ANNEX 3 EUROPEAN UNION DELEGATION TO GEORGIA ADMINISTRATION TENDER FOR TECHNICAL BUILDING MAINTENANCE SERVICES TERMS OF REFERENCE April 2013 OVERALL PURPOSE Offices of the EU Delegation The Contractor shall provide general technical supervision and maintenance of all installations and technical equipment of the office premises of the EU Delegation and ensure their perfect functioning. These installations and equipment comprise among others: heating (heaters, pumps, radiators) and cooling systems (cooling mats installed in some walls and ceilings, chillers, air-conditioning units), ventilation circuits, electricity, water supply as well as back-up systems (e.g. two generators, water storage tanks, etc.). He shall advise the Delegation of proper solutions in the event that technical failures have occurred or deficiencies have been detected (e.g. humidity problems, etc.) and ensure that necessary repair works are carried out to the highest standards. He shall also keep inventories of Delegation equipment (e.g. generators, air-conditioning systems, fire extinguishers, drinking water dispensers, etc.) and ensure their regular maintenance. The maintenance of certain installations (e.g. cooling systems) will be carried out by the landlord. The EU Delegation is a building with three floors and a basement with an overall surface of about 2.400 m², located at 38, Nino Chkheidze Street, Chugureti, Tbilisi. It has a courtyard that is used as a parking space for service and diplomatic cars, two covered garages, an outside technical room as well as two generator rooms. Accommodation of the Delegation s expatriate staff (about 20 dwellings currently) He shall also give technical evaluations of private dwellings of the Delegation s expatriate staff before the rental (e.g. uninterrupted water, electricity and gas supply, back-up Page 1 of 5
services, heating and cooling systems, etc.). He shall also ensure that possible works to be carried out by the respective landlords are carried out to the highest standards. During the lease period of rented accommodations (Residence of the Head of Delegation and private dwellings of the Delegation's expatriate staff), he shall advise the Delegation of proper solutions in the event that technical failures have occurred or deficiencies been detected (e.g. humidity problems, etc.). The Delegation s expatriate staff accommodations are either detached houses or apartments of various sizes located in Tbilisi. The addresses will only be divulged to the company having won the tender. DETAILED DESCRIPTION OF TASKS The following description of tasks is not limited to these and may evolve over time requiring new responsibilities as per the Delegation s needs in view of the good functioning of the Delegation's technical installations and the overall condition of its premises. For all tasks requiring a financial cover by the Delegation, the Contractor shall submit relevant price offers to the Administration for prior approval. Heating and cooling systems, ventilation - Supervision and maintenance of the Delegation's heating systems subject to proven experience with the installations concerned. - Regular monitoring of the good functioning of the heaters and the manifold pumps of the heating system. - Verification of the Delegation s fuel supply for the heating system as well as timely organisation of refilling. - Maintenance and cleaning of all air-conditioning units on a six-monthly basis (March and September) at least. - Regular maintenance and cleaning of all ventilation fans installed at the premises. Electricity and water supply - Maintenance of electrical equipment (e.g. cabling, wiring, ventilation, plugs, etc.) and supervision of the installation of new electrical equipment. - Maintenance of the electrical circuits and outlets and repairs as necessary. - Verification of city electricity supply lines and informing the Head of Administration and the landlord/his technician in the event of wrong supply phasing. - Monitoring of the transformer station in view to ensure a stable low voltage operation (in cooperation with the landlord and his technicians). Page 2 of 5
- Maintenance of the Delegation s generators on a six-monthly basis (March and September) at least. - Maintenance of the Delegation's water supply system and water storage tanks as well as supervision of possible new installations of water circuits. Inventories - Regular update of the inventory of the air-conditioning units installed at the Delegation premises and organisation of regular maintenance/replacements. - Regular update of the inventory of the generator sets installed at the Delegation premises and organisation of regular refilling/maintenance/replacements. - Regular update of the inventory of all electricity/it/telephone outlets of the Delegation offices and maintaining them functional at all times. Labelling and mapping of the outlets. - Regular update of the inventory of all fire extinguishers at the Delegation premises as well as at staff accommodations and organisation of regular refilling/maintenance/replacements. - Ensuring a minimum reserve of spare parts and office furniture and regular update, also photographic, of the relevant inventories (e.g. office chairs, desks, lamps, light bulbs, extension cables, etc.). Minor repairs and advice tasks - General minor repairs to walls, ceilings and floors, retouches of painting and installation of small devices (taps, sockets, wiring, etc.). - Assistance with the Delegation s security installations in the event of failures (e.g. security doors, fire and movement detectors, etc.). - Assistance with the Delegation s telephone system (PABX), cabling/wiring. - Re-connections of telephone and network lines, as necessary, proposals for new installations, maintenance, etc. - Proposals for possible upgrades and renovation works (painting, repairs to the wooden floors, etc.) of the Delegation's premises and installations as well as provision of comparable price offers (the Administration will advise on the minimum number of offers to be submitted by different suppliers). Tasks and duties at all Delegation premises - Inspection of new Delegation premises proposed for rental (please refer to Reporting ). Page 3 of 5
- Verification that possible tasks have been undertaken by the respective landlords, before the entry into force of the lease contracts, in order to render the premises to the proposed standards as per the technical inspection reports. Reporting - The Contractor shall provide a written report on the status of the Delegation s premises at the end of each month to the Head of Administration. This report shall comprise a description of works undertaken during the month, works to be foreseen (and for which possibly price offers or tenders would need to be prepared by the Administration Section) as well as detailed proposals (including plans where necessary) for general maintenance, renovation or upgrading works at the Delegation s premises. - He shall visit and inspect new accommodations chosen by the Delegation for its expatriate staff and submit a written evaluation of their technical condition as well as proposals for adaptations and repairs, if necessary. - In the event of any technical mal-functioning or failure of technical installations (e.g. heating/cooling systems, water, gas supply, etc.) at the Delegation or any of the expatriate accommodations, he shall provide immediate ad-hoc reports to the Administration Section in order to prevent discomfort of staff and/or damages to the premises. Other details The Contractor shall report to and receive instructions only from the Head of Administration (as well as the Head of Delegation and his Deputy). The requests by other staff members have to be confirmed by the Administration. If the Contractor needs spare parts in order to perform his tasks, he shall provide the Administration Section with the relevant price offers/comparison of prices. He may purchase the items only after authorisation by the Administration Section. The price of the necessary purchases shall be reimbursed upon presentation of invoices and/or receipts. Working hours The Contractor shall get quickly acquainted with the technical specificities of the EU Delegation as well as of the other Delegation s premises, as necessary. The Contractor s working hours shall be from Monday to Friday from 9:00 to 13:00. During this time, at least one company representative shall be present at the Delegation offices or any of its other premises. In case of an emergency, the Contractor may be requested to provide ad-hoc assistance outside working hours or during week-ends and public holidays. In such a situation, the Contractor should provide emergency assistance within two hours. Page 4 of 5
PROFILE OF THE CONTRACTOR The Contractor shall have a proven experience of a minimum of five years in maintenance tasks at office premises and dwellings (electrical, technical and general maintenance tasks). He shall have a proven capacity to maintain heating, electrical, plumbing and water circuits of premises as well as of the maintenance of telephone and IT wiring and cabling, etc. He shall be thoroughly acquainted with the local market and suppliers in order to be able to quickly propose the most appropriate and high quality offers for necessary works, purchases and services. The Contractor and the personnel assigned by the Contractor for the execution of the technical building maintenance contract must be able to communicate in Georgian and English, orally and in writing. The Contractor must provide his own transport in order to carry out his tasks efficiently and timely. Page 5 of 5