Lotus Panache, Sec-110, Noida

Ref No: COMS/Lotus/21-22/01 Date: 27th Nov,21

Kind Attention: Mr. Sumeet Saxena

Subject: Proposal for Integrated Facility Management Services

Sir,

We would like to express our sincere thanks for the kind courtesy extended to me and my colleagues at your esteemed premise.

Furtherance, this is with reference to our discussion, we are pleased to submit our proposal for manpower Services. Details of
same category wise is herewith mentioned in the Annexure I.

Annexure I: Commercial Proposal for IFM Services

We hope our offer is in line with your requirement and considering one of the prestigious clientele, the offered proposal is
negotiable, therefore feel free to call or write me at contact no. Mob: +91-8447343565 and somesh.jha@comsindia.in

Thanking you and looking forward for long association by assuring our best attention at all times.

Yours Truly
For "Capital Outsourcing & Management Services (P) Ltd.”

ANNEXURE 1

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
 Commercial Proposal For IFM Services

Deployment Total Cost

Sl No Services Unit Cost
Shift 1 Shift 2 Shift 3 General Reliever Total Per Month
I Resource Staff Schedule
A Management Team Qualification & Experience
Bachelor's degree in real estate, property management,
business administration, or similar.
A minimum of five years' experience in real estate, project
1 Estate Manager 1 73,925 73,925
management, or similar.Experience in property management
including the coordination of housekeeping, maintenance, and
renovations.

Assisting Estate Manager in the day to day activities and

2 Assistant Property Manager 1 47,725 47,725 supporting in preapring the documnetation part. Having 3-5 yrs
exp. In similar field with B.tech
Assisting Technical Team in the day to day activities and
3 Facility Engineer 1 29,355 29,355 overlooking PPM Schedules. Having 3-5 yrs exp. In similar field
with Diploma in Electrical .
Minimum educational qualification is 10+2 passed with
4 Accountant 2 2 30,312 60,623 commerce subjects like Accounts, Economics & preferably
from real estate background

Minimum 12th Pass with fair written & speaking communication.

5 Help Desk 1 1 1 3 19,738 59,214 Having exp. of atleast 3 yrs in similar industry. It will be 24*7
operations

Sub Total (A) 8 2,70,842

B Resource Overheads Remarks

1 Cell phone charges 500 500 For Estate Manager

One Laptop for Facility Manager & 2- Desktop for accountanat &
2 Laptop & desktop 3,400 3,400
help desk
Labour License & Statutory
3 1,000 1,000
Compliance Cost
4 Technical Log Books 2,000 2,000

Sub Total (B) 6,900

C Associated Services Remarks

Pest Control & Mosquitoes

1 5,500 5,500 Socpe consists of rodent, spray services for moquitos
Spray Services
It includes the fogging machine cost, diesel cost & chemical
2 Fogging 5,000 5,000
cost
Single Disk for floor scrubbing of club houses & lift lobby
areas -2nos, Wet & Dry Vaccum Cleaner for suction-2nos,
3 HK Equipment cost 15,336 15,336 Flipper machine for road cleaning-2no, Back pak for channel
cleaning of lifts-1, High pressure jet machine for basement
cleaning-1nos

4 HK Cleaning Consumables 27,500 27,500 All Hk cleaning consumables & chemicals

5 Horticulture Consumables 2,500 2,500 Consists of scissiors, khurpi, gardening pipes etc.

consists tools for electrician, plumber, carpenter, mason &

6 Engineering Tools 6,500 6,500
painter
Lawn Mover ( Diesel Operated)-2 Nos, Bush Cutter( Petrol
7 Horticulture Tools 6,087 6,087
Operated)-2 Nos, Hedge Trimmer- 1No.

