This invitation to tender and the project-accompanying management of the contractor (AN) over the entire term of the contract is intended to ensure high-quality building management at economically favourable conditions for the tendered services of operating, operating and fault management of the technical systems of the Federal Ministry for Family Affairs and Senior Citizens, Women and Youth (BMFSFJ) in Berlin.
The aim is to achieve unrestricted use of the building and the technical facilities (365/366 days a year / 24 hours a day) with as few disruptions and interruptions as possible.
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The technical facilities are located in a 9-storey building with underground parking. The gross floor area is: approx. 8,420 m², the office floor space approx. 5,590 m².
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In terms of type and scope, the services of the Contractor include all measures which are necessary for the safe, functional, economical and environmentally friendly operation of the property, the building and the technical systems and which ensure the operator obligations (including the duty to ensure traffic safety) by the Contractor (Contractor). The Contractor is thus fully responsible, among other things, for cyclical and timely maintenance and inspection during and after expiry of the manufacturer's warranty. As part of fault management, the contractor guarantees a fault service 24 hours a day, 365/366 days a year.
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The required services must be provided in accordance with DIN 31051 / EN 13306, DIN 32736, the guidelines of the mechanical and electrical engineering working group of state and municipal administrations (AMEV) and VDMA 24186.
Other service components include energy, communication and downtime management (or downtime maintenance), warranty monitoring if necessary, all repeat inspections by experts for all systems subject to inspection, testing of stationary and mobile equipment and disposal.
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Other services include the start-up phase / contract expiry phase with the orderly takeover of the systems at the beginning of the service as well as the smooth handover after the end of the service, maintenance management and on-call service, property management and building services services.
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The Contractor shall assume orders beyond the scope of services agreed by the contract for a fee. This may include works or service contracts of varying scope/value.
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The Contractor independently uses modern EDP or CAFM systems for the areas of office communication (Word, Excel, Outlook), time recording of the Contractor's employees, Maintenance Planning, Commercial Management and Energy Management to pass on the required data to the Client. The CAFM system of the Contractor must comply with the IT security requirements of the BSI for the classification VS-NfD Classified Information - For Official Use Only, both on the software and hardware side.
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Premises (workshop, changing room, warehouse) as well as district heating, water and electrical energy are available to the Contractor free of charge for the fulfilment of its contract. The Contractor shall provide all necessary tools, equipment and materials for its provision of services.
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The personnel employed by the Contractor, including approved subcontractors, must in principle be in possession of an extended security check in accordance with § 9 SÜG, see also Section III.2.2.
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For the execution of the services, among other things, 1 object manager and 1 in-house technician as well as their representatives are required. Information on qualifications and professional experience can be found in section II.2.4.
The presence of the property management is 4 hours a working day between 07:00 and 16:00, that of the in-house technician (HT) in the period from 07:00 to 15:30.
The service is provided in the following stages:
1.Start-up phase: starts with the award of the contract, is planned for 05.12.2023, latest start: 01.11.2024
2.Regular operation: Start 01.02.2025 until end of contract: 28.02.2030 (optional extension until 28.02.2035 if necessary)
3. Contract expiry phase with return or handover of the property to the client or, if applicable, to a new service provider at the end of the service period
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Start-up phase:
- Incorporation of the contractor in all areas of responsibilities/processes in coordination with the client (AG)
- Regular meeting and coordination dates are already planned from the award of the contract, in which at least the project manager, the property manager and his representative should participate on the part of the AN
- for the takeover of the property, the contractor must provide sufficient personnel (start-up team), which includes at least the intended OL and a project manager (PL) experienced with property takeovers; the bidder guarantees that, after the contract has been awarded, sufficient personnel will be available who are willing to undergo an extended security check in accordance with § 9 SÜG or who are in possession of this security clearance; the staff is employed by the company and will be fully available for the takeover phase and the subsequent regular operation
The main tasks and duties of the contractor during the start-up phase include:
- Getting to know the property, the technical equipment and systems
- Instruction of the property and service personnel in the property and in the house rules of the user
- takeover of technical facilities and systems
- Adoption and completion of the plant documentation and familiarization with the manufacturer's operating instructions as well as preparation of all other documentation tasks in accordance with this service description (LB)
- Integration of the property into all IT systems used by the AN for building management
- Compiling all information and documents that are important for tracking the warranty
- Detailed system comparison (target/actual) of the contractual assets and systems
- Logging the takeover
- Establishment of office and storage facilities
- Participation of the property managers in regular meetings with the client and user
- Accompanying briefings, acceptances and handovers
- Create emergency folders for on-call duty
- Support in securing evidence
- Creation of training concepts for new property employees
- Functional test to determine the condition of technical systems
- Functional measurement
- Support of maintenance contracts
Specifications of the services can be found in the service description.
