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Contract No: 16800 Contract Title: Facilities Management Services Contract Period: 3 years from date of award (option to extend for further periods
up to an additional 24 months in total)
Contract Scope
and
Service Specification
Facilities Management Services
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Contents
Introduction ................................................................................................................ 3 1.
Objectives .................................................................................................................. 3 2.
Scope of Participants and Services ............................................................................ 3 3.
Service Delivery Locations ......................................................................................... 4 4.
Overview of Outcome Requirements .......................................................................... 7 5.
Common Services - Building and Engineering Planned Preventative Maintenance .... 8 6.
Common Services - Portable Appliance Testing (PAT) ............................................... 8 7.
Common Services - ‘Handyman Services’ .................................................................. 8 8.
Common Services - Reactive Repair Services ........................................................... 8 9.
Common Services – Building Works/Projects ............................................................. 9 10.
Common Services - Water Hygiene ............................................................................ 9 11.
Common Services - Building Condition Surveys ......................................................... 9 12.
Common Services - Cleaning Service ........................................................................ 9 13.
Common Services - Periodic Cleaning Service ......................................................... 10 14.
Common Services - Ad Hoc Skip Provision .............................................................. 10 15.
Common Services - Fixed Installation Testing .......................................................... 11 16.
Common Services - Service Response Priority Levels ............................................. 11 17.
Common Services - Service Outcomes Monitoring and Reporting ............................ 11 18.
Common Services - Management Information .......................................................... 11 19.
Common Services – Management of Sub-contractors .............................................. 12 20.
Site Specific Service Outcome Requirements........................................................... 13 21.
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Introduction 1.
1.1 Health & Social Care Northern Ireland (HSCNI) delivers services to the population
of Northern Ireland from a number of properties throughout the region.
Accommodation used by HSC organisations which delivery regional services is
often located on major Health & Social Care Trust sites and managed by Trust
Estates departments. For property where support from HSC Estates Services is not
available, the estate is usually managed through a contractual arrangement with
facilities management providers and other supporting suppliers.
1.2 This document details the outcomes required for each of the participating
organisations in relation to their requirements for facilities management and any
associated building works which may be required from time to time.
Objectives 2.
2.1 The objective of this requirement is to maintain (or improve) the utility of the estate
occupied by the participating Authorities through the provision of competent,
responsive facilities management services and building works, enabling the
continued delivery of services by each Authority to the population they serve.
2.2 In delivering the services under the scope of the contract, the Contractor must
provide solutions which:
i. are innovative ii. are efficient iii. utilise resources effectively iv. demonstrate a risk managed approach and quality control v. demonstrate value for money vi. reflect the image and ethos of the participating Authorities
Scope of Participants and Services 3.
3.1 The following HSC Authorities require services detailed in this specification:
i. Business Services Organisation (BSO)
ii. Health and Social Care Board in Northern Ireland (HSCB)
iii. Public Health Agency (PHA)
iv. Northern Ireland Social Care Council (NISCC)
v. NI Guardian Ad Litem Agency (NIGALA)
vi. Northern Ireland Medical and Dental Training Agency (NIMDTA)
vii. Other Authorities with a requirement for similar scope of services may
access, by agreement, services at a future date.
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3.2 The scope of services required includes:
i. Soft Facilities Management Services including but not limited to:
a. Reception desk services
b. Mailroom services
c. Reprographic services
d. Portering
e. Cleaning
f. Car Park Management
g. Static Security
h. CCTV Monitoring
i. Key Holding
j. Alarm Response
k. Food Vending
ii. Hard facilities Management Services including but not limited to:
a. Reactive Repairs
b. Building Works Projects
c. Planned Preventative Maintenance
d. Building Fabric Maintenance
e. Engineering
f. Grounds Maintenance
g. Severe Weather Measures
h. Portable Appliance Testing (PAT)
i. Waste Management
j. Water Hygiene
k. Electrical Testing including “fixed wire” testing
l. Alarm Systems Testing
m. Thermal Imaging
n. Building Energy Management Systems
o. Fall Arrest System Testing
iii. Professional Services including but not limited to:
a. Building/equipment condition surveys
b. Asbestos surveys
c. Fire Risk Assessment
d. Health & Safety Assessment
e. Energy Performance Report
f. Energy management
Service Delivery Locations 4.
