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P. O. Box 111086 Dubai, UAE Tel: 04-3584984, Fax: 04-3584983 Toll Free Number: 800-ARFM (800-2736) Customer Care ID: email@example.com Website: www.reyamifm.com Ref. no.: Q/9322/C Date: 8thFebruary2012
Proposal for Full Facilities Management Services at your Goldcrest Views JLT
Mr.Khurram Khanzada Community Manager
Goldcrest Views JLT
Dubai, UAE Tel: 04-3355523, Fax: 04-4335538
Certified Engineers from
ISO 9001:2008 Certified
including 24-hour on-call service. Efficient.Annual Maintenance Contract Refers to your inquiry and subsequent inspection carried out at site. We will provide a qualified technician to inspect and service your MEP system. codes of practice and standards. Preventive: Performing scheduled Maintenance such as inspections. effective and uninterrupted delivery of all appropriate products and services Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 2 of 19 . Attending complaints as and when required during our working hours.lubricationand cleaning. In addition to the above. The Preventive Maintenance service will be performed during normal business hours. we are pleased to quote for Annual Maintenance Contract for MEP & Minor Civil Works as follows: Reactive: Fixing equipment when it breaks. the maintenance team shall also focus on the following critical elements: Implementation of planned preventative maintenance system Establish best practice engineering procedures Compliance at all times with all pertinent and current legislation. Regulations.
All Staff supplied for the purpose of this work will be of good and sober character and suitable in capability. All Staff will be provided Personnel Protective Equipment and will be trained for the usage. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 3 of 19 . Such clothing will bear an easily visible and legible official name of AL REYAMI FM.General Conditions Workers We guarantee to provide complete management. Access to premises The Staff assigned to this facility and the required vehicles are to be provided free access to the site and buildings to enable them to perform the work covered under this work. appearance and behavior for employment in all areas. supervision and operatives to carry out efficient service and to maintain contact with the Site facilities operatives or his appointed representative. We assure that the employees do not make personal use of any amenities or facilities including catering services and furniture in public or staff accommodation except those specifically notified by the Client’s Representative. All Staff will be provided with uniforms of consistent design and such clothing shall be worn at all times when on duty. At all times the employee will present a clean and tidy appearance.
Emergency Leave & Sickness Company will provide substitutes for its staff proceeding on leave during the period of the contract and will also notify the Customer’s Representatives in advance. All waste will be cleared to the bins provided by the client and located at site. The Customer’s Representatives will be notified where senior staff will be taking their leave. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 4 of 19 . AL REYAMI FM will provide transport to and from the place. All waste will be cleared to bins provided by the client and located at site. Annual leave.Transportation & Accommodation AL REYAMI FMwill provide accommodation for their Staff as per the labour law. Handling of Waste The Staff will ensure that the premises are kept clean and clear of material during the progress and after completion of the works. Premises Clearance Company will ensure that the premises are kept clean and clear material during the progress and after completion of the works. as each shift is complete and two shifts are planned.
Assessment of issues. Near Miss reports q. Emergency Jobs . n.Major Breakdown i. Store management s.building or the management m. Energy Conservation Plan & reports o. Monthly consumption of water & energy along with analysis report. Specialist subcontractor maintenance /call out reports j. Planned Versus Completed k. HSE reports p. Executive Summary b. HSE etc) r. Staff training reports ( including toolbox . Details of pending jobs l. Staff Management d. risks which may affect the service delivery . Financial reports c.1. Soft service report g. Technical services report f. The report should cover all the aspects mentioned in service level agreement .The basic format will be a. Summary Of KPIs & noncompliance e. Suggestions Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 5 of 19 . Security & lifeguard report h.0 MANAGEMENT REPORTING The service provider shall submit the reports on monthly basis (Hard copy & soft copy) at least a week prior to the monthly management meeting with minimum detailing.