Sub Total (C) 68,423

Total Operating Cost 3,46,165

Management Fees 2,16,789

.
PM Monthly Cost 5,62,954
.
II Manpow er
D Technical Services Shift Details (8 hrs / 12 hrs)

1 Technical Supervisor 1 1 2 27,229 54,457 12 Hrs Shift

2 Electrician 3 3 1 7 19,846 1,38,924 12 Hrs Shift
3 DG Operator 1 1 2 19,846 39,693 12 hrs Shift
4 Plumber/Pump Operator 3 3 1 7 19,846 1,38,924 12 Hrs Shift
5 Fire Technician 1 1 2 19,846 39,693 12 Hrs Shift
6 Helper (Technical Assistant) 2 2 15,538 31,077 12 Hrs Shift
7 Lift Operator 1 1 2 19,846 39,693 12 Hrs Shift
8 Welder 1 1 16,940 16,940 9 Hrs Shift
9 Mason 1 1 16,940 16,940 9 Hrs Shift
10 Carpenter 1 1 16,940 16,940 9 Hrs Shift
11 Painter 2 2 16,940 33,880 9 Hrs Shift

Sub Total (D) 29 5,67,161

E HouseKeeping Services Shift Details (8 hrs / 12 hrs)

1 Housekeeping Supervisor 1 1 17,885 17,885 8 Hrs

2 Head Boy 1 1 15,185 15,185 8 Hrs
3 Houseboy/Chambermaid 25 2 1 6 34 12,183 4,14,211 8 Hrs
4 Pantry Boy 1 1 13,326 13,326 8 Hrs
5 Horticulture Supervisor 1 1 16,904 16,904 8 Hrs
6 Gardener 8 8 12,441 99,526 8 Hrs

Sub Total (E) 46 5,77,037

F Security Services Shift Details (12 hrs)

1 Security Officer 1 1 2 29,500 59,000 12 Hrs

1
2 Security Supervisor 1 1 3 28,500 85,500 12 Hrs
3 Gunman 1 1 2 25,000 50,000 12 Hrs
4 Security Guard 22 20 8 50 20,500 10,25,000 12 Hrs

Sub Total (F) 57 12,19,500

TOTAL (Sub Total D+E+F) 132 23,63,698

PM Monthly Cost 29,26,652

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
 VALUE ADDED SERVICES:
Matting at each Tower so reduce the dust control on the lobbies
Polishing & Buffing of each lift to keep it always shinning like new on quarterly basis
Will provide energy audit & Thermography of all equipment once in a year
Sanitization of towers as & when required

Terms & Conditions

GST will be charged as per the government norms
The above cost is based on State Minimum wages. As & When minimum wages of State
Govt. increases, the same percentage of hike will be incorporated in next monthly invoice.
The above quote includes all Statutory Cost viz PF, ESIC, Bonus etc. Any subsequent
amendment which would result in increased liability will be charged on actual.
Payment Terms: The payments should be made within 15 days of the submission of the
invoices.
Electricity & water will be provided by client
Gratuity will be charged at Actual

1. SCOPE OF SERVICE:

Housekeeping services:

Sl. No Nature of works to be executed Frequency

1 Tower floors, Stairs and railing(Alternate day), Lift cleaning, Daily
Ground, Basement lift lobby cleaning, Lobby area doors, lift
doors and channel cleaning, Tower outer area, lower & skirting
Cleaning, Tower reception, Club , Club shop area, Club toilets,
Outer periphery road, Basements and utility area, Main gate
cabin & FM office, Central lawn, Amphitheater and park
benches, Lawn Tennis, kids play area & multipurpose court

2 All tower terrace cleaning, All tower shaft cleaning, Canopy Weekly/fortnightly/
cleaning, Reception area facade glass cleaning, FHC Box monthly/quarterly
Cleaning, Tower floor scrubbing, moping , polishing, and job
washing, Basement washing with STP water, Drain line cleaning
(Basement and outer area), Chairs and rugs cleaning, Dustbin
cleaning, Sump pit cleaning, Basement overhead pipe dusting &
cobweb removing, STP/WTP area cleaning

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
 3 Arrangements during festive party, GBM, Sanitizing, Helping On demand
painter, mason, Extra work of horticulture, Hilti, soil work,
debris removing, Swage manhole cleaning, Water logging in
basement during rain

4 Removal of small, medium and large scale debris/unwanted Basic known

stuff from stairs, Basically need a policy around this, Club male requirement
& female HK staff during swimming pool hours (6-10 am, 5-9
pm).

