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

Environmental Protection Agency

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.

Deadline

The time limit for receipt of tenders was 2023-03-22. The procurement was published on 2023-02-13.

Who? What? Where?
Procurement history
Date Document
2023-02-13 Contract notice
Contract notice (2023-02-13)
Object
Scope of the procurement
Title: Administration services
Reference number: RFT-MFA_Rec&SerAtt_Dub_2023
Short 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.
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Administration services 📦
Additional CPV: Administrative services for business operations 📦
Place of performance
NUTS region: Éire/Ireland 🏙️

Procedure
Procedure type: Open procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: Environmental Protection Agency
Postal address: Johnstown Castle Estate
Postal code: Wexford
Postal town: Wexford
Contact
Internet address: http://www.epa.ie 🌏
E-mail: k.byrne@epa.ie 📧
Phone: +353 0539160663 📞
Fax: +353 0539160699 📠
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=233912&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=233912&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2023-02-13 📅
Submission deadline: 2023-03-22 📅
Publication date: 2023-02-17 📅
Identifiers
Notice number: 2023/S 035-099903
OJ-S issue: 35
Additional information
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).
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Object
Scope of the procurement
Estimated total value: 357 724 EUR 💰
Title of the lot: Reception, Switchboard and Administration Services
Lot number: 1
Short description:
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.
• 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
Estimated value excluding VAT: 178 860 EUR 💰
Duration: 48 months
Description of renewals:
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.
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Additional information:
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).
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Title of the lot: Service Attendant for the Dublin Campus
Lot number: 2
Short description:
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
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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.
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• 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
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Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
As detailed in the tender documentation available to download from www.etenders.gov.ie

Procedure
Legal basis: 32014L0024
Number of participants to be contemplated: 3
Time of receipt of tenders: 17:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 12 months
Tender opening date: 2023-03-22 📅
Tender opening time: 17:00

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Kathleen Byrne
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/334 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=233912&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
Estimated timing for further notices: 4 years

Complementary information
Review body
Name: High Court
Postal address: Four Courts
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Internet address: http://www.courts.ie 🌏
Body responsible for mediation procedures
Name: Environmental Protection Agency
Postal address: PO Box 3000
Postal town: Wexford
Phone: +353 539160600 📞
E-mail: k.byrne@epa.ie 📧
Internet address: www.epa.ie 🌏
Service from which information about the review procedure may be obtained
Name: Consult legal advisor
Postal town: As applicable
Source: OJS 2023/S 035-099903 (2023-02-13)
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