. perform calibration or any adjustment to improve the efficiency with prior approval from association managers. f) In case of any faults/plant failure etc. the service provider should submit the quote for rectification to the association managers.2.0 TRANSITION MANAGEMENT a) The service provider will carry out asset condition survey and will submit the report to association managers before commencing the operation. b) The asset list will be scrutinized and any discrepancies will be notified to the association managers c) The service provider will train their staff themselves before starting the operations d) The SOPs should be submitted and should be approved by the association manager before starting the operation e) The service provider should assess the condition of assets for proper working and must notify the association mangers in the first month of operation. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 6 of 19 . g) Performance of the systems should be analysed. The supporting documents and service provider’s recommendations should be attached along with.
c. The expired & used items should be replaced in line with good industry practice and local regulations.3. JLT master developer-DMCC & Dubai Municipality. Make sure that the PPEs are provided and staff is wearing it based on work they involved. The service provider should comply with all the HSE and security standards put forward by owners association. Any items which can cause health or safety hazards should be properly stored or disposed as per the safety guidelines f. Act 1974. The policy should be based on UK Health and Safety at Work. The Service provider must: a.0 HEALTH & SAFETY The service provider shall be responsible for ensuring the safety at work by implementing ‘Health & Safety Policy’. e. Provide first aid materials on site and maintain/check on regular basis. Staff should be properly trained on HSE aspects and the service provider should organize review courses on monthly basis. There should be proper ‘Work permit’ for jobs involving any sort of risk. wires comply with requirements of authorities and standards h. j. Take all necessary precautions to ensure the safety of all employees & public b. The chemicals should be handled only by trained staff based on the COSHH safety guidelines. Prepare annual safety audit Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 7 of 19 . g.injury/a near miss etc) i. Maintain standards of housekeeping. The service provider shall provide copy of health & safety policy at Work to association managers. d. Categorize the jobs on the basis of risk involved and special care must be taken based on safety standards. The electrical items such as extension cable reel . Make incident report based on action taken and criticalness of the incident ( minor /major. etc. Damaged PPEs should be immediately replaced by the service provider. Ensure that all the materials used in FM field operations are of good quality.
9. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 8 of 19 . costs. Staff should be briefed regarding the importance to energy management d.0 ENERGY AND WATER CONSERVATION The service provider shall implement continuous process for conservation of energy and water throughout the contract period which includes: a. Workmen’s Compensation Insurance and b.0 PROTECTION OF THE ENVIRONMENT The Service provider must observe and comply with all environmental requirements that apply to the Site and those set out by association managers. Energy Audit should be done on yearly basis. Daily monitoring of utility b.0 CLAUSE OF INDEMINITY The Service Provider shall indemnify and keep indemnified the Owners Association and the Association Manager against all or any expenses. 8. Public liability insurance. demands or liabilities whatsoever in respect of injury or death of any person or damage to any property howsoever arising directly or indirectly from the execution of Service Provider’s duties. claims.4.0 PROTECTION OF THE PREMISE The protection of the premises is one of the most important aspects that the service provider needs to ensure during their tenure. The environmental protection standards should be based on international standards and should be included along with operations manual. 7. Any work which may cause disturbance to the residents /public should be planned and executed only with prior consent from association managers.0 AVOIDANCE OF DISTURBANCE The Service provider must make sure that the FM operations are not affecting normal business of the tower.0 INSURANCE The Service Provider is expected to provide copy of: a. Staff should be trained and briefed regarding the importance and shall implement the best endeavour to ensure it 5. 6. Plan and implement ways to bring down utilities consumption c. The service providers will be responsible for arranging works out of normal hours which are disruptive in nature.
365days 24/7 . Cleaning . Leaks. The service provider must notify the management regarding any change in contact details of the team.0 REACTIVE SERVICES The service provider shall attend to any reported faults or failures of the plant within response time. Waste management e. Entrapment c. Security services 11. Flood / Major leakage b. MEP maintenance b. Civil & Building fabric maintenance d.10. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 9 of 19 . 365days Normal working hours Response time Immediate (<15 mins) <120 Mins Within 30 mins of agreed start time and date Rectification Time 1 day 1 day 2 days Emergency Jobs: Any failure or service requirement of the installation which can cause high risk on safety. Major Equipment/ service failure b. Reactive task include but not limited to: a. The service provider must take all necessary steps to make the situation ‘safe’ and free from hazards. Basic building services failure Normal Jobs: Any jobs which doesn’t affect the normal business & normal life and can be carried out as scheduled. Specialist contractor system breakdown /faults c. health & security of the residents /employees / public. Criminal Activity / Security Breach Fire Alarm panel operation & action to be taken at the time of fire Accidents or personal injury within the property/building Urgent Jobs: Any failure or repair requirement of the installation which is not serious but risks the normal business of the building Examples: a.0 PRIORITY JOBS AND RESPONSE TIME Response Category Emergency jobs Urgent jobs Normal jobs Coverage 24/7 . The service provider must submit the contact details of the emergency response team / concerned person to the management prior to the commencement date and shall respond to the emergency calls whenever required. Breakdowns etc f. Examples: a.
