01-Tender Specification FM Doha+College

ContractnumberFM/DC/2016JJ AnnexItotheInvitationtoTender
DohaCollege
Facilities
TenderSpecification
FacilitiesManagement
ProvisionofServices

Maintenanceofoffices,classroomsandassociatedbuildingsforpremises
occupiedbyDohaCollegeinDoha,Qatar

OpenCallforTenders
FM/DC/2016JJ
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TableofContents
Page
1. Introduction

2. ManagementandAdministration
2.1 PerformanceManagement .. 4
2.2 KeyPerformanceIndicators .. 4
2.3 ContractManagement .. 4
2.4 QualityApproach .. 5
2.5 Staff .. 6
2.6 ManagementofSubcontractors .. 6
3. ManagedServices
3.1 Health&SafetyManagement .. 7
3.2 NonDiscrimination .. 7
3.3 AuthorisedPersons&permitstoWork .. 8
3.4 RiskManagement .. 8
3.5 EnvironmentalManagement .. 8
3.6 BusinessContinuityPlanning .. 9
4. Helpdesk&CAFM
4.1 Helpdesk&CAFM .. 10
4.2 CAFM .. 12
5. HardFacilitiesManagement
5.1 PlannedPreventativeMaintenance .. 14
5.1.1. GeneralRequirements .. 14
5.1.2. SettingUpOperations .. 14
5.1.3 DefectsReporting .. 14
5.2 Works .. 15
5.3 UnscheduledActivities .. 15
5.4 MothballingofBuildings .. 16
5.5 ReactiveRepairs&Maintenance .. 16
5.6 HandymanService .. 17
5.7 SparesandConsumables .. 17
5.8 FinancialThresholdLiability .. 18
5.9 Exclusions .. 19
5.10 ReplacementofCollegesAsset .. 19
5.11 Misuse,Abuse&OperatorError .. 19
5.12 PlannedPreventative&Reactive
MaintenanceServiceElements .. 20
5.13 Mechanical&ElectricalServices
Maintenance .. 20
5.14 ReLamping .. 21
5.15 FireDetection&FightingSystems .. 21
5.16 Lifts,Hoists&ConveyanceSystems .. 22
5.17 Security,Access&IntruderSystems .. 22
5.18 WaterHygiene .. 22
5.19 StatutoryInspections .. 23
5.20 PortableApplianceTesting .. 23
5.21 LocksmithServices .. 24
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5.22 SurveysandInspections .. 24
5.23 BuildingConditionSurveys .. 24
5.24 FlagFlying .. 24
5.25 FumeCupboardMaintenance .. 24
6. SoftServiceFacilitiesManagement
7. AdditionalRelevantServices
7.1 ChangeManagement .. 25
7.2 BestPracticeGuide .. 25
7.3 MoveManagement .. 25
7.4 ConditionSurveys .. 25
8. Mobilisation(SettingUpOperationsPeriod)
8.1 General .. 26
8.2 InformationTechnology .. 27
8.3 DefectsReporting .. 27
8.4 SchedulesofWork .. 30
8.5 HandoverofServices .. 30

9. TheContract
9.1 Characteristicsofthecontract .. 30
9.2 Duration .. 30
9.3 Placeofperformanceofthecontract.. 31
10. Payment .. 31

