5 year contract to furnish elevator operators, coat room, conference room, reception / concierge ...

Elevator Operators a) The Contractor shall provide passenger and freight elevators operation services for United Nations Headquarters compound in New York including the Secretariat Building, General Assembly Building and Conference Building. Responsibilities include operating elevators as well as directing pedestrian traffic flow around elevator bank areas. Five (5) elevator operators will be required for regular weekday service. b) Addition of elevator operators may be required at the discretion of the United Nations for any meetings, conference coverage, special events, or during the start of the annual General Assembly from mid-September to early October. c) For annual General Assembly start in September, approximately seven (7) additional operators will be required for a period of three weeks (1 week of training, 2 weeks of high-level period coverage). d) Reduction of elevator operations may also be required at the discretion of the United Nations during off-peak seasons. At such, the Contractor shall add or deduct hours and/or manpower as requested by the Plant Engineering Section. e) The Contractor shall provide recommendations on providing elevator operator coverage through a scheduled shift structure, to the extent feasible and cost-effective to the United Nations. Relief for breaks of the employees should be provided by the contractor. f) Elevators shall be operated using appropriate number of operators in accordance with the regular schedule for services attached as Annex A. g) It is the responsibility of the Contractor that the above elevators and/or elevator bank areas are attended by someone at all times as per the schedules provided. Any replacement of the personnel shall be at no cost to the United Nations. h) The Contractor shall supply, at its sole expense, uniforms for its employees as specified by the United Nations. The elevator operators shall maintain a high standard of dress and appearance and observe at all times the dress code as follows: - Winter and summer uniforms for female attendants – white blouse, navy blue pants or skirts, navy blue jacket/blazer and black shoes. - Winter and summer uniforms for male attendants – white shirt, navy blue pants, navy blue jacket / blazer, tie and black shoes. Coat Room a) Contractor shall provide two (2) persons for coat room service for the United Nations Headquarters in New York in close coordination with the Meeting Services Unit. b) The current coat room facility is located at the General Assembly Delegates Entrance. c) The coat room is in operation from 9:00 am to 7:00 pm Monday through Friday usually from mid-September until the end of April. The peak period is usually during the General Assembly from September to December of each year. During this period, the coat room is normally fully utilized on daily basis with morning and afternoon meetings. d) The opening/closing hours of the coat room shall be changed for any special meetings or outside receptions according to the schedules provided by Meeting Services Unit. See Annex A for an estimated schedule of hours. e) If any additional person(s) is required, prior approval shall be obtained from the Plant Engineering Section. f) The above operational requirement may be changed from time to time. At such case, the Contractor will take action to cover operational requirements. Prior approval must be obtained from the Plant Engineering Section before making any changes to the existing arrangement. g) The only items to be checked in the coat room in the normal course of business shall be coats, hats and umbrellas. However, items other than those aforementioned may be checked when the coat room personnel are assigned to a reception or any other event after normal working hours. h) The liability of the coat room operations shall be clearly stated in the United Nations’ signs to be displayed in two places – one on the counter and the other on the wall of the coat room. i) The Contractor shall supply, at its sole expense, uniforms for its employees as specified by the United Nations. The conference room services attendants shall maintain a high standard of dress and appearance and observe at all times the dress code as follows: • Winter and summer uniforms for female attendants – white blouse, navy blue pants or skirts, navy blue jacket/blazer and black shoes. • Winter and summer uniforms for male attendants – white shirt, navy blue pants, navy blue jacket/ blazer, tie and black shoes. Conference Rooms j) Contractor shall provide two (2) persons to perform setup tasks for meeting and conference rooms at UNHQ in close coordination with Meeting Services Unit and Plant Engineering Section. k) The Contractor will be provided with a list of meetings on a monthly basis and/or daily basis as well as prior to any event by the United Nations Meeting Services Unit. l) The conference room setup shall include, but not be limited, to the following tasks i) Placement of name signs for nations in conference rooms in accordance with the seating protocol provided by Meeting Services Unit. On some