Tennis court and kids play area cleaning post 9:30 pm or early
morning like 6 am, Few staff for evening shift for the job of
fogging and sanitization.

One staff for night shift (emergency cleaning), Can be used for
other job work during night, Waste collection vendor is
separate so this is not to be included in scope of work

5 Garbage including dustbins of staff to be cleaned and removed Daily

from the premises every day

Landscaping and Gardening

Area to be covered for landscaping and gardening is outer peripheral road, 15 tower gardens and once
central garden. Requirements: There is high requirement to uplift the ambience, Good skilled
gardeners/horticulture staff Supervisor can be excluded if regular SME visit is there or soft service in charge
if can handle this. Horticulture equipment which can provide automation and reduce manual work like Cutting
tools, Digging tools, Shovels, Spades, Forks, Watering tools, Hose pipe, sprinklers, watering cans, Reliever
for staff who will be on holiday Recommending and arranging of Seasonal plants, Manure and fertilizer and
For SME visit Pesticide requirement & Soil treatment.

Sl. No Nature of works to be executed Frequency

1 Clean walkways and paths, Empty trash cans and replace liners Daily
2 Straighten plant identification signs and clean Remove cob webs Daily
from plants, tables and benches.
3 Deadhead flowering plants as needed. Daily
4 Mop or squeegee excess water from the floor of the Recycle Zone Daily
within one day of a rain event.
5 Clean all signs throughout garden, front and back. This includes Weekly
plant identification tiles and all garden information signs throughout
the garden area.
6 Recycling, preferably March, May, first week of August, and
November, and before large events. (Vendor will be notified in
advance of event(s)

Mechanical, Electrical and Plumbing (MEP) Services

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
 Services: Electrical Distribution System (LT and HT Section)
Vendor
responsibility
All in all O&M of the
various Electrical
installations specified
including all Spares, and
manpower.
Service: DG Supply
Vendor responsibility
All in all O & M of the DG
set as per manufacturers’
guidelines, service book,
POL etc
Service: Operation and monitoring of Elevators' Operation & Plumbing
Vendor responsibility
Assist and guide users in the
operation of passenger
elevators. Operate Service
elevators. Ensure that all the
elevators are operational all
the time.
Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
Frequency of Service
Vendor has to keep the
trained Operators for
Proper operation and
observation round the
Clock.
Frequency of Service
Vendor has to keep the
trained Operators and
Helpers in shifts for proper
upkeep and operation of the
DG sets
Frequency of Service
Vendor has to keep the
trained Operators to run
the Service elevators and
assist users on the use of
Passenger elevators in
shifts for proper use of
Elevators
Required Service Level
 Minimum down time, coordination with
the power supplier for uninterrupted
power supply round the clock.
 Log electrical meter readings.
 Track the consumption of all
consumables.
 Ensure all indication bulbs in panels are
functional.
 Ensure ventilation in LT
/Transformer / DG room is proper and
adequate.
 Ensure all ACBs / MCCB are healthy.
 Ensure that Capacitor panels
are functional.
 Check all electrical installation viz.
Panel rooms, LT / HT Room / DG Room
for any abnormality.
Required Service Level
 Carry out NO LOAD testing of DG
sets daily
 Check DG set ON LOAD on a
weekly basis
 Keep records of diesel &
lubes consumption
 Ensure adequate Diesel in the fuel
tank at all times
 Ensure all batteries are healthy.
Required Service Level
 Minimum down time, coordination with
the OEM /supplier for uninterrupted
service round the clock.
 Ensure smooth operation through
coordination.
 Check on working of various indications.
 Periodically check on operational
features of safe landing, automatic hall
call registration, false call cancelling,
power on relabeling etc. as may be
applicable.
 a. All in all Operation and Round the clock  To be checked on defined
Maintenance of all Water Supply monitoring of the system intervals to ensure no
and distribution system including installed. Complaints are received.
RO plant, WTP, Hydro-pneumatic  Ensure availability of water at
System, STP, Fire Fighting all times.
Equipments, Fire Hydrant System,  Ensure storm water lines are
Pumps and Motors, Fountain not cogged.
System, Irrigation System in  Ensure all sanitary fittings
accordance with the Manufacturer's installed within common area
Instruction Manual. are in good working condition
b. Periodic checking of all storage at all times.
tanks of treated water tanks, Fire  Periodically check the
tanks etc. condition of charging wells.
c. Maintain pre-defined water levels
in fire tanks.
d. Ensure that the pressure of the
water supply for the firefighting
system is maintained at the
required level.
e. Attend to complaints for choking
/ clogging of drainage system.
f. Maintenance of all valves, taps,
basin, commode, urinal etc. and
other plumbing and sanitary fittings
of common areas.