11. SubmissionofTenders .. 31
12. TechnicalTender .. 31
13. FinancialOffer .. 31
14. SiteInspections .. 32
15. ExclusionCriteria
15.1 DeclarationonHonourandEvidence .. 33
15.2 Tenderssubmittedbyconsortiaorinvolvingsubcontracting 33
16. SelectionCriteria
16.1 Criterion .. 35
16.2 AdditionalRequirementsforJointOffers. 35
16.3 AdditionalRequirementsforTendersinvolvingSubcontracting.. 36
17. AwardCriteria .. 36
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1.0. INTRODUCTION
1.1.1. Thisdocument(theSpecification)outlinestheServicesthattheContractorshallmake
availabletoDohaCollege(TheCollege)throughtheFacilitiesManagementAgreement.
2. MANAGEMENTANDADMINISTRATION
2.1. PerformanceMonitoring
2.1.1. TheContractorisrequiredtoundertakethefollowingperformancemonitoringregime:
2.1.1.1. Totakenoteoftheprioritisationofreportedserviceperformancefailures.
2.1.1.2. Tooperateproceduresandsystemstorecordinformationinsupportofperformance
monitoringandtoenableregularrobustperformancereporting.
2.1.1.3. TomonitortheperformanceoftheServicesandproducemonthlyperformancereportsfor
theCollege.
2.1.2. TheContractorshallmaintainaManagementInformationSystem(MIS)toanalyse
informationontheperformanceofeachaspectoftheServiceassetoutintheSpecification.
Itshallbecapableofreportingperformanceagainstdefinedperformancerequirements.
2.1.3. TheMISsystemutilisedbytheContractorshallatalltimesthroughouttheperiodofthe
ContractbecapableofmonitoringperformanceoftheServices,notwithstandingany
changesinworkpractices,technology,agreedPerformanceStandardsetc.
2.2. KeyPerformanceIndicators
2.2.1. TheContractorshallselfmonitortheirperformanceinlinewiththekeyperformance
indicatorsoutlinedinAnnex1.1.dKPIMatrix.
2.3. ContractManagement
2.3.1. TheContractorwillnominatearepresentative,whowillprovideregularcontactwiththe
Collegerepresentative.Therepresentativeshallhaveoverallresponsibilityforthe
managementandperformanceofthecontractontheContractor'sbehalf.
2.3.2. TheContractorsrepresentativeandtheCollegesrepresentativeshallholdOperational
MeetingsonamonthlybasistoreviewtheperformanceandeffectivenessoftheServices.
TheContractorshallwherenecessaryensurethatanySubContractorrepresentativeattends
theOperationalMeetings.Inaddition,aquarterlyformalliaisonreviewmeetingshallbe
held.ThefrequencyofthemeetingsistobemutuallyagreedbetweentheContractorand
theCollegepriortocontractcommencement.
2.3.3. TheContractorshallinformtheCollegerepresentativeofallcomplaintsreceivedaboutthe
ServicesdeliveredundertheContract.TheContractorshallberequiredtodealdirectlywith
complaintsandshallprovideasenioremployeeandanyspecialiststoattendmeetingsatthe
Collegesrequest.
2.3.4. TheContractorshallprovidemonthlyservicereports,atitsowncosttosupportandinform
regularreviewmeetingsbetweentheContractorandtheCollege.EachServiceReportshall
includethefollowingasaminimum:
AsummaryofPlannedPreventativeMaintenance(PPM)activitiesinreporting
monthshowingplanneddateandtheactualdateactivitieswerecarriedout.
AnoverviewoftheContractorsserviceperformanceinreportingmonth.
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ForwardworkplantoshowplannedPPMforfollowingtwomonthsandcurrent
ForwardMaintenancePlan.
AnyContractvariationrequests.
Thenumberanddetailsofallcomplimentsandcomplaints.
Individualbuildingusageofelectricityandwater.Highlightareaswherebuildings
areusingmoreutilitiesthanatypicalbenchmarkequivalent.
Anyforthcomingchangesinlegislation.
Anyhealth,safetyandenvironmentbreachesandrecordableaccidents,incidents
andnearmissesrelatingtothedeliveryoftheservices.
Areviewofstaffingnumbers,andcontractmanagementstructuresincludingfull
detailsofanystaffchangesshowingname,jobdescriptions,worklocation,Police
checkstatus,andotherrelevantcertificationdetailsasrequired.
Servicedeliveryproposalsandcontractualissuesifanychangeshaveoccurred.
ReportsshallbeissuedtotheCollege[10]workingdaysaftertheendoftherelevantmonth
2.3.5. TheServiceReportshallmeasureandreportontheperformanceofeachServiceprovided
undertheContractincludingthefollowing:
2.3.5.1. TheContractorandtheCollegeshallagreetheperformancestatisticsthattheContractor
shallprovide,butshalltypically,butnotlimitedto,tocontainthefollowing:
Allreportedfaultsinthisreportingperiod.
Performancefailureoccurrencesandduration.
Performancefailuresdealtwithwithinrectificationperiods.
Performancefailuresnotdealtwithwithinrectificationperiods.
Numberofoutstandingperformancefailuresnotyetdealtwith
Averageresponsetimesacrosstypesoffault.
Trendanalysis.
Remedialactionplans.
2.3.6. TheCollegeandtheContractorshallbeallowedtoaddfurtherreasonablemeasurableitems
tothislist,suchfurtheritemsshallbeprovidedwithinareasonabletimebeforethe
productionoftheServiceReporttoenabletheContractortocollatethenecessary
information.
2.4. QualityApproach
2.4.1. TheContractorshallimplementaQualityManagementPlaninaccordancewiththeISO9001
QualityAccreditation.
2.4.2. TheContractorshallholdandmaintainvalidISO9001,ISO14001andOHSAS18001
accreditationatalltimesormakeclearinthetenderhowtheywillmaintainasatisfactory
levelofquality,HealthandSafetyandEnvironmentalManagement.
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2.5. Staff
2.5.1. TheContractormustdeliverallServicesunderthisFrameworkAgreementusingstaffwhoas
aminimumhavereasonablecommandofspokenandwrittenEnglish.Thisisdefinedas
levelA2ataBasicLevelontheCommonReferenceLeveloftheCommonEuropean
FrameworkofReferenceforLanguageswhichcanbefoundhere:
www.teemeurope.eu/documents/CEFR.DOC
2.6. ManagementofSubContractors
2.6.1. TheContractorisrequiredtoactivelymanageallaspectsofsubcontractinvolvementin
ContractstoensurethatallServicesreceivedbytheCollegecomplywiththeServicesthat
theContractorisrequiredtoprovideundertheContract,andspecificallythatwhichispaid
for.AspartofthistheContractorshall:
ProtecttheCollegesagreedcontractualpositionandensuringthattheagreed
allocationofriskismaintainedandthatvalueformoneyisachievedfromthe
Contract;
MonitorperformanceagainstagreedKeyPerformanceIndicators;
Solveanyproblemsandpreventandwherenecessaryresolveanydisputes,where
issuesexist;;
AuditandinspecttheSubContractorswork,ensuringthattheycomplywiththe
contractualrequirementsonQuality,HealthandSafety,Environmentaland
Legislativerequirements1;
Establishandmaintainappropriaterecordsandinformationmanagementsystems
torecordandmanagetheperformanceoftheContractor;
Receive,checkandauthoriseinvoicesforpaymentforadditionalservices;
MonitorSubContractorsapproachtorectifyingdefects;
ManagecommunicationbetweentheCollegeandtheSubContractors.
2.6.2. TheContractorshallensurethatSubContractorsshalltakeoutandmaintainwitha
reputableinsurancecompanyapolicyorpoliciesofinsuranceprovidinganadequatelevelof
coverinrespectofallriskswhichmaybeincurredbytheSubContractors,arisingoutofthe
SubContractors'performanceoftherelevantagreementwiththeContractor,including
deathorpersonalinjury,lossofordamagetopropertyoranyotherloss.Suchpoliciesshall
includecoverinrespectofanyfinanciallossarisingfromanyadvicegivenoromittedtobe
givenbytheSubContractor.Tocomplywithitsobligationsunderthisclause,andasa
minimum,theContractorshallensureprofessionalindemnityinsuranceheldbyanyagent,
SubContractororconsultantinvolvedintheperformanceofServiceshasalimitof
indemnityofnotlessthanQAR10millionanyoccurrencesarisingoutofeachandevery
event.Suchinsuranceshallbemaintainedforaminimumofsixyearsfollowingthe
expirationorearlierterminationoftheagreement.
2.6.3. TheContractorshallwarrantanddemonstratethatallSubContractorscarryadequate
insuranceandthattheyarelegallyandprofessionallycompliantinallactivitieswhilst
1
LegislationandstatutoryobligationsaretakentobethatoftheUKunlesstheQatarilegislationis
moreexacting
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operatingwithinthepremises.TheContractorshalldemonstrateunequivocallythe
acceptanceoftheseissues.
3. MANAGEDSERVICES
3.1 HealthandSafetyManagement
3.1.1. TheContractoragreestocomplywiththeCollegesrulesregardinghealthandsafety
suppliedtoitatthedateoftheagreementandanyadditionalrulesmadeknowntothe
ContractorfromtimetotimebytheCollegetogetherwithallapplicablestatutoryrulesand
regulationsregardingthesematters.
3.1.2. TheContractorshallnotifytheCollegeassoonaspracticableofanyhealthandsafety
hazardsattheCollegespremisesofwhichitbecomesaware.TheContractorwilldrawthese
hazardstotheattentionofanypersonspresentontherelevantpremisesasrequiredand
willinstructthosepersonsinconnectionwithanynecessaryassociatedsafetymeasures.
3.1.3. TheContractorshallensurecomplianceatalltimeswithallHealthandSafetyandEquality
Actlegislation.(seefootnote1)
3.1.4. TheContractorshallparticipateasrequiredwiththeCollegesemergencyevacuationand
lockdowndrills.
3.1.5. TheContractorshalldemonstratethroughtheirdeliveryoftheservicesthatthe
managementoftheirownstaffisanexemplarintermsofHealthandSafetybestpractice.
3.1.6. TheContractorshallberesponsibleforupdatingworkplaceriskassessmentsasnecessaryfor
theirownareasofwork.TheContractorshallensurethattheCollegehasimmediateaccess
tothesedocumentsasrequired.
3.1.7. Thecontractorwillsupply,atnocosttotheemployee,fullPersonalprotectiveEquipment
(PPE)suitabletotheirtasks.
3.1.8. TheContractorshallreporttotheCollegemonthlyandquarterlyonallHealthandSafety
mattersandtoconductanannualreviewofHealthandSafetymattersrelatedtothe
deliveryoftheservices,includingperformance,anymattersoutstanding.TheContractor
shallattendtheCollegesregularHealthandSafetymeetingsasrequired.
3.2. NonDiscrimination
3.2.1. TheContractorshallnotdiscriminatedirectlyorindirectlyorbywayofvictimisationor
harassmentagainstanypersoncontrarytoUKlegislationincludingRaceRelationsAct1976,
theSexDiscriminationAct1975,theDisabilityDiscriminationActs1995and2005orthe
EqualityAct2010(the"DiscriminationActs").
3.2.2. Wherepossible,theContractorcooperateswithandassiststheCollegetosatisfyitsduty
undertheDiscriminationActstoeliminateunlawfuldiscriminationandtopromoteequality
ofopportunitybetweenpersonsofdifferentracialgroupsandbetweendisabledpeopleand
otherpeople.
3.2.3. WhereanemployeeorSubcontractoremployedbytheContractorisrequiredtocarryout
anyactivityalongsidetheCollegesemployeesinanypremises,theContractorensuresthat
eachsuchemployeeorSubcontractorcomplieswiththeEmployer'semploymentpolicies
andcodesofpracticerelatingtodiscriminationandequalopportunities.
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3.3. AuthorisedPersonsandPermitstoWork
3.3.1. TheContractorshallberesponsiblefortheappointmentofqualifiedAuthorisedPersonsand
theissuingandmanagingallpermitstoworkwithinareasforwhichtheyareworking.All
PermitstoWorktobeissuedandmanagedinlinewiththeCollegespolicy.
3.3.2. WhereaSubcontractorisemployedbytheContractortocarryoutanyactivityinany
premisesunderthecontroloftheCollege,theContractorwillensurethateachsuch
SubcontractorcomplieswiththeCollegesHealthandSafetypoliciesandcodesofpractice
includingtheprovisionofsuitableandsufficientMethodStatementsandRiskAssessments.
Copiesoftheseshouldbeappendedtothemonthlyreport.
3.4. RiskManagement
3.4.1. InconjunctionwiththeCollege,theContractorshallconstructariskregisterandrisk
assessmentsfortheestate.
3.5. EnvironmentalManagement
3.5.1 TheContractorshallensurethatallnecessarypractices,policiesandtrainingareputinplace
toensurethatallproductsarecorrectlydiluted(whereapplicable),andusedonlyasis
essentialforeffectiveprovisionoftheservice.
3.5.2 TheContractorshallensureallitsstaffwilltakeallpracticalstepstoreduceenergy
consumptionandimprovetherecyclingofwastewhileundertakingtheirduties.
3.5.3 TheContractorshallensurethatallstaffreceivetrainingonenvironmentalprinciplesand
practicespriortocommencementofwork,withannualrefreshertrainingprovided.Training
forstaffmembersshouldcovertheareasoutlinedbelow.
Useoftheenvironmentallyfriendlyproducts
Recyclingandwastedisposal
Turningoffofficeelectricalequipmentattheendoftheday
Waterandenergywasteminimisationtechniques
Safestorage,useanddisposeofchemicalsandotherhazardousmaterials.
Identifyingandreportinginefficienciesanditemsinneedofmaintenance
Recycling/reuseofequipment
Safestorage,useanddisposeofchemicals,paintsandotherhazardousmaterials.
3.5.4 TheContractorshallensurethatallwastegeneratedbycleaning,repairsandmaintenance
shallbereusedorrecycledbytheContractorwhereverthetechnologyandfacilitiesexist
andiscommonlyavailablewhilstdemonstratingvaluefor.
3.5.5 Wherepracticable,theContractorshallusethesmallestvehicleforundertakingthe
maintenancerelatedservices.
Allvehiclesusedforprovisionoftheservicemustberegularlymaintainedtoensure
optimumfuelefficiency.
3.5.6 TheCollegeiscommittedtoresponsibleenergymanagementandtheefficientuseofenergy
throughoutitsoperations.Italsorecognisesthatgoodenergymanagementhelpstoprotect
theenvironmentbyconservingnaturalresourcesandreducingharmfulemissions.The
Contractorshalltakeaccountof,andcomplywith,theCollegescurrentandfuturepolicies
onenergymanagementandanyfutureenvironmentalplansputinplace.
3.5.7 TheContractorshallberesponsiblefortakingmeterreadingsandprovidingtheinformation
totheCollege.TheCollegewillprovideanysupporttotheContractorasisreasonably
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necessarytoassistwiththeimplementationbytheCollegeofallenergymanagement,as
newapproachestotheproblemsofenergymanagementbecomeavailable,andas
governmentpolicychanges.TheContractorshallliaisewiththeCollegesenvironmental
representativesinrelationtothesematters.
3.5.8 TheContractorshallcloselyobservetheoperatingcharacteristicsoftheServicesandall
areasofthebuildings.Fromtheseobservations,andifnecessaryinconsultationwiththe
CollegetheContractorshalltakeanyactionnecessarytoadjustandcorrectservicesand
spaceconditionssoastoatalltimesensurethewholeoperateswiththeleastpossible
wasteofresourcesandmaximisesthecomfortofallbuildingusers.TheContractorshall
reporttotheCollegeonsignificanttrendsinenergyusage.
3.5.9 TheContractorshallprovideadviceon,andreacttoanyunacceptableairqualityin
individualofficesorrooms,andanyunacceptablehumancomfortlevelssuchashumidity
andtemperatureastheyarisebyadoptingastructuredtroubleshootingapproachrather
thanmakingeasyfixes.TheContractorshallnoteallHealthandSafetymattersinthis
respect.
3.5.10 TheContractorshallprovidetotheCollegeinareportformatagreedfromtimetotime,an
annualenvironmentalreport,whichshallincludeasaminimum:
ThenumberofinefficienciesreportedbyContractorsstaffandSubContractors
ThepercentageofContractorwastereused,recycledanddisposedofinlandfill
Thetotalamountandtypeofcleaningproductsusedandtechniquesemployedto
ensureoptimumandminimalusageofproducts
Themodeloflightbulbsandfittingsinstalled
Themodeloftaps,urinalsandshowersinstalled
Thepaintsused
ThePVCalternativesused
Stafftrainingschedulesandcontent
Detailsofallthevehiclesusedforprovisionoftheservice,coveringthefollowing:
a) Vehicletype(forexamplelightvan,car,lorry,bus)
b) Fueltypeandconsumption(litres)
c) Vehicleregistrationnumber
d) Vehiclemileage(milesorkilometres)
f) Allnewvehiclespurchasedshallbehighlightedinred
g) Detailsofthemaintenanceregime,andfuelefficiencypracticesand
detailsoftheecodrivingtrainingprovidedtodrivers.
3.5.11 TheContractorshallensurethatalltimberproductsusedbytheContractortoprovidethe
ServicesareFSCcertified.
3.6. BusinessContinuityPlanning
3.6.1. TheContractorshallprovidesupporttotheCollegeinrelationtoitsBusinessContinuity
Planning.Thissupportwillbeofapracticalnatureandwillrelatetotheongoingprovisionof
servicesatthepremises.Refertotable4.1.6forresponsetimes.
3.6.2. TheContractorshallliaisewiththeCollegesFacilitiesManageronBusinessContinuity
Planning.
3.6.3. TheContractorshallimplementaBusinessContinuityPlantoensurecontinuousdeliveryof
theServicesattheCollegespremisesintheeventoftheCollegesITsystemsfailureor
temporaryclosureoftheContractorsownpremises.
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3.6.4. TheContractorshallsupporttheCollegesBusinessContinuityplanningbyofferingpractical
adviceonissuessuchastheoperationofemergencysystems(suchasstandbypower
generation,etc.).TheContractorshallensurethatallContractorstaffandSubContractors
areawareoftheprotocolstobeusedincaseofanemergency,andshallparticipatefullyin
thecompilation,planning,testingandimplementationoftheCollegesemergency
managementproceduresandshallreportontheeventsofeachandanyincident.The
Contractorshallbeproactiveinidentifyingareasofpotentialriskorproposinganychanges
totheoperationofemergencyproceduresandreportingthesetotheCollege.
3.6.5. TheContractorshallliaisewiththeCollegetoensurethattheyarefullycognisantatalltimes
oftheCollegesemergencyprocedures.TheContractorshallseekwaystoimproveand
enhancesuchproceduresinpartnershipwiththeCollege.
3.6.6. TheContractorshallsupporttheCollegeinmanagingtheimplementationofthebusiness
continuityplan.Thisplanwillincludebutnotbelimitedto:
responsestoallpotentialemergencies,
liftentrapments,
actionsandexecutionofcontingencyplansforeachoftheCollegebusinessunits,
Compliancewithlegalrequirements
3.7. OtherrelevantUKLegislation
ThecontractorwillagreetoabidebythetermsofanyUKlegislationwhichtheCollege
deemsarequirement.Inadditionthetenderwillneedtospecifyhowthecontractorwill
meettherequirementsofthefollowingpiecesofUKlegislation:
TheBriberyAct2010
TheModernSlaveryAct2015
Thecontractorwillprovideanassuranceandappropriateevidencethatallcompanies
involvedinthesupplychainfortheCollegethroughthecontractorareequallycompliant
withthislegislation.
4. HELPDESKANDCAFM
4.1. HelpdeskandCAFM
4.1.1. TheContractorshallprovideaHelpdeskfunctionfortheCollegeandwhichmustbecapable
ofensuringcontinuedservicedeliveryforallServicesundertheContractorscontrolatall
times.TheContractorshallprovideappropriateoutofhours,calloutarrangements,outside
oftheHelpdeskoperatinghours,byprovidingaccesstoeitheranoffsitehelpdeskoraduty
engineercalloutsystem.Whicheveroptionisselectedforoutofhoursservicethisshallbe
accessedbytheCollegestaffbycallingthesamedaytimenumberoremail.
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TheContractorsresponsetimesforactivitiesmanagedthroughthehelpdeskforallservices
shallbeasfollows:
Category ResponseTime CompletionTime
Initialinspectionand/ortemporary Fullrepairor
repair replacement
Incorehours Outsidecorehours
EmergencyRepairs 1Hour 2Hours Dependenton
thenatureofthe
e.g.makesafeafterfire,prevent
problem
flooding,correctseriousunsafe
conditions
UrgentRepairs 3Hours N/A 8WorkingHours
e.g.brokenwindowcausingsecurity
orsafetyrisks,fixblockedtoilet,
repairlightingiflightlevelsare
dangerouslylow,fixtriphazardon
flooring
NonurgentRepairs 2Working N/A 10WorkingDays
Days
e.g.fixdoorcloser,adjust/repairAC
(unlesstemperaturesare
unreasonable),replacedefective
lightfitting
ClientRequestedWorksupto 5Working N/A 20WorkingDays
QR5,000 Days
e.g.additionalelectricalsockets,fit
newdoorlock
ClientRequestedWorksabove 10Working N/A Withinagreed
QR5000(butnotclassedasa Days timetable
project)
e.g.install3phasesupply,
preparationsforaspecialevent
NBUnlessotherwisestatedResponseandRectificationtimesrunconcurrentlyi.e.all
relevantclocksstarttickingastheissueisreportedtotheHelpdesk.
TheContractorshallplanforanyrepairstotakeplacewithintheoperationalhoursof
buildingssothattheycanbesecuredattheendoftheworkingday,unlessthefaultwill
haveasignificantimpactoftheoperationsoftheCollege(e.g.coolingsystemfailure)and
theContractorcandemonstratethattheycannotcompletearepairbeforethelockdown
timeofabuilding,inwhichcasetheContractorshallseekapprovalfromtheCollegetodefer
thestartoftherepairtothestartofthenextworkingday.
WhereverpossibletheContractorshallprovideapermanentrepairatfirstattendance.
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Inrelationtoreactiveactivitiesthatresultinarepairwhichcannotbecompletedduetolead
timesofreplacementpartsortheneedforCollegesanctionofcosts,theContractorshall
createameasurewithintheCAFMsystemwhichallowsthesuspensionofanyactivityunder
thisscenario.TheContractorshallagreeinadvancewiththeCollegetheexactcriteriafor
suspension.
4.1.2. TheContractorsHelpdeskshallacceptrequestsfromallCollegestaffbyemailreportinga
faulttoortheneedforanyservicedefinedinthisSpecification.Eachcallshallbeallocateda
uniquenumberbytheContractorsHelpDesk.TheContractorshallbeabletokeepthe
Collegesrepresentativesinformedofcallrequestdevelopments.Anupdatemustbe
producedwhenrequested.
4.1.3. TheContractorshallacknowledgeServicerequestsofanynaturewithinfifteenminutesof
receiptofthecallandshallkeeptheCollegeinformedoftheactiontobetaken.Thisshall
normallybebyemailorifnotpossiblebytelephonecall.
4.1.4. TheContractorshallprovideappropriatecompetentandtrainedpersonneltomanagethe
receiptandcloseoutofcallrequestsfromtheCollegesHelpDesk.Allpersonnelaccepting
requestsfromtheCollegesHelpdesk,irrespectiveofthetimeofday,shallbecapableof
handlingallservicerequests.TheContractorshallprovideallpersonnelwithdocumented
training,toincludebutnotlimitedto:
UnderstandingoftheDohaCollegeestateandtheservicesprovided,
Prioritiesoffaulttypesandallocationoftaskstoappropriatecontractpersonnel;
ExtensivetrainingontheCAFMpackage
ServiceCallManagement
AgoodstandardofEnglish.(ThisisdefinedaslevelA2ataBasicLevelonthe
CommonReferenceLeveloftheCommonEuropeanFrameworkofReferencefor
Languageswhichcanbefoundhere:www.teemeurope.eu/documents/CEFR.DOC)
EscalationProcedures
TheCollegeEmergencyprocedures
TraininginrespectofalloperationalareasoftheCollegespremises
Sitevisitsshallbeincludedaspartoftheoperatortraining
4.1.5. TheContractorshallworkwiththeCollegetopromotethebenefitsoftheHelpdeskacross
theCollegesstaffonacontinuousbasis.
4.1.6. TheContractorshallensurethattheCAFMsystemisupdatedonaweeklybasiswithall
necessaryproceduralandemergencycontactinformation.
4.2. CAFM
4.2.1. TheContractorshalloperateaCAFMSystemthatissufficientlyflexibletoallowassetstobe
crossreferencedatdifferentlevels.Thisallowsgreatercapabilityinidentifyingparticular
assets,systemsorsectionsofServiceswithinanygivensite,buildingorfloorwithina
building.Giventhiscapability,equipmentorservices,whichareprogrammedfor
maintenanceorrequireattentionduetomalfunction,shallbeclearlyidentifiedonjob
sheetswithrespecttotypeofplantandaccuratelocation.TheContractorshallensurethis
capability.
4.2.2. ItisarequirementthattheContractorshalldeveloptheexistingassetinformationand
maintainafixedassetregisterontheCAFMsystemthroughouttheContract.Theasset
registershallbeprovidedtotheCollegeatthestartandendofthecontractandas
requested.TheCollegeshallretainalloftherightstotheinformationbothphysicallyand
intellectually.
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4.2.3. Assets,eachofwhichwillbeindividuallynumberedwillbecapableofbeingidentifiedintwo
hierarchicalstructures,onesystembased,theothergeographicallybased.
SYSTEMBASEDHIERARCHY GEOGRAPHYBASEDHIERARCHY
System;e.g.HeatingSystem Site; e.g.AlWaab
System;e.g.AirConditioning Building; e.g.ArtBlock
System;e.g.ShuntPump Floor; e.g.Ground
System;e.g.Motor Room/Area e.g.PlantRoom
4.2.4. Thesystemmustbesufficientlyflexibletoallowthesetwohierarchiestobecross
referencedatdifferentlevels.TheContractorshallagreetheformatoftheassetregister
withtheCollegeincludingthedetailsoftheequipmenttoberecordedbeforesettingupthe
register.Thisallowsgreatercapabilityinidentifyingparticularassets,systemsorsectionsof
serviceswithinanygivensite,buildingorfloorwithinabuilding.Giventhiscapability,
equipmentorservices,whichareprogrammedformaintenanceorrequireattentiondueto
malfunction,canbeclearlyidentifiedonjobsheetswithrespecttotypeofplantand
accuratelocation.
4.2.5. Allmanagerial,qualitymonitoring,PPMtasksandreactiveactivitiesandadditionaltasks
shallbemanaged,executedandmonitoredbytheContractorthroughtheCAFMsystem.
4.2.6. TheContractorshallprovidethenecessaryresourcestomaintainextendandenhanceboth
thequalityandthedepthoftheinformationheldonthesystemtothemutualbenefitof
bothitselfandtheCollege.TheContractorshallensurethatthehistoryofassetsiscaptured
bythesystemandshallachievethisbyaccuratedataentrywithregardtoworkorders,
certificationandappropriatemanagementoftheCAFMSystem.TheCollegebelievesthat,in
largepart,thesuccessofcapturingthisinformationwilldependupongoodquality
management.
4.2.7. TheContractormaynotethattheCollegewilldetermine,inpart,theContractors
performancebyregularlyandroutinelyqueryingthedataheldanditisintheinterestsofthe
Contractortoensurethefeedbackinformationassociatedwithitsactivitiesispromptlyand
accuratelyenteredintothesystem.ItistheContractorsresponsibilitytoregularlyfeed
updatedinformationintoCAFMSystemregardingthecompletionoftasksorotherwise.The
ContractorshallensurethatanychangestotheinformationregisteredontheCAFMsystem
aremadeassoonaspossibleandinanyeventwithinoneworkingday.
4.2.8. GiventhestrategicandoperationalimportanceoftheCAFMSystemtheContractorshall
needtoworkcloselywiththeCollegewhilstundertakingtheSettingUpOperations,inorder
toachievethetransparencyofFacilitiesManagementinformationthatisabaseofthe
understandingofthisSpecification.TheContractorshallensurethattherequirementsfor
fullaccesstoContractorsrecordsareachieved.TheContractorshallprovidefull
transparencyofallFacilitiesManagementinformation,forongoingaudit/information
purposes.
4.2.9. TheContractorshallrecognisetheCollegesownershipofalldatausedorgeneratedinthe
deliveryoftheFacilitiesManagementservices,attheContractcompletion.
5. HARDFACILITIESMANAGEMENTSERVICES
TheHardFacilitiesManagementServicesprovisionshallconsistofbutnotlimitedto:
SettingUpOperationsanddefectsexceptionreporting
Page13of37