The CAFM system shall record and prepare statistical data relating to delivery of services including but not limited to PPMs. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 10 of 19 . Incident command & Post incident procedures. AC. Fire drills & assembly points c. cleaning & security operations. Evacuation procedure g. as-built and other plans . Dubai Municipality regulations and other regulatory authorities. 14. Electricity. specialist subcontractor works including PPM. undertake. b.0 COMPUTER AIDED FACILITIES MANAGEMENT –CAFM The operations should be managed. business continuity with local emergency services. specialist subcontractor maintenance records etc . The works should be carried out only in accordance with current & future regulations. reactive/responsive maintenance. 13. develop. implement and regularly update the contingency plan including the disaster recovery. Loss of services ( Water.0 CONTINGENCY PLAN The service provider shall propose.12. The plan should include but not limited to: a. The service provider will make sure that the association managers have a copy with them at all times. soft copies of documents if any . emergency works.0 TECHNICAL LIBRARY The service provider will manage & maintain the technical library for management of all the systems in the building The technical data including but not limited to Operation & Maintenance Manuals . Testing certificates. Fire e.0 TECHNICAL SERVICES: The service provider will be responsible for the efficient management of all the common area assets. Gas etc) f. Natural disasters d. asset register. tracked through the CAFM system. Handover documents . Accidents to employee/resident /users/owners. 15. Third party certifications . successfully implement and achieve the targets by employing the best practice techniques in the industry. Service Level Agreements. The service provider will be expected to plan.
Plumbing & public health services systems 1. 6. 5. 3.0 SCOPE 1: (Operation. 4. 5. d. 6. 5. 5.distribution systems Emergency power system Switchgears and protection devices Lightening protection system c. 2.Lobby pressurization etc) b. 7. 4. Domestic Water system Irrigation water system Drainage system including sump pits Storm water manholes & piping Sewerage system ( including lifting station) The service provider should make sure that the storm water system is free from blockage or any debris. Management & Maintenance) The service provider’s scope shall include but not limited to: a.16. 2. 2. 2. Mechanical systems 1. Structural frame works Signage Drainage Stone & tile paving works Carpentry works Decoration & Painting works Fixtures & fittings Flooring works Page 11 of 19 Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai . 4. Electrical Systems 1. 3. HVAC systems Chilled water & Chemical Dosing systems Pumps & Motors Water heaters in common/shared area Pressurization systems (Staircase . 3. 3. 4. Low Voltage power distribution Extra low voltage systems distribution Internal & external lighting luminaries . the service provider should make necessary step to minimize the impact. Civil works & Building fabric: 1. In the event of heavy rain or adverse weather conditions being predicted. 8.
Aircraft Warning Lights 5. Tracking of their services and ensuring SLAs d. Heat Exchanger 10. Notify the association mangers regarding any issues. Tracking of service reports and updating in CAFM system f. BMS 6. Coordinate and the effective management of specialist subcontractor’s maintenance works c. Garbage Chute The service provider shall be responsible for a. Gymnasium 14. CCTV & Access Control System 4. The service records should be made available in the technical library for official safe keeping and reference. Providing access and other supports to the specialist subcontractor e. Central battery System 7. Effective operation & management of the system. Lighting Control System 11. Management) The scope of the service provider is limited to operation and management of the system only. Parking Barrier 12. Fire Alarm & PA System 2. Daily management of swimming pool including cleaning & chemical treatment Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 12 of 19 . Fire Fighting 3.17. The service provider should train themselves their staff to operate and manage the system. The responsibilities of FM service provider are: a. The service provider’s scope shall include but not limited to: 1. g. Swimming Pool 13. Automatic Doors 9. b.0 SCOPE 2: (Operation. UPS 8.
