Annual Maintenance Contract for House Keeping and MEP System Maintenance - La Riviera Tower
ContractJOB REFERENCE:
JB004-25-02111
- Manpower – MEP:
- Facility Engineer/Supervisor- Full Time- 1 no
- HVAC Technician – Full time – 1no
- Plumber – Full time - 1no
- Multi Technician - Full time - 2 nos.
- Manpower – Cleaning:
- Cleaners – Fulltime - 5 nos.
Spare Parts and Consumables
- Non-Comprehensive
- PPM & Hygiene consumables included.
- Monthly spare parts threshold of AED 1000, rest shall be provided at cost plus 10% and repairs cost plus 10%.
- Supply of all spare parts and maintain a reasonable inventory of essential spare parts for maintenance and services falling within the scope of services.
Working Hours:
- Cleaning: 12 hours, 7days a week
- MEP: 12 hours, 7days a week
Scope of Work:
Scope of Cleaning Services
Frequency - Daily
- Sweep and mop hard floors throughout the building.
- Reception area glass doors cleaned to remove finger marks, including frames.
- Remove and clean all mats in recessed positions and vacuum under the same.
- Sweep/vacuum and dust elevators polish stainless steel trim and other cladding, clean mirrors.
- Dust all furniture, fixtures, and fittings including counter surface and worktops.
- Empty and clean ashtrays in public areas.
- Empty and clean waste bins and take litter to the disposal point.
- Handpick rubbish and check that fire stairs are clear of debris.
- Clear all garbage rooms twice a day and ensure The garbage chute is clear.
- Clean and disinfect garbage rooms.
- Disinfect garbage chute using installed equipment.
- Handpick rubbish from car park areas and pavement immediately surrounding the building.
- Elevator spot cleaning including frames and doors.
- Staircase cleaning - Door and frame, Handrailing, inside staircase, Fixtures (alarm pull, signage).
- Swimming pool - Check and replace the liner
Frequency - Weekly
- Wipe down doors and other surfaces where dirt is apparent.
- Dust down marble walls throughout the building.
- Sweep and mop staircases and dust down balustrades/handrails.
- Sweep car parks.
Frequency - Monthly
- Floors and stairs to be washed, scrubbed, and polished or machine buffed as required.
- All Elevators need to be cleaned and polished.
- Dust pictures, mirrors, any wall hangings, clean glass.
- Wash all window frames, vacuum slides where necessary.
- Dust all grills, blinds, and lights.
- Sponge down and polish countertops and fronts as required.
- Clean all high-level ledges, cornices, tops of tall furniture.
Frequency - Quarterly
- All car parking bays and areas to be thoroughly cleaned and pressure washed.
Scope of Work – MEP Maintenance:
Facility Supervisor:
- Implement regular inspection in all facilities areas within the building to ensure activities are conducted safely and appropriately.
- Execute operations and secure facilities at mentioned times and check for safety and maintenance concerns.
- Convey maintenance, custodial and security issues to apt the building staff/ security personnel.
- Ensure to enforce and comply with all established policies and procedures.
- Perform daily management and operation of building facility within Guidelines.
- Maintain facility and records to ensure compliance with company standards and all federal, state, and local regulatory agencies.
- Guide and supervise tradesmen during installations, repairs, or maintenance (electricians, plumbers, etc.)
- Inspect and maintain building systems (MEP, HVAC, Specialized systems, etc.)
- Ensure adherence to quality standards and health and safety regulations.
- Scheduled Maintenance (PPM calendar) of MEP & all specialized systems and coordinate with service contractors to ensure the services are carried out as per contract.
- Maintain a record of maintenance, repairs, and services of all building assets.
- Ensure inventory/consumables are always available for soft and hard services.
- Record utility meter reading, keep track of bills, escalate to OA manager on abnormalities, and take necessary remedial action to take control of the utility’s consumptions in the building common areas.
- Explain standard building operation procedures to the residents and extend assistance if required.
