3.

SITES VISIT FOR BIDDERS:

To define the extent of Service Provider’s resources (Manpower, Equipment) requirements, there will be
a mandatory pre-bid meeting and site visit to QNT and sites mentioned in this scope of work, it shall be
mandatory for all prospective bidders to make pre-bid site visit. Any bids received from tenderers who did not
attend the mandatory Site Visit will be rejected. All firms wishing to submit a bid must attend the above site
visit in order to be considered for this tender.

II. Overview of Service Delivery

The Service Provider shall provide the following:
1) MEPF
This forms most of the Contract and the Service Provider shall provide a full maintenance team including
operators to monitor the critical systems. The Service Provider will form an integral part of the Client’s FM
team with teamwork and collaboration key elements to the success of the Contract. MEPF is considered as
all assets/systems on site whether internal to the buildings or external.

2) Service Delivery Matrix

Asset Group
Maintaining of site MEP
facilities & Service Rooms
MEPF
Lighting Control System,
light fittings and accessories
Lifts
Shutters
Sanitaryware’s
Furniture, Fittings, and
Equipment (FF&E)
Civil & Structural Assets
Glazing & Hardware Doors
Events
Service Delivery Requirement
Fully PPM (Incl. Reactive Handyman
Comprehensive Servicing) /Corrective (Call off)
Maintenanc
e
   
   
   
   
   
   
- - - 
- - - 
- - - 
- - - 

 Fully Comprehensive
The Service Provider shall bear the full cost of all repairs, breakdowns and failures except if it is attributable
to an original defect issue, warranty issue, or third-party liability. However, the liaison and coordination to
resolve shall be the responsibility of the Service Provider.
 Planned Preventative Maintenance (PPM)
The Service Provider shall undertake regular maintenance in accordance with the minimum maintenance
tasks. This represents a preventative maintenance regime that is intended to minimize breakdowns and
failures through the regular and systematic servicing. The contractor shall strive to carry out all aspects of the
scope of work in most cost-effective manner. Priority shall be on all out efforts to repair a piece of equipment
rather than replacing it with a new one. (PPM yearly plan with schedule and check list to be prepared and
produced)

a) All specialist contractor PPM and equipment PPM shall be provided with maintenance service cost
all-inclusive except spare materials as per the maintenance frequency mentioned in QNT/HQ -
Master Asset list
b) Any missed PPM with the verification of QM representatives/engineers, related PPM invoices will
not be paid
c) Missed PPM shall be scored zero accordingly in the SLA/KPI monthly
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 d) Maintenance Schedule (PPM frequency) is the minimum but service provider is responsible to exceed
the minimum whenever the client requires in order for the asset to perform on optimum level.
e) The Service Provider is responsible to ensure that his planned preventative and servicing regime
meets and / or exceeds any pre-condition of the warranty agreement provided by the
manufacturer/supplier for those assets that are still under warranty.

 Servicing
The Service Provider shall undertake periodic checks and service to ensure the asset is operating to its optimal
performance.
 Reactive Maintenance
The Service Provider shall respond to a breakdown / failure and provide reactive attention in order to return
the asset to full operational status. The time limits for the response / rectification shall be as defined in
Appendix E Performance Monitoring Regime (PMR).

 Labour Cost
All mentioned type of maintenance services in this comprehensive contract is all-inclusive of labour cost

 Additional Works and Call off works

The Service Provider may identify Call off works or additional Works required to the plant and systems that
are not included within this Contract. The Service Provider shall provide a quotation for the cost of the Call
off works or Additional Works to the Client in a timely manner giving sufficient justification and details to allow
the Client to decide. No call-off or additional works will be carried out without the Client's written instruction.
The Client has the sole discretion if these works shall be carried out by the Service Provider or an alternative
contractor.
Reinstating to its original form of any assets after Service Provider works shall be part of the comprehensive
scope and shall not be considered as call-off.