PlannedPreventativeandReactiveMaintenance(Detailsoftheassettypes
includedintheContractareincludedintheInScope/Exclusionsincludedin
Appendix1SupportingInformationforTenderers)toincludethefollowing:
- FabricMaintenance
- MechanicalandElectricalServices
- AirConditioning
- LifeSafetySystems
- WaterHygiene
- StatutoryInspections
- PortableApplianceTesting
- LocksmithServices
Works(PlannedandUnscheduled)
5.1. PlannedPreventativeMaintenanceRegime
5.1.1 GeneralRequirements
5.1.1.1. TheContractorshalloperateandmaintainthefixedandinstalledassetswiththeobjective
of:
Providingasafeandcomfortableworkingenvironmentforbuildingusers.
Maximisingtheusefullifespanofthebuilding,plantandequipment.
Enablingbuildinguserstoeffectivelydischargetheirbusinessfunctions.
Ensuringefficientandcosteffectiveuseofthoseassets.
ComplyingfullywithGovernmentandCollegepolicyandguidanceon
environmentalissues.
FulfiltheobligationsofanyleaserequirementsaseithertheLandlordorthe
Tenant
5.1.1.2. TheContractorshallprovideaprofessionallymanaged,highqualityPlannedPreventative
MaintenanceserviceinaccordancewithasystemandprogrammeofbuildingfabricandM
andEmaintenance.Thisserviceshalltakecognisanceoftheassetregistersandallrelevant
leaseobligations.PlannedPreventativeMaintenance(PPM)tasksshallbegeneratedbythe
PPMsystemannually,inadvance,andagreedwiththeCollege2monthsinadvanceof
undertaking.
5.1.2 SettingUpOperations
DuringthesettingupperiodtheContractorwillbeexpectedtomobilisealltheappropriate
ServicescontainedinthisSchedule.SeeSection8fordetail.
5.1.3 DefectsReporting
5.1.3.1 TheContractorshallprovideaDefectReportforallassetsandotherinformationprovidedby
theCollegeduringtheContractorsDefectsPeriodwhichshallbe3months(DefectsReports
tobecompletedin2monthsandagreedwiththeCollegeinthefollowing1months3=2+1)
fromtheCommencementDate.OnagreementoftheDefectsReport,thiswilldefinethe
agreedconditionoftheasset.(Seealso8.4DefectsReporting)
5.1.3.2 TheDefectsReportshalldemonstratethattheContractorhasfullyconsideredthecondition
andfunctionalityoftheassetsandanyrecommendationsforrepair/replacementhavebeen
consideredagainstenhancedmaintenanceregimestomaximisethelifeoftheasset.
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5.1.3.3 TheformatoftheDefectsReport,whichshallincludephotographicevidence,willbe
preparedinaccordancewiththeGeneralConditionsofContractandisdescribedinSection
8.4.
5.2. Works
5.2.1 WorksaredefinedasactivitieswhosevalueexceedsQR2500ComprehensiveLimit.Theyfall
intothreecategories:
PlannedActivitiesincludedintheForwardMaintenanceProgramme(FMP),(refer
to5.2.1);
ActivitiesnotincludedintheForwardMaintenanceProgramme,butwhichare
identifiedbytheContractororareidentifiedbytheCollege,throughtheColleges
adhocrequestsforadditionalWorks(UnscheduledActivitiesreferto5.2.2)and
responsiverepairs.TheContractorshallensurethattheseUnscheduledActivities
arenotalreadyscheduledwithintheForwardMaintenanceProgrammee.g.in
lateryears.
AdhocworksrequestsbytheCollege
5.3. UnscheduledActivities
5.3.1 UnscheduledActivitiesidentifiedbytheContractorshallbenotifiedtotheCollegebythe
ContractorassoonastheContractorbecomesawareofthem.UnscheduledActivitieswhich
aregeneratedbyrequestoftheCollegeshallbenotifiedbytheCollegetotheContractor
throughtheHelpdesk/CAFM.AlltheseWorksshallbeaddedtotheMaintenance
ProgrammeandtheprogrammereviewedjointlybytheContractorandtheCollege.
(Frequencytobeagreed)
5.3.2 ItistheCollegesintentiontoawardallunscheduledWorksuptoatotalinclusivevalueof
QR250,000(includinglabour,materials,profit,overheadsandanyotherrelevantcosts)
whichappearontheMaintenanceProgrammetotheContractor,subjecttothesatisfactory
performanceoftheContractorofitsobligationsunderthisContract.
5.3.3 TheContractormaybeinvitedtoprocureandprojectmanageonbehalfoftheCollege,and
onoccasionsifappropriateexecuteWorksoveratotalinclusivevalueofQR250,000
(whetherscheduledorunscheduled).TheCollegereservestherighttodecidewhetheror
nottooffertheContractorsuchopportunities.
5.3.4 ThethresholdmaybereviewedperiodicallybytheCollegeandmaybesubjectto
amendmentonacasebycaseoronauniversalbasis.
5.3.5 TheContractorshallproposeandagreewiththeCollegeamethodologywhichstatesclearly
andunequivocallyhowtheyshall:
ExecuteWorksunderthevalueofQR250,000whilstsatisfyingtheCollegesneed
fortransparency,competition,demonstrationofvalueformoneyprocurement
andpartnershipandnotimpactonthedeliveryofPPM/reactiveactivities.
ProcureandmanageWorksonbehalfoftheCollege(inaccordancewithCollege
ContractStandingOrders)overthevalueofQR250,000whilstsatisfyingthe
Collegesneedfortransparency,competition,demonstrationofvalueformoney
procurementandpartnership.
Providequotations/costswithinagreedtimescales(timescalestobeagreedduring
mobilisation)
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5.3.6 TheContractorshallrecognisethattheCollegesrequirementsfortransparency,
competition,demonstrationofvalueformoney,procurementandpartnershipmustbe
satisfied.TheContractorshalltakecognisanceoftheUKsOfficeofGovernmentCommerce
(OGC)suiteofguidanceinthisfield(particularlytheAchievingExcellenceProcurement
Guides)whenmakingproposals.Allsubmissionsforworksshallbesubjecttotheprovision
ofastrategicbusinesscasejustification.
5.4. Mothballingofbuildings
5.4.1 DuringtheContractperiodtheCollegepremisescouldbevacatedwithaviewtodisposalas
advised.TheContractorisrequiredtomaintainthesepremisesinamothballedstateuntil
suchtimeastheyaredisposedof.
5.4.2 TheextentoftheworktomothballpremisesandthemaintenanceregimeandFMservices
undertakentothosepremisesshallbebaseduponacomprehensiveriskassessment
undertakenbytheContractorandagreedwiththeCollege.Inparticular,security,fire
preventionandstatutorycompliancearetobethedrivingfactorsindeterminingthelevelof
services.
5.5. ReactiveRepairsandMaintenance
5.5.1 TheContractorshallprovideaprofessionallymanagedservice,forreactiverepairsand
maintenance[24hoursperday,365daysperyear].Thisserviceshallbemanagedthrough
theCAFMsystem.Asper5.5,allreactiverepairsandmaintenanceofanysingleitemuptoa
valueofQR2500(includinglabour,materials,profit,overheadsandanyotherrelevantcosts)
shallbecarriedoutwithintheContractorsLumpSumPrice.
5.5.2 Withtheexceptionofemergencies,noworkswithavalueinexcessofQR2500aretobe
undertakenbytheContractorwithouttheprioragreementoftheCollege
5.5.3 TheHelpdeskelementoftheCAFMsystemshallbethesolefocusofreactivemaintenance
activities.
5.5.4 TheContractorshallensurethatallmaintenancestaffworkingonbehalfoftheContractor
havethenecessaryskillstoensurethetimelyidentificationandrectificationoffaults.Both
faultsidentifiedbytheCollegeandContractorsstaffmustbeloggedbytheContractor
throughtheCAFMsystemforqualityanalysis.Eachandeveryreactiveservicerequestmust
haveanassociatedhistory,includingcompletiondateandtime,withintheHelpdesksystem.
5.5.5 TheContractorshallberesponsibleformeetingtheminimumresponsetimescontained
withinthisSpecificationtoensurethatallreactivetasksarecarriedoutasoutlined,sothat
anyreactiverepairsarecompletedwiththeleastinconvenienceordisruptiontothe
businessoftheCollege.
5.5.6 TheContractorshallatalltimesensurethatsufficientcompetent,appropriatelytrainedstaff
aredeployedtocaterforthespectrumofplannedandunplanneddemandsonthe
maintenanceservices.TheContractorshallensurethatonlyappropriatelytrainedpersonnel
aredispatchedtoreactiveactivities.Whereinterfacewithelectrical,mechanical,Air
ConditioningorMediumtoHighTemperatureHotWater(MTHW/HTHW)systemsare
involved,documentedtrainingschemesmustbeinevidence.
5.5.7 Withparticularcognisancetoreactivelamping,theContractormustensurethatwhereless
skilledpersonnelareutilisedtofulfiltheseactivities,documentedaccreditedtraining
schemeshavebeenimplementedaheadoftheworkcommencing.Itisthesole
responsibilityoftheContractortoensurethatallstatutoryHealthandSafetyrequirements
aremetinrespectofmaintenanceworksandinspections.TheContractorshallinformthe
Page16of37

