Design, Construction, Equipment Furniture and Operational Maintenance for the

New AI-Sabah Hospital/ Project & Healthcare Management Services

MINUTES OF MEETING

Date of Meeting: 101h Dec 2018 N 1 Venue: SDPM site office Meeting Room
o. 18 No 25.
PROJECT: Time of Meeting : 11.00 AM
Contract No. : 18/2011/2012 - 11,
Design, Construction, Equipment, Furniture and Operational Progress Meeting # 21
Maintenance for the New AI Sabah Hospital

ATTENDEES:

MOH SDPM-SDPM International SHAPOORJI PALLONJI (SP)

(Client)
1 Eng. Jarrah M Abdullah
2 Eng. Ghadeer AI-Humaidi
Eng. Maryam Jamal AI-
3 3
Qallaf
SOOR Engineering Bureau
(Supervision Consultant)
(PM) (Contractor)
Eng. Narendra Deopurkar, Dr. Ayman Gouda,
1 1
Project Executive Project Director
Eng. Basavaraj S. Annapur, Eng. S.Roy Chaudhary,
2 2
PCS Manager Sr.Project Manager
Eng. Barin Kumar Medda, Eng. Amanulla Khan,
3
Sr.Architect Sr. Planning Engineer
Eng. Sakthivel Sivapragasam, Eng. S.Raghu Seetharamiah
4 4
Sr.Structural Engineer Commercial Manager
Eng. Syed Azam,
Eng. Ahmad Lotfi
5 Sr. Plumbing & Fire Fighting 5
Sr. Architect.
Engineer
Eng. Ahmad Jadaan Eng. Naveen,
6 6
Architect QA/QC Manager
Eng. Khalid Ashraf,
7
MEP Manager
Eng. Mohamed Salah Eldin, Eng. Ashish Chakrabarty
1 8
Resident Engineer Sr. HSE Superintendent.
Eng. Sobhi Mohmaud, Eng. Ramzi Hani
2 9
Sr. Interior Designer Sr. Biomedical engineer
Eng. Thair Mohamed
3 Abuskhaila
Scheduler
Eng. M.Asaf Sadio
4
Sr.Architect

No. Item Notes Action By Status

1.0 Introduction:
SDPM acknowledged the Contractor' s response to SDPM's list of
pending items of Phase 3 & Phase 4 Design work and distributed the
updated SDPM comments to all the parties (copy attached). There were
no other comments received and therefore, the previous Minutes of
Progress Meeting# 20 were approved. Info
SDPM welcomed the attendees for Progress Meeting no.21
SP informed that they have the following issues were affecting the
progress of works.
1. Delay in approval of Electrical drawings from MEW, as they were
awaiting for MOH acceptance of llKV schematic drawings to
submit the same to MEW for final approval.

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No. Item Notes Action By Status

2. Delay in acceptance and approval of 11KV Schematic drawings by MOH

MOH.
3. V.O for drainage line extension yet to be issued as per MPW
requirements for monitoring drainage flow.
4. Delay in confirming Water supply tie in point by MOH based on the
Shop drawing review comments submitted by SOOR/SDPM. SP
SDPM assured SP that all the above issues will be resolved after
discussing with MOH.
SDPM provided SP a list of areas which are open at site for work and the
Contractor should program the construction activities appropriately.
SP stated that they have been working wherever possible; however would
explore further possibility of extended work hours after getting approvals SDPM/
of the relevant shop drawings. MOH
SDPM pointed out that SP could not complete the Phase-4 Design as
stated in the previous meeting. SP explained that there are few issues to
be resolved and assured that all the design works shall be completed by
the end of January 2019.
In order to achieve progress of work, SDPM stated that an advance copy
of the drawings (having Action- B) shall be issued to the Contractor based
on which the Contractor may proceed with the work.
2.0 Work ~rogress of the Project : Presentation b_y SP
Eng. Ayman and Eng. Amanulla Khan, presented the status of work by
PowerPoint slides. First few slides of the presentation provided basic
infonnation such as project description, stakeholders, contract duration,
time elapsed, project value etc. Subsequent slides contained further
technical and contractual information and progress of work as of 1oth Dec
2018 as summarized hereunder:
• Time elapsed: 1,591 days of 1702 days including extension oftime .
• Financial progress up to 25th Nov 2018 is 53.54% actual.
• Manpower at site: Actual 2357 against planned 1559 monthly
average man-days.

