Jabatan Kesihatan Negeri Sarawak

SPECIFICATION FOR GENERAL REQUIREMENT

TABLE OF CONTENTS 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 11.0 12.0 13.0 14.0 General Definition Scope of works Response time and duration of repair work Work flow Verification of completed works Computerised Maintenance Management System (CMMS) Rules, regulations and standards
Consumables to be supplied by the maintenance contractor for all related area and deemed to be included in the contract sum.

PAGE 2 2 3 5 8 6 9 11 12 12 14 14 14 14

Operation and maintenance staff Records and reports Workmanship Equipment and materials Operations and maintenance manuals and spare part books Drawings, documents & operation/servicing/maintenance equipment, plant and tools Access of S.O. to the works Handover Joint Inspection Quality Assurance Plan Provisional Sum

15.0

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16.0 17.0 18.0 19.0

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1.0

GENERAL

1.1

The maintenance contractor shall carry out the management and maintenance of the services at the Jabatan Kesihatan Negeri Sarawak as detailed in the scope of works below and in this general requirements incorporating the Specifications for the respective Services, for a period of 24 calendar months of possession of site or within such extended time as shall be determined by the Government.

1.2

Jabatan Kesihatan Negeri Sarawak refers to buildings and surrounding area as outlined in the attached plans.

2.0

DEFINITIONS

2.1

Common / Public Area The common / public area specified in the works includes the government building blocks, spaces such as lobby, hall, auditorium, corridors and surfaces inside and outside the buildings and the surrounding area that is associated with the buildings such as the roads, footpath, landscape, equipment, structures and installation situated within the perimeter.

2.2

First Line of Maintenance First line of maintenance means immediate action to be taken by the Maintenance Contractor after receiving complaints or breakdown of any system in the buildings to ensure safety and comfort to the tenant.

2.3

Preventive Maintenance Is plan and schedule work done/repair/servicing/testing carried out at

predetermined intervals period to prescribed criterion, intended to reduce failure, environmental damage or the performance degradation of any item to prolong the life expectancy of the equipment.

2.4

Predictive Maintenance Is subset to preventive Maintenance in which work carried out to prevent major repairs, stoppage of the equipment before it happened.

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2.5

Corrective Maintenance Work/repair/servicing/testing varied out after a failure has occurred and is intended to restore an item to a state in which it can perform to its required function as per designed.

2.6

Fair Wear and Tear Failure due to long usage of operational hours and exceed the intended design criteria.

2.7

Emergency Repair A repair that could cause danger/damage to life or property if not attended to immediately.

2.8

Urgent Repair Repairs that affect your ability to perform your work comfortably in your work place

3.0

SCOPE OF WORKS

3.1

The contractor shall liase with all relevant authorities, utilities and licensees and supplies all materials, equipment, plants, competent personnel and labour and performs all the management and maintenance of the Services, as detailed in this General Requirement and in the Specification for the respective Services, Schedule of Prices and Summary of Tender and in accordance with the Article of Agreement.

3.2

All equipment, plants, tools, materials, works, etc., except those clearly specified and stated not necessary, shall be deemed to be included in the contract and shall be supplied /performed by the Contractor.

3.3

The Contractor shall engage Electrical Services Contractor and Electrical Services Engineer to perform Electrical Installation Integrity Checking and Testing as per Electrical Regulations 1994 inclusive of but not limited to the following:-

i)

Conduct the earth continuity conductor test for continuity and earth impedance test for High Voltage and Low Voltage Systems where the

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value shall not exceed 1 ohm. Corrective action shall be taken if the value exceeded more than 1 ohm. These tests need to be performed yearly. ii) Conduct the earth continuity test for continuity and earth impedance test for lightning protection systems where value shall not exceed more than 10 ohm. Corrective action shall be taken if the value exceeded more than 10 ohm. These tests need to be performed yearly. iii) Conduct the earth continuity test for continuity and earth impedance test for Telecommunication Systems where value shall not exceed more than 10 ohm. Corrective action shall be taken if the value exceeded more than 10 ohm. These tests need to be performed once per six (6) months. iv) Conduct the continuity test, insulation test and polarity test, make the repairing work if faulty and submit the report as per requirement on all submain circuit to the final circuit once during the Contract period.