College,attheearliestpossibilityofanyandallbreachesoftheserequirementstogether
withaprogrammeforrectificationandmeasurestosafeguardagainstarepeat.
5.6. HandymanService
5.6.1 TheContractorshallprovideanadaptableandresponsivehandymanservicetothepremises
duringCoreServiceHours,aspartoftheLumpSumPrice.Anypersonnelwhoexecutetasks
ofthisnatureshallbeadequatelytrainedandexperiencedfortheworktobecarriedout.
TheContractorshallensurethattheirpersonnelarenotexposedtodangerduetoaskills
shortage.Thehandymanserviceshallhavetrainingandexperienceinthewiderangeof
maintenanceandrepairrequeststhatarelikelytobedemandedofthisServiceandthe
Contractorshallbesatisfiedoftheabilityoftheirpersonneltocarryoutduties
professionally.
5.6.2 WithsolecontactbeingmadethroughandmonitoredbytheHelpdesk,thehandyman
serviceshallbeavailabletodealwithgeneralsmallrepairsanddecorationonaplanned,
reactiveoradhocbasis.TaskslikelytofallwithintheremitoftheHandymanserviceinclude
butarenotlimitedtopicturehanging,shelfhanging,carpetissues,movementofboxesand
smallscalefurnituremovement.
5.6.3 TheCollegewelcomesproposalswhichmaximisethehandymanservicetocomplementall
otheraspectsofhisworkforce.TheContractormayberequiredtodemonstratethevalidity
andmaximumusageoftheService,andcontinuouslyseektodrivedowncostsassociated
withtheServicethroughmultitaskingandredeploymentonadailybasis.
5.7. SparesandConsumables
5.7.1. TheContractorshallincludeandprovideinitspricingforallconsumableitemswhichare
requiredtosatisfactorilymaintaintheServicesincludedbutnotlimitedtothefollowing:
Lubricatingoilsandgreases
Jointingcompoundsandmaterials
Gaskets,sealsandwashers
Bolts,screwsandplugs
Cable,conduitandtrunking
Pipebracketsandsupports
Corrosioninhibitors,scaleinhibitorsandantifreezechemicals
Disposabletestequipmentitems
Allpaintsforgeneralrepaintingofplant,anticorrosionandcolourcoding
Cleansing,degreasingandanticorrosionfluidsandmaterials
Descalingacidsandneutralisers
Generalcleaningequipmentandmaterials
MCBs
Fuses,wireandHRCs
Cableclips,connectorsandgrommets
Generalpurposemastics
Electricalcontactcleaners
Refrigerantgases
Panellamps
Lamps
LampBallasts
Belts
Filters
Page17of37

5.7.2. AllsparepartsandconsumableitemsthatarerequiredtobeappliedbytheContractoras
partoftheContractshall,whereapplicable,beofthesamequalityandtypeasprovidedfor
theoriginalinstallationunlessthesewouldcurrentlybeconsideredsubstandardinwhich
casetheyshouldbereplacedwithcurrentstandards.Sparecomponentsshallbeofthe
samemanufacturerastheequipmentbeingservicedwhereverpossible.
5.7.3. TheContractorshallberesponsibleforthesafekeepingandstorageofanymaterialsthat
maybedirectlydeliveredtotheSite.
5.7.4. TheContractorwillagreealistofcriticalsparestobeheld.
5.8. FinancialThresholdLiability
5.8.1. TheContractorshallprovideanannuallumpsumcostforbothplannedandreactive
maintenanceservicesinclusiveofthelabourandpartsforeachequipmentrepairor
replacementuptoamaximumFinancialThresholdLiability(orreferredtoas
(ComprehensiveLimit)valueofQR2500foreachindividualreplacementorrepair.
5.8.2. TheContractorshallsupplyandinstallallpartsassociatedwithplannedandreactive
maintenanceservicesasdescribedaboveat5.5.1.TheContractorshallberesponsiblefor
thesupplyofallconsumablesaspartoftheContract.Whereduringthecourseofanyofthe
plannedorreactiveservicesthereisaneedtoprovidePartsthefollowingfinanciallimitshall
apply:
ReplacementorrepairofanyrequiredpartsfortheCollegeequipmentshallbe
providedbytheContractorwhererequired.Thesewillbeprovidedatthe
ContractorscostuptothevalueofQAR2500perrepairinclusiveofalllabour
andmaterials/parts.
ForanytaskcostinginexcessofQAR2500inclusiveofalllabourmaterialsand
partsthevalueinexcessofQAR2500shallbeinvoicedtotheCollegee.g.
QAR2510ispaidQAR10.
5.8.3. TheContractormayutiliseanyCollegepartssupplieragreementswhereappropriate.The
Contractorshallreceiveinfullthenegotiateddiscountsappliedagainstcurrenttradeprice
levels.
5.8.4. Contractorswillalsomaximisethebenefitsoftheirownbuyingpowersupplyagreementsto
offerthemostadvantageouscommercialpositiontotheCollege.
5.8.5. TheContractorshallsourcecomponentsatthemostcosteffectivetermsandinrecognition
ofqualityanddeliverytimerequirements.Theuseofrefurbishedpartsandcomponents
shallbeavoidedunlessbyagreementwiththeCollegeorasrequiredinordertoachieve
requiredreturntoservicetimes.
5.8.6. TheContractorshallnotundertaketherepairorreplacementofanyindividualassetorany
individualreactivemaintenancetaskwithavalueoverandabovethefinancialthreshold
limitofQR2500withoutagreementandconfirmationfromtheCollege.Intheeventthat
criticaloremergencyworksarerequiredtomitigatehealthandsafetyorbusinesscontinuity
risksthentheContractormayproceedwithemergencyworks.However,theContractor
shallseekformalapprovalfromtheCollegeandshallkeeptheCollegeadvisedatalltimeson
thestatus,technicalandfinancial,ofthetask.
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5.9. Exclusions
5.9.1 ThefollowingexclusionstothisContractwillapply.Workfallingintothiscategorywillbe
chargedatafrequencytobeagreedasanextratotheContractsubjecttoreviewand
agreementinthemonthlycontractperformancemeeting:
Equipmentbeyondeconomicrepair(asdefinedbelow)
Misuseabuseoperatorerror(asdefinedbelow)
Accessdenied(atpreagreedtimes)
Collegespecifiedservicelevelenhancementduringthecontract
AbuseofassetbytheCollege
Fire,leaks,stormdamage
Vandalism
Quotedworksforimprovementoralteration
LossofpowerfromUtilitySupplier
5.10 ReplacementofCollegesAsset
5.10.1 WhereitisagreedbytheCollegeandContractorthataCollegeassetisbeyonditseconomic
life(See8.4DefectsReporting)itwillbereplacedattheCollegescost.TheContractorshall
advisetheCollegewhereinhisopiniontheCollegeassetisbeyondeconomicalmaintenance
andrepair,andarelikelytocauseongoingunplanneddowntimeorposepotentialHealth
andSafetyrisks.WherereplacementhasbeenidentifiedtheContractorshallassistthe
Collegeindeterminingsuitablereplacementoptiontakingintoaccountoperationaluse,
capitalcostandrequiredlifefactor.AnydecisionbytheCollegetobringforward
replacementofassetswilldependonwhethertheroutinerepairandmaintenancehasbeen
performedinaccordancewiththerequirementsoftheContract.TheCollegewillbethe
finalarbiteronwhetheranassetisbeyonditseconomiclifebutwillactreasonablyin
reachingsuchdecisionstakingintoaccountthefollowing:
theperformanceandpurposeoftherelevantitemorassetorworksisnotbeing
achievedandisnotcapableofremedythroughroutinerepairandmaintenance;
routinerepairandmaintenancecannotbeundertakenduetotheunavailability
ofreplacementcomponents,themselvesnotconstitutingassetreplacement,
duetotheirobsolescenceorforanyotherreasonoutsidetheContractors
reasonablecontrol;
if,inordertomaintaintheperformanceoftherelevantitemorasset,the
replacementofcomponentsorrepairorrefurbishmentofthesameisoccurring
morefrequentlythanwouldreasonablybeexpectedhavingregardtoBest
IndustryPractice.
thecostofroutinerepairandmaintenanceisunreasonablehavingregardtothe
valueofthecomponentorworksinquestion.
5.11 Misuse,AbuseandOperatorError
5.11.1 ThefollowingexclusionstothisContractwillapply.Workfallingintothiscategorywillbe
chargedonamonthlybasisasanextratotheContractsubjecttoreviewandagreementin
themonthlycontractperformancemeeting:
DamageduetoroughormisusebytheCollegeoritsservantsormembersofthe
public(foravoidanceofdoubt,anydamageduetoroughormisusebythe
ContractororitsSubContractorswillberectifiedatthecostoftheContractor).
NotfollowingmanufacturersguidelinesforusebytheCollegeoritsservantsor
membersofthepublic(foravoidanceofdoubt,anydamageduetofailuretofollow
Page19of37

