Schedule 1
Description of Services
Contract Management and Personnel
Start Date | Reference Schedule 2 clause 1 |
End Date | Reference Schedule 2 clause 1 |
Renewal | Enter details if renewal is relevant. The Buyer may renew this Contract up to Insert number times for an additional period of Insert length of renewal OR not applicable. | Reference Schedule 2 clause 1 |
Contract Managers
Reference Schedule 2 clause 4
| Buyer’s Contract Manager | Supplier’s Contract Manager |
Name: |
Title / position: |
Address: |
Phone: |
Email: |
Addresses for Notices
Reference Schedule 2 clause 15
| Buyer’s address | Supplier’s address |
For the attention of: |
c.c. Contract Manager |
Delivery address: |
Postal address: |
Email: |
Supplier’s Approved Personnel
Reference Schedule 2 clause 2.5
[OPTIONAL] | Approved Personnel |
Name: |
Position: |
Specialisation: |
Copy set of three rows and paste to add more Approved Personnel. Approved Personnel should only be listed where the specific personnel are required to perform the Services
Supplier’s Approved Sub-contractor
Reference Schedule 2 clause 7
[OPTIONAL] | Approved Sub-contractor |
Name: |
Position: |
Specialisation: |
Copy set of three rows and paste to add more approved subcontractors
Description of Services
[Insert a comprehensive and concise description of the Services to be provided. Use the headings as guidance and the questions as prompts]
Context [optional]
Describe the background to the Services
What are the overarching goals, objectives and outcomes you want to achieve?
Description of Services
What is the nature of the Services?
How should the Services be delivered?
[Refer to any proposal prepared by the Supplier if this helps describe any aspects of the Service]
[Include details of any meetings that will form part of the Services and that the Supplier must attend]
Deliverables and Milestones
What are the key Deliverables or outputs?
What are the specific tasks the Supplier must complete?
[If appropriate – include details of the Records that the Supplier must transfer to the Buyer during the term of the Contract, or at the end of the Contract]
Note: the table below is a suggested approach and can be amended to suit. It may be included in this section, or the Invoices section.
Deliverable/Milestone | Performance Standards | Due date | Invoice date [Option, if different from due date] | Amount payable (exc GST) |
Insert specific Milestones to be achieved | Insert the quality or standard or key performance indicator required | Select date for completion of Milestone | Select date for invoice | $Insert amount of instalment payable on successful completion of Milestone |
Insert specific Milestones to be achieved | Insert the quality or standard or key performance indicator required | Select date for completion of Milestone | Select date for invoice | $Insert amount of instalment payable on successful completion of Milestone |
Insert specific Milestones to be achieved | Insert the quality or standard or key performance indicator required | Select date for completion of Milestone | Select date for invoice | $Insert amount of instalment payable on successful completion of Milestone |
Insert specific Milestones to be achieved | Insert the quality or standard or key performance indicator required | Select date for completion of Milestone | Select date for invoice | $Insert amount of instalment payable on successful completion of Milestone |
Total (excl GST) | $Insert total |
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Example
Deliverable/Milestone | Performance Standards | Due date | Invoice date | Amount payable |
1. Develop training module on health & safety for staff. | In accordance with the Health and Safety at Work Act 2015 and good practice | 20 April 2012 | | $2,500 |
2. Delivery of training to 20 staff. | Two full training sessions of 10 staff each | 30 May 2012 | | $3,000 |
3. Evaluation of training outcomes and end of contract report. | 90% of staff rating training as ‘good’ to ‘excellent’ | 30 June 2012 | | $1,000 |
| | | Total (exc GST) | $6,500 |
Filling out the performance standards column
Ask yourself:
What quality standards apply to the deliverable or milestone?
How will these be measured?
When will they be measured and by whom?
What are the key performance indicators that describe the quality standards?
Specific code of conduct / policies/ health & safety / protective security / legislative requirement
Reference any specific code of conduct (other than the Supplier Code of Conduct, which is already referenced in clause 2.4 of Schedule 2), policies, health & safety, protective security or legislative requirement the Supplier must be aware of in providing the Services. These can be noted in the ‘Attachments’ box at the end of Schedule 1.