3.4

During the Defect Liability Period

3.4.1

All defects during this period shall be determined by the Maintenance Contractor or as per complaint for both the common/ public area and tenants area.

3.4.2

During this period, the Maintenance Contractor is responsible for the first line of maintenance in any breakdown of the operation of the Services. For rectification of works classified as defects, the Maintenance Contractor shall submit the defects report to Unit Pembangunan Jabatan Kesihatan Negeri Sarawak and a copy to Unit Kejuruteraan Jabatan Kesihatan Negeri Sarawak.

3.4.3

Should any dispute arise on whose party is responsible for the repair work, then such dispute or difference shall be referred to the S.O. for a decision.

3.4.4

For fair wear and tear, the Maintenance Contractor shall carry out the repair/ replacement works required.

3.4.5

The Maintenance Contractor shall carry out the repair and replacement works items caused by vandalism, theft and submit a full report on the cause of vandalism and copy of a police report to the S.O.

3.4.6

The work shall include the following Service: i. Civil Work

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ii. iii.

Mechanical Services Electrical Services

For services (i) the Maintenance Contractor shall follow the preventive maintenance as mentioned in the specification and responsible for the first line of maintenance. For services (ii) and (iii) the Maintenance Contractor shall carry out the total comprehensive maintenance as mentioned in the specification.

3.5

Specification

The specification, scope of works and schedules for the respective Services forming part of and to be read in conjunction with this General Requirement are: a. Specification for Civil Works b. Specification for Mechanical Services c. Specification for Electrical Services 4.0 RESPONSE TIME AND DURATION OF REPAIR WORK

4.1

Response Time 4.1.1 Response time shall start immediately after receiving complaints by the

Maintenance Contractor via telephone calls, complain forms fax, e-mail or work request of CMMS. The response time shall be not more than one (1) hour after receiving the complaints.

4.2

Repair time shall start from the time the report was received until the work is completed. Priority timescales for the different types of repairs is shown in Table 1. The timescales is based on the urgency of the work.

4.3

For emergency repair service, the repair work shall start within 4 hours, where possible complete a repair.

4.5

For urgent repair service, the repair work shall start within 24 hours or as instructed and the repair time shall be not more than 48 hours.

4.6

For fair wear and tear work, the repair time shall not be more than 3 days.

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4.7

The Maintenance Contractor may request time extension for any repair service and shall be subjected to the approval of the S.O. provided that all necessary documents and proof of delays is submitted. Table 1 Repair timescales

Type of Repair

Example Uncontainable flooding. Water on electrics. Broken drug refrigerating Insecure properties. * Power failure. Unsafe power or lighting socket/fitting. Total or partial loss of water supply. Blocked toilet, sink, bath or basin.

Estimated repair timescale

Emergency

Contractor to attend to make safe within 4 hours, and, where possible, complete a repair.

Urgent

Tap which cannot be turned. Insecure external window, door or lock. Failure of fire detection and fire fighting Failure of lift Failure of air conditioning system Repair/repalcement work of roof, ceiling

start within 24 hours or as instructed by S.O and complete not more than 48 hours in accordance with government guidelines

Fair tear and wear

Repair/repalcement work wall, partition, curtain wall, glazing, window, door Painting touch up Repair/repalcement work of built in furniture

Not more than 3 days

4.8

The S.O. have the right to appoint another person/contractor to undertake the repair works without any notice if the Maintenance Contractor failed to follow the stated response/ repair time. All cost of work undertaken by the third party shall be fully recoverable from the Maintenance Contractor plus 10% service charges. The

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latest Jadual Kadar Harga Kerja-kerja Kecil dan Memperbaiki produced by JKR or fair rate shall be used to determine the cost of works involved.