 Call-Off Services Spare parts

Service provide shall use these services for an efficient and fast procurement process of the required spare
parts.
- The Service provider shall provide call-off services spare parts cost as indicated in QNT-HQ Master
Asset list
- The service provider shall provide a vendor list, a minimum of 5 companies/suppliers for each
discipline, subject to QM FM review and approval. Theses process should complete within the 3
months only
- These suppliers shall supply the spare parts requirement of the QNT/HQ equipment’s
maintenance work
 Call-Off Services Manpower
The Service provider shall and exhaust all possibilities to conduct all works as stipulated in this SOW.
a) The Service provider shall always use the call-off services and its rates for any additional manpower
that work may require on
b) In any case, an additional specialty works for MEPF, Civil works, special lifting/moving equipment,
park playground equipment, etc. that are not included in the SOW, upon the notification and
approval of the QM/MIA FM engineer, the service provider can submit a specialty call-off service
work from a specialty contractor.
c) The service provider shall submit a vendor list, a minimum of 5 companies for each specialty call-off
works that are not included in the SOW, contractor’s with relevant experience, company profile, staff
list & manpower, and equipment schedule, for further review and approval of QM FM team.

 Handyman Services (See Section III. No. 6)

3) The following additional requirements are included in the scope:

The Service Provider shall develop a proactive monitoring regime in what are important elements in the day
to day function of the QNT and HQ building.

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 a) The scope of work shall include all associated Electrical, Mechanical, plumbing, HVAC system and
Safety Systems including sensing, monitoring and shut-down systems.
b) Periodic monitoring of the air quality & cleaning and deodorizing of the A/C ducts or deployment of
any other methods or means to improve the quality of air shall also be the part of contractor’s
responsibilities.
c) Yearly testing for the water quality in chilled water systems. Flushing and subsequent chemical
treatment in case chilled water parameters are not according to the stipulated values.
d) The contractor shall maintain the fire safety systems at all the facilities in good functional condition
as intended and shall carry out any software update, reprogramming or any other software related
issues of the existing system.
e) Emergency trouble shooting and preventive maintenance during “after office” hours, weekends and
official holidays.
f) The contractor shall also be responsible to carry out any planned/unplanned shut-down related to all
above mentioned activities in this section of the scope of work. Such shut down work shall be
performed in a planned manner ensuring that the other activities/operations happening in a site,
which are not affected by the shut-down, are least effected.
g) Maintenance/repairs of the Lifting & material handling Equipment. Provision of competent third-party
certification agency for the testing & certification of related equipment on as and when required basis.
h) Maintenance and repairs of various air curtains and exhaust fans
i) Related support and assistance to the Events Management Team as required shall be part of the
Service Provider scope.
j) Cleaning and Sanitizing of Water Tanks
k) Monthly & Yearly servicing, maintenance, and repairs of various Elevators.
l) Servicing, maintenance, and repairs of various types of doors including automatic sliding glass doors,
all automatic and powered doors including roller shutter doors
m) Supply & changing of various light bulbs and associated accessories viz., Chokes, Ballasts etc., after
fitting out
n) Documentation like: Submission of daily reports, checklist, material issuance, store & material
inventories and monitoring, and other reports related to the scope as QM required.
o) Adequate Records/ Logbooks pertaining to above activities shall also be maintained.

GENERAL SERVICES
1. The service provider shall submit and provide daily manpower rates. This shall apply/reflected in
the monthly invoices of the service provider
2. Daily attendance will be checked through a biometrics system and daily report should be submitted
3. Absenteeism on any staff shall be penalized with deduction using daily wages rates.
4. Minimum of at least 50% of the total manpower proposal must be available on the 1 st week of the
mobilization and 100% manpower fully mobilize as per agreed contractual.
5. All Specialist PPM shall start from day 1 of the contract. FM contractor shall provide required
services, otherwise, missed PPM services and its invoices will not be paid