4.1 Services are required to the following locations:
Site ID Site Location Site Overview 1 Business Services Organisation
2 Franklin Street Belfast
Seven storey building, accommodating a range of administrative staff. Opening hours are 07.30 to 18.30
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Site ID Site Location Site Overview BT2 8DQ
Monday – Friday. At times overtime is worked at weekends and after normal working hours. 176 staff are employed at this location.
2 Business Services Organisation Procurement & Logistics Service 77 Boucher Crescent Belfast BT12 6HU
A combined office and warehouse facility. Opening hours are 06.30 to 18.00 Monday - Friday. At times overtime is worked at weekends and after normal working hours. 130 staff are employed at this location.
3 Business Service Organisation Procurement & Logistics Service Lissue Industrial Park Lisburn BT28 2RF
A combined office and warehouse facility. Opening hours are 07.00 – 17.00 At times overtime is worked at weekends and after normal working hours. 35 staff are employed at this location.
4 Business Service Organisation Procurement & Logistics Service Block B, Portman Business Park Lissue Industrial Estate West Lisburn BT28 2RF
*Store - not regularly manned, access via Boucher Crescent Staff. NB: Lease to be reviewed January 2015*.
5 Business Services Organisation Procurement & Logistics Service Campsie Warehouse 9D Campsie Industrial Estate McLean Road Eglinton Londonderry BT47 3XX
A combined office and warehouse facility. Opening hours are 07.30 to 17.00 Monday – Friday. At times overtime is worked at weekends and after normal working hours. 20 staff are employed at this location.
6 Business Services Organisation Procurement & Logistics Service Campsie Warehouse 4C Campsie Industrial Estate McLean Road Eglinton Londonderry BT47 3XX
Store - not regularly manned access via Campsie 9D Staff.
7 Business Services Organisation ITS Centre House Belfast BT1 4JE
BSO has staff located on four floors in Centre House. Opening hours are 09.00 to 17.00 Monday to Friday. 190 staff are employed at this location.
8 Health & Social Care Board 12/22 Linenhall Street Belfast BT2 8BS
A seven floor building. The Ground Floor includes reception, mailroom, staff restaurant and Belfast HSC Trust Breast Screening Clinic. A small gymnasium is located on Floor 1. Floors 1 – 5 accommodate a range of administrative staff. The plant room is located on floor 6. Opening hours are 07.00 to 19.30. There may be a requirement for the building to remain open beyond normal
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Site ID Site Location Site Overview working hours, at weekends or to facilitate an Emergency Operations Centre in the event of a response to a Major Incident and or overtime. 552 staff are employed at this location.
9 Public Health Agency 4
th Floor Alexander House
17 Ormeau Avenue Belfast BT2 8HD
The building is shared occupancy, with the PHA leasing the 4th floor (approximately 392m2.) The accommodation comprises two large open plan office areas, with several smaller offices/meeting room and a kitchenette area. Opening hours are 9.00am and 5.00pm Monday to Friday: 38 staff are employed at this location.
10 Public Health Agency 18 Ormeau Avenue Belfast BT2 8HS
The building is shared occupancy, with the PHA leasing office accommodation for a range of management and administrative staff over two floors. Opening hours are 08.00 to 18.30 Monday –Thursday; 08.00 – 18.00 Friday. At times overtimes is worked at weekends and after normal hours. 41 staff are employed at this location.
11 Business Services Organisation Leadership Development Centre The Beeches Hampton Manor Drive Belfast BT7 3EN
The Leadership Centre site compromises three buildings situated in grounds including several car parks (80 spaces approx.) and grass areas. 1. The main house, extensively refurbished building dating back to 1900 includes training facilities of various sizes and limited office spaces 2. The training centre dating from 80’s which houses most of the staff, catering facilities, and primary training rooms 3. IT Block, to the rear of the site, houses the IT Training Suites along with all branches of the IT staff (training, support, administration, web and eLearning). Opening hours are 07:30am to 18.00 Monday – Thursday and 17.30pm on Friday. 40 staff are employed at this location.