4.9

The S.O. have the right to impose penalty by deducting every interim payment due to preventive/corrective maintenance work not done according to schedule as stated in the specification. All work not done (failure to close a complaint as per 4.1.1 /work order), as well as not meeting the respond time shall be penalize. The penalty is as stated below in Table 2:

Table 2 No 1 2 3 Nos. of Complaint > 5 or < 10 > 10 or < 20 > 20 Penalty 5% from payment 10% from payment 20% from payment

4.10

LOANER EQUIPMENT The Contractor shall make available Loaner Equipments as set out in the following Table 3. The Loaner Equipments are to be loaned to the Government and to be used temporarily as required in the Facilities in the event that the Governments equipments in the Facilities are under repair and out of service. The Loaner Equipment shall be returned to the Contractor as soon as the Governments equipment is repaired and able to function accordingly. Table 3 No 1 2 Loaner Equipment Mobile Air Conditioning Unit Department/Section Bilik Mesyuarat Mulu/Niah

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4.11

RIGHT TO SET OFF The Government shall be entitled to set off by deducting any money owing from the Contractor to the Government under this Agreement from any sum which may become due or is payable to the Contractor, provided that this provision shall not affect any other remedy to which the Government may be entitled for the recovery of such sums.

WORK FLOW

5.1

Complaints/request shall be made to the Maintenance Contractor via telephone calls, complain forms fax, e-mail or work request of CMMS. A copy of the complaints/request shall be made available to the complainant/requestor as well as Liaison Officer for monitoring purpose.

5.2

The Maintenance Contractor shall immediately evaluate the complaint within (1) hour after receiving of complaint (Response time).

5.3

The Maintenance Contractor shall carry out all the repair works according to the agreed duration.

5.5

Should any dispute arise with regards to the repair works, then such dispute shall be referred to the S.O. for decision.

VERIFICATION OF COMPLETED WORK

6.1

All completed repair works for individual units shall be verified as follows: i. ii. Colour photos taken before, during and after repair works. Sign-off form by the clients; (Complainant/requestor/Appointed Liaison

Officer /Engineering Section of Jabatan Kesihatan Negeri Sarawak)

6.2

Daily list of completed works/ closed work orders shall be submitted to the S.O.s office in soft and hard copies for clarification and monthly payment process.

6.3

WORKS VALIDATION COMMITTEE MEETING

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6.3.1 Contractor and client shall meet every month for the Validation Committee Meeting to discuss matters of, but not limited to: a) verification of work done and deductions to be made by the Government for non-performance or delay of the services by the Contractor; b) Other operational matters 6.3.2 The Project Validation Committee Meeting shall consist of: a) S.O. or any person appointed by the S.O. as Chairman; b) Engineer from Engineering Section of JKNS or his representative c) Liaison Officer in charge of each respective Section or his/her representative ;and d) The contractor or his representations.

COMPUTERISED MAINTENANCE MANAGEMENT SYSTEM (CMMS)

7.1

The Maintenance Contractor shall operate and maintain, including supply of consumables, a Computerised Maintenance Management System supplied by Facilities Management System Maintenance Contractor with the following minimum features: i. Complaints from the building tenants can be made through their internet linked PCs ii. Automatic complaint number and record generation, including generation of the relevant forms iii. iv. Licensed software or non-proprietary software The system shall remain the property of the Government at the end or cessation of the contract v. Regular record generation of numbers, type and classification of complaints vi. Regular record general of consumables and spare parts used (including manufacturers name) and associated cost including labour used. vii. viii. Access password protected Routine generation of programmed planned/scheduled maintenance work

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ix.

Generation of maintenance schedule for each and every equipment and record of work done.

x. xi. xii. xiii. xiv.

Record and generation of reports on all testing done Storage of all the As Built Drawings in Autocad format Display layout of floor for ease of making complaints by building tenants Inventory and plant records/history Storage of all the above data in CD medium with adequate back-up

7.2

The Maintenance Contractor is required to install telephone line with permanent internet access (e.g. streamyx) for the purpose of linking to the system database located at the S.O. office server. The cost for providing this services shall be borne by the Contractor.

