Question 1: Interpret tender in maintenance procurement

Procurement is the process of finding, agreeing terms and acquiring goods, services or
works from an external source, often via a tendering or competitive bidding process. The
process is used to ensure the buyer receives goods, services or works at the best possible
price, when aspects such as quality, quantity, time, and location are compared.

Procurement activities are often split into two distinct categories, direct and indirect spend.
Direct spend refers to the production-related procurement that encompasses all items that
are part of finished products, such as raw material, components and parts. Direct
procurement, which is the focus in supply chain management, directly affects the production
process of manufacturing firms. In contrast, indirect procurement concerns non-production-
related acquisition: obtaining “operating resources” which a company purchases to enable its
operations. Indirect procurement comprises a wide variety of goods and services, from
standardized items like office supplies and machine lubricants to complex and costly
products and services like heavy equipment, consulting services, and outsourcing services

Tender is an important document in the construction / maintenance project transaction.

Tender occurs between two parties, namely the party who offers the project and one or
several parties who accept to build the construction product. then a contract will be created
based on the offer and agreement of acceptance of the offer in which a form of reward or
payment will be made to the party who received and completed the work of the offer.
Question 2: Gas installation safety precautions
 During construction of the installation, all measures must be taken in order to prevent
the infiltration of extraneous substances (e.g. dirt, water, dust) in the pipes
themselves.
 The openings of the ducts and the openings of the closure devices must be closed by
adequate means.
 Dissolved work residues, such as shavings (burrs) must be eliminated.
 In the case of the presence of extraneous substances/elements inside the pipes and
relative connections and additional safety system, these must be removed by blowing
inert gas or air and with adequate means.
 The route of the gas installation must be as short as possible and with as few
connections as possible.
 The gas installation must be constructed in such a way that the specifications below
are respected.
 When faying the network, stresses (e.g. twisting) on, for simple, meters and other
components must be avoided.
 The pipes must be positioned in such a way as to avoid the risk or damage to the
mechanical parts (e.g. by hoisting equipment or during transport).
 The route of the pipes must be chosen in such a way as to exclude the risk of
damage (e.g. perforation or jamming).
 In the case of the use of perforators, tackers, staple guns, etc. A sufficient safety
distance from the installed pipes must be respected.
 In the case of installation in the vicinity of reinforced concrete (spacers), care must be
taken in order to avoid damage to the pipes themselves caused by sharp metal parts
or other building components.
 Adequate safety measures (e.g. warnings, protections) must be taken to ensure that
the gas installation cannot possibly be damaged

Question 3: 5 Usefulness of building maintenance fund

 Maintaining common property
 Paying rent and rates
 Paying the remuneration or fees for the managing agent
 Paying any premiums for insurance
 Paying any premium for insurance
Question 4: Describe 5 CMMS modules
Computerized maintenance management system, also known as COMPUTERIZED
MAINTENANCE MANAGEMENT INFORMATION SYSTEM, is a software package that
maintains a computer database of information about an organization's maintenance
operations.

MODULE DESCRIPTIONS
Work Order System • Work order number
• Work order description
• Work order priority
Preventive Maintenance • The ability to associate multiple assets to
one PM record
• The ability to trigger PM’s based on time
or usage-based events
• The ability
Asset Tracking • Nameplate data (manufacturer, model,
serial)
• Asset criticality
• Material list
Labour • The ability to keep a listing of employees
and certifications
• The ability to assign an employee to a
specific craft
Location • Hierarchy for rolling up cost from the asset
to area and facility
• Asset assemblies
• Configurable equipment class and / or
type

Question 5: Explains operation and maintenance manual (O&M) components

An operation and maintenance manual is a comprehensive document that provides all the
details necessary about a physical plant as well as individual pieces of equipment to help the
maintenance staff keep everything running smoothly

COMPONENTS DESCRIPTIONS
Overview This section provides a general overview of
the physical plant being discussed as well
as the components covered in the manual.
It includes personnel information,
organizational charts, company history, or
other background information.
Physical Building This section details important information
about one specific facility. Ideally, this
information is collected during the
construction of the facility itself and
contains floor plans, building materials,
finish data, building code and specification
information, and site survey.
Operating procedures A comprehensive, detailed explanation of
all major operating procedures should be
documented so that a new employee can
learn quickly, and a seasoned technician
 can double-check work.