Executive Summary

As the leading provider of Property Management Services, we very well understand the importance of
managing the property. It is the ability to transfer the knowledge which will help the property to develop
and maintain genuine competitive advantage.

Our systems, processes and technology are unrivalled in the industry; we believe that it is our people
and our constant ability to retain our talent pool that sets us apart from our competitors. Our
commitment towards training and education ensures that our values and ethics permeate all levels of
the firm. In emerging markets, there is no substitute for experience; over the past 10 years we have
become the premier provider of quality real estate services to our clients.

Our Systems and processes are appropriately customized as per Indian conditions to provide best in the
Industry to our Client.

COMS Group has proposed management team apexes by senior staff with the objective of building the
foundations for growth whilst establishing Best Practice Systems and processes in all aspects of the
Property Management Cycle right from transition phase. We have qualified engineers and domain
experts who ensure that every minute component of the process of services are captured and well
monitored through physical means and technology.

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
TRANSITION PLAN FORMAT
MOBILISATION & TRANSITION PLAN DOCUMENT
S.No. Action Item Start Date End Date Responsibility Status Remarks
1 Pre transition
i Layout of facility shared with COMS
ii Transition Checklist distribution
iii Commercial Proposal
iv Issue of LOA/PO
v Signing of Contract
vi Formation of Transition Team
vii Escalation matrix at Corporate & Site level for service delivery
viii 1st Kick off Transition Meeting with Client
2 Hiring & Recruitment Plan
Retaining existing manpower (subject to internal screening and
i
verification)
ii Proposal of Manpower count with shift timings
Arrangement of ID Card , Joining formalities, PF,Bank account etc. for site
iii
staff
EFS will submit list of employees and their details for access cards for
iv
entry in Client premises.
v Report on Hiring and Recruitment status
vi Confirm HR Policies & Procedures available
vii Induction Training
viii Identify Training Needs & create Training Plan
3 PRODUCT- Equipment, Tools, Consumables
i Procuring and Deployment of basic Tools & PPE at sites
ii Procuring and placing cleaning and maintenance Equipment
iii IT Equipment / Communication Equipments
iv Procuring and deploying of Uniforms at site.
4 Transition/Take-Over of Services
i Go Live Date
ii Schedule Internal Mobilisation Completion Meeting
iii Schedule Go-Live Meeting with Client
iv Training to site team on service delivery
Formats of MIS report and shift handover to be finalized in coordination
v
wIth Boeing
vi Organize Training with HR, and other related departments
Prepare 52 week training calendar based on site scope of work and
vii
publish of execution
5 Review and Audits
i Internal Review of Transition checklist (Once in 2 days)
ii Review of Transition checklist with (Once a Week)
6 Billing
Formalization of billing process, billing certification, billing cycle,
i
documents required for billing
7 Compliance
i To be discussed with the client team during Transition

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
TRANSITION DOCUMENTS
Name Of The Site:
Hand Over Date :
Hand Over Given By :

Availability Status
Sr. No. Description Details Remarks
(Yes/No/NA)
1 Area Covered under the scope
2 Strength of team on site / shift wise
3 Manpower deployment sheet (allocation / location & shift wise)
4 Is deep cleaning schedules in place
Frequency of cleaning of Utility rooms, Technical equipments &
5 assets where HK assitance required
6 Is supervisors checklist in place
7 Do supervisors maintain daily report (shift wise Log book)
8 Is daily briefing & De-briefing carried out by supervisors
9 Is attendance register maintained on site
10 What are safety practices followed by the HK team (is PPE used)
11 Are proper chemicals & PPE used on site

Are job responsibilities of individual housemen defined (Job card)