7.3

The S.O. reserves the right to improve and amend the format and content of the data generated by the CMMS.

7.4

The Maintenance Contractor is responsible to train his Customer Call Centre permanent personnel well for the efficient usage and application of this system.

7.5

The cost of installing, operating and maintaining this system including supplying all type of consumable item shall be borne by the Maintenance Contractor.

7.6

The hardware, software and license of the system shall become the property of the Government upon the expiry or cessation of this Contract.

7.7

Monthly Report for the purpose of Interim Payments shall be generated from the CMMS. Other form of Monthly Report is not acceptable to the Government for the purpose of making Interim Payment claim.

7.8

All data and transaction activities shall be viewed, monitored, managed and stored concurrently between the Maintenance Contractor and/with Jabatan Kesihatan Negeri Main Server.

7.9

The Government reserves the exclusive right to enforce and administer the effective application of this system.

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RULES, REGULATIONS AND STANDARDS

8.1

All works performed including personnel performing the work, materials and equipment shall comply with the requirements, rules and regulations of the following: a. b. c. d. e. f. g. h. i. j. k. Sarawak Energy Communication and Multimedia Commission Syarikat Telekom Malaysia Berhad (TMB)/Telecommunications License. Jabatan Keselamatan Pekerjaan dan Kesihatan (DOSH) Jabatan Bomba Dan Penyelamat (BOMBA) Jabatan Alam Sekitar (DOE) Jabatan Kerja Raya (JKR) Jabatan Penerbangan Awam (DCA) Lembaga Air Kuching Jabatan Pertanian Malaysia Other Government Department, utility authorities / local authorities, License and Companies having jurisdiction over the services and facilities.

8.2

In addition, the following regulations / standard shall be complied with: i. ii. iii. iv. v. vi. vii. viii. ix. The Electricity Supply Act 1990 The Electricity Regulations 1994 MS.IEC 364:1996 or BS 7671:1992 (IEE Wiring Regulations) Uniform Building By-Laws 1984 Factories and Machinery Act 1967 Occupational Safety and Health Act 514:1994 The latest Malaysian Standards and / or IEC Standards JKR Standard Specification and Be in Accordance with and be subject to the approval for the Superintending Officer (S.O)

8.3

The Maintenance Contractor shall be responsible for the submission of all the necessary applications to the relevant utility authorities/ local authorities, other relevant authorities and licensees in connection with the execution of the works in this Specification, Agreement, Summary of Tender and Schedule of Prices. All spare or replacement parts shall be new, unused and of the same make as the part to be replaced. In the event an alternative replacement part has to be used, it shall have similar or better characteristic/features than the original part and be subjected to the approval of the S.O. The whole of the buildings and Services shall at all times be I a safe and functional condition, free from danger to life and property. All work on the Services shall be performed by competent personnel in compliance with the relevant laws and regulations.

8.4

8.5

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9.0

CONSUMABLES TO BE SUPPLIED BY THE MAINTENANCE CONTRACTOR FOR ALL RELATED AREA AND DEEMED TO BE INCLUDED IN THE CONTRACT SUM.

10.0 10.1

OPERATION AND MAINTENANCE STAFF The Maintenance Contractor shall provide qualified and competent staff for the day to day operation and maintenance of all the Services to ensure that the Services shall constantly be in safe and proper working condition. The Contractor shall be responsible to provide sufficient number of staff to meet the current need at the site and to comply with the specification. The S.O. at his absolute discretion may instruct the Contractor to provide additional staff as to comply with the scope of works specified. At all other times (outside the working hours of JKN Sarawak) the Maintenance Contractors staff shall be on call and shall respond immediately when required. A Facility Manager shall be appointed by the Contractor to supervise and monitor the daily, weekly and monthly Preventive including Corrective works.