- Coordinate with all the sub-contractors for the work carried out in the building.
- Identification of breakdown complaints and arrest the emergency.
- And all other responsibilities that may arise in due course as deemed by the building management.
- Prepare observation reports for rectification or enhancement in the building and submit rectification quotation along with the report.
- Reporting – will prepare a monthly report on its operation and incidents in the tower will all necessary LOGs and will be submitted on a monthly basis.
Maintenance Strategies
Corrective / Breakdown maintenance
- Maintenance shall be carried out following detection of an anomaly and aimed at restoring normal operating conditions.
- PPM reports must be submitted on time with proper recommendations for each asset.
- Thermography for all the DB must be done as per DEWA regulations.
- Fit out works/Permits: -All necessary Fit out/permits will be verified by AMC-FM contractor and resolve it within 4-5days from the request raised.
Planned Preventive maintenance
- Maintenance shall be carried out at predetermined intervals or according to prescribed criteria, aimed at reducing the failure risk or performance degradation of the equipment.
- The maintenance cycles must be planned according to the need thus incidence of operating faults is reduced.
- Risk-based maintenance
- Maintenance shall be carried out by integrating analysis, measurement, and periodic test activities to standard preventive maintenance.
- The gathered information is viewed in the context of the environmental, operation and process condition of the equipment in the system. The aim is to perform the asset condition and risk assessment and define the appropriate maintenance program.
- All equipment displaying abnormal values shall be refurbished or replaced. In this way it is possible to extend the useful life and guarantee over time high levels of reliability, safety, and efficiency of the assets.
Condition-based maintenance
- Maintenance shall be carried out based on the equipment performance monitoring and the control of the corrective actions are taken as a result.
- The actual equipment condition is continuously assessed by the on-line detection of significant working device parameters and their automatic comparison with average values and performance. Maintenance is carried out when certain indicators give the signaling that the equipment is deteriorating, and the failure probability is increasing.
- This strategy, in the long term, allows reducing drastically the costs associated with maintenance, thereby minimizing the occurrence of serious faults, and optimizing the available economic resources management.
Electrical Works
- All electrical networks starting after DEWA meters all the end-user power points – within common areas
- MDBs minor service, SMDBs, DBs, and Capacitor Banks – within common areas/landlords’ boundaries
- All motors and motor control center – MCC panels
- Bus Bar tap off Point
- Variable speed drives
- All indoor lighting
- The services will cover but not limited to the following:
- Monitoring electrical systems normal operations
- Response for any Electrical systems supply restoration as and when required
- Spare parts (Verify availability, utilization & records)
- Energy consumption audits as required
- Energy metering handling with related authorities
- Asset register and any related life cycle cost analysis
- Coordination with all other related parties
Plumbing Works
- Check all fixtures in WC, washbasin, bidet
- Check all floor drains and clean up
- Check cracks in all sanitary ware and report
- Check flexible and exposed pipes for any leakage
- Check any visual leakage in-ceiling / walls / floors
- Inspect and clean drain lines up to outside manholes
- Check for any rusty angles/chips in toilets
- Check taps mixers, gate valves
- Check for any corrosion in pipes
- Check that water drains smoothly
- Clean water filters
- Check all drains for any blockages
- Check water pump units
- Check pressurizations tanks
Mechanical Works
- Check for pump vibrations and pay attention to abnormal noise generated.
- Track the motor starting current and report any abnormalities
- Note the running current and observe any abnormal changes to the figures.
- Check and re-tighten any loose bolts and nuts in the proper sequence.
- Check condition of gland for excessive wear, report replacing if required.
- Check for normal operation of the check valve and foot valve
- Check the pump bearing, and oil or grease.
- Check for proper operation of the associated control and safety device, reset if required
- Clean the water the strainer of the potable water system is installed
- Measure and record major operational parameters, including current, water in & out pressure, etc.