manufacturersguidelinesbytheContractororitsSubContractorswillberectified
atthecostoftheContractor).
TheCollegeoritsservantsormembersofthepublicnotfollowingtheColleges
operationsproceduralstandards.(foravoidanceofdoubt,anydamageduetofailure
tofollowCollegesoperationsproceduralstandardsbytheContractororitsSub
ContractorswillberectifiedatthecostoftheContractor).
5.11.2 Belowareexamplesofthethreemaincategoriesabove:
Waterdamageasaconsequenceofvandalism
Incorrectuse.
Otherunapprovedsuppliersrepairinganasset/assets
Waterorcleaningfluiddamageduetoincorrectcleaningproceduresbyothers
Damageorfailureduetoelectricalsuppliesbeinginterruptedoralteredbysupply
authoritiesorsupplier
Damageorfailureifduetocontinueduseafterfaulthasbeendiagnosedandthe
Collegeadvisednottouseasset.
5.12 PlannedPreventativeandReactiveMaintenanceServiceElements
5.12.1 FabricMaintenance
5.12.1.1 TheContractorshallprovideaprofessionallymanaged,highqualityPlannedPreventative
FabricMaintenanceserviceinaccordancewithasystemandprogrammeofbuildingfabric
maintenance.Thisprogrammeshalltakecognisanceoftheassetregistersandallrelevant
leaseobligations.
5.12.1.2 TheContractorshallcarryoutalldaytodayrepairstotheinternalandexternalfabricin
accordancewith5.3.TheCollegeFacilitiesManagershallagreeaccessarrangementsfor
restrictedareasinordertoavoidanyinterruptiontobusiness.
5.13. MechanicalandElectricalServicesMaintenance
5.13.1 TheContractorshallprovideaprofessionallymanaged,highqualitymechanicaland
electricalservicesmaintenanceservicewhich,througharegularandorganisedscheme
ensuresthemaintenanceandoperationofallitemsofplantandequipmentwithinthe
premisesinaccordancewiththeCollegesrequirements.TheContractorshallensurethe
successfuloperationandoptimumconditionofalloftheCollegesmechanical,electrical,
plumbinganddrainagesystems.TheContractorshallensuretheyaremaintainedat
optimumperformanceinaccordancewithmanufacturersandinstallersrecommendations
andstatutoryobligations.
5.13.2 TheContractorshallimplementanannualmaintenanceregimeinsuchawayastofully
meetthemaintenancerequirementsspecifiedbythemanufacturers,CIBSE/HVCA/ASHRAE
andotherprofessionalbodies.TheoverridingresponsibilityoftheContractorshallbeto
ensurethatthemaintenanceservicestothebuiltandinstalledassetswithinthepremises
aredeliveredasrequiredforthedurationofthecontract.
5.13.3 TheContractorshallprovideaPPMscheduleduringtheperiodofMobilisationPeriod
(SettingUpOperations).
5.13.4 ItisafundamentalrequirementofthisSpecificationthattheContractortakescognisance
oftheintimaterelationshipbetweenoperationalelementsandthoseelementsoflifecycle
management.TheCollegerequiresademonstrationthroughappropriatemethodologies,
thattheContractorshallimplementaholisticannualPPMscheduletomaximisethelifeof
Page20of37

allbuiltandinstalledassetsandshalldemonstratethisthroughappropriate
methodologies.
5.13.5 TheCollegeandContractorshallagreeaccessarrangementsforrestrictedareasinorderto
avoidanyinterruptiontobusiness.
5.13.6 AllPPMactivitiesshallbecarriedoutwithin10workingdaysofthescheduleddate.
5.13.7 TheContractorshallmonitortheservicessothatoperatingconditionscanbemaintained
andthequalityofserviceprovisioncanberecorded.TheContractorshallberesponsible
forestablishing/maintainingthenecessarysystemsincludingtheuseoftheCAFMtolog
andrecordresponsestoproblemsastheyoccuraswellasrecordingperformanceof
equipment,systemsandpersonnel.
5.13.8 Anyfurtherdevelopmentswithregardtotaskplanningshalltakefullaccountofand
complywithwhereappropriate:
OriginalEquipmentManufacturersRecommendations;
HVCAStandardMaintenanceSpecification,SFG20,
CIBSEguidelines;
BuildingResearchEstablishmentGroup:Energy;
BSRIA;
Allotherrelevantstatutoryregulationsandrequirementsnotspecifically
mentionedabove.
Specialnoteshallbemadeofspecificwarrantyperiodmaintenancerequirements.
5.14. ReLamping
5.14.1 TheContractorshalladoptanorganisedapproachtorelampingacrossthepremises.The
Contractorshallmonitorthisserviceforefficiencywithaviewtoachievingthegreatest
possiblereductionsinreplacementfrequencyandcost.Theoptimumreplacement
frequenciesforlampsshallbedeterminedbytheContractor,whilstmaintainingthe
specifiedlightinglevelsandinaccordancewithguidanceembodiedwithinHS(G)38Lighting
atWork,CIBSEpublicationSLLLightingGuide7OfficeLighting,areasforvisualdisplay
terminalsandanyotherrelevantlegislation.Alllampswithinthesameceilingand/orroom
toohavethesamecolourtemperature.
5.14.2 TheContractorshallkeepluminairesandlightfittingsingoodrepairandshallbekeepthem
cleanandmaintainedtoensureoptimumperformance.
5.14.3 TheContractorshallmanagethecontrolandexecutionofthisserviceentirelybytheCAFM
systeminlinewiththeoverallPPMregimeandsubjecttothesameperformancestandards,
whetherfulfilledbydirectpersonnelorsubcontractedelement.Allreportsand
recommendationsshallbeheldcentrallybytheContractorwithintheCAFMsystem.In
instancesofreactivelamping,theContractorshalltakecognisanceoftheneedtoensure
electricalsafetywhenreplacinglamps.
5.14.4 TheContractorshalldisposeofoldfluorescenttubesinaccordancewithenvironmentalbest
practiceandanyrelevantlegislation,usingthemosteconomicallyadvantageousmethod.
5.15 FireDetectionandFightingSystems
5.15.1 TheContractorshallundertaketestingofallfiredetectionsystemsinamannerwhich
ensuresthateveryavailablemanualcallpointandautomaticfiredetectiondeviceshallbe
activatedthroughthetestingperiodandcyclicallyatafrequencyandatatimetobeagreed
Page21of37

betweenthepartiesinaccordancewithmanufacturersandinstallersguidanceandinline
withstatutoryrequirements.TheContractorshallensurethattheresultsareloggedwithin
eachlocationandcentrallywithinthemanagementregime.Allabnormaltestresultsshall
bereportedtotheCollege.
5.15.2 TheContractorwillundertakeweeklytestingoffiredetectionsystems.TheCollegestaff
shallensurethattheresultsareloggedwithineachlocationandcentrallywithinthe
managementregime.AllabnormaltestresultsshallbereportedtotheCollege.
5.15.3 TheContractorshalltestallfirefightingequipmentwiththeexceptionofhandheldfire
extinguishersinaccordancewiththerelevantregulationsandstandardsbycompetent
personnelandtheContractorshallprovidetheCollegewithacopyofthereportfollowing
testing.
5.15.4 TheContractorwillmaintainalistoffiredoorsandreportontheirconditioneverysix
months
5.16 Lifts,HoistsandConveyanceSystems
5.16.1 Themaintenanceoflifts,hoistsandconveyancesystemsisexcludedfromthisContract.The
managementofsubcontractorsformaintenanceofliftsremainstheresponsibilityofthe
Contractor.
5.17. Security,AccessandIntruderSystems
5.17.1 TheContractorshallmaintaintheCCTV,intruderandaccesssystems,andanynewsystems
putinplace,toensuretheirproperfunctioningthroughoutthecourseoftheContract.It
willbetheContractorsresponsibilityalonetoensurethecontinuedfunctioningoftheCCTV,
intruderandaccessequipmentandanyfailurethatleadstoaweaknessinsecurityis
rectifiedwithinagreedtimescale.
5.17.2 TheContractorshallliaisewiththeCollegessecurityrepresentativesovertheCCTV
equipmentincludingtheareaswheresecurityprovisionissupplieddirectlybydesignated
suppliers.
5.18 WaterHygiene
5.18.1 TheContractorwillmaintainthewatersystemsinaccordancewiththeUKsHSEApproved
CodeofPracticeandguidanceforLegionnaires'disease.Thecontroloflegionellabacteriain
watersystems(L8).
5.18.1. TheContractorshallcarryoutannualLegionellaRiskAssessmentsandManagementPlan
updatesandproducedetailedreportsoftheentiresystemswithinthepremises,settingout
anyareasofriskandrecommendationstoreduceorremovetherisks,schematicdrawingsof
thewatersystemsandphotographicevidenceofallareasofrisk.Thisinformationwillbe
madeavailabletotheContractor.
5.18.2. TheContractorshallbeobligedtoaddressanyremedialactionsarisingfromtheLegionella
RiskAssessmentsandManagementPlanupdatesaspartoftheContract.
5.18.3. TheContractorshallprovidewaterhygieneservicesincludingacleaning,descalingand
disinfectionregimeinaccordancewithHVCA,currentHSErequirementsand
recommendationsarisingfromtheManagementPlans.TheContractorshallamendthe
PPMregimetoaccommodatetheremedialmeasuresarisingfromtheCollegesrisk
assessments.
Page22of37

5.18.4. TheContractorshallproduceandimplementaninspectionandmonitoringregimetocheck
systemsandplantforperformance,cleanliness,contaminationanddamage.Thisincludes
anyUVtreatmentmaintenance.Temperaturesshallbemonitoredtoensurethatthe
requiredstandardofcontrolisreachedwithinthecodeofpracticeguidelines.The
ContractoristonotethattheCollegemayundertakeitsownwatertemperaturemonitoring.
5.18.5. TheContractorshallreportanyanomaliesthatmaybedetectedanddetailcorrectiveworks
whererequired.Siterecordsshallbeauditedandamended.
5.19. StatutoryInspections
5.19.1 TheContractorshallsetupanannualprogrammeofstatutoryinspectionstoensureall
equipmentreceivestherequiredinspectionsatthecorrecttime.TheContractorshall
includetheCollegesstatutoryinspectionsontheannualprogramme.Theprogrammeshall
beissuedtotheCollegetwomonthsinadvanceofallworkstakingplace.Theprogramme
shallbereviewed6monthsaftertheannualprogrammehascommenced.TheContractor
shallatalltimescomplywithallrelevantECandUKstatutoryandlegislativerequirements,
includinganyalterationstopolicyasmaytakeplace,andshallbethesolepointofcontact
foranyoftheCollegesconcernswiththataspectofperformance.
5.19.2 ItshouldbenotedthattheThoroughExaminationofallpassengerandgoodsliftsare
excludedfromthisContract.
5.19.3 TheContractorwillundertakevisualinspectionofliftingappliancesandnondestructive
testing(NDT)ofpressurevessels.TheContractorshallundertakeallrepairsarisingfrom
theseinspectionsundertheComprehensiveLimit.
5.19.4 PeriodicinspectionswillbemadebyCivilDefence,MinistryofEducation,CollegesTechnical
Audit,landlordandothersuchpersons.TheContractorshallcooperatewiththepersons
executingtheseinspectionsandproviderresources/supportasrequired.
5.20 ElectricalTesting
5.20.1 TheContractorshallundertakeelectricaltestinginaccordancewithBS7671:2008(2011)
Requirementsforelectricalinstallationsandanyotherrelevantlegislation.Allfixedwiring
installationsshallbesubjecttotestingatthestartofthecontractandbeinlinewith
GuidanceNote3InspectionandTesting.ReferencetoallappropriateStandingInstructions
(S.I.)willbemade,e.g.S.I.1989No635,theElectricityatWorkRegulationsorequivalent
andotherrelevantstandardsorlegislation.TheContractorshallensurethatthecontroland
executionofthisserviceshallbemanagedentirelybytheCAFMsysteminlinewiththe
overallPPMregimeandsubjecttothesameperformancestandards,whetherfulfilledby
directpersonnelorsubcontractedelement.TheContractorshallensurethatallreportsand
recommendationsareheldcentrallywithintheCAFMsystem.TheContractorshallexecute
allworksarisingfromtheinspectionswhichshallfallbelowthefinancialthreshold[QR2500].
TheseworksshallbeundertakeninlinewiththelatestprioritisationofremedialworksC1
followedbyC2andC3.
5.20.2 TheContractorshalladvisetheCollegeimmediatelyifanyC1/C2workswhichexceedthe
FinancialThresholdLiability(See5.5).
5.21 PortableApplianceTesting
5.21.1 AnyPortableApplianceTesting(PAT)ofCollegeequipmentshallbecarriedoutbythe
ContractorinaccordancewiththisSpecification.[Whereelectricalequipmentcanbe
identifiedaspersonalandbelongingtomembersofstaffitshallnotbetested].Asa
minimum,testingshallbeimplementedinaccordancewiththeCodeofPracticeforIn
Page23of37