COMPONENTS DESCRIPTIONS
Maintenance procedures The preventive and corrective maintenance
programs should be explained thoroughly
including schedules, procedures,
responsibilities, troubleshooting and test
requirements.
Emergency procedures This section outlines all the people, steps,
agencies, and other organizations that need
to be notified as well as a primer on how to
handle crisis communications internally and
externally
Question 6: Scope of maintenance works for fire safety

SCOPE OF WORKS
TYPE OF SYSTEM DESCRIPTIONS

 Check and service all mechanical

moving parts regularly such as pumps.
i.e. Pumps for the wet risers and
sprinkler systems need to be serviced
regularly.
 Check the portable fire extinguisher and
apply preventive maintenance by:
I. Check the level contents of the
extinguisher – limited life span,
leak out etc.
II. Apply for the extinguisher
ACTIVE FIRE
license once a year. Check on
the expired date (label attach to
the extinguisher).
 Check and maintain the electrically
operated parts i.e. emergency batteries,
fire detectors, exit signs and emergency
lights contain individual batteries. Leak
out empty over a period of time.
Changed periodically i.e. once a year.
 Check on the action of vandalism,
misuse and obstruction.

 Use of fire-resistant materials in parts of

the building for future renovation /
expansion work.
 Fire protection system considered
during the building design stage that
involves complying with certain design
& structural requirement mentioned in
UBBL.
PASSIVE FIRE
 Check the adjacent space to slow down
or prevent fire spread in the building or
to the neighbouring lot.
 Ensure that fire route are not blocked by
tables, chair or other material.
 Make inspection rounds to ensure that
fire doors are constantly closed and not
locked.
Question 7: Work specifications for sewerage treatment plant

WORK SPECIFICATIONS DESCRIPTIONS

 Carry out general site cleaning

(sweeping and grass cutting),
remove all the rubbish and floating
 Twice (every months)
solids from the sedimentation
compartment and scum (buih kotor)
chamber

 Inspect and check the routine

operation of one (1) unit Control
 Monthly
Panel Starter Board and ancillary
electrical apparatus

 Inspect and check the routine of

e.g.: two (2) units 7.5 Hp
 3 Months
Submersible Pumps (Sump Pump)
and ancillary equipment

 Inspect and check the routine

operation of Air Diffuser and Air  3 Months
Blower and ancillary equipment

 Inspect and check the routine

operation of four (4) units 1.5 Sludge  3 Months
Submersible Pumps

 Inspect and check the routine

 3 Months
operation of two (2) units Scrapper

 Inspect and check Effluent

(pengaliran keluar kumbahan)  3 Months
Quality
Question 8: 5 Important factors for building maintenance
 Wrong behaviour of occupants
 Faulty of workmanship
 Insufficient fund
 Lack of preventive maintenance
 Non application of building maintenance policy
 Non utilization of skilled building maintenance professionals

Question 9: Components in maintenance expenditure

Maintenance expense refers to any cost incurred by an individual or business to keep their
assets in good working condition.

COMPONENTS DESCRIPTIONS
Rates  Government tax, assessment
Insurance  (Fire, Public Liability, Major Service
Insurance (Lift and Escalator)
Maintenance Contract / Outsources  (Cleaning, Landscaping, M & E
System, Security)
Staff Salaries  (Maintenance Manager, Executive
Technician, Handyman)
Utilities  (Electricity Bills, Water Supply, Gas,
Fuel)
Maintenance Office Expenditure  (Utilities Bill, Post, Post and
Stationery Equipment)
Repairs to Fabric and Engineering Services  Building Fabrics, Decoration,
& Grounds Drainage, Furniture & Fixtures,
Electrical Services, Lamp Changing
and Other Services.
Ancillary & housekeeping services  Security, Car Park Attendance,
cleaners, Waste Disposal (Alam
Flora)
Question 10: Quality standard criteria in Maintenance Standard