f. The service provider must include cost of all items required for maintenance to the contract which may include but not limited to: 1. Screws. Insulation tapes 9. Chemicals for chilled water dosing 13.18. Aquarium BMU Elevators Satellite Master Antenna Television System – SMATV 19. The service provider’s scope shall include but not limited to: 1. chemicals. gap fillers etc 4. Tracking of their services and ensuring SLAs c. The association managers or owners association will not be responsible for damage or loss of any items/tools. Notify the association mangers regarding any issues. Diesel 8. 2. 4. Tracking of service reports and updating in CAFM system e. silicone .The responsibilities of FM service provider are: a.0 SCOPE 3: (Management) The scope of the service provider is limited to management of the system only . belts etc) 2. Nuts & bolts. Providing access and other supports to the specialist subcontractor d. De-ionized water for batteries Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 13 of 19 . consumables & other miscellaneous items. Insulation materials 5. Sealants. Plastic Trash bags 7. Thinner .Lubricants& Greases 10. Coordinate and the effective management of specialist subcontractor’s maintenance works b. Masking tapes . Fuses 6. drill bits. materials stored on the site. transportation. The tools and equipments should be properly maintained and kept in a safe manner. The service records should be made available in the technical library for official safe keeping and reference. All consumables & materials used for PPM ( filters. cutting blades.0 SUPPLIES AND EQUIPMENTS The service provider will be responsible for items necessary for execution of the work including all type of tools &equipments. Solder & Flux 11. Nails. 3. Chemicals for swimming pool 12. 3.
location. Routine periodic and visual inspection on common areas and its assets & building elements Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 14 of 19 . Maintenance of any types of pipes. b. If the blockage occurred as a result of omission/failure to act/improper work by the service provider. Primary response to all sort of emergency conditions in the tower g.) e. h. c.0 RESPONSIBILITIES The service provider’s major responsibilities are but not limited to: a. the service provider will be responsible for rectification and disposal of the foul waste l. Fire alarm .BMS etc.20. Notify the association managers in case of major plant breakdown or any other issues which may affect the normal operation of the building j. Taking measures to avoid blockage occurring in the common/shared area of the property. BMU. To provide support to subcontractor ( elevators . There should not be any delay in service delivery due to the cause mentioned. channels in the common/shared area of the property. k. ducts. Plan and run programs for energy management . Implement & run Plant Preventive Maintenance programs as per the standards prescribed by the manufacturer’s manual. Corrective/ responsive maintenance of common area/shared property d. drains. water conservation and there by bringing down overall energy and utility budget f. Familiarize themselves with operation. plant/equipments prior to taking responsibility of the plant. Completion of Reactive maintenance and repair works of common area/shared assets in the agreed response time. Laboratory Tests as per Dubai Municipality Rules & Regulations i.
0 OBLIGATIONS 1. regulations. security & access protocols 15. Compliance with HSE rules and regulations 3. Routine maintenance & repair of mechanical . emergency lighting and gas supply system 16. maintenance. unless the plant is duty/standby.plumbing . Minimum disruption to residents. 13. 5. owners & users. The service provider should maintain all records regarding the assets. The service provider shall make sure the safe & secure storage of data. The materials and equipments used for rectification shall be better or equal in quality than the replaced 12. safety.21. diagnosis. fire fighting . The service provider should maintain high standards of housekeeping & safety around the work site. breakdowns. fire alarm. regulations & code of practice 2. without prior approval of the association managers 10. solutions. The service provider should be responsible for key management of common area rooms and service areas. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 15 of 19 . The service provider should provide security of access to all common area rooms including service areas for authorized persons only. The service provider will review the maintenance plans and there must not be any failure due to poor /inadequate maintenance. The service provider shall comply with the JLT master developer.civil & HVAC systems 4. etc) 17. action taken. time line. Reactive maintenance including the emergency maintenance repair and services will be attended within the response time limits 7. The service provider shall comply with JLT rules & regulations /Dubai authority standards with respect to aircraft warning lights. Special care should be given for digital/data stored in computer and backup must be taken for safe keeping. faults. reactive calls. electrical . records connected to the facilities. 11. No plant shall be isolated or disconnected. 14. The service provider shall comply with the notification from master developer JLT regarding any shutdowns ( eg : JLT sewerage system shut down for maintenance. Compliance with all legislations .DMCC’s & Dubai Municipality’s rules. The service provider cant restrict their service to a ‘main asset’ but need to consider the sub assets also which are part of the main system 8.. providing a complete record of asset history. Planned preventive maintenance (PPM) in accordance with the manufacturer’s recommendation 6. 9.