12 Northern Ireland Social Care Council 7
th Floor Millennium House
19-25 Gt. Victoria Street Belfast BT2 7AQ
The building is shared occupancy with NISCC leasing the 7th floor, of some 2,777m2. The office accommodation comprises a large open plan office with 6 cellular offices, a large Council suite, 6 meeting rooms, reception area and kitchen facilities. Opening hours are 07.00 to 19.00 Monday – Friday. 60 staff are employed at this location.
13 NI Guardian Ad Litem Agency Office accommodation includes
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Site ID Site Location Site Overview 4
th Floor
79 Chichester Street Belfast BT1 4JE
management and administration staff. Opening hours are 09.00 to 17.00 Monday to Friday. 60 staff are employed at this location.
14 NI Guardian Ad Litem Agency Unit 6&7 Spencer House Spencer Road Londonderry BT47 6QA
Office accommodation includes management, administration staff. Opening hours are 09.00 to 17.00 Monday to Friday. 9 staff are employed at this location.
15 NI Guardian Ad Litem Agency Dobbin Centre Dobbin Street Lane Armagh BT61 7QL
Office accommodation includes management, administration staff. Opening hours are 09.00 to 17.00 Monday to Friday. 7 staff are employed at this location.
16 Northern Ireland Medical & Dental Training Agency Beechill House 42 Beechill Road Belfast BT8 7RL
Beechill House is office accommodation with four meeting rooms. Opening hours are 08.45 to 17.00 Monday – Friday 70 Staff are employed at this location.
4.2 As the Organisational structure and emphasis of care changes within HSC it may
be necessary to add or remove service delivery locations to or from this section or
amend current details of Organisations and corresponding addresses. The
Contractor will be advised accordingly.
Overview of Outcome Requirements 5.
5.1 The following sections detail the outcomes which the Contractor is required to
deliver. These are described as:
i. arrange of general outcomes which may be required by any site
ii. a range of outcomes which are specific to a particular site or sites
5.2 A Services Matrix is provided at Appendix 1 which summaries the general and site
specific outcomes for each property/location. Assets pertaining to each site location
are detailed in Appendix 2. Floor plans and related information are detailed in
Appendix 3 and Appendix 3a.
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Common Services - Building and Engineering Planned Preventative 6.
Maintenance
6.1 The Contractor shall establish and deliver a maintenance programme to ensure
maintenance of the fabric of the building, internal and external.
6.2 The planned preventative maintenance programme shall be designed to maximise
reliability, minimise unavailability and extend asset life.
6.3 Sites as Per Appendix 1, Assets as per Appendix 2
Common Services - Portable Appliance Testing (PAT) 7.
7.1 Testing shall be carried out in accordance with The Electricity at Work Regulations
(Northern Ireland) 1991and in keeping with the Code of Practice for In-service
Inspection and Testing of Electrical Equipment published by the Institution of
Electrical Engineers. PAT testing shall be risk based and take cognisance of
individual equipment’s usage and location. The contractor shall intimate the
expected frequency based on the risk presented to the Class 1 and 2 electrical and
electronic equipment.
7.2 Sites as per Appendix 1
Common Services - ‘Handyman Services’ 8.
8.1 The contractor shall provide an adaptable and responsive ‘handyman’ service. Any
personnel deployed by the contractor to execute tasks of this nature must be
adequately trained and experienced for the work to be carried out. The handyman
service shall be available to deal with general small repairs and tasks such as
picture hanging, shelf hanging etc.
8.2 Sites as per Appendix 1
Common Services - Reactive Repair Services 9.
9.1 The contractor shall provide an adaptable reactive repair service. The contractor
shall ensure access to appropriately trained/qualified staff to cater for the spectrum
of demands, such as electrical, plumbing, joinery etc.
9.2 Sites as per Appendix 1
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Common Services – Building Works/Projects 10.