CRITERIA DESCRIPTIONS
Compliance  Full compliance with applicable
standards and codes
Visual Appearance  Highest quality reasonably
achievable that is consistent with
intended use.
Financial  Financial and economic criteria are
not primary considerations in
planning maintenance programs for
buildings of this type.
Function  All elements must function as
intended at all times, with no down
time tolerated during periods of
intended use.

Question 11: 5 Maintenance strategies to increase the financial profit

 Create a financial policy of the company.
 Outline of annual inspection report
 Outlines of long-term program to show timing of major works
 Plan Supervisory and Clerical Work
 Any changes of maintenance organization should be inform / allocation of staff.
 Number of men employed and anticipated wage bill.
 Give a specific reason for any change in the number of direct labours is compare with
the previous period.
 Purchase of additional plant with reason.
 Introduce of incentive scheme.
Question 12: Work specifications for cleaning works of an academic building (Lecture
theatre, Administration office and Science laboratory)

WORK SPECIFICATIONS

 Cleaning, sweeping and mopping the cement / tile floor finish from any impurities.
(DAILY)
 Vacuum and carpet floor shampoo to be free from debris, dust, dust and any liquid
spills. (WEEKLY)
 Doing scrubbing work, finishing ceramic and homogeneous floors to remove all
stubborn impurities. (WEEKLY)
 Perform scrubbing, stripping and polishing work on PVC, terazzo and parquet
floors. (WEEKLY)
 Clean, lift and dispose of all rubbish. (DAILY)
 Cleaning and wiping windows, doors or partitions / walls. (DAILY)
 Clean the ceiling from dust, fences, bird's nests and hauls. (MONTHLY)
 Cleaning the fan and lamp cover. (MONTHLY)
 All furniture in the lecture room / lecture hall / office such as chairs and tables must
be cleaned of any dust / dirt and must be neatly arranged. (DAILY)
 Whiteboard should be cleaned of any dust or other dirt. (DAILY)
 Stationery (Marker Pen) and eraser must be cleaned. (DAILY)
 Phone fragrances should be replaced with new ones so as not to affect the quality
of the smell. (MONTHLY)
 Cleaning and sweeping the floor in the corridor. (DAILY)
 Remove traces of paper or any stickers pasted on any building structure. (Once
every 2 weeks)
 Ensure the foot mat (rubber matt) is clean from any dirt. (WEEKLY)
 Cleaning curtains / blinds including equipment from all dirt such as dust, dust or
adhesive. (Once every 2 weeks)
 All drains around the building should be cleaned so that it is not mossy, sandy or
dirty by using a 'water jetting machine'. (Once every 4 months)
 Ensure the gutter and gutter (RWDP) are clean from all debris and water travel is
not clogged / blocked. (MONTHLY)
Question 13: Components for maintenance budget
Maintenance Budget. The portion of an operating budget that is set aside in a single fiscal
year for maintenance activities on the organization’s assets.

COMPONENTS DESCRIPTIONS
Maintenance Income Maintenance income is a payment received
that provides for the support and
maintenance of a person.

Example:
 Sinking Fund Collection (for future
major maintenance work)
 Maintenance charges (include in
Sales and Purchase Agreement and
should be paid monthly or every
three months with certain amount
agreed)
 Other incomes – parking rental,
gymnasium fee, cafeteria (units
rental), laundry etc.
Maintenance Expenditure Maintenance expense refers to any cost
incurred by an individual or business to
keep their assets in good working condition.