[Attach a copy and/or provide web address where the document can be located.]
Supplier’s Reporting Requirements
Reference Schedule 2 clause 5.2
Report to: | Description of report | Due date |
Contract Manager | Interim progress report |
| Monthly progress report |
| Project completion report |
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Charges
The following section sets out the Charges. Charges are the total maximum amount payable by the Buyer to the Supplier for delivery of the Services. Charges include Fees, and where agreed, Expenses and Daily Allowances. The Charges for this Contract are set out below.
Fees
Reference Schedule 2 clause 3
The Supplier’s Fees will be calculated as follows: [Choose one option, insert relevant details and delete remainder]
[If the currency is not NZD clearly state the agreed currency]
Fixed Fee
A fixed Fee of $Fixed fee amount excluding GST.
OR
Hourly Fee Rate
For each hour worked an Hourly Fee Rate of $Hourly rate fee excluding GST, up to a total maximum of $Maximum fee excluding GST.
If the Supplier reaches the total maximum without completing the Services, the Supplier is required to complete the Services without further payment, unless otherwise agreed in writing.
OR
Daily Fee Rate
For each day worked a Daily Fee Rate of $Daily fee rate excluding GST, up to a total maximum of $Maximum fee excluding GST. One day's work is defined as eight hours. If the Supplier works less than a full day the Fee shall be calculated based on the time worked at the agreed Daily Fee Rate; that is, (Daily Fee Rate ÷ 8) x hours worked.
If the Supplier reaches the total maximum without completing the Services, the Supplier is required to complete the Services without further payment, unless otherwise agreed in writing.
OR
Individual Personnel Rates and/or Approved Personnel Rates
Hourly/Daily Fee Rate for each of the Specialist/Approved Personnel set out below, up to a total maximum of $Maximum fee excluding GST, in accordance with the following table of rates.
The Supplier’s Approved Personnel are named individuals approved by the Buyer, as stated above. [Choose ‘Specialist’ if there are no Approved Personnel]
Specialist or Approved Personnel | Hourly/Daily. Fee Rate (exc GST) | Total hours/days. | Total Fees |
Insert required specialisation or name of Approved personnel | Insert hourly or daily rate as applicable | Insert total maximum chargeable hours/days | $Insert total maximum charge for fees |
Insert required specialisation or name of Approved personnel | Insert hourly or daily rate as applicable | Insert total maximum chargeable hours/days | $Insert total maximum charge for fees |
Insert required specialisation or name of Approved personnel | Insert hourly or daily rate as applicable | Insert total maximum chargeable hours/days | $Insert total maximum charge for fees |
Insert required specialisation or name of Approved personnel | Insert hourly or daily rate as applicable | Insert total maximum chargeable hours/days | $Insert total maximum charge for fees |
Total chargeable hours/days | Insert total |
Total chargeable Fees (excluding GST) | $Insert total |
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Expenses
Reference Schedule 2 clause 3
[Choose one option, insert relevant details and delete remainder]
[If the currency is not NZD clearly state the agreed currency]
No Expenses are payable.
OR
Actual and reasonable — general Expenses
The Buyer will pay the Supplier's actual and reasonable Expenses incurred in delivering the Services up to a total maximum amount of $Total maximum amount excluding GST provided that:
the Buyer has given prior written consent to the Supplier incurring the Expense
the Expense is charged at actual and reasonable cost, and
the claim for Expenses is supported by GST receipts.
OR
Actual and reasonable — specified Expenses
The Buyer will pay the Supplier's actual and reasonable Expenses incurred in delivering the Services up to the total maximum amounts stated below, provided that the claim for Expenses is supported by GST receipts.
Item of Expense | Number of items | Cost (exc GST) | Total max cost (exc GST) |
Accommodation | Number of nights | $Cost per night | $Total cost |
Meals | Breakfast, lunch, and dinner | Number of days | $Total cost |
Airfares | Number of return flights | $Cost per flight | $Total cost |
Taxi fares | n/a | n/a | $Total cost |
Mileage for vehicle | n/a | n/a | $Total cost |
Printing costs | Copies | $Amount per item | $Total cost |
Total maximum Expenses (excluding GST) | $Overall total cost |
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Daily Allowance
Reference Schedule 2 clause 3
[Choose one option, insert relevant details and delete remainder.] [If the currency is not NZD clearly state the agreed currency]
No Daily Allowances are payable.