- Inspect pump casing, supporting framework, starter panel, and control panel for corrosion and if found necessary, wire brush to clean metal and paint with an approved anti-corrosion paint system.
- Grease the vibration isolators if necessary
- Submit report including recommendations for any improvement works.
- Repair & rectify any faults observed.
HVAC works
- All chilled water pumps – within common areas
- All AHUs, FAHUs and FCUs – within common areas
- Chilled water isolating valves, control valves, and actuators
- All Package, DX split and window air conditioning units – within common areas
- Heat exchanger minor service – external cleaning and flushing
- Chilled water system pressurization system
Incident Reporting and Response Times
- Priority 1 – Emergency: Within 15 minutes (immediate)
- A threat to life or the building e.g. Fire, Flood, Total power Failure
- Priority 2 – Urgent: Within 2 hours
- Poses a threat of personal injury, equipment damage, or serious disruption of operations.
- Priority 3 – Expedited: 8 Hours
- Something that is not classified as urgent but needs to be resolved speedily e.g. a situation that reflects poorly on the Client.
- Priority 4 – Scheduled: 24 Hours
- Nonurgent to operations. Date scheduled, chargeable works requiring prior client approval
Measurement of Performance
Self-measurement:
- The Company shall measure its performance regularly and shall provide the Client with a monthly report detailing its performance in a format agreed between the Parties from time to time.
Service complaints and procedure:
- All service complaints, deviations, non-conforming services, and suggestions that are reported to the Company by the Client or any other party shall be given appropriate consideration by the Company as provided for in the Service Level Agreement.
Performance Review Meetings:
- Performance review meetings shall be held regularly on a monthly basis between the Client, a Company representative.
Safety Policy:
- The workforce shall be provided with proper uniform, hand gloves, face mask, and other safety equipment to be used while duty.
- Shall take special care to seclude the area of our work by proper partition and provide signboards in the area of work.
- Clean the area completely after completion of the work and never leave tools, waste, etc. at the worksite.
- The vendor is solely responsible for any liability that may arise due to the injury sustained to its employees during the course of their work under this agreement.
Terms & Condition
1. Vendors are to use the Response Form provided and include all information requested by HOAM in relation to the RFP.
2. By submitting a Proposal the Vendor
accepts that it is bound by the RFP Process, Terms and Conditions (RFP-Terms)
a. examine the RFP and any
documents referenced in the RFP and any other information provided by HOAM
b. consider all risks,
contingencies and other circumstances relating to the delivery of the Requirements
and include adequate provision in its Proposal to manage such risks and contingencies.
c. document in its Proposal all
assumptions and qualifications made about the delivery of the Requirements,
including any assumption that HOAM or a third party will deliver any aspect of
the Requirements or incur any cost related to the delivery of the Requirements.
d. ensure that pricing information
is quoted in UAE dirhams (AED) inclusive of VAT.
e. satisfy itself as to the
correctness and sufficiency of its Proposal, including the proposed pricing and
the sustainability of the pricing.
f. There is no expectation or obligation for Vendors to submit Proposals in response to the RFP solely to remain on any prequalified or registered supplier list. Any Vendor on such a list will not be penalised for failure to submit a Proposal.
4. Proposals are to remain valid and open for acceptance by HOAM for the Offer Validity Period.
5. Each Vendor should satisfy itself as to the interpretation of the RFP. If there is any perceived ambiguity or uncertainty in the RFP document/s Vendors should seek clarification before the Deadline for Questions.
6. All requests for clarification must be made through the online system to HOAM’s Point of Contact. HOAM will endeavour to respond to requests in a timely manner, but not later than the deadline for HOAM to answer Vendors’ questions, if applicable.
7. If HOAM considers a request to
be of sufficient importance to all Vendors it may provide details of the
question and answer to other Vendors. In doing so HOAM may summarise the Vendor’s
question and will not disclose the Vendor’s identity. The question and answer
may be posted (updated on the system) and/or emailed to participating Vendors.
