Specifications and Scope of Work

1) OPERATIONS AND MAINTENANCE SERVICES

(a)  To carry out the Operations & Maintenance works in a professional manner for the following systems:

1  Electrical and lighting

2  Air-conditioning and ventilation

3  Telephone and communications

4  Sanitary

5  Fire protection and Fire Fighting System

(b)  To operate mechanical and electrical installations in accordance with the requirements of the house.

(c)  To prepare and implement planned maintenance programme for the mechanical and electrical equipment and installations of the Properties.

(d)  To provide a service to all repairs and routine maintenance work performed by service Contractors relating to building maintenance, M&E services (Air-conditioning and Electrical system) and ensure that all jobs undertaken by the Suppliers or Outsource Contractor are carried out properly in accordance with the terms and conditions of the contract.

(e)  To carry out regular inspections of the Properties to ensure that the Properties is in satisfactory and serviceable condition and properly maintained up to the standards required by the relevant authorities and the Employer.

(f)  To conduct routine inspection of all installations for early detection of defects and where necessary to repair, and if not possible, arrange for repair by Contractors.

(h)  To comply with all notices issued by the relevant authorities and co-ordinate all inspections and testings as required by the relevant authorities, provided that should there be any unusual requirement, the Contractor shall have to immediately inform the Employer and a prior consent from the Employer is needed to be obtained.

(i)  To co-ordinate all consultancy works on maintenance matters performed by professional consultants.

2) ADMINISTRATIVE SERVICES

(a)  To attend all meetings with the Employer or its representative as and when requested.

(b)  To deal with complaints, queries and suggestions made relevant to the Employer’s scope of work in the Properties, and where necessary, to bring such complaints, queries and suggestions made to the attention of the Employer so that remedial steps can be taken and to keep proper records of all such complaints, queries and suggestions made.

(c)  To manage and maintain proper records and files of correspondence, documents and materials pertaining to the Employer’s scope of work in the Properties.

(d)  Ensure that all available documents, records and architectural, structural and M&E drawings are properly kept and maintained.

(e)  To assist in the preparation of the various tenders for the maintenance works, services and supplies by providing advice on the selection of suitable Contractors or specialists. In such advice and evaluation, the Contractor must declare to the Employer its interest, if any, in any of the tenderer’s companies.

3) M&E AUDIT

(a)  To conduct audit on the major M&E systems installed in the building through visual inspection, records available and existing instruments on site. The audit is based on the operational point of view and will cover the following:

- Operational functions.

-  System functions.

-  Maintenance accessibility of equipment

-  Safety and Protection of equipment.

-  Availability of Utilities for maintenance.

-  Defect identifications and recommendation.

4) ENGINEERING SUPPORT

(a) The headquarters Engineering team shall provide where necessary, M&E or Building engineers to give advice and support to the Employer on the maintenance of the common facilities, the building as well as on requirements of improvements works of a maintenance or capital nature for the Embassy’s consideration and approval.

(A) Quality Management

Standard Operating Procedures (SOPs)

1  Systematic work procedures would be implemented to the management of the Property

2  Continuous review of workflow will ensure that the management of the Property is aligned with clients’ expectations and vision

3  Standard Operating Procedures (SOPs) would be utilized as part of the maintenance programme

4  Staff at all levels will be managing and maintaining the Property utilizing the standard checklists and work flows

Quality Assurance

The Contractor will put in place Key Performance Indicators (KPI) to ensure quality assurance standard.

(B) Proposed Organization Structure

The Contractor shall submit the Proposed Organization Structure which explains the responsibility of each position in the party.

(C) List of Expenses to be borne by the Contractor

The following expenses, costs, charges, bills, etc. are not included as part of the fee and shall be borne by the Contractor subject to the Employer complying with the approved limits.

(a)  public utilities bill for water, electricity, gas, telephone charges, etc;

(b)  premium for fire, public liability, workmen compensation, all risks and other insurance for which the Contractor is required by local law and/or necessary for the running of the Properties;

(c)  fees or charges for all testings, licences, certificates or approvals required by law or statutory requirements;

(d)  charges of all term Contractors such as water treatment plant.

(e)  professional fees for Consultants who may be engaged by the Employer to provide professional services in respect of the Properties, such professional fees when due shall be certified by the Employer in accordance with the terms of their respective contracts;

(f)  licenses fees and/or charges other than penalties payable due to the negligence of the Employer in respect of the Properties when due as certified by the Employer, to the Building Authority and/or any government agencies;

(g)  installation, maintenance and repair costs including cost of spare parts and testing (if required) incurred in respect of the pump sets, electrical distribution system, water supply system, fire protection system, lifts, and other M&E plants/equipment/systems;

(h)  redecoration of the Properties;

(i)  repairs to the Properties;

(j)  addition and alteration including improvements to the Properties;

(k)  common tools for repair and maintenance works carried out by the technical staff

(l)  Consumable and non-consumable items such as official receipts, postage, bins, bulbs etc. necessary for the running of the Properties.

(m)  all other costs including office rents and maintenance cost, taxes, telephone bills, professional fees and charges, advertisement expenses, plans, drawings, tender documents, etc. which have received the approval of the Contractor and are necessary for the running of the Properties.

(D)  Handyman service

- The Contractor shall operate all equipment work properly.

- Test and Record the equipments.

- Plan for Preventive Maintenance on all equipments.

- Respond to all incident or reported order form the Employer.

(E)  Stock Controls

-The Contractor shall keep record and control the use of the tools and spare parts.

- The Contractor shall report to the Employer. the quantity of spare part and a defect of the part in order to change or reorder.

- The Contactor shall keep all defected part and scarp and shall disposal by authorizing of the Employer.

- The Contractor shall clean and keep a stock area clean and well organized.