Example:
 Ancillary & housekeeping services.
Security, car park attendance,
cleaners, waste disposal (Alam
Flora) etc.
 Maintenance office expenditure –
utilities bill, post and stationery
equipment etc.
 Staff salaries – maintenance
manager, executive, technician,
handyman, etc.
Question 14: 5 Benefits of Service Level Agreement (SLA)
 Cementing the roles and responsibilities of each party.
 Drawing attention to customers’ priority needs.
 Promoting a service quality culture and driving improvement.
 Creating a checklist for both parties to plan for the future.
 Giving the customer purchasing power.
 Allowing the customer a simple way to monitor performance.
 Giving the service provider incentive to innovate.
 Being key points of differentiation to distinguish between competitors.
 Delivering clear performance expectations of both the customer and provider.

Question 15: Example of Ascertained Penalty Deduction (APD)

Concept of Ascertained Performance Deduction (APD) in controlling the maintenance
contractor’s performance. 

Function of APD:
 It is a concept where the penalties is given to the contractor if the contractor doing
fault when execution of work.
 The system based on demerit point system.

Example of APD:
 Fail to perform any safety equipment as required
 Fire Protection Plan (Strategy, Plan, Scheduling, Implementation)
 Rules & Regulation, Management, Awareness
 Fire Safety – fire-fighting system (active and passive)
 Security system – manually, alarm system, access door, CCTV, etc
 Means of Escape (Exit Route, Exit Discharge, Final Exits)
 Factors to consider in designing of MOE – construction, occupancy, evacuation time,
exit & travel distance, management control.
 Delay / Unclosed the work order
 Incomplete filling the form
 Cause any injury / incidents at site

Question 16: Factor why building need to be maintained

 Building life cycle
 Investment
 Minimize operational cost
 Safety and comfortable
 Raise the income / profit
 Image
 Authoritative requirement
Question 17: What is the factor to create an organization structure
 Company size and development stage
 Business strategy
 Location
 Culture
 Technology

Question 18: Explain types of organization structure

ORGANIZATION STRUCTURE DESCRIPTION

 Workplace format in which
employees report to two or more
managers rather than one manager
overseeing every aspect of a
project.
 MATRIX  This type of structure is often useful
when skills need to be shared
across departments to complete a
task and can allow companies to
utilize a wide range of talents and
strengths.
 Combines both functional and
divisional structure. Instead of grid
organization
 Divides its activities into
 HYBRID
departments that can be either
functional or divisional.
 Widely adopted by many large
organizations
 The employees are grouped into the
same departments based on
similarity in their skill sets, tasks,
and accountabilities.
 FUNCTIONAL
 Allows for effective communications
between people within a department
and thus leads to an efficient
decision-making process
 This structure organizes business
activities into specific market,
product, service, or customer
groups.
 DIVISIONAL  The purpose of the divisional
structure is to create work teams
that can produce similar products
matching the needs of individual
groups
 CENTRALIZED  Refers to a setup in which the
decision-making powers are
concentrated in a few leaders at the
top of the organizational structure.
 Decisions are made at the top and
communicated to lower-level
 managers for implementation.

ORGANIZATION STRUCTURE DESCRIPTION

 A type of organizational structure in
which daily operations and decision-
making responsibilities are
 DECENTRALIZED delegated by top management to
middle and lower-level managers.
 This frees up top management to
focus more on major decisions.

