ensure reports provide all required information on a daily, weekly, monthly, quarterly and annual basis.
(d) The Contractor must submit daily occupancy reports with sufficient detailed data to the Company’s Representative by 9:00am on week days. The daily occupancy report must include details of the number of “walk-ins”, “no shows”, “overdue departures” or “early departures” for the previous day. Weekend detailed data for occupancy on Friday, Saturday and Sunday evenings must be provided to Company by 9.00 am on the Monday following the relevant weekend.

Safety Reporting

(a) The Contractor must submit to the Company’s Representative a weekly and monthly safety report using the template provided by the Company upon request.
(b) The Contractor must provide TRIFR (total recordable injury frequency rate) reports to the Company’s Representative on a monthly basis detailing the12 month rolling average of the Contractor.
(c) The Contractor must utilise monthly manning hours for safety reporting (Contractor hours only).
(d) The Contractor must supply detailed Safety Observations (SOPs) via Company supplied FPE program as required.
(e) The Contractor must provide all reporting as required under the Contractor Management requirements.
(f) The Contractor must provide to the Company detailed reporting from self audits including corrective actions and close out statistics.
(g) The Contractor must supply to the Company detailed reporting of any incidents including equipment or property damage, theft or other such significant incidents within 24 hours of occurrence.
(h) The Contractor must immediately report any serious injury to a person to the Company. Serious disruption to camp operations must also be reported immediately.

Resident Feedback Reporting

The Contractor must provide a detailed monthly report to the Company’s Representative on all resident’s feedback. The resident’s feedback report must include percentage ratings for positive and negative feedback as well as a detailed report on corrective actions and time for close out of these actions.

Room Notices/services Directories

The Contractor must provide and display the following notices in each room:
(a) AV Guidelines;
(b) emergency contact points and room telephone numbers;
(c) fire and emergency evacuation muster points and security procedures; and
(d) any specific service disruption notice the Company may request be displayed for the general information of residents.

Rooms Access

The Contractor must implement effective measures to ensure that the only persons permitted to enter the AV rooms, other than the resident are:
(a) other AV residents, as the guest of the room resident;
(b) the Accommodation Manager and other Contractor personnel whilst engage in performing the Services;
(c) the Company’s representative and other authorised personnel;
(d) in the event of any emergency, personnel authorised by the Contractor; and
(e) other persons authorised by statute.