10.1 Should the need arise within existing facilities or facilities added to the estates of a
participating Authority for decoration, refurbishment, changes or alterations the
contractor will on request seek quotations relating to the work, in line with section
10 (Procurement) Special Terms and Conditions of Contract
10.2 Sites as per Appendix 1
Common Services - Water Hygiene 11.
11.1 The Contractor shall implement a regime to carryout annual Legionella Risk
Assessments and produce a detailed report for the entire system within the site,
setting out any areas of risk and recommendations to reduce or remove the risk.
11.2 Sites as per Appendix 1
Common Services - Building Condition Surveys 12.
12.1 Condition survey shall provide an assessment of physical property conditions. The
survey shall identify deficiencies, and maintenance issues including, but not limited
to:
i. Structural ii. Mechanical iii. Electrical iv. Plumbing v. fire protection vi. site layout vii. site utilities viii. storm water management ix. soil erosion x. life safety systems
12.2 The condition survey report shall provide a clear understanding of the current
condition of premises and make recommendations for remedy as required.
12.3 Sites as per Appendix 1
Common Services - Cleaning Service 13.
13.1 The buildings must be cleaned in a manner which complies with the standard for
Low Risk Functional areas as detailed in Department of Health “Revised Guidance
on Contracting for Cleaning”. In these areas – office accommodation, administrative
areas, staff lounges, bathrooms and any other area adjoining – high levels of
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cleanliness are required for aesthetic and, to a lesser extent, hygiene reasons. For
further information please refer to www.dhsspsni.gov.uk/facilities-environmental-
cleanliness. Outcomes shall be maintained by regular and frequent cleaning with
spot cleaning in between and both informal and formal auditing of cleanliness levels
taking place continuously. Over a period of 12 months all rooms within a low risk
functional area shall be audited at least twice.The participating organisations will
provide, free of charge, a range of consumable products as detailed in section 9
(Consumables) of the Special Terms and Conditions of Contract.
13.2 The cleaning service will include the regular collection and disposal of all household
waste, the collection of larger loose cardboard and recyclable waste for storage
awaiting disposal..
13.3 Sites as Per Appendix 1 – Floor Plan as per Appendix 3
Common Services - Periodic Cleaning Service 14.
14.1 The contractor shall provide a periodic high/deep clean service in specific areas
such as warehouse, kitchen, shower rooms, changing rooms or any other area
identified by the authorised officer.
14.2 Sites as per Appendix 1
Common Services - Recycled Waste
14.3 The participating Authorities are keen to promote recycling. The contractor shall
make provision, as a minimum, for the collection of paper, cardboard, glass, plastic,
and cans for recycling.
14.4 The contractor shall, if requested by the Authority, provide suitable receptacles for
various types of waste.
14.5 Sites as per Appendix 1
Common Services - Ad Hoc Skip Provision 15.
15.1 On request the contractor will provide suitable waste disposal skips, appropriate for
the type of waste. The Authority will inform the contractor at time of request of the
nature of the waste for disposal.
15.2 Sites as per Appendix 1
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Common Services - Fixed Installation Testing 16.
16.1 Testing shall be carried out in accordance with The Electricity at Work Regulations
(Northern Ireland) 1991 BS 7671 Regulation Booklet and in keeping with the Code
of Practice for In-Service Inspection And Testing of Electrical Equipment published
by the Institution of Electrical Engineers, Fixed wire testing shall be risk based and
the expected frequency will be every five years. The contractor shall provide a
Certificate upon completion.
Common Services - Service Response Priority Levels 17.
17.1 The Authority will prioritise all service requests in line with the priority levels set out
in Table 1 - Service Priority and Response Requirements.
17.2 Note: Outside of normal working hours, an on-call service will be required
Priority Description Required Response Time
P1 Emergency – high risk of: causing cause immediate personal harm; significant property damage; severe disruption to delivery of services
Within 1 hour
P2 Urgent – high risk of: causing personal harm; some property damage; some disruption to delivery of services
Within 4 hours
P3 Routine – low risk of: causing personal harm; property damage; unmanageable disruption to delivery of services.