serviceInspectionandTestingofElectricalEquipmentpublishedbytheInstitutionof
ElectricalEngineersandanyotherrelevantlegislation.Testingshallberiskbasedandtake
cognisanceofindividualequipmentsusageandlocation.TheContractorshallintimatethe
expectedfrequencybasedontheriskpresentedtotheClass1and2electricalandelectronic
equipmentoftheCustomerbytheworkingenvironmentswithinthepremises.
5.21.2 AsanintegralpartofthiscontracttheContractorshalltestanyitemofequipment
introducedtothesitepriortothisbeingused.Oncetested,itemsshallbetaggedand
loggedinaccordancewiththeaboveregimebytheContractor.
5.21.3 Thiscontractalsoincludestheannualtestingofallelectricalsocketstoensurethattheyare
functioningcorrectly.
5.21.4 TheContractorshallensurethatthecontrolandexecutionofthisserviceshallbemanaged
entirelybytheCAFMsysteminlinewiththeoverallPPMregimeandshallbesubjecttothe
sameperformancestandards,whethercarriedoutbytheContractorsdirectlyemployed
personnelorbysubcontractedpersonnel.Allreportsandrecommendationsshallbeheld
centrallywithintheCAFMsystem.
5.22 LocksmithServices
5.22.1 ThepremisesoftheCollegeincorporateironmongerywhichwillrequirespecialistlocksmith
serviceswithrespecttotheircontinueduse.TheContractorshallensurethatnotificationof
arequirementforlocksmithservicesshallbeinaccordancewiththepriorityandtimescales
identifiedinsection4.1.6.TheContractorshalldemonstratethroughtheappropriatelevel
ofsecurityclearance,asspecifiedbytheCollege,thatanypersonnelinvolvedinthese
servicesareappropriatetotheoperatingenvironment.Locksmithserviceswillbepaidfor
onapassthroughbasis.
5.22. SurveysandInspections
5.22. Theservicescomprise:
BuildingConditionSurveys
Structuralinspections
Dilapidationsurveys
5.23. BuildingConditionSurveys(AdhocBuildingStructureorServicesReports)
5.23.1 FromtimetotimetheCollegemayidentifytheneedforabuildingsurveyandreportofa
property,orspecificpartthereof,includingmechanicalandelectricalservices.The
Contractorwillprovideafixedpriceforundertakingsuchsurveyswhenrequested.
5.23.2. TheConditionSurveyshallbecarriedoutbyappropriatelyqualifiedandexperienced
personnelnominatedbytheContractor.Allareasofthebuildingscomprisingthepremises
shallbeinspectedandonthisbasistheconditionofthepremisesassessed.TheContractor
shallprovideallaccessequipment.
5.24 FlagFlying
5.24.1 Theservicescoveredbythiscontractareasfollows:
Dailyflagflyingdutiesincludingchecksonpolesandflags
LaunderingofDohaCollegeownedflagsonaregularbasismayberequired.
Theperiodictestingofflagpolesforhealthandsafety
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5.25 FumeCupboardMaintenance
5.25.1 TheContractorshallcarryoutallmaintenance,testingandinspectionoffumecupboards
withintheCollegepremisestoBS;7258,BB:88(revisiontoDesignNote29,COSHHandother
relevantstandards.
6. SoftServicesFacilitiesManagement(Cleaning)
Thistobetenderedforunderaseparateprocess.Prospectivetenderersmaytenderfor
bothcontractsbutthroughtheseparateprocess.
7. AdditionalRelevantServices
ThefollowingservicesmaybeaddedtotheContract.TheCollegemayrequestthe
ContractortoprovideapriceforanyoftheseservicesthroughoutthetermoftheContract.
TheContractorwillbeobligedtoprovideanyoftheseservicesifsorequestedbythe
College.
7.1 ChangeManagement
7.1.1 TheContractormayberequiredtoassisttheCollegewithmanagingtheColleges
implementationofchangestoimprovebusinessperformance.Itfocusesonthetransition
peoplemakewhenchangeoccurs.Effectivechangemanagementisdeliveredthrougha
structuredprogrammeofcommunicationandsupportactivities,fullyinvolvingstaffand
recognisingthekeyrolethattheyplayinensuringasuccessfuloutcome.Theprogramme
shouldstartasearlyaspossibleintheprocessandislikelytoinclude:
Communication.
Training.
Monitoring,reviewandembeddingchange.
7.2 BestPracticeGuidance
7.2.1 TheContractormayberequiredtoprovidebestpracticeguidanceinrelationtobuilding
occupancy.Thiscouldinclude:
Generalcasestudyexamplesoflandmarkprojects.
Aguidetoobtainable/demonstrablebenefitstotheCollege/occupier.
Latestresearchresults.
Provenlinksbetweenincreasedproductivityandworkplacechange.
Workplacerelatedleadingedgetechnologyapplications.
Occupancycostmethodologyandmeasurement.
Spendtosaveinvestmentinnovations.
7.3 MoveManagement
7.3.1 IfrequestedbytheCollege,theContractormayberequiredtomanagetheentiremove
processwhichmayincorporatespaceplanning,updatingofCADdrawingsandasset
registers,liaisonwiththeColleges,preparationofmoveplans,managementofContractor
andsubcontractorstaff,movementoffurniture,equipmentandpersonaleffects,liaison
withotherrelevantcontractors(e.g.ITandtelecommunications,otherspecialistadvisorsto
theCollege),postmovereviewswiththeCollegeandtheirstaff.
7.3.2 TheCollegereservestherighttodecidewhetherornottooffertheContractorsuch
opportunities.
7.3.3 TheCollegeshalltaketheroleofProjectSponsorinrelationtoMoveManagement.
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7.4 ConditionSurveys
7.4.1. TheCollegemayinstructtheContractortocarryourConditionSurveysifsurveydataistobe
providedbytheContractorwherenecessaryintheprovisionoftheFacilitiesManagement
Services.TheCollegemayrequireindependentdetailedsurveysandreportsonthecurrent
conditionofapropertyorassetincludingestimatesofcostsandprioritiestobringthe
propertytoanagreedacceptablestandard,optimumtimingofmaintenanceandrepairs,
statutoryobligations,HealthandSafetyissues/risksandwholelifecosts.
8 MOBILISATION(SETTINGUPOPERATIONSPERIOD)
8.1 General
8.1.1 DuringthesettingupperiodtheContractorwillberequiredtomobilisealltheappropriate
ServicescontainedinthisSchedule.
8.1.2 TheaimofthesettingupperiodisfortheContractortofamiliarisethemselveswiththe
Collegesbuildingsandtheaccommodationneedsoftheoccupiers.TheContractoris
advisednottounderestimatethelevelofliaisonthatwillbeinvolvedwiththeoccupiersin
thisperiodorthecomplexityanddiversityoftheiroperatingmethods.
8.1.3 TheContractormustfulfilallthedutiescontainedinthefollowingparagraphs.Itis
particularlyimportantfortheContractortohaveinplacebytheendofthemobilisation
periodallthenecessaryarrangementtoensurecontinuousoperationsbytheoccupiers.
8.1.4 TheContractorshouldnotethattheCollegecannotguaranteethecompletenessoraccuracy
ofanyinformationprovidedbytheCollege,orthatoftheoutgoingcontractor.
8.1.5 TherewillbeatwomonthperiodfromtheContractCommencementDate(unlessotherwise
agreedwiththeCollege)duringwhichthemobilisationwilltakeplace.Thelegalrightsand
obligationsoftheContractorduringthisperiodarethosestipulatedintheContract.
8.1.6 Duringthisperiod,therewillbeparallelrunningwiththeincomingContractorandoutgoing
contractors.TheoutgoingcontractorswillretainfullresponsibilityforallextantServices
untiltheContractCommencementDate(orasotherwiseformallyagreedwiththeCollege).
TheContractorsfullserviceobligationswillformallybeassumedonthecommencementof
FullOperationsassetoutintheContract.
8.1.7 TheContractorwillattendprogressmeetingswiththeCollegeweeklyorondemandduring
themobilisationperiod,tohowwelltheContractorisassumingitsdutiesandtoassistin
problemsolvingasanysuchmattersoccur.ThesemeetingswillbechairedbytheCollege;
minuteswillbekeptandpublishedbytheContractor.TheCollegerecognisesthatthe
mobilisationperiodwillbeoneoffluxandiscommittedtoprovidinghandsonassistance,
wherenecessary,toassisttheContractorinassumptionofitsnewduties.
8.1.8 Duringthistime,theContractorshallundertaketheroutineexaminationsandinspectionsof
thepremisesandServicesnecessarytoassumeitsduties.
8.1.9 Securityclearances(CRBcheckequivalence,etc.)forContractorspersonnelwillrequirea
leadinperiod.TheContractorshouldbeawarethattheprocessmaytakesomeweeksand
incertaincasesmuchlonger.
8.1.10 Duringthemobilisationperiod,theContractorwillberequiredto:
produceamobilisationprogramme;
LiaisewiththeexistingContractortoenablethefullcompletionofthe
mobilisationactivities;
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Produceamobilisationreportforeachcampustoencompassprogrammesthat
willfulfilalltheCollegesobligationstolandlords,andothertenants.Theformat
ofreportsandprogrammesistobeagreedwiththeCollegeBusinessManagerand
theCollegeFacilitiesManager.Particularattentionneedstobepaidto
establishingtheoperatingrequirementsoftheoccupiersindrawingupthese
programmesforagreementwiththeCollege.
8.2 InformationTechnology
8.2.1. TheCollegeFacilitiesManagerwillberesponsiblefortheliaisonbetweentheCollegeIT
departmentandtheContractorduringtheperiodofSettingUpOperations,inordertofully
linktheirproposedsystemswiththoseoftheCollege.ShouldfurtherITsystemsbeprovided
bytheContractorthatlinkintotheCollegessystems,theCollegeFacilitiesManagerwill
ensurethatliaisonwiththeCollegeITdepartmentoccurstoensurethattheContractoris
abletodelivertherequiredservices.
8.2.2. TheContractorsstaffshallnotbeallowedaccesstotheCollegesITsystems,ortoIT
systemslinkedtothem,unlesstheyhavesatisfiedtheBasicCheckandothersecurity
requirementsasrequiredbytheCollege.
8.2.3. TheContractorshouldbeincontinuouscontactwiththeCollegesITproviderforthe
provisionofinformationontheCollegesintranet.
8.2.4. TheContractorshallhaveproposedamechanismfortheansweringofgeneralenquiries
fromtheCollege,aspartofthetenderreturn.Duringthemobilisationperiod,the
Contractorshallberesponsibleforimplementingtheagreedsystem,withtheassistanceof
theCollegesITproviderasrequired,inordertohaveastreamlinedefficientsystemthat
reducesinconveniencetotheCollege.
8.2.5. TheContractorshallcomplywiththeprovisionsoftheContractrelatingtocompliancewith
theUKsDataProtectionActandtodemonstrateinthetenderathoroughunderstandingof
whatisrequiredinordersotocomply.
8.3 DefectsReporting
8.3.1. TheCollegedoesnotwarranttheaccuracyofthedatawhichisprovidedforinformation
only.TheContractorshallcarryoutadetailedverificationoftheplant,equipmentandfabric
describedinanyexistingassetregisters.TheContractorshallgiveeachassetauniqueAsset
Number.TheformatoftheassetnumberingshallbeagreedwiththeCollege.
8.3.2 ItistheresponsibilityoftheContractorasdetailedintheGeneralConditionsofContractto
provideanexceptionreportforallassetsandotherinformationprovidedbytheCollege
duringtheContractorsDefectsPeriodandthereafterensureallplantidentifiedis
maintainedaccordingtoallstatutoryobligationsandotherrequirements.Onagreementof
thedefectreportthiswilldefinetheagreedconditionoftheasset.
8.3.3 TheContractorshallwithinaperiodof4monthsfromCommencementDate(Defects
ReportingPeriod),surveyandcarryoutteststotheentiretyoftheplant,equipmentand
fabriccoveredbythisContract;tosatisfythemselvesoftheoperation,performanceand
assetregisteroftheaforementioned.
8.3.4 TheContractorshall,duringtheDefectsReportingPeriod,carryoutaconditionsurveyofall
buildingfabric,servicesandequipmentwithintheestate,identifyingeveryassetwhichthe
Contractorconsidersisfaulty,isnotfunctioningcorrectly,orisinaconditionlikelytoleadto
failure.
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8.3.5 ThestaffemployedbytheContractortoundertaketheconditionsurveyshallbethe
equivalentofRICS/IMechE/CIBSEqualified.
8.3.6. Whereequipmentcannotbeisolated/shutdownduetooperationalreasonsthenthe
Contractorshallusenonintrusiveconditionbasedtechniquesincluding,butnotlimitedto,
thermalimagingandultrasonictesting.
8.3.7 TheContractorshallprioritisethebuildingsbyuse,largestandhighestuseduringtheearlier
partofthedefectsreportingperiod,providingarollingprogrammeofsurveyswithreports
issuedoncompletion.Theprogrammeshallincludesurveydatesandtargetreportissue
dates.
8.3.7 TheContractorshalldemonstratebytheprovisionoftheDefectsreportthattheyhavefully
exploredtheimplicationsoftheiradviceandcandemonstratethis.
8.3.8 TheformatoftheDefectsReport,whichshallincludephotographicevidence,willbe
preparedbytheContractorinaccordancewiththeGeneralConditionsofContractandwill
listthefollowingelements:
Uniquereferencenumber;
Itemofplant,equipmentorfabric.
Conditionofassets.
Totalestimatedcostforrepair/replacementandreasonswhyrepair/replacement
arenecessaryandoutsidethecomprehensivelimit;
Prioritycoding.
Riskassessment.
8.3.9 FundingforassetreplacementislimitedandtheContractorisrequiredtohavesufficient
experienceandknowledgeofsimilarestatestooffercosteffectivemaintenancesolutions
ratherthanwholesaleassetreplacements.Forexample,thismaynecessitateincreasing
frequenciesofmaintenance.
8.3.10 Itmustbenotedthatthereportisforidentifyingdefectsandcannotbeusedasatoolfor
contractnegotiations.
8.3.11 However,theCollegerecognisesthatinsomeinstances,assetrenewalwillberequiredas
follows:
theperformanceandpurposeoftherelevantitemorassetorworksisnotbeing
achievedandisnotcapableofremedythroughroutinerepairandmaintenance;
routinerepairandmaintenancecannotbeundertakenduetotheunavailability
ofreplacementcomponents,themselvesnotconstitutingassetreplacement,due
totheirobsolescenceorforanyotherreasonoutsidetheContractors
reasonablecontrol;
if,inordertomaintaintheperformanceoftherelevantitemorasset,the
replacementofcomponentsorrepairorrefurbishmentofthesameisoccurring
morefrequentlythanwouldreasonablybeexpectedhavingregardtobest
industrypractice.
thecostofroutinerepairandmaintenanceisunreasonablehavingregardtothe
valueofthecomponentorworksinquestion.
8.3.12. AnyitemsidentifiedandagreedwiththeCollegeasbeingdefective/faultyatthistime
shallbedeemedtobeoutsidethescopeoftheComprehensiveLimitandshallberectified
underinstructionsfromtheCollegeasappropriate.
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8.3.13 OncetheDefectsReportisagreedthennoclaimbytheContractorforadditionalpayment
shallbeallowedonthegroundsofanymisunderstandingormisrepresentationduetolack
ofknowledgeoftheseconditions,regulationsorrequirements.
8.3.14. TheDefectsReportshallclearlyidentifythelocation,quantity,natureoffault/defect;
budgetcosts,etc.anyexistingdefectsorfaultswiththeinstallationusingtheformat
outlinedbelow.
8.3.15 Priortoundertakingthesurvey,theCollegeandContractorshallagreetheformatofthe
defectreport.Thereportwillinclude,butnotbelimitedto:
1. Anexecutivesummary
2. Acostmatrixshowingcostofworksversuspriorityandyearwhenworks
shouldbeundertaken
3. Adescriptionofbuildingfabric,servicesandequipmentandestimateddateof
installation
4. Aconditionsurveyintabularformat
5. Systemdescriptions
6. Locations
7. AssetreferencefromAssetRegister
8. Condition(seetablebelow)
Condition Status
4 Acceptableperformingasintended&
operatingefficiently
3 Satisfactoryas1)butrequiringminorrepairs
2 Poorrequiressignificantrepairs/
refurbishment/replacement
1 VeryPoor majordeteriorationwhichposes
imminent&seriousbusiness
continuity,security,legislative
regulatoryorhealth&safetyrisk
9. Recommendedaction;(maintain,refurbish/replace&yearofworks)
10. Priorityofrecommendedactionasfollows:
Priority Action
A Worksareobligatoryandneedtobecarried
outforhealth&safety,security,contractualor
legalreasons
B Workswhichrequireundertakingtomaintain
continuityofnormaloperationalservicesor
whichwillhaveanimmediateeffecton
economiclifeofthebuilding
C Workswhichrequireundertakingtomaintain
valueofassetsandpreventdeterioration
Page29of37

