OUTSOURCED FACILITIES MANAGEMENT SERVICES CAPE TOWN

Transcription

1 OUTSOURCED FACILITIES MANAGEMENT SERVICES CAPE TOWN

2 LOCATION OF SERVICE REQUIRED 141 Voortrekker road Parow Cape Town Areas: Offices Entrance foyers Balcony Toilets Basements Conference rooms Store rooms Kitchen Control room Reception area Roof area Tenant area Boardrooms Windows parking areas Stairs IT server room DURATION OF CONTRACT 3 years unless terminated by either party by giving the other party 2 (two) months written notice of termination. RESOURCES REQUIRED Total compliments Monday Friday: 1 x Facilities Manager / Operations Manager (1day a week) (24/7 standby) 1 x Admin assistant / Site coordinator 8:00 12:30 (24/7 standby) 1 x Handyman 8:00 14:30 (24/7 standby) 1 x Cleaner 7:30 15:30 3 x Security officers 6am 17:00 Total compliments Saturday s: 2 x Security Officers 7:30 11:30 SPECIFICATIONS OF TASKS AND SERVICES Facilities : - Senior management communication with client management - Strategic planning - Feasibility studies as required - Cost control - Senior technical services management - Design office optimum desk and services layout as required by Regional - Manage sensitive security matters as required incl alarm codes, armed response with and on behalf of Regional Manager - Maintenance scheduling Private Bag X69, Braamfontein, 2017 Tel Fax /1726 Website 2

3 - Preventative maintenance - Manage third party contractors - Compile and forward monthly report to NBCRFLI Admin and Facilities - Development of Service Level Agreements - Distribute tenant invoices - Manage and approve tenant installations - Compliance to NBCRFLI supply chain management policy. - Tenant liaison - Submission of capital budget requirements with NBCRFLI budget forecast in September and Feb of each year - Administrative assistant / Site coordinator: - Coordinate site services activities - Act as an interface between the NBCRFLI and the service team - Interact with local police and security forums - Interact with armed response and cctv activities - Inspection and management of site services and maintenance - Liaise with contractors in order to manage scheduled and unscheduled work/ repairs - Communicate any maintenance or operational issues to the NBCRFLI Regional Manager or Admin and Facilities - Coordinate activities, work standards and work progress of contractors appointed by NBCRFLI - Support and provide access for IT related functions as instructed by IT - Create and maintain a healthy and safe working environment - Manage Telkom or any third party issues and repairs (Service Liaison) - Facilitate strike action to ensure NBCRFLI staff and assets is safe and secure from any possible injury or damage. Handyman: Minor Electrical, mechanical, plumbing, building maintenance such as, but not limited to: o Replace damaged lights o Repair or replace damaged carpets and flooring o Do paint repairs o Fix doors and locks o Do electrical repairs o Manage power failure reboot o Unblock drains o Do minor carpentry repairs o Replace damaged tiles o Maintain kitchen appliances o Minor repairs to office furniture, o Maintain chairs where possible o Assist with waste removal Cleaner: General cleaning maintenance such as but not limited to: o Maintain a clean working environment Private Bag X69, Braamfontein, 2017 Tel Fax /1726 Website 3

4 o Clean out dustbins o Clean and polish furniture o Clean toilets and replenish o Clean windows (excluding 2 nd floor outside) o Vacuum carpets o Clean all tile surfaces o Clean vinyl floors o Clean entrance foyers o Clean passages and basement o Clean parking area o Replenish hygiene dispensers o Clean kitchen and canteen o Make coffee for visitors of the Regional Manager when requested o Ensure consumables are in stock Security #1: - Manage and ensure common areas and external parking is secure - Unlock tenant areas at 07:00 - Lock tenant areas at 18:00 - Patrol common areas and outside perimeter - Strike management - Security risk management - Preventative crime/theft management - Access Control monitoring who enters and leaves the buildings - Access control unlocking doors leading to outside area should service - Monitoring and securing NBCRFLI assets - Archiving of registers and clearance certificates - Preventative monitoring to ensure the building is clear of any weapons Security #2 - Dedicated to provide support at NBCRFLI reception desk - Escort visitors when required - Security risk management - Preventative crime/theft management - Access Control monitoring who enters and leaves the buildings - Access control unlocking doors leading to outside area should service - Strike management - Patrol internal perimeter - Monitoring and securing NBCRFLI assets - Archiving of registers and clearance certificates - Preventative monitoring to ensure the building is clear of any weapons Security #3 - Site supervisor for security - Based in Control room - Monitor CCTV monitor and report/search incident and report directly to senior FM - Keep record of all incidents Private Bag X69, Braamfontein, 2017 Tel Fax /1726 Website 4

5 - Keep regular contact via dedicated telephone with all emergency response parties as required SERVICES - Managing and coordinating of: o Technical Services: Access control Air conditioning Alarm system Electrical systems (sockets, distribution boards etc.) Evacuation system Fire protection Plumbing Mechanical systems Security installation and management Stand by generator and UPS s Water reticulation and treatment Telephone queries and reporting (eg. Telkom and switchboard system) in conjunction with IT o Non-Technical Services Cleaning and Hygiene services Internal plants Landscaping Pest control Security services (on site guards and armed response) Tenant liaison Customer Liaison EQUIPMENT REQUIRED (Independent Facilities management Services to supply own, inclusive of monthly charges) 1 x Vacuum cleaners All OHSA compliance safety equipment and uniform 1x Step ladder 2 x Security batons 2 x Security hand cuffs - Own tools to full fill all above mentioned functions - Supply and maintain own equipment and cleaning materials - Telephone line Private Bag X69, Braamfontein, 2017 Tel Fax /1726 Website 5