The present condition of the assets should be considered. Life cycle 23. Fire drills f. The assets should be imported to CAFM system and should have: 1. Manufacturer details (name& contact details) 4. Location Details 3. tool box etc e. Name 2. The draft shall provide details regarding the operation & maintenance procedure of the service provider The maintenance plan should include: a. Serial Number 6. Training of staff including HSE . Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 16 of 19 . Reactive including emergency maintenance & repair services d. systems. The plan should cover detailed analysis report of capital/asset replacement for following 5 years with regards to the asset life time. building elements /fabric in the common/shared area of the property. Management & monitoring methods b.22. Maintenance frequency (weekly/monthly/quarterly/yearly) 7.0 ASSET REGISTER The asset register should include all the assets such as plant equipments. Technical specification of the asset (rating /HP /Kw /KVA etc.0 MAINTENANCE PLAN The service provider shall submit draft of maintenance plan to the association managers. Complete PPM plan for all the common area assets c.) 5.
0 SOFT SERVICES 24. Common area toilet & rooms k. Garbage Chute n. Elevators l. undertake. Swimming Pool & Shower area i. successfully implement and achieve the targets by employing the best practice techniques in the industry.1 SCOPE OF SERVICE – Cleaning The service provider will be responsible for the efficient management of all the common area assets. Children’s Play Area & Owner’s lounge h. Cleaning of common/shared areas b. Reception & Entrance area f. signage etc will be the scope of the service provider. The scope includes but not limited to: a. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 17 of 19 . Service Areas & Plant rooms g. The service providers must ensure that the materials used are of good quality and there is no adverse effect on environment. Lift lobbies c. The service provider will be expected to plan.24. chemicals etc to the contract. Equipments machineries. Fitness centre j. External glass & Façade cleaning 24. Plant rooms e. Corridors d. Car Parking in the basements m.2 CONSUMABLES & CLEANING EQUIPMENTS The service provider should include cost for all consumables.
Carry out regular patrol . Managing visitors log d. undertake. CCTV monitoring and access control j. Security Services: Roles & Responsibilities are a. Monitor movement to and from the entrances and exits of the building m. successfully implement and achieve the targets by employing the best practice techniques in the industry.0 SECURITY & LIFEGUARD SERVICES The service provider will be responsible for providing safe & secure environment within the property. Provide assistance to residents /visitors f. Respond to security breaches h. Daily monitoring of emergency exits and stairways to ensure its clean and free from any type of hindrance Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 18 of 19 . checking and reporting l. The contractor must provide all necessary tools.25. equipments& supplies to perform the requirements under the contract. Respond to enquires g. The service provider will be expected to plan. The staff should be trained and must be fully aware of emergency procedures & Occupational health & Safety requirements. Familiar with evacuation procedures and ready to respond in all type of emergency situations e. Provide full security coverage to property and its assets b. Coordination with other service providers for effective service delivery i. Key management k. Security Hot Desk management c.
Lifeguard Services: Roles & Responsibilities: a. The contractor must provide all necessary tools. Notify the association regarding any safety or breakdown issues e.26. Technical management and reporting of specialist subcontractors Coordination with fit out contractors with regards to base built provisions integration. The FM Engineer must make sure that the Personal Protective Equipments are in place and staff are trained to handle emergency situations Respond to service requests and completion of work within agreed response time. Q/9322/C Full Facilities Management Services Goldcrest Views JLT in Dubai Page 19 of 19 . cleaning. security & lifeguard Ensuring delivery of services as per SLAs and industry standards Ensuring the KPIs are achieved in Day to day site management & FM operations. 24/7. To provide guidance to users regarding pool safety f.0 ROLES AND RESPONSIBILITIES OF FACILITIES SUPERVISOR/ENGINEER The selected FM service provider must provide a Facilities Engineer/Supervisor who is available on site for day to day site management and will be responsible for all site coordination with association managers. The staff should be trained and must be fully aware of emergency procedures & Occupational health & Safety requirements. DCD and other government/ authorized authorities for any of their activities in the property To ensure the development of staff through advanced training and thereby improving overall work quality. The Facilities Engineer/Supervisor must also ensure all services are of a high quality and that all staff is in compliance with the Building’s policies and procedures. Monitor water quality check and ensure hygiene. Ensure safe operation of swimming pool b. Ensure safety of pool users by implementing standard safety procedures d. Respond to emergency situations c. Directly responsible for onsite reporting to association managers Ensuring and implementing HSE policies. Approval of work permits to subcontractors . equipments& supplies to perform the requirements under the contract.0 LIFEGUARD SERVICES The service provider must ensure safe operation of swimming pool by implementing the safety procedures. The Facilities Engineer/Supervisor will also be responsible to: a) b) c) d) e) f) g) h) i) j) k) l) m) n) o) p) Oversee FM operations in the property including technical . 27.fit out contractors etc Coordination & support for DEWA.
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