D Workswhichwillmaintainstandardof
occupation
11. Remainingserviceablelife
12. Considerationgiventobundlingprojects
13. Budgetcost
14. Comments
15. Appendicesincludingphotographsbackinguprecommendations
16. Identifyallclosedprotocolsystems
8.3.16 TheContractorshallincorporateanycommentsprovidedbytheCollegeandshallsubmita
finalagreedDefectsreportwithinfourmonthsoftheCommencementDate.
8.4 SchedulesofWork
8.4.1. AnyspecificrequirementsoftheCollegeduringthemobilisationperiode.g.creationofa
ForwardMaintenanceProgramme,shallbedetailedbytheContractorinaScheduleofWork
whichshallbepresentedtotheCollegeandagreedwiththeCollege.
8.5 HandoverofServices
8.5.1 6monthsbeforeexpiry,orearlierdeterminationoftheContract,theContractorshall:
EnsurethereisnodiminutionoftheServicesuptoandincludingthefinaldayof
theContractPeriod;
Ensurethatallworkistransferredtoanynewcontractororcontractorsas
smoothlyandefficientlyaspossible;
Drawanyoutstandingworktoacloseatanappropriatestageasagreedwiththe
College;
HandovertotheCollegealldocumentsandinformationrelatingtotheServicesin
aformattobeadvisedbytheCollege;
ReturntotheCollegeanyequipmentownedbytheCollegeandusedbythe
Contractor;
Cooperatefullywithanyincomingcontractororcontractors.
9. THECONTRACT
9.1. Characteristicsofthecontract
9.1.1 Thiscallfortendersisbeingconductedinanopenprocedureforwhichacontractnoticewas
publishedintheGulfTimes.
9.1.2 TheservicesdescribedintheseSpecificationswillformthesubjectofcontractbetween
DohaCollegeandthecontractorwhosetenderhasbeensuccessful.Thiscontractwillset
outthelegalandfinancialconditionsandtheadministrativeandtechnicalconditions
applicablethroughoutthetermofthecontract.Thecontractwillbedrawnupwith
referencetothetermsoftheDraftContractwhichformsAnnexIItotheInvitationto
Tender.
9.2. Duration
9.2.1 Thecontractshallbeconcludedforadurationoftwoyears.TheContractshallbeextended
foraperiodof12months,startingfromthedateofcompletionofthetasksoftheprevious
Page30of37

periodontheagreementofbothparties.Extensiondoesnotimplyanymodificationor
defermentofexistingobligations.
9.3. Placeofperformanceofthecontract
9.3.1 ThecontractorwillworkinthepremisesofDohaCollegeattheAlWaabCampusandatthe
WestBayCampusasinAppendixI(c)DescriptionofthePremises.
10. PAYMENT
10.1 Paymentfortheservicesprovided(routinescheduleofmaintenanceworkplusexceptional
additionalandextraservices)willbemadeeverymonthinthemannersetoutintheDraft
Contract,onpresentationofaproperinvoicedrawnupinconformitywithnationallawand
ofallsubstantiatingdocumentsmentioningtheservicesperformedduringthemonthin
question,notablythewrittenrequestoftheCollegeforexceptionaladditionaland/orextra
services.
11. SUBMISSIONOFTENDERS
11.1 ThetendermustincludeallinformationanddocumentationrequiredtoenabletheCollege
toassesstendersonthebasisoftheexclusionandselectioncriteriasetoutinpoints15and
16.TothatendthetenderermustalsocompletethetablesinAnnexVtotheInvitationto
Tender,whichdetailthedocumentsrequired,togetherwiththeDeclarationonHonourin
AnnexIIItotheInvitationtotender.
11.2. Thetendermustprovidethetechnicaltender,asspecifiedunderpoint12,inlinewiththe
specificationsunderpoint3.
11.3. TheDeclarationonHonourconcerningtheexclusioncriteria,mustbedulysignedand
completed,usingtheforminAnnexIII.
11.4. Thefinancialoffer,accordingtopoint13,correspondingtoallofthetenderspecifications,
usingthetableinAnnexVI,mustbefilledinandsignedbythetenderer.
11.5. TendersmustbedrawnupinEnglish.
11.6. Tenderssubmittedbyaconsortiumorgroupmustspecifytherole,titleandexperienceof
eachmemberofthegroupandstatewhoistheleadcontractorrepresentingthemvisvis
thecontractingauthority.Bythefactofsubmittingatender,tenderersaccepttheterms
andconditionsoftheseSpecificationsandtheirannexes,withoutomissionoraddition,and
waivetheirownconditionsofsale.
12. TECHNICALTENDER
12.1. Tenderersshouldincludeintheirbidatechnicaltenderdetailinghowtheywillperformthe
taskscoveredbythecontract,incompliancewithalltherequirementsofthetender
specifications.Thetechnicaltendershouldfollowthesamestructureasthesubjectofthe
contract(seePoint3).Thetechnicaltendershouldnotincludeanyofthedocuments
referredtoundertheexclusionorselectioncriteria,norshoulditrefertoissuesalready
coveredbytheexclusionandselectioncriteria.Thetechnicaltenderwillbeassessedinthe
lightofthequalityawardcriteriasetoutunderpoint17.
13.FINANCIALOFFER
13.1 ThefinancialoffermustbequotedusingtheattachedforminAnnexVIandmustbeduly
signedanddated:
Page31of37

1. HeadingARoutineservices:Routineservicesforwhichamonthlyallinprice
shouldbequoted;
2. HeadingBandCExceptionaladditionalservices:Exceptionaladditionalservices
requestedbytheContractingAuthorityforwhichanallinpriceperhourandper
personmustbequoted;
13.2. ThepricesmustbequotedinQatariRiyalsandmustbeallinclusivetocoverallcosts,work
wear,equipmentandallothercostsrelatedtoperformanceofthecontractasdescribed
above.
13.3. Pricesmustbequotedexclusiveofallduties,taxesandothercharges,aswellasa
descriptionofthequalitycontrolmeasureswhichwillbeappliedtothetaskstobecarried
outbythesubcontractor;
13.4. Aletterofintentbyanysubcontractorstatingtheirunambiguousundertakingtocollaborate
withthetenderershouldtheywinthecontractandtheextentoftheresourcesthattheywill
putatthetenderersdisposalfortheperformanceofthecontract.Otherwise,adocument
shouldbeprovidedstatingthatthetendererdoesnotintendtosubcontractandthatthey
willinformtheCollegeofanychangeinthissituation.TheCollegereservestherightto
judgeifsuchachangewouldbeacceptable.Anytendererwithaprofessionalconflictof
interestthatmayaffecttheperformanceofthecontractmayberejectedonthebasisofnot
fulfillingselectioncriteriaforprofessionalcapacity.Tenderswhichdonotmeetthe
exclusion/selectioncriteriawillnotbeconsidered.Tendererswhodonotprovidethe
documentsrequiredintheseSpecificationswithregardtotheexclusionandselection
criteriawillbeexcluded.TheCollegewilldecidewhetherthesubstantiatingdocuments
providedconstitutecompliancewiththeselectioncriteria.
14.SITEINSPECTION
14.1. TheCollegewillorganisetwocompulsorysitevisitsThefirstonsitemandatorymeetingis
scheduledfor10:00on3April2016atthefollowingaddress:
DohaCollege
AlBastanStreet
Doha
StateofQatar
Thesecondonsitemandatorymeetingisscheduledfor10:00on4April2016atthe
followingaddress:
DohaCollege
AlFarouqStreet,
Doha,
StateofQatar
14.2. Duringthesitevisittenderersmightbegiveninformationwhichisnotcontainedinthe
tenderdocuments.Areportonthesitevisit/informationsessionshallbemadeandwillbe
sentsimultaneouslytoallcompanieswhowererepresentedduringthesitevisit.
14.3 Anycontractorwhodoesnotattendbothsitevisitswillbeexcludedfromconsideration.
14.4 Itisacknowledgedthatduetothecomplexitiesofthesitecontractorsmaywishtovisitthe
sitesonotheroccasions.TheCollegewillfacilitatesuchrequeststothebestofitsabilities
anditwillinformallothercompanieswhohaveexpressedaninterestintenderingofthe
visitandshareanyinformationthathasbeengiven.
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15. EXCLUSIONCRITERIA
TheCollegeappliestheExclusionCriterialaiddownintheEuropeanUnionFinancialRegulations
(Articles106and107)andbidsfromtendererswhodonotmeettheexclusioncriteriawillnot
beassessed.
15.1. DeclarationonHonourandevidence
15.1.1. TendererswillprovideaDeclarationonHonour,dulysignedanddated,statingthattheyare
notinoneoftheexclusionsituations,usingtheformprovidedinAnnexIIItotheInvitation
toTender
15.1.2. Thetenderertowhomitisproposedtoawardthecontractwillprovide,withinatimelimit
specifiedbytheCollegeandpriortothesignatureofthecontract,thenecessaryevidencein
supportofthisdeclaration.
15.1.3. Thesesupportingdocumentsmustbevalidonthedateofthedeadlineforthesubmissionof
tendersand,atallevents,musthavebeenissuedwithinthetwelvemonthsprecedingthat
date.
15.1.4. Thenecessaryevidenceshallrelatetolegalpersonsincluding,wherenecessarybythe
College,companydirectorsoranypersonwithpowersofrepresentation,decisionmakingor
controlinrelationtothetenderer.
15.1.5. Ifsuchproofsarealreadypresentedforthepurposeofanotherprocurementprocedureand
providedthattheyarenotmorethanoneyearoldstartingfromtheissuingdateandthat
theyarestillvalid,thetenderershalldeclareontheirhonourthatthedocumentaryevidence
hasalreadybeenprovidedinapreviousprocurementprocedureandconfirmthatno
changesintheirsituationhaveoccurred.
15.2. TenderssubmittedbyconsortiaTendersinvolvingsubcontracting
15.2.1. Inthecaseoftenderssubmittedbyconsortiaorgroupsofserviceproviders,allofthe
economicoperatorsinvolvedinthetendermustprovideevidencethatnoneoftheexclusion
criteriaforparticipationinorawardofthecontractappliestothem,byprovidinga
DeclarationonHonour,dulydatedandsigned(AnnexIII).
15.2.2. Thetenderertowhomthecontractisawardedmustprovidewithinthetimelimitspecified
bytheCollegeandpriortothesignatureofthecontract,theevidencelistedabove,
confirmingthedeclarationofhonour,foreachmemberoftheconsortiumorgroupof
serviceproviders.
15.2.3. Inthecaseoftendersinvolvingsubcontracting,andwhenrequestedbytheCollege,the
tenderershallsubmitadeclarationonhonourfromtheintendedsubcontractorthatthey
arenotinoneofthesituationsreferredtoinArticles106and107oftheEUsFinancial
Regulation.Incaseofdoubtonthisdeclarationofhonour,theCollegeshallrequestthe
informationreferredtoinparagraphs3and4ofpart143oftheRulesofApplication.
Paragraph5orpart143shallapplywhereappropriate.
16. SELECTIONCRITERIA
16.1.1. Thetenderermustdemonstratesufficienteconomic,financial,technicalandprofessional
capacitytobeabletoperformthetasksasspecifiedinpoint5ofthesespecifications.
16.1.2. Aneconomicoperatormay,whereappropriateandforaparticularcontract,relyonthe
capacitiesofotherentitiestoachievetherequiredlevelofeconomic,financialandtechnical
capacity,regardlessofthelinksthatithaswiththem(subcontractor,parentcompany,third
Page33of37