Within 5 days
P4 Planned – negligible risk of: causing personal harm; property damage; disruption to delivery of services
Within 20 days
Table 1 - Service Priority and Response Requirements
Common Services - Service Outcomes Monitoring and Reporting 18.
18.1 To ensure the required performance is achieved and sustained throughout the
Contract Period, a process for fault reporting, handling of service requests and a
performance monitoring mechanism via a Computer Aided Facilities Management
System, shall be introduced and operated by the Contractor.
18.2 The Contractor shall provide the Authority with access to the Contractor’s system
and co-operate fully with the Authority who shall retain the right to conduct its own
monitoring of services.
Common Services - Management Information 19.
19.1 The Contractor shall provide a range of management and monitoring information
detailing activity conducted as part of the contract to enable to Authority to monitor
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performance of the contract against the required outcomes and objectives. Typical
MI required will include, but is not limited to: -
i. Summary of reactive charges for all sites (by site)
ii. Number of Call Outs for all sites (by site)
iii. Monthly Waste Reports (where applicable) for all sites detailing:
a. number of lifts for skip, food bin, plastic bottles, cans
b. weight of material collected
c. weight of material recycled etc)
iv. Details of all:
a. Planned Preventative Maintenance
b. Routine Reactive Maintenance
c. Requested Maintenance
d. Design Services Projects
e. Response Times
f. Number of visitors handled via reception
g. taxi booking references
h. volume of postage
i. portering activity
j. Security and out of hours key-holding activity
k. total value/volume of business transacted against the Contract split
according to services procured
19.2 MI may be required at individual business unit level, as well as at top level in the
Authority. MI must be provided in electronic format or hard copy at the request of
the Authority.
Common Services – Management of Sub-contractors 20.
20.1 The Contractor may engage sub-contractors to deliver services as part of the
contract. Any sub-contractors engaged shall:
i. Operate under the instruction and direction of the contractor ii. Conduct themselves to the standard required by the contract iii. Be considered a function of the contractor for the purposes of reporting
management/monitoring information.
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Site Specific Service Outcome Requirements 21.
21.1 The table below outlines requirements specific to each site identified1.
1Where an indication is given of the current volume of activity or resource applied, this should not be
interpreted as an indication of requirement for this contract. The new requirement may not be identical to existing arrangements. Activity volume and resource hours are given by way of background information only and do not indicate any commitment of demand or resource.
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Site ID Site Location Requirements 1 Business Services Organisation
2 Franklin Street Belfast BT2 8DQ
Car Parking Supervision and Security Management of a shared car parking facility on the site. General security duties to include: Opening the building at 07.30, providing reception cover until 08.00 and closing / clearing the building by 18.15 each working day. First response to the activation of alarms. Reception (excluding telephony) Mailroom, Reprographics and Portering Service. Integrated reception mailroom, reprographic service and portering service. Reception: The reception desk must be staffed from: 08.00-18.00 Act as the first point of contact for the public, visitors and contractors: Maintain appropriate records of visitors and contractors for the purposes of health and safety and fire regulations. Carry-out weekly fire and emergency evacuation test procedures Order and receipt hospitality catering requirements - (on request) Monthly Visitor Pattern (For Information Visitors attending reception – Financial Year 2013/14)
April May June July Aug Sept Oct Nov Dec Jan Feb March
275 325 225 250 175 250 275 325 250 250 275 350
Printing and Photocopying Provision of a photocopying and printing service: Service to include but not limited to; forms, booklets and information for a range of medical and dental practitioners. Indicative volume for printing over the past financial year indicates an average workload of 290,000 pages per month. Mailroom Provision of a central point for the collection and delivery of mail: Sorting of all incoming mail for collection by BSO staff at 10.00 Monday - Friday Preparation of all outgoing mail, for collection by postal service provider by an agreed time. On occasions mailroom staff will be required to arrange for the distribution of material to general medical and dental practitioners on behalf of DHSSPS.
