Information Session Facilities Management Services (T1009)

Transcription

1 Information Session Facilities Management Services (T1009)

2 Welcome and Session Overview Loren Tunbridge Procurement Category Specialist Welcome Evacuation Process Emergency Exits Amenities and Refreshment Evacuation Brief Session Overview

3 Tender Overview Georgina Gillett Procurement Coordinator What do Council s facilities include? Lake Macquarie City Council owns and manages approximately 400 built and natural assets, used by a variety of stakeholders including staff, commercial businesses and community members. Facilities, infrastructure and assets vary in size, number, fabric, design, complexity and function and include Aquatic Centres Arts & Cultural Buildings Cemeteries Child Care Centres Community Halls Commercial Properties Libraries Multi Purpose Buildings Operating Buildings Public Amenities Park Facilities Residential Properties Sporting & Recreational Facilities Surf Life Saving Clubs Assets that are out of scope of the FMS contract include civil infrastructure such as roads, pathways and drainage assets.

4 Tender Overview What Services are we looking for? Trade maintenance specialists for: planned reactive statutory emergency Minor works construction Building Systems Cleaning Waste management Horticultural Pest and feral animal management

5 Tender Overview The following Services have an element of in house delivery outside this tender scope : Current In House Services: Building Maintenance and Trades Arborist Pest Control Waste Grounds Maintenance (community lands and resources) Cleaning (admin building and some small community buildings, and amenity blocks ) The majority of services outlined above are outsourced, however tenderers need to be aware that an internal service delivery component exists and this will not be replaced by this tender. The following slides provide indicative historical spend by service which will provide visibility of outsourced service volumes. Further details will be provided in the tender package.

6 Tender Objectives The FM Services Tender is comprised of 8 Panels as follows Panel No. 1 Panel Description Tree, Vegetation and Pest Management Indicative Historic Annual Spend $550K Service Description Arborist Services Grounds Maintenance Weed Control Bush Regeneration Feral Animal Control Possum Control Pest Control Turf Supply and Lay The majority of Indicative Historic Annual Spend is with Arborist Services and Turf Supply and Lay. There are currently 22 sites that require planned Grounds Maintenance in addition to reactive excessive vegetation removal

7 Tender Objectives Panel No. Panel Description Indicative Historic Annual Spend Service Description 2 Building Maintenance Services and Construction Works $4.7M This number is forecast to increase significantly based on planned and forecast project works over the life of the contract Carpentry Handyman Glazier Tiling Concreting Bricklaying Demolition Asbestos Removal Services Asbestos Hygienist Services Roofing and Insulation Temporary Fencing Plastering Painting Building Construction Works Roof Access and Safety Systems Cemetery Infrastructure Fencing

8 Tender Objectives Panel No. Panel Description Indicative Historic Annual Spend 3 Electrical Services $1.02M Service Description Electrical General Services Solar Photovoltaic and Inverters Maintenance Data Cabling Panel No. Panel Description Indicative Historic Annual Spend 4 Plumbing and Irrigation $1.3M Service Description Plumbing General Maintenance Roof Gutter Cleaning Irrigation Installation and Maintenance Panel No. Panel Description Indicative Historic Annual Spend 5 Swim Centre Maintenance $90K Service Description Pool Sanitisation and Filtration Pool Structures, Tiling and Painting Pool Pumps and Repairs

9 Tender Objectives Panel No. 6 Panel Description Building Systems / Automation Indicative Historic Annual Spend $1.22M Service Description Automatic Doors Automatic Security Gates including Boom Gates Building Management Systems Lifts and Elevators Security / CCTV Essential Fire Safety Systems and Equipment Mechanical and HVAC maintenance Panel No. Panel Description Indicative Historic Annual Spend Service Description Cleaning Services General 7 Cleaning $350K Specialist Cleaning including the following: Carpet, furnishing steam & dry cleaning Floor polishing External building cleaning Pressure cleaning External window cleaning at height Forensic / biohazard cleaning

10 Tender Objectives Panel No. Panel Description Indicative Historic Annual Spend 8 Waste Management $1.14M Service Description Effluent Removal, Septic Cleansing Grease Arrestor Servicing Hazardous Waste Removal Front Lift Bin Garbage and Recycling Services Illegal Dumping Removal (excluding asbestos) The majority of Indicative Historical Annual Spend in the Waste Management Panel is with Effluent Removal There are currently 7 sites that require Front Lift Bin Garbage and Recycling Services Total Indicative Historic Annual value of combined services has been approximately $10M

11 Tender Objectives Tender Panel Award Options Council will award the services in accordance with the following options that best meets the operational needs and the tenderers capacity: Option 1: Option 2: Option 3: Award a single Service Provider for all 8 Panels Award a combination of single Service Providers for panels, and multiple Service Providers for other panels Award multiple Service Providers for all 8 Panels Any decision to award will be based on organisational need and supplier capacity.