6. Maintenance to all Furniture, Fittings, and Equipment (FF&E) equipment.

Responsibilities shall include the regular adjustment, lubrication whenever necessary. Minor repairs and
adjustments will be undertaken by the Handyman and included in the Contract price.
7. Events
Related support to the Events Management Team during events, the Service Provider is likely to be asked for
an additional manpower by way of a supervisor, few technicians, and some helpers/laborers and/or
equipment/s like Temporary Generator, Temporary portable toilets, , Temporary Power connection, and
lifting Materials on an ad-hobbies. Bidders are required to include the rates/pricing of each into their
respective bids as call off basis. Site walk around and handyman services as requested by Events Team shall
be part of the Service Provider comprehensive contract which will utilize the current manpower on site and
shall not be considered part of call off.

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 8. Spares & Consumables
The contractor/services provider shall provide a list of spares it will provide with the Tender return, the list of
spares shall be agreed with the Client prior to commence the works.
The FM Service Provider is also responsible for the management, inventory, and storage of all the spares,
consumables, and materials during contract period including all handed over by the pre-contractor.
Warranty
All warranties and upcoming warranties of the site assets (including MEPF, Sanitaryware’s, Irrigation,
Fountains,, kitchen equipment, Doors, Shutters, glazing architectural, civil and landscaping etc.) shall be
managed by the Service Provider. Service Provider shall be capable for managing & pursuing the warranty
claims vis-à-vis QM’s equipment at various facilities.
9. Lifting Equipment
All lifting equipment’s that will be used by the Facilities Management team in the operation of their work
shall be provided, maintained, tested, certified, and operated by the Service Provider under this contract in
accordance with the required legislation and guidance.
10. Compliance to Regulations and Standards
All of the above mentioned functions shall be carried out in a safe manner in accordance with QM Standards
(HSE Manual, FMD OPG, Emergency plan, etc.… ),and other standards included in this document , in addition
to Qatar Civil Defense guidelines & prevailing International Safety Standards (QCS latest version, OSHA &
NFPA).

III. General Responsibilities

1. Mobilization Plan &Execution Plan
The bidder/ contractor shall submit a sixty (60) days comprehensive mobilization plan and execution plan
specific to QM’s project which will include taking over from the previous FM contractor & deployment of
his staff as well his sub-contractor’s personnel, equipment’s, and resources. Such plan shall also include the
organization chart specific to this QM project (Refer to Appendix A).
1.A Demobilization Plan
The bidder/ contractor shall submit a comprehensive and detailed demobilization plan of handing over of
the project to the QM representative and future/next FM contractor. This shall be included in the tender
return.
2. Staffing
The Service Provider shall provide sufficient trained staff to maintain and operate the Plant as detailed in
the Specification herein, in accordance with the Contract, and to supplement this from time to time to cope
with peaks of work and other duties for which the Service Provider’s staffs is not trained.
Occupants of the QNT and QM HQ are to be treated with respect and sensitivity, always. All Service
Provider's staff shall be instructed by the Service Provider management and follow QM representatives in
the proper manner
The Service Provider's staffs are required to act as part of the facilities support team and shall be working
under the supervision of QM’s FM Department engineers/representatives to adopt the Client-company
team-working attitude and manner.
Attention is drawn to the following requirements:
Engineers shall be fully conversant with KAHRAMAA and latest QCS.
APPENDIX A -Proposed Facilities Management Team Structure indicates the minimum safety levels and
structure that the Service Provider must price against. Where the Service Provider is proposing a different
structure, this must be clearly identified within their Tender return.
1. It is the Service Provider's responsibility to ascertain the number of supervisory and operating staff
required to adequately provide the requirements laid down in this Contract and to keep the plant in
a clean and tidy state and in good decorative order.

2. Should the Client decide that the level of manpower is inadequate to fulfill the requirements of this
Contract once the Contract has been placed then the Service Provider will increase the number of
operatives to the level required by the Client at no extra charge to the Client.

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