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Site ID Site Location Requirements The mailroom currently processes, approximately to 36,000 items per month. There is also the occasional use of couriers and there will be a need to ensure appropriate records of the use of such services. Portering Service A limited Portering service will be required to deliver and collect larger packages, this will primarily be between, BSO Franklin Street, BSO ITS Centre House, HSCB Linenhall Street and PHA Ormeau Avenue, and the occasional movement of furniture. Receipt of stationary and cleaning supplies which must be checked against the delivery documentation and stored in accordance with the instructions of the Authorised Officer. For Guidance - Current hours employed in the aforementioned functions are set out below Franklin Street Reception = 66.25 hours Franklin St/Centre House Mail/Portering = 43 hours
2 Business Services Organisation Procurement & Logistics Service 77 Boucher Crescent Belfast BT12 6HU
Reception/Switchboard Service The reception service will be provided continuously from 09.00 to 17.00 hours. Receive where appropriate special deliveries of materials including mail and packages, record their receipt and sort for collection by the relevant directorate. Moreover reception staff will prepare and sort all outgoing post. In addition, the service will act as a first point of contact for the public and maintain appropriate records of visitors for the purposes of health and safety and fire regulations and assist with general administration duties as required. The reception service will also undertake the weekly fire and emergency evacuation test procedures. The Switchboard will be operational from 09.00 to 17.00 hours, 90% of all calls will be answered within 10 seconds. Current daily call rates are estimated between 170 and 200. Waste Disposal The contractor is required to provide and maintain on site skip for the collection of general waste. The contractor is required to provide and maintain fortnightly a eurobin for damaged food stock. Security Option 1: 40hrs Security
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Site ID Site Location Requirements (2 shifts, Mon-Fri) 06.30-10.30 14.30-18.30 Key holding service Alarm Response Option 2: 60hrs Security (2 shifts, Mon-Fri) 06.30-12.30 12.30-18.30 Key holding service Alarm Response Option 3: Patrol Service – Open 06.30 & Close 18.00 Key holding Service Alarm Response Roof Gutter Maintenance: Autumn / Winter – Removal of all debris on a fortnightly basis Spring /Summer – Removal of all debris on a monthly basis Grounds Maintenance Maintenance of external areas including car parks ensuring a clean and tidy environment . Annual power hosing of brickwork, paving / boulders at the front of the building. Specifically the service shall include the summer maintenance of grounds on a fortnightly basis including the cutting of grass areas adjacent to the main entrance, hedge/tree management to ensure access and function of all parking spaces (this may require work outside normal office hours to ensure safe effective completion) and control of weeds and moss around the site. Vending Service The contractor must ensure the provision of a food vending service for staff on the premises which will include the provision of microwavable meals – for example: pies, stew soup etc: This service must comply with all Catering and Food Hygiene regulations .
3 Business Service Organisation Procurement & Logistics Service
Waste Disposal The contractor is required to provide and maintain on site two skips for the collection of
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Site ID Site Location Requirements Lissue Industrial Park Lisburn BT28 2RF
metal and general waste. SECURITY Key Holding Alarm Response
4 Business Service Organisation
Procurement & Logistics Service Block B, Portman Business Park Lissue Industrial Estate West Lisburn BT28 2RF
Security: Key holding Service Alarm Response
5 Business Services Organisation Procurement & Logistics Service Campsie Warehouse 9D Campsie Industrial Estate McLean Road Eglinton Londonderry BT47 3XX
Security: Key holding Service Alarm Response
6 Business Services Organisation Procurement & Logistics Service Campsie Warehouse 4C Campsie Industrial Estate McLean Road Eglinton Londonderry BT47 3XX
Security Key holding Service Alarm Response
7 Business Services Organisation ITS Centre House Belfast BT1 4JE
Messenger Service (1hr am 1hr pm)
Collection and delivery of mail to and from Franklin Street and internal distribution of same
Sort and deliver courier mail
Maintain copy paper stock
Maintain paper towel stock
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Site ID Site Location Requirements Maintain water units disposable cup stock
Manage the collection of used printer cartridges
Portering Services (Ad Hoc Requirement)
Removal and or reposition of office furniture/equipment
8 Health & Social Care Board 12/22 Linenhall Street Belfast BT2 8BS
Reception (including telephony) The contractor will be responsible for providing a reception service as follows: Hours of operation – 8.30am – 5.30pm Act as the first point of contact for the public, visitors and contractors: Maintain appropriate records of visitors and contractors for the purposes of health and safety and fire regulations. Carry out weekly check of fire and emergency evacuation systems. Reception staff will be required to display the daily bookings of 4 Conference Rooms on 2
nd
floor on a screen in reception. Reception staff may also book meetings rooms through the system and will be responsible for booking of videoconferencing and other equipment for the Conference Rooms on the 2
nd floor.