party).ItmustinthatcaseprovetotheCollegethatitwillhaveatitsdisposaltheresources
necessaryfortheperformanceofthecontract,forexamplebyproducinganundertakingon
thepartofthoseentitiestoplacetheresourcesatitsdisposal(seepoints14.2and14.3
below).
16.1.3. Ifathirdpartyprovidesthewholeoraverylargepartofthefinancialcapacity,theCollege
maydemandthattheentitysignsthecontractorthatitprovidesajointandseveralfirstcall
guarantee,shouldthattendererbeawardedthecontract.
16.1.4. Thetenderermustprovideproofoftheirfinancialcapacitybyenclosingthefollowing
informationanddocumentsintheirtender.TheCollegemaywaivetheobligationofa
tenderertosubmitthedocumentaryevidencereferredtoin14.1.4.a.to14.1.4.c.ifsuch
evidencehasalreadybeensubmittedforthepurposesofanotherprocurementprocedure
andstillcomplieswithparagraph14.1.
a. Status,legalcapacityandbankdetails
Foralltenderers:
Name,address,telephonenumbersandemail
Bankaccountnumberandnameandaddressofbank
CertificateofCommercialregistrationinaccordancewiththelegislationoftheState
ofQatar.
Inaddition,forlegalpersons:
Legalform;
Copyofthecompanysmemorandumandarticlesofassociation;
Namesandpositionsofmanagerialstaff.
b. Financialandeconomiccapacity
Evidenceoffinancialandeconomicstandinghastobeprovidedbythefollowingdocuments:
Proofofprofessionalriskinsurancecover;
Balancesheetsorextractsfrombalancesheetsforthelasttwoyearsforwhich
accountshavebeenclosed.
TablesIandIIinAnnexVdulycompleted,signedanddated,withallrelevantdata
extractedfromthebalancesheets.ThesetablesmustalsobeprovidedonUSB.
IfforsomeexceptionalreasonwhichtheCollegeconsidersjustifies,thetendererisunable
toprovidethereferencesrequestedbytheCollege,theymayprovetheireconomicand
financialcapacitybyanyothermeanswhichtheCollegeconsidersappropriate(bank
guarantee,evidenceofprofessionalriskindemnityinsurance,etc.).
c. Technicalandprofessionalcapacity
Thetenderermustdemonstrateconvincinglytheyhavetheabilitytoundertakethetasksrequested.
Criterion1
Thatitpossessesasoundtrackrecordintheareacoveredbythecontract;tosubstantiate
thisinmustprovidealistofservicesperformedduringthelastthreeyearsinthefieldof
buildingcleaningtogetherwithdetailsofthevalues,datesandnamesofthe(publicor
private)recipients.Wheretherecipientwastheresultofatender,economicoperators
mustfurnishcertificatesissuedorcountersignedbytheappropriateauthorityasproofof
thegoodqualityofservicesprovided.
Page34of37

Professionalexperienceinsimilarservices:thetenderermustprovetheirexperienceinthe
fieldofbuildingcleaningwithaminimumvalueofQR100,000.
Criterion2
Necessaryhumanresourcestoperformthecontractinlinewithbestprofessionalpractice:
Thatitsaverageannualmanpowerandthenumberofmanagerialstaffduringthepastthree
yearsaresufficienthavingregardtotheworkloadforwhichitistendering.Itmustalso
furnishdetailsoftheacademicandprofessionalqualificationsofitsmanagerialstaffand
especiallyofthedesignatedmanagerialemployee(s)(point6.1)responsibleforprovidingthe
service.ThismanagershouldbeatleastonlevelB2inEnglishontheCommonEuropean
FrameworkofReferenceforLanguages.Anycoordinatoratthelevelbelowthisshouldbeat
leastlevelB1inEnglish.
Thatithasenoughstaffwiththerequisiteskillstoperformthecontractasstipulatedin
thesespecificationsandtheirannexesandinaccordancewiththestandardsofbestbusiness
practice;tosubstantiatethisthetenderermustprovideadescriptionoftheinternal
structureoftheorganisationfortheperformanceoftherequestedtasks,includingthe
proposedarrangementsforensuringcontinuityofservicesandproposedarrangementsfor
respondingtocallsatweekendsandduringpublicholidays(see6.1.4.)andalistgivingthe
surnameandfirstname,nationality,dateofbirth,technicalqualificationsandQatariID
numberofeachpersononthecontractorsstaffproposedtoperformtheservices(see
6.1.5.)
Asevidence,thetendererwillprovidetheeducationalandtrainingqualificationsofthe
personswhowillprovidetheservicesforthistender.ItmustalsoincludetheCVsofthe
personsproposedprovingtheirexperienceasrequestedabove.EachCVshouldindicatethe
intendedfunctioninthedeliveryoftheservices.
Criterion3:
Necessarytechnicalresourcestoperformthecontractinlinewithbestprofessionalpractice
andenvironmentalandhealthandsafetyrequirementsinforce.
Asevidencethetendererwillprovideadetaileddescriptionoftheinfrastructureand
equipmentavailabletocarryouttheduties.
16.2. Additionalrequirementsforjointoffers
Inthecaseofatendersubmittedbyaconsortium,eachmembermustprovideevidenceof
theireconomicandfinancialstanding(seepoint14.1above).
Inaddition,thefollowingelementsmustalsobeprovidedintheoffer:
Adocumentwiththenameofthecompanydesignatedtorepresenttheconsortium
withthecredentialsofthepersondesignatedtosignthecontractandtoactashe
pointofcontactwiththeCollegefortheconsortium;
Adocumentstatingclearlythecompositionandconstitutionofthegroupingor
similarentity(company/temporary/association/),andthelegalformtheir
cooperationwouldtake,shouldtheybeawardedthecontractandifthischangeis
necessaryforproperperformanceofthecontract;
Alettersignedbyeachmemberstatingitscommitmenttoexecutetheservicesin
thetender,clearlyindicatingitsrole,qualificationsandexperience.
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16.3. Additionalrequirementsfortendersincludingsubcontracting
Inthecaseofatenderwhichincludessubcontractorsthetenderermustprovideevidenceof
theeconomicandfinancialstanding(seepoint14.1.b.)ofeachsubcontractorwhosetasks
representmorethan20%ofthecontractvalue.
Inadditionthefollowingelementsmustalsobeprovidedintheoffer:
Adocumentstatingclearlytheidentity,roles,activitiesandresponsibilitiesofthe
subcontractor(s)andspecifyingthevolume/proportionofthetasksof(eachof)the
subcontractors(s),aswellasadescriptionofthequalitycontrolmeasureswhichwill
beappliedtothetaskstobecarriedoutby(eachof)thesubcontractor(s)
Aletterofintentby(eachof)thesubcontractor9s)statingtheirunambiguous
undertakingtocollaboratewiththetenderershouldtheywinthecontractandthe
extentoftheresourcesthattheywillputatthetenderersdisposalforthe
performanceofthecontract.
Otherwiseadocumentshouldbeprovidedstatingthatthetendererdoesnotintendto
subcontractandthattheywillinformtheCollegeofanychangeinthissituation.TheCollege
reservestherighttojudgeifsuchachangewouldbeacceptable.
Anytendererwithaprofessionalconflictofinterestthatmayaffecttheperformanceofthe
contractmayberejectedonthebasisofnotfulfillingselectioncriteriaforprofessional
capacity.
Tenderswhichdonotmeettheexclusion/selectioncriteriawillnotbeconsidered.
TendererswhodonotprovidethedocumentsintheseSpecificationswithregardtothe
exclusionandselectioncriteriawillbeexcluded.TheCollegewillbethefinalarbiterasto
whetherthesubstantiatingdocumentsprovidedconstitutecompliancewiththeselection
criteria.
17. AWARDCRITERIA
Thecontractwillbeawardedtothetendererofferingthebestvalueformoneyonthebasisofthe
followingcriteria:
Quality
Max
No Qualitycriterionbasedon:
Points
Qualityofthedetaileddescriptionofhowthetendererintendstoperformthe
taskscoveredbythecontractasreferredtoinpoint5above,incompliance
1 withallofrequirementsoftheseTenderspecifications,includingthenumber 60
ofmaintenancepersonnelinvolvedtoperformthecontracteffectivelyand
withoutinterruptionoverthecontractperiod.
Qualityofthecontrolmechanismofthecontractorforthisserviceinorderto
2 ensurehighqualityservice,incompliancewiththerequirementsunderpoint 40
5.1.1.oftheTechnicalSpecifications.
TotalQualitypoints(Q)1+2 100
Page36of37

Qualitycriteria1and2willbeevaluatedonthebasisofthetechnicaltendertobesubmitted
aspartofthebid(seepoint14.c.).Onlythosetenderswith60%ormoreforeachofthe
qualitycriteria1and2and70%intotalwillbeconsideredfortheawardofthecontract.
Price
Forthefinancialbid,thetenderermustusethestandardfinancialtableinAnnexIVtothe
InvitationtoTender.
Anyomissionoramendmenttotheoriginalpricewillcausethebidtobeconsiderednulland
void.
ForthepurposesofcomparisonofthefinancialoffersonlytheCollegewilluseareference
price.
Thisreferencepricecomprises:
Multiplier
Service
coefficient
A Monthlyallinpriceforperformanceofroutineservices 30
Allinpriceperhourandperpersonforanexceptionaladditionalservice
B providedonaworkingdayattimesnotprovidedforinthescheduleof 10
cleaningworkspecifiedinthecontract
Allinpriceperhourandperpersonforanexceptionaladditionalservice
C 10
providedonaFriday,Saturdayorpublicholiday
TotalreferencepriceA+B+C
Thereferenceprice,whichwillbecalculatedbytheCollege,isusedsolelyforthepurposeof
comparingthetendersreceivedandhasnocontractualvalue.OnlytheUnitNetPrices
quotedinAnnexIIoftheInvitationtoTenderhavecontractualvalue.
AwardoftheContract
Thecontractwillbeawardedtotheeconomicallymostadvantageoustender,achievingthe
highestscoreobtainedbyapplyingthefollowingformula:
Totalqualityscore(outof
Scorefortender = Priceoftender * 100)forallcriteriaofthe
tender.
TheCollegereservestherightnottoawardthecontract
Page37of37

01-Tender Specification FM Doha+College

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01-Tender Specification FM Doha+College

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ContractnumberFM/DC/2016JJ AnnexItotheInvitationtoTender

System;e.g.AirConditioning Building; e.g.ArtBlock

System;e.g.ShuntPump Floor; e.g.Ground

System;e.g.Motor Room/Area e.g.PlantRoom

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