occasions, seating protocol will change from morning to afternoon if different committees use the same conference room on a given day. ii) Placement of note pad paper and sharpened pencils in folders at designated desks. They are to be available to all scheduled meetings. Pencil and note pad holders must be refilled as necessary. iii) Clearing of conference and meeting settings after the events take place. Clearing of glasses, cups and water pitchers after use m) All supplies, name signs, pitchers, glasses, cups, pencils, pencil holders, note pads, note pad holders and trays in the set-up’s office are to be provided by the United Nations n) The peak period is usually during General Assembly session, which is from September to December of each year. During this period, conference rooms are normally utilized fully on daily basis with morning and afternoon meetings. o) The above operational requirement may be changed from time to time depending on the schedule of meetings and conferences. Reception / Concierge Services a) Contractor shall provide two (2) persons to perform concierge and reception functions on floors designated as shared conference or work facilities. The work assignment will include audio/video custodial tasks, performing regular walk-throughs on the floors, and other tasks as directed by Plant Engineering Section. (b) Conference facility floors are currently located on the 15th and 27th floors of the Secretariat Building. (c) The conference floors are in operation from 7:00am to 5:00pm (15th Floor) and from 9:00am to 8:00 pm (27th Floor). HVAC Handyman Services (a) Contractor shall provide up to three (3) HVAC handyman to assist HVAC technicians with proper maintenance and operation of all machinery throughout the United Nations complex and offsite premises. HVAC Handyman personnel will work under direct supervision of the HVAC Leadman. (b) Work assignments will include assisting with air filters replacement, motor and fans belts replacement, bearing lubrications, electric motors and mounting plate adjustment, pulley adjustments and alignment, washing heating and air-conditioning coils, cleaning water strainers, cleaning mechanical areas and equipment from debris, and will require lifting heavy material (> 50 lbs), work on ladders 10’-15’ high and work in tight spaces (ex: inside the air handler or ductwork) and all other maintenance related duties as may be assigned by the supervisors (c) Assigned personnel should have a minimum of one (1) year of experience in mechanical maintenance field or related vocational diploma or degree and have a basic knowledge of HVAC or any mechanical systems and equipment, and the ability to use basic hand and power tools and knowledge of the relevant safety procedures (d) HVAC Handyman hours will be a night shift (3 pm – midnight, 1 hour break provided by contractor). Physical Verification Clerks a) The contractor shall provide up to five (5) clerks to perform regular and ad-hoc physical verification of property located at Headquarters premises. Under the operational supervision of the FCAS Property Management Unit, the work assignment will include property and equipment verification and data entry tasks using UN provided equipment. Regular hours for verification clerks will be weekdays from 8:30 a.m. until 4:30 p.m. Onsite Supervisors and Contract Supervisor a) A contract supervisor shall be assigned and responsible for monitoring and maintaining quality performance. The contract supervisor will attend a monthly onsite meeting with the PES operations POC, participate in annual performance evaluation meetings, and be available on request to address any performance deviations. The contract supervisor shall be available 24/7 to respond to emergency service requirements. b) The contractor shall provide two (2) full-time Supervisors (1 Supervisor, 1 Asst Supervisor) that shall be the focal point of the contractor agents and coordinating day to day operational activities under the contract, working and liaising closely with the Plant Engineering Section. c) The Supervisor shall deploy and assign duties to the contractors’ personnel as required, keeping track of such deployment to all service areas, ensuring that all services requirements are adequately provided at all times. All requests from the UN shall be addressed to the Supervisor, who shall follow-up and ensure that requests or Work Orders are fulfilled. All queries about services or lack thereof shall be addressed to the Supervisor for immediate remedy. In this regard the supervisor's presence on the UN premises would be required at all times that contracted services are being provided. d) The Supervisor shall keep records of personnel on site, at respective working locations, and respective working times, for security reason and for periodic verification. The contractor will use electronic timekeeping to record and report on personnel work hours. e) The Supervisor shall manage the roster for personnel vacations, replacements of personnel, and security clearances. f) The UN shall provide for the Supervisor a suitable place and the necessary facilities to work and perform the above-noted activities.