Book taxis as and when required for HSCB staff and provide a monthly return on usage; Maintain a bookings system for car parking in Linenhall Street/Franklin Street complex and liaise directly with car park attendant Process all mail/packages hand-delivered to Reception Maintain a record of items for postal delivery/collection Maintain a “Lost and Found” record Maintain a record of Requests for setting up displays in Reception areaCheck and record the Defibrillator light each Monday morning and participate in the Defibrillator Emergency Procedure when required.
HSCB_DefibProcedure.pdf
Ensure the 3 lifts are brought to the ground floor immediately in the event of a Fire/Evacuation To assist contractors in developing a response, the current volumes of activity in respect of this service is set out as follows:
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Site ID Site Location Requirements Monthly Visitor Pattern:
Nov 13 Dec 13 Jan 14 Feb 14 March 14 April 14
1,000 900 1,100 1,000 1,000 900
(an average of 983 visitors per month) Telephony Three Regional HSC Organisations – Business Services Organisation, Health and Social Care Board and Public Health Agency are currently located in Linenhall Street/Franklin Street complex Belfast. The main switchboards for these organisations are in the Health and Social Care Board building 12/22 Linenhall Street, Belfast and deal with internal queries and external calls to the main switchboard non-geographic numbers. The switchboard will be operational between the hours of 08.30 – 17.30 each working day and reception must be staffed accordingly. The telephony system (Virgin-Cisco Unified Communications System) has been recently been installed and, for the information of contractors, the volume of external calls to the switchboards of the 3 organisations during a six week period was as follows: Health and Social Care Board 2519 Public Health Agency 1449 Business Services Organisation 5697 PLEASE NOTE: The telephone system (Virgin-Cisco Unified Communications System Voice Over IP) is currently being rolled out to the other 3 main offices of HSCB (County Hall, Ballymena, Tower Hill Armagh and Gransha Park House, Derry) and PHA offices (Alexander House 17 Ormeau Avenue & 18 Ormeau Avenue) and by April 2015, the main switchboards will be required to connect callers to the appropriate office.
Mailroom The mailroom will act as a central point for the collection and delivery of mail from Directorates within the Health and Social Care Board and Public Health Agency. Mail will be collected/delivered internally throughout the building each morning and afternoon. Mail must be ready for distribution throughout the building no later than 11.00 and must be ready for collection at 16.15 each working day. A courier service to Public Health Agency Offices on Ormeau Avenue Belfast and to other HSC Organisations in Belfast city centre, will be required on an ad hoc basis. To assist contractors in developing a response, the current volumes of mail processing for
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Site ID Site Location Requirements the Health and Social Care Board and Public Health Agency in 12/22 Linenhall Street, Belfast is set out below: Monthly Activity Pattern:
Nov 13 Dec 13 Jan 14 Feb 14 Mar 14 Apr 14
Volume 2,858 1,748 2,809 3,128 1,835 3,720
Average per week
714 437 702 782 459 930
Portering Service (Shared Service with PHA (Alexander House and Ormeau Avenue)) The contractor will be required to provide:
Collection and storage of confidential waste by 10.30 each working day
Event and Conference Set-Up
Office furniture/equipment removal and repositioning;
Verification of stationary and cleaning supplies against delivery documentation and
stored/moved to various locations throughout the building
Delivery and collection of larger packages throughout the building
Cleaning of the rear car park