8. In submitting a request for clarification a Vendor is to indicate, in its request, any information that is commercially sensitive. HOAM will not publish such commercially sensitive information. However, HOAM may modify a request to eliminate such commercially sensitive information, and publish this and the answer where HOAM considers it of general significance to all Vendors.
9. Each Vendor is responsible for ensuring that its Proposal is received by HOAM on or before the Deadline for Proposals.
10. HOAM intends to rely on the Vendor’s
Proposal and all information provided by the Vendor (e.g. correspondence and
negotiations). In submitting a Proposal and communicating with HOAM each Vendor
should check that all information it provides to HOAM is:
a. true, accurate and complete,
and not misleading in any material respect
b. does not contain Intellectual Property that will breach a third party’s rights.
11. Where HOAM requires the Proposal to be delivered in hard and soft copies, the Vendor is responsible for ensuring that both the hard and soft copies are identical.
12. HOAM will convene an evaluation panel comprising members chosen for their relevant expertise and experience. In addition, HOAM may invite independent advisors to evaluate any Proposal, or any aspect of any Proposal.
13. Each Vendor authorises HOAM to collect additional information, and to use that information as part of its evaluation of the Vendor’s Proposal.
14. Each Vendor is to ensure that all referees listed in support of its Proposal agree to provide a reference.
15. To facilitate discussions between HOAM and third parties each Vendor waives any confidentiality obligations that would otherwise apply to information held by a third party.
16. HOAM may, at any time, request from any Vendor clarification of its Proposal as well as additional information about any aspect of its Proposal. HOAM is not required to request the same clarification or information from each Vendor.
17. The Vendor must provide the clarification or additional information in the format requested. Vendors will endeavour to respond to requests in a timely manner. HOAM may take such clarification or additional information into account in evaluating the Proposal.
18. Where a Vendor fails to respond adequately or within a reasonable time to a request for clarification or additional information, HOAM may cease evaluating the Vendor’s Proposal and may eliminate the Proposal from the RFP process.
19. HOAM will base its initial evaluation on the Proposals submitted in response to the RFP. HOAM may adjust its evaluation of a Proposal following consideration of any clarification or additional information.
20. In deciding which Vendor/s to
shortlist HOAM will take into account the results of the evaluations of each
Proposal and the following additional information:
a. each Vendor’s understanding of
the Requirements, capability to fully deliver the Requirements and willingness
to meet the terms and conditions of the Proposed Contract
b. except where the price is the only criterion, the best value-for-money over the whole of-life of the goods or services.
21. In deciding which Vendor/s, to
shortlist HOAM may take into account any of the following additional
information:
a. the results from reference
checks, site visits, product testing and any other due diligence
b. the ease of contracting with a Vendor
based on that Vendor’s feedback on the Proposed Contract (where these do not
form part of the weighted criteria)
c. any matter that materially
impacts on HOAM’s trust and confidence in the Vendor
d. any other relevant information that HOAM may have in its possession.
22. HOAM will advise Vendors if they have been shortlisted or not. Being shortlisted does not constitute acceptance by HOAM of the Vendor’s Proposal, or imply or create any obligation on HOAM to enter into negotiations with, or award a Contract for delivery of the Requirements to any shortlisted Vendor/s. At this stage in the RFP process HOAM will not make public the names of the shortlisted Vendors.
23. HOAM may invite a Vendor to enter into negotiations with a view to contract. Where the outcome is unsatisfactory HOAM may discontinue negotiations with a Vendor and may then initiate negotiations with another Vendor.
24. HOAM may initiate concurrent negotiations with more than one Vendor. In concurrent negotiations HOAM will treat each Vendor fairly.
25. Each Vendor agrees that any
legally binding contract entered into between the Successful Vendor and HOAM
will be essentially in the form of the Proposed Contract.