12
13 Is there any training conducted & records available
14 Is office & common area checklist in place and followed
15 Frequency of toilet Cleaning
16 Is the schedule for the daily special cleaning activity in place
Pattern of tracking consumption of consumables & reporting the
17 same to FM
18 Housekeeping Supervisor Daily Checklist
19 Weekly Deep Cleaning Checklist
20 Monthly Deep Cleaning Checklist
21 Daily Washroom Checklist
22 Conference Room Checklist
23 Cleaning Specifications
24 Daily Cleaning Schedule
25 List of Chemicals used
26 Housekeeping Consumables Stock Register
27 Job card
28 Checklist for common area
29 Weekly, Fortnightly & Monthly Housekeeping Schedules
30 Stock register
31 Machine movement register
32 Log book
33 List of daily registers to be presented to FM
34 Staff PF details
35 Staff ESIC details
36 Staff PCC/ Background checks
37 List of material & machinery procured

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
HOTO CHECKLIST

Site Name

Address

PROCEDURE FOR HAND OVER & TAKE OVER

When Site Is Handed Over To Operation’s Team

Handover Date: Handover Given By : Handover Given To:

Objective:

To establish a procedure for proper Hand Over and Take over when the site is Handed Over to the
Operations Team.

Policy:

The proper procedure of handing taking over should be followed for smooth and trouble free operations.

Responsibility:

Transition In charge

Procedure:

 Handover of all activities undertaken - role & Responsibilities undertaken

 Any Pending issues that need to be highlighted
 Handover of Assets – Machinery ,Material & Consumable Store, Computer, Data card, Files &
Content
 Handover of Access cards/ID Cards/Keys
 Handover of schedules/registers/rosters
 Handover of any petty cash and reconciliation of the amount
 Signature of acceptance by person taking handover

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
Date:
I …………………………………have taken the handover of the site from …………………………….
on………………, I have physically checked and verified all the assets and documents system as
mentioned in the handover takeover document.
A Brief Introduction of the site “ Followed By Scope of Work “
1
2 Scope of work –
Agreed Manpower:
3

Sub Vendor Engaged:

4
None.
Asset & Equipment list handed over
Description Qty

6 Physical verification of listed documents

1. Monthly attendance register
2. Daily Checklist of Area under scope
3. Uniform& Shoes distribution register.
Pending issues
7 Labor License
Communications
1. There is no computer system available at the site, need an approval for the same.
8
Handed Over By – Taken Over By -

Sign. Sign.

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346
MOBILIZATION PLAN:
A new initiative need to be formed for a well trained team, with an objective to meet the uncertain
challenges during the project startup and site operations.

It helps:

 To start the project in transition phase with a well trained people, to set a bench mark.

 To meet the unpredictable short fall at sites.

 To improve the quality at various stages, such as Visits /Audit & Deep cleaning of the sites.

This initiative will help in meeting all the challenges and providing better services to clients.

OBJECTIVES TO HAVE MOBILIZATION TEAM:

 INCREASE PRODUCTIVITY THUS INCREASING PROFIT
 KEEP THE MORAL OF ALL EMPLOYEES HIGH WITH
 RIGHT SUPPORT AT RIGHT TIME
 COVER ABSENTEEISM BY PROVIDING A BACK UP
 REDUCE THE BURDEN OF REGULAR WORKERS
 HAVING AN ADDITIONAL TEAM THAT CAN PLAN , ORGANIZE ,MONITOR, ACT AND
REVIEW THE WORK

EMPLOYEE PERFORMANCE APPRAISAL PROGRAM:

 Every Month one employee from each gender and category & will be recognize & rewarded with
certificate and cash award as the best employee of the month.

The parameters of evaluation will be based on the following

 Grooming

 Attendance

 Discipline

 Work knowledge

 Documentation Client Feedback

 Subsequently at the end of 1 year completion, the employee with highest no of recognition would
be trained and elevated to next level as a token of recognition for their consistent performance.

Head Office: Capital Outsourcing & Management Services (COMS) Pvt. Ltd., C-58, Amba Tower, 2nd Floor, Sector-2, Noida-
201301, Tel.: +91 120-6581346