10.2

10.3

The Facility Manager shall be responsible for any on-call maintenance works due to serious leakages and structural failure.

10.4

The Maintenance Contractor is expected to equip his staff with cellular phones and walkie talkies to enable easy communication between the

government/building occupants and the Maintenance Contractors staff. The Maintenance Contractor is expected to ensure that the staff equipped with such phones will respond to calls 24 hours a day.

10.5

The Facility Manager shall be responsible to facilitate any maintenance works including complaints which involve other Maintenance Contractor (Mechanical & Electrical Maintenance Contractor) at the site. Cost incurred due to the failure of facilitating any maintenance works at the site shall be shared between the Maintenance Contractors. The S.O. will determine the responsibilities of the various Maintenance Contractor if theres any dispute on any specific maintenance works to be carried out.

10.6

The Maintenance Contractors staff shall be provided uniforms bearing the logo of the Maintenance Contractor as well as the name of staff stitched onto the uniform. The colour and design of the uniforms shall be approved by the S.O. The cost of providing the uniforms shall be deemed to be included in the contract Sum.

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10.7

The Maintenance Contractors staff shall be equipped with all necessary tools, equipment, test gear and accessories to enable them to carry out their task safely and professionally.

10.8

The Maintenance Contractor shall provide Jabatan Kesihatan Negeri Sarawak Unit Kejuruteraan with: a) Two (2) nos. of Desktop Computer (Detail and specification as per Lampiran A) b) c) Six (6) nos. of Temperature and Humidity Data Logger Two (2) nos. Colour Printer A4 size ((Detail and specification as per Lampiran A) d) e) One (1) Digital SLR Camera (Detail and specification as per Lampiran A) Six (6) pairs of safety shoes

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RECORDS AND REPORTS ( SEE ALSO CLAUSE 7.0)

11.1

The Maintenance Contractor shall furnish all the required monthly reports to the S.O. and all such reports/records shall bear the signature of the supervisor and the Facility Manager. Such reports/records shall also include test

certificates/records and shall also bear the dates and times of the activities.

11.2

In the event of vandalism and accidents on the governments building, the Maintenance Contractor are required to file the police report and submit a copy of such report complete with photo of the events to the S.O. Any cost incurred is to be borne by the Maintenance Contractor.

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WORKMANSHIP

12.1

The Maintenance Contractor shall furnish all the labour skilled and competent in their respective trades to carry out work under this Contract in accordance with the good engineering practice. All work shall be carried out and supervised by qualified, competent and skilled personnel in accordance with the requirements of the relevant authorities.

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EQUIPMENT AND MATERIALS

13.1

All replacement parts and consumables, materials and equipment supplied and installed shall be new and unused and shall be of high quality as regards to design, manufacture and performance. No reconditioned equipment or parts shall be permitted.

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OPERATION AND MAINTENANCE MANUALS AND SPARE PARTS BOOKS

14.1

The Government shall make available to the Maintenance Contractor a set of all relevant Operation and Maintenance Manuals and Spare Part Books that are in its possession so as to enable the Maintenance Contractor to make copies of the same for its use. Copies made shall remain the property of the Government and surrendered at the end of the Maintenance Contract or when the contract is terminated.

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14.2

In the event the Maintenance Contractor installs any new equipment or replaces any equipment, the Maintenance Contractor shall supply 2 sets of Operation and Maintenance Manuals and Spare Part Books for all such equipment to the S.O, together with quadruplicate sets of detailed and itemized list of spare parts which the manufactures of the supplied equipment consider as essential to be kept in ready stock for the purpose of yearly services and maintenance.