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Regular operation
a) Required services:
- operate
- inspection
- expert knowledge and expert checks
- DGUV regulation 4 - services (stationary and mobile equipment and equipment)
- Positions of the responsible electrician and plant manager
- maintenance
- repair
- Optimize
- fault management
- warranty monitoring, if applicable
- reporting
- documenting
- energy management
- Downtime management/downtime maintenance
- disposal
- communication management
- COMPUTERIZED
- Using a CAFM system
- maintenance management and on-call
- Objektleitung
- Haustechnikleistungen
according to economic, operational and ecological requirements in compliance with
- the applicable provisions
- the official requirements and regulations
- the requirements of public law
- the applicable recognized rules of technology
- the manufacturer's specifications.
b) The required services are at the following plant groups according to DIN 276:
-300 technical installations in the field of building construction
-330 exterior walls (exterior doors and windows, sun protection)
-340 interior walls (interior doors and windows)
-360 roofs (skylights, roof openings, etc.)
-410 sewage, water and gas plants
-420 Wärmeversorgungsanlagen
-430 ventilation systems
-440 Starkstromanlagen
-450 Telecommunications and information technology equipment (possibly excluding telecommunications and information technology equipment)
-460 conveyor systems
-470 Use-specific installations
-480 Building automation
-530 building constructions in outdoor facilities
-540 Technical installations in outdoor facilities
as well as services according to the general regulations/standards and recognized rules of technology such as:
- DGUV V4 testing of portable electrical equipment
- DGUV V4 testing of stationary electrical systems and equipment
- VDI 2052 ventilation systems for kitchen systems
- VDI 2035 Preventing damage in hot water heating systems
- VDI 6022 hygiene inspection ventilation systems
- VDI 6023 drinking water/legionella testing including chloride and chlorate measurement
- TrinkwV 2001 drinking water analysis according to the current version
- TRBS 1201 tests and controls of work equipment and installations requiring monitoring
- TRBS 2181 Protection against hazards when trapped in people receiving equipment
- TRBS 3121 operation of elevator systems
- BetrSichV Industrial Safety Ordinance
- 42nd BImSchV Federal Immission Control Ordinance
- technical testing ordinance of the respective federal state
- all repeat inspections by experts, for all installations subject to inspection
to provide.
All further information on the provision of services can be found in the service description.
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(b) Personnel in regular operation:
As a matter of principle, the staff employed by the contractor must have a security clearance in accordance with the Act on the Requirements and Procedure of Federal Security Clearances (Security Clearance Act - SÜG). For access to the contractual property, an extended security check ("Ü2") is required in accordance with § 9 SÜG. The subcontractors used must be accompanied by the contractor unless they have an extended security check ("Ü2") in accordance with § 9 SÜG. In order to prevent staff shortages, a sufficient number of people with security level Ü2 must always be available.
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The Contractor shall appoint a property manager and his/her representative, who shall be responsible for coordinating and providing all contractual services, overall supervision and ensuring the quality and quantity of the provision of services, and who shall actively control processes on their own initiative.
Conditions:
- at least Diplomingenieur (FH), Bachelor, state-certified technician, master craftsman, (DQR/EQR, at least level 6) in the field of electrical engineering or supply engineering, building technology or comparable field of study
- At least 5 years of professional experience in technical building management with comparable tasks and responsibilities
- very good knowledge of German spoken and written (native language level) C1 according to CEFR
- helpful, polite and representative appearance in all situations
- strong service-oriented attitude
- leadership quality
- knowledge of ISO 9001 and 14000 certificates
- Knowledge of all relevant laws, standards and guidelines
- Extensive knowledge of occupational safety
- very good knowledge of MSR/GLT technology
- good knowledge of the relevant hardware and software
- commercial knowledge and responsibility
- Willingness to apply for a certificate of good conduct (BZR examination)
- willingness to check security according to SUEG
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The property management must be present on site in the contractual property for 20 hours a week and must be available at all times.
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Use of an in-house technician (HT) and his replacement.
Conditions:
- Degree after at least 3 years of vocational training (DQR/EQF, at least level 4) in electrical engineering or in a supply engineering trade or comparable field of study
- at least 3 years of professional experience in a comparable position
- very good German language and written knowledge
- helpful, polite and representative appearance in all situations
- service-oriented attitude
- knowledge of ISO 9001 and 14000 certificates
- good knowledge of MSR/GLT technology
- good knowledge of occupational safety
- Elevator system commissioned person (all HT and their representatives) in accordance with BetrSichV, Annex 1, point 4.1 (elevator manager) with permission to release persons or with the declaration to obtain it immediately
- Switching authorization for MV switchgear (alternatively, the switching authorization must be ensured by another employee of the contractor)
- Locking system specialist
- Willingness to apply for a certificate of good conduct (BZR examination)
- willingness to check security according to SUEG
The contractual services of the HT are to be provided on working days during the attendance period from 07:00 to 15:30.
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The duties and obligations of the property manager and his representative as well as building technicians and their representation can be found in the service description.
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(d) Vertragsauslaufphase
The return includes the systems, technical systems or assemblies listed in the service specification and, if applicable, installed during the contract period, which are handed over to the AG or the new service provider, if applicable, by means of a handover protocol.
The handover must include at least the following points:
- Planning of the joint inspection
- Determination of the condition of the systems and assemblies
- Identification and documentation of existing deficiencies
- Determination and documentation of any existing warranty claims of the AG
- Instruction of the new operating personnel
- If necessary, handover of spare parts
- Preparation of a return or handover protocol
- Return of access cards, keys, transponders
- Expiry of granted powers of attorney/rights
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All further information on service content can be found in the service description.