Provision of (1) Reception, Switchboard and Administration Services and (2) Service Attendant for the Dublin Campus

Tender description

The Contracting Authority proposes to engage in a competitive process for the establishment of a miulti party cascading framework agreement for the provision of (1) Reception, Switchboard and Administration Services and (2) Service Attendant for the Environmental Protection Agency (EPA) at its Regional Inspectorate in Richview, Clonskeagh, Dublin 14. The framework agreement will be for four years, the initial contract for Lot 1 and Lot 2 will be for one year with the option to extend for three (3) additional periods of one (1) year, subject to a maximum duration of four (4) years, subject to satisfactory performance, business needs and budgetary constraints. Lot 1: Reception, Switchboard and Administration Services The main tasks will include but will not be limited to: • Provide relief cover for Reception during lunch breaks, holidays and limited resource times such as the Christmas period. • Preparation of meeting rooms across campus, including setting up and breaking down furniture for equipment for various events and meetings. • Distribution of mail and deliveries from McCumiskey House to appropriate location. • General housekeeping and tidy-up of common areas across campus, including photocopy rooms, printer areas, stationery rooms, water stations, noticeboards, signage etc. • Daily ‘fire walk’ across campus to ensure fire exits are free of obstructions and buildings kept in a safe and orderly fashion, keeping relevant records. • Ensure that external areas of EPA buildings are kept free from litter and debris etc. • Provide support to the Legionella Management Plan for the Dublin Campus. • Distribution and stocking of stationery items across campus. • Distribution and stocking of printer paper across campus. • Preparation of refreshments (tea, coffee and biscuits) for meetings in Block 3, including collection and delivery of food platters to appropriate location. • Carry out ad hoc janitorial work such as clean-up of day-time spillages. • Assisting in basic repairs, including provision of minor ‘handyman’ service for tasks such as erection of notice boards, door handles, signage etc. • Assisting in space management, specifically general porterage tasks to ensure the efficient and safe movement of equipment, furniture and other items around the campus. • Fob activation and distribution. • Arranging collections for waste batteries, WEEE waste, lightbulbs etc. • Provide relief cover for Reception during lunch breaks, holidays and limited resource times such as the Christmas period. • Maintain appropriate records for services carried out on campus. • Perform such duties, appropriate to this position, assigned from time to time by the EPA. • Any additional facilities management services that arise over the lifetime of the framework The Dublin office of the EPA will expect in the region of 100 telephone calls per day and 40 visitors to the reception desk, including deliveries etc. Phone call queries to the EPA switchboard can be quite complex so continuity of service is very important for knowledge retention with a requirement to respond/resolve queries directly with the caller(s). Lot 2: Service Attendant for the Dublin Campus The EPA wishes to invite tenders from suitably qualified organisations/persons for the provision of Service Attendant services. The main tasks will include but will not be limited to: • Provide relief cover for Reception during lunch breaks, holidays and limited resource times such as the Christmas period. • Preparation of meeting rooms across campus, including setting up and breaking down furniture for equipment for various events and meetings. • Distribution of mail and deliveries from McCumiskey House to appropriate location. • General housekeeping and tidy-up of common areas across campus, including photocopy rooms, printer areas, stationery rooms, water stations, noticeboards, signage etc. • Daily ‘fire walk’ across campus to ensure fire exits are free of obstructions and buildings kept in a safe and orderly fashion, keeping relevant records. • Ensure that external areas of EPA buildings are kept free from litter and debris etc. • Provide support to the Legionella Management Plan for the Dublin Campus. • Distribution and stocking of stationery items across campus. • Distribution and stocking of printer paper across campus. • Preparation of refreshments (tea, coffee and biscuits) for meetings in Block 3, including collection and delivery of food platters to appropriate location. • Carry out ad hoc janitorial work such as clean-up of day-time spillages. • Assisting in basic repairs, including provision of minor ‘handyman’ service for tasks such as erection of notice boards, door handles, signage etc. • Assisting in space management, specifically general porterage tasks to ensure the efficient and safe movement of equipment, furniture and other items around the campus. • Fob activation and distribution. • Arranging collections for waste batteries, WEEE waste, lightbulbs etc. • Provide relief cover for Reception during lunch breaks, holidays and limited resource times such as the Christmas period. • Maintain appropriate records for services carried out on campus. • Perform such duties, appropriate to this position, assigned from time to time by the EPA. • Any additional facilities management services that arise over the lifetime of the framework