Concierge and Workplace Support Services

Overview The Department of Primary Industries and Regional Development (NSW) (DPIRD) is seeking tenders for an ongoing concierge and workplace support service for DPIRD and Local Land Services (LLS) workplaces. Purpose The service is intended to enable DPIRD and LLS to provide a high level of customer service, allowing staff to in turn provide a strong level of service to the public. Scope The scope includes: Provision of Principal Concierge services and workplace support across multiple DPIRD and LLS regional and metro agile workplaces, currently across 10 sites, with scope for additional or reduced sites throughout the life of the contract without financial penalty Provision of a senior concierge (Precinct Manager / Team Leader) acting as the first point of contact for go-to building knowledge, inducting new staff, and providing workplace, facilities and fleet support to DPIRD staff working within an agile and flexible working environment Visitor and Staff Assistance Providing a friendly and professional first point of contact for staff and visitors Greeting visitors to site and assisting with the sign-in process Site inductions for new staff Virtual site inductions via MS Teams for unattended sites Occasionally performing extended hours when business requirements arise Security Access Control Security access card collection Access management, including programming and cancelling access passes and arranging Bluetooth access Monitoring and reporting security breaches Emergency Management, Safety and Wellbeing Identifying, rectifying and reporting WHS issues and incidents, including carrying out audits Maintaining and replenishing consumables, including hand sanitiser, surface wipes and cleaning materials Mandatory Office Management Tasks Locker management, including allocation of lockers to staff and keeping lists accurate and up to date Meeting room AV and cleanliness checks Staff data listing management, keeping lists accurate and up to date Daily staff headcounts Basic print management support, assisting staff with troubleshooting issues Assisting with creation and ongoing maintenance of site-specific procedural guides and manuals Ensuring agile etiquette is adhered to and that clear desk policy is followed by staff Maintaining and replenishing consumables, stationery and office supplies, including milk, tea, coffee and sugar Providing workplace support for staff and guests, including event management assistance Inducting and escorting facilities management service provider contractors onto site Leaving site for ad-hoc requests Mail collection from the Australia Post Office Assisting with ad-hoc repairs and maintenance Fleet Transferring fleet vehicles to mechanic, garage or smash repairs Checking that electric vehicles are charged Assisting in having pool vehicles serviced and cleaned General fleet administration duties for shared pool and fleet vehicles at site, including key management Providing local support for fleet management issues General Concierge Services Providing concierge coverage at primary sites with one person covering each site, Monday to Friday, across primary and secondary office locations managed by the Property and Workplace team across NSW Providing backfill for staff on leave where possible; where backfill is not possible, no charge will apply and a credit will be issued at the applicable rate Provision of a Head Concierge Provision of a person who will act as the first point of contact for all concierge staff and supervisor to the wider group, including providing training, support and induction to new concierge staff Shutdown Period Requirements Services are not required during the NSW Government memorandum closedown arrangement over the annual Christmas and New Year period, which lasts approximately two weeks, with the exception of coverage at one site including a four-hour shift on non-public holidays only Services are not required on standard public holidays throughout the year Contractor Requirements Fire warden trained (mandatory) First Aid trained (not mandatory but favourable) Driver's licence (favourable) Contract Terms and Conditions The contract will provide flexibility to the Department with no financial penalty if the number of sites or hours of coverage are reduced or increased If a Concierge cannot be provided for any reason, the Department will not be charged for that period The value of the contract will increase or decrease in line with the quoted daily rates in Part B Response Form The Department reserves the right to request an increase or decrease in staff levels with the provision of two weeks' notification, with no financial penalty to the Department The successful contractor is to provide their staff with uniforms and a mobile phone The Department will provide a laptop, which must remain on site at all times and be stored in the onsite locker when not in use If a Head Concierge cannot be provided for any reason, or is on leave, the Department will not be charged a higher rate for that period Enquiries Primary contact: Alex McLerie, tenders@dpird.nsw.gov.au