12 Tender Objectives Why are we consolidating individual services? Consistent Contract Terms Supplier Consolidation to improve supplier management Cost Optimisation and Control Promotion of sustainable objectives (social and environmental) Improved Asset Data Reporting to enable better planning Performance Based Contract Model to improve performance outcomes Flexibility to accommodate future Asset Management and Contractor Management Systems Improved Safety Management Improved Environmental Compliance / Management Improved Subcontractor Management

13 Tender Objectives Social Procurement in Cleaning Council has decided to mandate that, where a compliant tender allows, a minimum of 20% of the cleaning services will be delivered by the following: A social enterprise; An enterprise that directly employs, or is willing to employ socially disadvantaged employees to deliver the cleaning services tendered; or An enterprise that will subcontract a minimum of 20% of the cleaning services tendered to a social enterprise. Social Enterprise Definition in the contract of this tender: An organisation whose objective is to deliver public and community benefit by providing meaningful, paid employment opportunities to communities or groups that are subject to greater barriers to the employment market.

14 Ben Maddox Sustainability Analyst Sustainability Environmental and Social Compliance Sustainability practices as a supplier Sustainability considerations in specification, products and practices including waste minimisation and management Incident reporting and environmental management for high and low risk categories

15 Safety Management Safety Requirements Tender requirements and evaluation process

16 SafeWork NSW Safety Management Resources for business

17 SAFEWORK NSW HOW WE CAN HELP YOU

18 OVERVIEW Regulator for work health and safety Interact with over 1.5 million members of the community annually Goal is to bring workers and businesses together to improve safety in NSW workplaces

19 WE OFFER Free advice on how to make your workplace healthier and safer Free resources to help workplaces resolve health and safety issues Simple information about health and safety online, the phone and in person Advice on helping an injured worker return to work Rebates to help businesses to make their workplaces safer

20 ADVISORY VISITS AND REBATES For businesses registered in NSW with 0-50 full-time employees At your workplace, our office or a neutral location Up to $500 to help your business work smarter and safer After an advisory visit Apply on line Range of solutions Visit our website or call Michaelie

21 MICHAELIE KAUTER PH: E:

22 Service Delivery Overview Brent Wellham Community Assets Delivery Coordinator Darren Wild Community Assets Projects & Technical Officer Asset Management Department Asset Management Department requirements Statutory & Legislative Compliance Response times Document Management Cabinets Equipment Condition Assessments Reporting requirements Integration functionality testing

23 Service Delivery Overview Gary Leggett Facilities Management Coordinator Property Department Diversity and volume of assets Typical services required Property Department requirements

24 Service Delivery Overview Greg Horvath Open Space & Buildings Section Manager CiviLake Department Services utilised by CiviLake CiviLake Maintenance Budgets Method of engagement Reporting Requirements Our Customers

25 Service Delivery Overview Kirrily Vincer Project Management Coordinator City Projects Department Typical services required City Projects Department requirements

26 Service Delivery Overview Loren Tunbridge Procurement Category Specialist Cleaning Panel The majority of the Historical Spend for externally provided cleaning is for the programed general cleaning of 29 sites Sites vary in size and complexity and include libraries, community centres, commercial premises and the Council s Works Depot offices (largest site) 29 sites have been divided into seven cleaning packages of between one and 16 sites Tenderers can nominate for one or more of the General Cleaning Programed Packages however must tender for all sites within each Package nominated Cleaning types: General Cleaning Specialist Cleaning

27 Cleaning Panel Facilities Management Services Service Delivery Overview Cleaning Frequencies / Response Requirements: Programed cleaning frequencies vary depending on the site and activity (Daily Mon to Fri, 3 x week, 2 x week, weekly, fortnightly, monthly, Annually, 18 months) Planning cleaning (advanced notice mutual time) Reactive Cleaning (within 2 days) Emergency Cleaning (within 2 hours) Cleaning activities and standards Cleaning activities will be required to be undertaken in accordance with Cleaning Standards that have been detailed in the Specification

28 Tender Process Feedback form Tenderlink Registration Indicative Timeline Tender Release Mid to late October 2017 Tender Information Session #2 Mid to late November 2017 Tender in the Market 8 weeks closing mid December 2017 Evaluation Late December 2017 to mid March 2018 Service Provider Transition to Contract April 2018 Contract commencement May 2018 * *Some Services within the Waste Management Panel will commence after the current contract expires in June 2018 and September 2018, as outlined in Specifications

29 Questions