For the cleaning services company to acquire a tender for a graduation party, it has to have the following legal specifications for it to compete favourably with the rest of contending companies. Firstly, the company ought to ensure that all the business structures are up-to-date (Copeland, Koller & Murrin, 1991). For example, the name of the cleaning agency should be specified and updated in case changes were made because the cleaning services company’s name will be used in various documents and agreements.
If the cleaning company wishes to change its name, its legally accepted unless under several conditions such as using an identical name that is reserved for or registered under another organisation or business. Also, if the name is identical to a name on the national Business Names Register detained by someone else, and when the name is disapproved for registration. For instance, where the name includes the specific word such as ‘trustee’, ‘consumer’, ‘bank’, or is misleading to the public by claiming its connection to the government. Therefore, a company’s name means a lot to its potential clients especially those that want perfection and excellent services. The other business structure they should look into is ensuring the company has an office and a physical address (Nigam & Caswell, 2003). To efficiently establish good negotiations and agreements there should be the presence of a favourable environment to conduct such businesses. A representable office, as well as workers, tells a lot about the company.
Privacy and information management should be on the checklist of enterprises willing to indulge in service offering business. The cleaning services company safeguards its client’s privacy by complying with state and national privacy laws. The company is aware that a graduation party is a family and friends affair and therefore need for safeguarding their client’s personal matters. Protecting customer’s private information is crucial because customers will steadily move to a service provider who can manage information. The cleaning company should be aware of the national and state privacy laws because they dictate how the company should store, dispose and record the data they have of their customers (Sadiq, Governatori & Namiri, 2007). Assured confidentiality gives clients the security they need even to invite them to their homes and mingle with their families.
Risk management is a crucial aspect to consider when selecting a supplier and one that will ensure a good relationship prevails. A company offering cleaning services involves many risks and accidents due to wet floors, handling of furniture, household equipment and even the people themselves. Therefore this particular agency manages the risks, minimises the adverse effects of the risks by transferring them to another person mainly insurance companies, and it also takes full responsibility for the possible consequences. The company is insured under some good insurance company and, readily available to act on compensation in case of an adverse occurrence. Also, the cleaning service company has secured itself from scams especially from workers pretending to be part of the enterprise and willing to provide services at a low price (Medjahed, Benatallah, Bouguettaya, Ngu & Elmagarmid, 2003). Also, when the company is issuing tenders, it ensures there is an e-tendering system that reduces the probability for an individual to present a tender without the proper authority or for someone to falsify a tender using another being’s identity.
Health, Safety and Environment is a requirement by the government that all businesses uphold the HSE laws in their companies and businesses. The cleaning agency recognises its field of work involves supporting high standards of hygiene and cleanliness not only in their working spaces but also the surrounding environment. The company recognises that it has a duty of caring for its workers, clients and the common public (Duijm, Fiévez, Gerbec, Hauptmanns & Konstandinidou, 2008). The cleaning services company deals with health, safety and environmental issues by ensuring they compensate their worker’s on time, they handle their foods appropriately especially when moving and storing them and ensures safety is given priority when cleaning houses and offices. Despite the fact that acquiring guarantees, being members of associations and obtaining insurance being costly, the company has Proof of compliance with the Sectorial Determination for the Cleaning Industry and Proof of Membership of the National Contract Cleaners Association.
Before indulging in the work offered, the cleaning corporation ensures contracts are drafted, and agreements are reached. The contracts and arrangements reduce the probability of their arising confusion and uncertainty between the clients and the company. All contracts signed by the company are legal binding, and in the case of misunderstanding, the contracts can be used to solve the problem (Panayiotou, Gayialis & Tatsiopoulos, 2004). The agreement ensures the company performs its tasks under the budget agreed upon and completed its work on the agreed time.
The final document that would give the cleaning services company a chance to win the tender are the financial statements of the company specifically those that have been audited in the last three years. The financial statements of the firm are to be in shape and accordance with the taxpaying body (Bartik, 1985). The company must be cleared by the revenue and taxpaying body and should be given the go ahead of conducting their businesses. There is the need for clean records because they assure clients that they are in the right hands when they need services from the company.
If I were writing my specification with the aim of outsourcing other event service providers It would clearly state the name, its registration number, the day the company began, objectives of the company, the directors of the business where active or dormant and the shareholders (Gilmore& Pine, 2007). These factors show the clients the authenticity of the company and a trust is developed which is an added advantage in the cleaning business.
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Duijm, N. J., Fiévez, C., Gerbec, M., Hauptmanns, U., & Konstandinidou, M. (2008). Management of health, safety and environment in process industry. Safety Science, 46(6), 908-920.
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Medjahed, B., Benatallah, B., Bouguettaya, A., Ngu, A. H., & Elmagarmid, A. K. (2003). Business-to-business interactions: issues and enabling technologies. The VLDB Journal—The International Journal on Very Large Data Bases, 12(1), 59-85.
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Sadiq, S., Governatori, G., & Namiri, K. (2007, September). Modeling control objectives for business process compliance. In International conference on business process management (pp. 149-164). Springer Berlin Heidelberg.