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DRAWINGS,

DOCUMENTS

&

OPERATION/

SERVICING/

MAINTENANCE

EQUIPMENT, PLANT AND TOOLS

15.1

Upon expiring of the contract, prior to handover the Maintenance Contractor shall submit to the S.O. the following: i. Revised and up-to-date as-built drawings of the Services in the manner below: a. 4 sets in plain paper bound in hard cover b. I set in tracing paper c. 1 set in C.D.ROM ii. iii. All records and inventories All Operation and Maintenance Manuals and Spare Parts Books OF PERSON DULY

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ACCESS OF SUPERINTENDING OFFICER (S.O.) AUTHORIZED BY THE S.O. TO THE SERVICES

16.1

The S.O or any person duly authorized by him shall have access to the Services at all times. The S.O. also reserves the right to test, monitor, take readings or do any such data collection on the Services in the presence of the Maintenance Contractors staff. The S.O. may also be present to observe. Understudy the operation and maintenance works of the Maintenance Contractor. All necessary assistance and co-operation shall be extended to the S.O. by the Maintenance Contractor.

16.2

The S.O. also reserves the right to access the Services to carry out such work as deemed necessary to satisfy its contractual obligations with respect to the Operation and Maintenance of the Services.

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17

HANDOVER JOINT INSPECTION

17.1

For all new installed facilities within the compound to be handed over to Jabatan Kesihatan Negeri Sarawak, the Maintenance Contractor shall organize joint inspection/auditing with Unit Pembangunan, Unit Kejuruteraan and Main

Contractor to determine the availability/functionality of all the Services. An agreed inventory and defect list are to be produced and submitted to all parties involved. 17.2 Four (4) months prior to the expiry of the Contract Period, a S.Os auditing shall be carried out to evaluate the condition of the Services. A joint final inspection shall be carried out (4) weeks prior to handing over to ensure that the works specified during the S.O.s auditing have been carried out. Any outstanding works shall be executed by third party and payment will be made via deduction to any monies due to the Maintenance Contractor under this contract. A Certificate of Practical Completion (CPC) will be issued out to the date of completion stated in the Letter of Acceptance. The maintenance Contractor shall follow the Handing Over procedures as per attachments.

17.3

Outstanding Maintenance Work

17.3.1 The Maintenance Contractor shall handover the buildings in good conditions with the relevant documentation to be agreed between the S.O. and the Successor Maintenance Contractor. 17.3.2 The S.O have the right to deduct any payment due to the Maintenance Contractor for any outstanding maintenance work not carried out accordingly as identified by the Successor Contractor. 18 QUALITY ASSURANCE PLAN

18.1

The Maintenance Contractor shall institute a quality assurance pan to demonstrate compliance with the requirements of the contract. The S.O. shall be entitled to audit any aspects of the system. The submission of a quality assurance plan to the S.O. must be a condition precedent to the commencement of the Works. (i.e propose organization structure of Preventive Maintenance Program,

environmental management, health and safety)

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19

PROVISIONAL SUM

19.1

The term Provisional Sum provided in the Ringkasan Tender shall mean a sum for work or for the supply of goods or materials which cannot be entirely foreseen, defined or detailed at the time the tender documents are issued and such sum may be paid and expanded at such times and such amounts in favour of such persons as the S.O may direct. Such sum if not used either wholly or in part shall as to the amount not used is deducted from the Contract Sum. The value of works which are executed by the Maintenance Contractor in respect of Provisional Sums shall be ascertained by the S.O. and follow the latest Jadual Kadar Harga KerjaKerja Kecil dan Membaiki issued by JKR Malaysia. At the settlement of accounts the said value of such works executed shall be set off against the Provisional Sum and the balance shall be added to or deducted from the Contract Sum as the case may be.

19.2

During taking over of the facilities (within first 14 days after hand over of site), the maintenance contractor shall be deemed to have inspected the engineering systems or installation. Upon any findings of defective engineering systems or installation the Contractor may request to make use of the Provisional Sum subject to the approval of the S.O. to make good the defect. The Contractor shall provide Condition Assessment Report of the defective systems or installation with repair recommendation and estimate to the S.O. Upon approval by the S.O. the repair work shall be carried out within reasonable times, tested and commissioned by the contractor or a third party contractor prior to handing over to the maintenance contractor. Any other damage/ defects of engineering systems or installation found after 14 days shall be covered under this maintenance service contract.

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