1. All enquiries regarding the RFP must be directed to HOAM’s Point of Contact.
2. Vendors must not directly or indirectly approach any representative of HOAM, or any other person, to solicit information concerning any aspect of the RFP.
3. Only the Point of Contact, and any authorised person of HOAM, are authorised to communicate with Vendors regarding any aspect of the RFP. HOAM will not be bound by any statement made by any other person.
4. HOAM may change the Point of
Contact at any time. This notification may be posted on the system.
Where a Vendor has an existing contract with HOAM then business as usual communications, for the purpose of managing delivery of that contract, will continue using the usual contacts. Vendors must not use business as usual contacts to lobby HOAM, solicit information or discuss aspects of the RFP.
6. Each Vendor must accept and adhere to the Conflict of Interest declaration in the Response Form and must immediately inform HOAM should a Conflict of Interest arise during the RFP process. A material Conflict of Interest may result in the Vendor being disqualified from participating further in the RFP.
7. Vendors must not attempt to influence or provide any form of personal inducement, reward or benefit to any representative of HOAM in relation to the RFP.
8. A Vendor who attempts to do anything prohibited may be disqualified from participating further in the RFP process.
9. HOAM reserves the right to require additional declarations, or other evidence from a Vendor, or any other person, throughout the RFP process to ensure probity of the RFP process.
10. Vendors must not engage in collusive, deceptive or improper conduct in the preparation of their Proposals or other submissions or in any discussions or negotiations with HOAM. Such behaviour will result in the Vendor being disqualified from participating further in the RFP process. In submitting a Proposal the Vendor warrants that its Proposal has not been prepared in collusion with a Competitor.
11. HOAM reserves the right, at its discretion, to report suspected collusive or anticompetitive conduct by Vendors to the appropriate authority and to give that authority all relevant information including a Vendor’s Proposal.
12. HOAM and Vendor will each take reasonable steps to protect Confidential Information and, without limiting any confidentiality undertaking agreed between them, will not disclose Confidential Information to a third party without the other’s prior written consent.
13. HOAM and Vendor may each disclose Confidential Information to any person who is directly involved in the RFP process on its behalf, such as officers, employees, consultants, contractors, professional advisors, evaluation panel members, partners, principals or directors, but only for the purpose of participating in the RFP.
14. Vendors acknowledge that by law, HOAM will not be in breach of its obligations if Confidential Information is disclosed by HOAM to the appropriate authority because of suspected collusive or anticompetitive tendering behaviour. Where HOAM receives a request that relates to a Vendor’s Confidential Information HOAM will consult with the Vendor and may ask the Vendor to explain why the information is considered by the Vendor to be confidential or commercially sensitive.
15. For the duration of the RFP, to the date of the announcement of the Successful Vendor, or the end of the RFP process, the Vendor agrees to keep the RFP strictly confidential and not make any public statement to any third party in relation to any aspect of the RFP, the RFP process or the award of any Contract without HOAM’s prior written consent.
16. A Vendor may disclose RFP information to any person but only for the purpose of participating in the RFP. The Vendor must take reasonable steps to ensure that such recipients do not disclose Confidential Information to any other person or use Confidential Information for any purpose other than responding to the RFP.
17. Each Vendor will meet its own costs associated with the preparation and presentation of its Proposal and any negotiations.
Ownership
of documents
18. The RFP and its contents remain the property of HOAM. All Intellectual Property rights in the RFP remain the property of HOAM or its licensors. HOAM may request the immediate return or destruction of any or all RFP documents and any copies. Vendors must comply with any such request in a timely manner.
19. All documents forming the Proposal will, when delivered to HOAM, become the property of HOAM. Proposals will not be returned to Vendors at the end of the RFP process.
20. Ownership of Intellectual Property rights in the Proposal remain the property of the Vendor or its licensors. However, the Vendor grants to HOAM a non-exclusive, non-transferable, perpetual licence to retain, use, copy and disclose the information contained in the Proposal for any purpose related to the RFP process.