Question 19: Define the term of Preventive and Corrective Maintenance

TYPES OF MAINTENANCE DESCRIPTION

 Preventive maintenance (or
preventative maintenance) is
maintenance that is regularly
performed on a piece of equipment
to lessen the likelihood of it failing. It
is performed while the equipment is
 PREVENTIVE
still working so that it does not break
down unexpectedly. In terms of the
complexity of this maintenance
strategy, it falls between reactive (or
run-to-failure) maintenance and
predictive maintenance.
 Corrective maintenance is a
maintenance task performed to
identify, isolate, and rectify a fault so
that the failed equipment, machine,
 CORRECTIVE
or system can be restored to an
operational condition within the
tolerances or limits established for
in-service operations
Question 20: Identify 5 CMMS software which available in the market globally
 MaintainX (CMMS Software)
 Maintenance Care (CMMS Software
 UpKeep (CMMS Mobile App)
 MicroMain (CMMS Software Feature)
 Hippo CMMS (Web – based)
Question 21: Advantages and Disadvantages of CMMS
ADVANTAGES
 Manage work orders efficiently
(CMMS software gives the ability to
configure work order screens with
the desired fields, automatically
tracks all work orders in the system,
and captures the history associated
with every piece of equipment)
 Eliminate paperwork (Using
software for maintenance and
facilities management eliminates the
need for paperwork and clipboards
because the software can be set up
to capture information automatically)
 Reduce downtime and repair costs
(Downtime is costly both in terms of
revenue loss and damage to an
organization’s brand and reputation.
When focusing on planned,
preventative maintenance,
equipment downtime is minimized.
Because a CMMS system enables
you to regularly maintain structures
and assets, they are less prone to
breaking down, which means that
repair costs are also reduced)
 Reduce overtime (Computerized
maintenance management software
can cut overtime significantly by
reducing the need for emergency
maintenance and repairs. By
scheduling maintenance,
maintenance staff can work more
efficiently and effectively)
 Manage work orders efficiently
(CMMS software gives the ability to
configure work order screens with
the desired fields, automatically
tracks all work orders in the system,
and captures the history associated
with every piece of equipment)
DISADVANTAGES
 The data resides on the software
provider’s servers
 May not have ownership or control
of your data
 Have to make sure that the provider
takes precautions to keep your
communications secure
 Have to make sure that you’re able
to get all of your data back from the
service provider if they go out of
business or you move to a different
provider
 If the service provider is having
technical difficulties, the company
may not be able to access the
software
 Some web-based facility
maintenance software has hidden
costs
 Response time is slower than a local
network
 Monthly or annual subscription fees
can add up significantly over time
 A web-based solution may offer less
functionality and flexibility
 Need to call the vendor to access
backed up data
 The high initial costs associated with
making this work
 Access for the connection
Question 22: Differences between In – House and Out – Source Contractors
IN - HOUSE CONTRACTOR
 The company use his own employee
/ staff
 Use own resources
Benefit
 Quick when breakdown
 Familiar with the facility
Disadvantages
 High in technician cost training
Question 23: Type of Building Maintenance Management
COMPREHENSIVE
 Cover all possible situation
 Eg. Labour / transportation / spare
part
 Price accordingly – in the contract
been offer
 Breakdowns / faults in the hardware
and repairing/service is taken care
of by the service provider.
OUT - SOURCE CONTRACTOR
 Hiring expert contractor
 Use the skills of Nominated
contractor
Benefit
 Can do the budget
 Provide staff that is well-trained in
the use of current technology.
Disadvantages
 The maintenance work will be finish
late
NON - COMPREHENSIVE
 Cover basic services
 Eg. Inspection services (air –
conditioning)
 Need a confirmation with the owner
when doing a maintenance work
 Be paid based per situation
 A consultant will advise on hardware
bread down
Question 24:Explain a definition of Building Information Modelling (BIM)
Building Information Modelling is a process for creating and managing information on a
construction project across the project lifecycle. The key outputs of this process is the
Building Information Model, the digital description of every aspect of the built asset. This
model draws on information assembled collaboratively and updated at key stages of a
project. Creating a digital Building Information Model enables those who interact with the
building to optimize their actions, resulting in a greater whole life value for the asset.

Question 25: Benefits of Maintenance Policy

BENEFITS DESCRIPTION
Financial  Effective use of a building, higher
production, less wastage of
materials, improve sales figure
Technical  Less accidents, lower future
maintenance cost, etc.
Human  Lower rate of staff turnover with
reduced recruiting and training
costs, better customer relations and
improve public image.

Question 26: How to do a Maintenance Policy

 Identification of maintenance tasks
 Standard to be achieved
 Limits of cost (lead to policies concerning the proper balanced between preventive
and corrective maintenance)
 How far work should be programmed rather than relying on user’s request.
 Priority of work according to the different types of work
 Work should be carried out by direct labour / contract out.