OR
The Supplier is entitled to charge the following Daily Allowances:
A fixed Daily Allowance to cover accommodation, meals and incidentals, calculated as stated below. The Supplier is not required to provide receipts for Daily Allowances.
Daily Allowance item | Number of days | Rate | Total |
Accommodation | Number of nights | Rate each night | $Total cost |
Breakfast | Number of breakfasts | Rate | $Total cost |
Lunch | Number of lunches | Rate | $Total cost |
Dinner | Number of dinners | Rate | $Total cost |
Total maximum Daily Allowances | $Overall total cost |
Invoices
Reference Schedule 2 Subject to clauses 3 and 11.7
The Supplier must send the Buyer an invoice for the Charges at the following times:
[Choose one option, insert relevant details and delete remainder]
[If the currency is not NZD clearly state the agreed currency]
On completion of the Services.
OR
At the end of the month, for Services delivered during that month.
OR
On the following dates subject to completion of the relevant Deliverables/Milestones.
Deliverable/Milestone | Due date | Amount due (exc GST) |
Insert specific Deliverables/Milestones to be achieved | Completion date for Deliverable/Milestone | $Insert specific Deliverables/Milestones to be achieved |
Insert specific Deliverables/Milestones to be achieved | Completion date for Deliverable/Milestone | $Insert specific Deliverables/Milestones to be achieved |
Insert specific Deliverables/Milestones to be achieved | Completion date for Deliverable/Milestone | $Amount payable on completion of Deliverable/Milestone |
Total (exc GST) | $Overall total |
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Example
Deliverable/Milestone | Due date | Amount due (exc GST) |
1. Development of training module. | 20 April 2012 | $2,500 |
2. Delivery of training to 20 staff. | 30 May 2012 | $3,000 |
3. Evaluation of training outcomes and end of contract report. | 30 June 2012 | $1,000 |
Total (exc GST) | $6,500 |
Address for invoices
Reference Schedule 2 clause 3
| Buyer’s address |
For the attention of: |
Address: |
Other instructions about invoices
For example, contract numbers, name of Buyer’s contract manager, clear description of services.
Insert any special instructions
Insurance
Reference Schedule 2 Clause 8
The Buyer does not require any specific insurance under this Contract other than as specified in clause 8 of Schedule 2. [And delete the wording below]
OR
The Supplier must have the following insurance: [Delete what is not applicable]
Public liability insurance of $Insert figure per claim.
Professional indemnity insurance of $Insert figure per claim and $Insert figure for all claims in the insurance policy period.
Add other insurance specific to the Services [For example statutory liability, motor vehicle etc. Note that the level of insurance cover should reflect the risks of the work being undertaken by the Supplier.]
Conflicts of Interest
Reference Schedule 2 Clause 9
The Supplier declares the following Conflicts of Interest in entering into this Contract and providing the Services:
Insert a description of any Conflicts of Interest [If a conflict of interest is declared, and the Buyer considers that the conflict can be managed, the Buyer must put in place an appropriate conflict of interest management plan.]
OR
[None]
The Supplier declares the following Conflicts of Interest on behalf of its Subcontractors in entering into this Contract and providing the Services:
Insert a description of any Conflicts of Interest [If a conflict of interest is declared, and the Buyer considers that the conflict can be managed, the Supplier must work with the Subcontractor to put in place an appropriate conflict of interest management plan. The Supplier must provide a copy of the management plan to the Buyer, if requested.]
OR
[None]
Changes to Schedule 2 and attachments
None
OR
Schedule 2 of this Contract is amended as follows:
Set out any changes to clauses in Schedule 2 and/or any new clauses that are in addition to Schedule 2
Delete what does not apply.
Attachments
Reference 'Contract documents' described at Page 1
Describe any attachments to this Contract. This includes any specific code of conduct, health & safety, or legislative requirement the Supplier must be aware of in providing the services. Attach a copy and/or provide web address where the document can be located. Otherwise, state ‘None’.
