Integrated facility management and upkeepment of Nabanna State Secretariat Building Upanna Building and its surrounding premises at Howrah

Amount

Rendering Mechanized Environmental Support Services, Environmental Upkeep Services for the following: Land Area including Ramp: 1.930 Acre Upanna,Nabanna Sabhaghar and surrounding area 10200 Sqm. approx Total Basement area of Nabanna: 1890 Sqm. Total Carpet area: 14903 Sqm Total open terrace area: 824 Sqm A. The work will consist of Common area cleaning in podium, floors, basements, terrace, machine rooms, All Service Rooms, Substation etc. B. Toilets cleaning, maintaining and replacing toiletries of ladies/gents toilets of each floor C. Cleaning of all around the building periphery, driveways & roads by Mechanical Sweeper D. Additionally cleaning of all required are under PWD as and when asked by the authority

Rendering Waste Management & proper disposal for the following: A. Empty all garbage containers, wipe clean and replace liners B. Collect the waste papers, empty the garbage bins, waste paper baskets and arrange to carry away from the premise to the common garbage dump C. Keep dump area reasonably in a clean condition D. Garbage segregation needs to be followed before disposal of food and non food waste E. Disposal of collected garbage at nearest dumping ground of Howrah Municipal Corporation. Necessary permission in this regard should be obtained by the agency F. The vendor will have to remove all debris from the floors and dump at the designated place as advised by the PWD authority

Rendering Upkeepment service of periphery, driveways & roads i) The work will consists of Cleaning of all around the building periphery, driveway of Nabanna main building and Nabanna Shabhaghar and Upanna

Key Management A. To manage and maintain records of Door Keys movement of the entire office B. Prepare inventory of all the Door Keys of the entire office C. Facilitate cleaning of rooms by HK staff under supervision of Security Staff D. Locking the rooms at the end of office hours under supervision of Security Staff. E. Daily reckoning of keys at the end of office hours. F. Anomaly if any, to be reported to Authority immediately G. Monitor door lock maintenance and repair and replace of keys, if lost, by maintaining all records and taking approval from the authorities

Reception Management:- Access control needs to be provided by the agency A. Greet persons visiting the office. B. Assist them in registration C. Confirm their purpose of visit from the person they want to meet. D. Guide them to reach out to the concerned person. E. Deal with queries of the visitors. F. Monitor visitor access and maintain security awareness. G. Co-ordinate with security team. H. Answer, screen and direct telephone calls. I. Provide required information to the callers J. Direct maintenance call to PWD. K. Take and relay messages L. Provide general administration and clerical support. M. Receive, sort and distribute mails/ letters.

Help desk Management A. Take all complaints B. Log the complaints in the complaint management software C. Share complaints to concern departments for resolutions D. Check and confirm if the complaint has been closed with TAT E. Close the complaint after taking feedback from the person who has given the complaint F. Generate MIS

VIP & general Lift Lobby Security and Escort Management A. Check the visitors pass as soon as the person reaches the lift lobby. B. Guide the visitors on how to reach their destination. C. Support the visitor if he seeks any information. D. GREET & ESCORT THE VIP/ CIP FROM THE LIFT TO THE OFFICE HE/SHE WANTS TO VISIT. E. In case of person wants to visit WIP floors, instructions of Police & SB to be followed strictly

General Lift Operation A Must greet all the VIP using this lift. B. The lift operator must possess license to operate the lift. C. Must check the lift on all maintenance work so that the lift is ready for operation. D. Must keep the lift always clean. E. Must be aware of all locations of offices and facilities available in the building. F. All required maintenance report needs to inform to the helpdesk immediately. G. Rescue visitors trapped inside the lift if any due to malfunctioning of the lift.

Provision of security at each floor Provide 24 X 7 security at each floor of the building. Total no. of floors: 15 (Ground floor till 12th floor - Security warden, 13th & 14th floor - security Supervisor) (i) Security personnel should be provided at main entrance of each floor. (ii) Security team must have to make coordination with Government security agency

Flag hoisting A. National flag to be hoisted after sunrise in the morning & to be reseated before sunset in the evening every day. B. Flag of other countries to be hoisted accordingly during state visit of delegates of other countries. C. UNO flag to be hoisted on 24th October

Car Park Management A. Provide security warden from 7 am till 9 pm at the parking space to ensure systematic and organised parking system. B. Keeping the parking space clean C. Co-ordinating govt. security D. Provide proper guidance to the drivers.

Water Supply Management A. Moniter pump operations at scheduled intervals and ensuring available water supply all time. B. Cleaning of water reservoirs present at Nabanna once every monthly (Total capacity - 4.0 lakh litres.) C. Provide water test report after cleaning of the water reservoirs. D. The agency will ensure that all the pumps are operational and inform PWD for any repair of the same through help desk.

Linen Laundry and Supply Management A. Collection, cleaning and supply of fresh linen for all VIP rooms and conference rooms. B. The agency must possess adequate stock of linen so that requirement is fulfilled at all time. C. Keeping inventory and replenishment of linen against damaged ones through PWD.

Conference room management A. Provide pantry services to the PWD conferrence room at 8th Floor (#807), Upanna Conference Room and Nabanna Sabhaghar (if required) B. Pre and post cleaning of the conference rooms. C. Provide and receive necessary intimations and instruction of meeting.

Packaged drinking water stock and distribution management A. Receiving and distributing packaged drinking water under the guideline of PWD authority. B. Keeping inventory of the stock

Pest Control/Rodent and Termite Control Management A. Weekly rodent treatment B. Monthly snake treatment. C. Fogging once every month. D. Termite treatment as and when required.

General Management Services Provide Facility Manager and Facility Executive competent enough to handle State Secretariat building. They should have proper knowledge of the Protocols as per norms, who would work with close co-ordination with PWD Civil and receive and deliver charges as per assignments given time to time and report to the Assistant Engineer PWD Civil on a daily basis. They should provide Snag List and prepare Monthly Maintenance Reports so as to facilitate the department in maintaining the building. Monthly Service report must be submitted to the Authority to evaluate the performance. The Facility Manager will review with the client the monthly performance along with the Authorized person from the client office.

Fire Safety management Deploy one Fire Officer who will oversee the installations of fire safety devices at site and will co-ordinate with the AMC agency for any repair and maintenance work of the total system through PWD. Also the Officer will ensure monthly training to be provided to all staff for firefighting. The officer will also ensure that all the extinguishers are in proper condition to be used at the time of any emergency. One number Fire warden per shift (24x7) to be provided by the vendor to oversee any fire incident and immediately report to the PWD Authority, Fire Services and Co-Ordinate with the AMC agency.