No binding legal relations
21. Neither the RFP, nor the RFP process creates a process contract or any legal relationship between HOAM and any Vendor, except in respect of:
a. the Vendor’s declaration in its
Proposal
b. the Offer Validity Period
c. the Vendor’s statements,
representations and/or warranties in its Proposal and in its correspondence and
negotiations with HOAM.
d. no legal relationship is formed
between HOAM and any Vendor unless and until a contract is entered into between
those parties.
Elimination
22. HOAM may exclude a Vendor from
participating in the RFP if HOAM has evidence of any of the following, and is
considered by HOAM to be material to the RFP:
a. the Vendor has failed to
provide all information requested, or in the correct format, or materially
breached a term or condition of the RFP
b. the Proposal contains a
material error, omission or inaccuracy
c. the Vendor is in bankruptcy,
receivership or liquidation
d. the Vendor has made a false
declaration
e. there is a serious performance
issue in a historic or current contract delivered by the Vendor
f. the Vendor has been convicted
of a serious crime or offence
g. there is professional
misconduct or an act or omission on the part of the Vendor which adversely
reflects on the integrity of the Vendor
1. Despite any other provision in
the RFP HOAM may, on giving due notice to Vendors:
a. amend, suspend, cancel and/or
re-issue the RFP, or any part of the RFP
b. make any material change to the
RFP (including any change to the timeline, Requirements or Evaluation Approach).
a. in exceptional circumstances,
accept a late Proposal where it considers that there is no material prejudice
to other Vendors. HOAM will not accept a late Proposal if it considers that
there is risk of collusion on the part of a Vendor, or the Vendor may have
knowledge of the content of any other Proposal
b. in exceptional circumstances,
answer a question submitted after the Deadline for Questions, if applicable
c. accept or reject any Proposal,
or part of a Proposal
d. accept or reject any
non-compliant, non-conforming or alternative Proposal
e. decide not to accept the lowest
priced conforming Proposal unless this is stated as the Evaluation Approach
f. decide not to enter into a
Contract with any Vendor
g. liaise or negotiate with any Vendor
without disclosing this to, or doing the same with, any other Vendor
h. provide or withhold from any Vendor
information in relation to any question arising in relation to the RFP.
Information will usually only be withheld if it is deemed unnecessary, is
commercially sensitive to a Vendor, is inappropriate to supply at the time of
the request or cannot be released for legal reasons
i. amend the Proposed Contract at
any time, including during negotiations with a shortlisted Vendor
j. waive irregularities or
requirements in or during the RFP process where it considers it appropriate and
reasonable to do so.
3. HOAM may request that a Vendor/s
agrees to HOAM:
a. selecting any individual
element/s of the Requirements that is offered in a Proposal and capable of
being delivered separately, unless the Proposal specifically states that the
Proposal, or elements of the Proposal, are to be taken collectively
b. selecting two or more Vendors
to deliver the Requirements as a joint venture or consortium.
Law of
the Emirate of Dubai
4. The laws of The Emirate of
Dubai shall govern the RFP and each Vendor agrees to submit to the exclusive
jurisdiction of the Emirate of Dubai courts in respect of any dispute concerning
the RFP or the RFP process.
HOAM will not be liable in
contract, tort, equity, or in any other way whatsoever for any direct or
indirect damage, loss or cost incurred by any Vendor or any other person in
respect of the RFP process.
2. Nothing contained or implied in the RFP, or RFP process, or any other communication by HOAM to any Vendor shall be construed as legal, financial, or other advice. HOAM has endeavored to ensure the integrity of such information. However, it has not been independently verified and may not be updated.
3. HOAM has issued the RFP with the intent of purchasing the goods or services described in the Requirements. The term HOAM (Highrise Owners Association Management LLC) includes its officers, employees, contractors, consultants, agents and representatives.
HOAM- Highrise Owners Association Management
La Riviera Tower
Mixed UseDubai Marina, Dubai, United Arab Emirates