For information, the current portering service at 12/22 Linenhall Street = 37.30 hours Security The contractor is required to provide general security duties within the building and to open and close the building each working day. The building opens at 07.00 hours and the contractor is required to provide reception cover until 09.00. The Building closes at 19.30 and again the contractor is required to provide reception cover from 17.00 – 19.00 Monday to Friday. During the later period of cover the contractor shall be responsible for the issue and return of access cards to domestic services staff between 18.00 and 19.00 hours, and ensuring the building and rear car park is cleared and secured by 19.30 hours Monday – Friday. CCTV equipment is operational within the building and the contractor may be required to make use of this equipment as and when required. Weekend cover may be required throughout the year and, dependent upon the work being undertaken, will require an open and close service or a security presence on site. In the
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Site ID Site Location Requirements event of a response to a Major Incident an Emergency Operations Centre will be established in 12/22 Linenhall Street Belfast which may necessitate later opening of the building. The Health and Social Care Board and Public Health Agency hold a number of public meetings in the building throughout the year, and there may be a requirement to have a security presence on occasions for the purposes of crowd control. Alarm Response The provider will provide a key-holding service and act as first response to the activation of alarms for the Health and Social Care Board (fire and intruder alarms)
Hours – As and When Required Waste Disposal The contractor is required to provide and maintain on site 2 x 1100 litre Eurobins for the daily collection of general waste. Grounds Maintenance Quarterly weed spraying/removal service on the 5
th Floor flat roof area, rear car park and
front door canopy of the building Bi-annual cleaning of glass-covered canopy in rear car park Power hosing of General Reinforced Concrete Panels and rear car park of the building, as and when required Maintain bird netting on roof and in rear car park of the building and ensure roof drainage is free from debris. Cleaning Requirements
The contractor is required to provide a cleaning service between 17.00 – 19.00 hours each working day.
Office accommodation, open plan staff dining area (Ground Floor), kitchen area (5th Floor)
and gymnasium, including the shower area (1st floor) require a daily clean. All areas must
be visibly clean and well maintained including skirting, walls, ceilings, window sills, stairwells, doors (including glass doors) and door frames and crockery must be removed from all meetings rooms at the end of the working day.
The service will include the effective cleaning of all areas contaminated with blood or body
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Site ID Site Location Requirements fluids as soon as practicable. A deep clean of communal waiting areas (2
nd and 5
th floor) will
be required. The final frequencies of cleaning will be agreed with the successful provider.
As part of the cleaning requirements, a housekeeping service will be required on site between the hours of 12.00noon – 4pm daily to ensure the standard of cleanliness is maintained in conference rooms, toilet areas, lobby areas, attend to spillages and general cleaning duties.
9 Public Health Agency 4
th Floor Alexander House
17 Ormeau Avenue Belfast BT2 8HD
As Per Service Matrix Appendix 1
10 Public Health Agency 18 Ormeau Avenue Belfast BT2 8HS
As Per Service Matrix Appendix 1
11 Business Services Organisation Leadership Development Centre The Beeches Hampton Manor Drive Belfast BT7 3EN
Roof Gutter Maintenance:
Removal of all debris twice a year to cover autumn / winter seasons
Other services as per Service Matrix Appendix 1
12 Northern Ireland Social Care Council 7
th Floor Millennium House
19-25 Gt. Victoria Street Belfast BT2 7AQ
As Per Service Matrix Appendix 1
13 NI Guardian Ad Litem Agency 4
th Floor
79 Chichester Street
As Per Service Matrix Appendix 1
23
Site ID Site Location Requirements Belfast BT1 4JE
14 NI Guardian Ad Litem Agency Unit 6&7 Spencer House Spencer Road Londonderry BT47 6QA
As Per Service Matrix Appendix 1
15 NI Guardian Ad Litem Agency Dobbin Centre Dobbin Street Lane Armagh BT61 7QL
As Per Service Matrix Appendix 1
16 Northern Ireland Medical & Dental Training Agency Beechill House 42 Beechill Road Belfast BT8 7RL
As Per Service Matrix Appendix 1
24