Construction Work Progress :

A. Hos~ital Building
Planned Actual
Sr.No Description 0
% /o
1 Grade Slab Concrete 100% 98%
2 Block Wall Works 100% 96% Info
3 MEPWorks 70% 30%
4 Finishes Screed works 100% 98%

5 Dry Wall Partition Works 80% 65%

6 Curtain Wall Works 100% 94%

7 Installation of Elevators 100% 93%

8 Modular OT and ICU works 100% 92%

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No. Item Notes Action By Status

9 External Stone cladding 90% 92%

10 Roof Water Proofing Works 90% 95%

11 Pneumatic Tube System Installation 100% 90%

12 Medical Gas Piping 100% 90%

13 Waste and Linen system works 100% 95%

14 Terrazzo Flooring for Staircase 90% 75%

15 Elevators Works 100% 90%

B. Podium building

Planned Actual
Sr.No Description o;o
%
1 Block works 100% 92% Info

2 Grade Slab Concrete 100% 98%

3 External Stone Cladding 100% 95%

4 Installation of Elevators 100% 100%

5 Finishes Screed works 100% 90%

6 Waste & Linen System works 100% 94%

7 Roof Waterproofing works 90% 70%

8 Dry wall Partition 80% 30%

9 MEP 1st & 2nd Fix 80% 40%

c. Car _Qark building

Planned Actual
Sr.No Description
% %
Info
1 Cast In-Situ Kerb Works 50% 100%

2 Block wall Works 100% 100%

4 MEP 1st & 2nd Fix works 100% 80%

5 Anti-Carbonation Painting 100% 85%

Roof steel structure for
6 100% 98%
Aluminium metal Screen cladding
7 Installation of Elevators 100% 95%

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 No. Item Notes Action By Status

8 Staircase Water Proofing Works 100% 70%

Aluminium Metal Screen
9 100% 95%
Installation
10 Handrail Installation 100% 95%

11 Bollards Installation 100% 95%

D. Utility building

Sr.No Description Planned% Actual%

1 Slab on Grade 100% 95%

Info
2 Block work 100% 90%

3 External Stone cladding 90% 30%

3.0
Phase-4 Final Design and Construction Documents
A list of pending Phase-4 design elements is appended to the Minutes
which is illustrative and not comprehensive by any means. SP said that SP
they would review and comment.
Architectural drawings:
Revit composite model:
SDPM pointed out that no remarkable changes were observed from the
previous two submissions. SP to resubmit the complete detailed model
in coordination with MEP, Biomedical services.
Building model
SDPM asked SP to finalize the Sub-Contractor for 3D building scaled
model. SDPM advised SP to contact the consultant who was awarded to
prepare the similar building model for Museum.
External I Internal Landscape design/Roof Garden
SP
SP stated that External landscape preliminary FD drawings were already
approved however SP did not submit the relevant drawings for external
landscape. SP assured to submit related detailed landscape drawings.
Internal landscape drawings were reviewed by SDPM and issued with
comments 1year ago. SDPM asked SP to expedite the resubmission of
Internal landscape drawings with the compliance sheet at the earliest.
Roof garden: SDPM said that roof garden submittals were reviewed and
issued with comments. SP shall expedite the submission with their
compliances.
Interiors (Architectural details)- Perspective, Colour Schemes etc.
SP has submitted 3D perspective only for few medical furniture which
is under NMG scope of work. SP has to submit all 3D perspective as per
approved FFE. Main building, podium, parking building art work,
Lounges, Public waiting area, main offices are yet to be submitted by
SP. SDPM advised SP to expedite the same.

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No. Item Notes Action By Status

Electrical FDL - incomplete- Podium mall lighting missing in First SP

floor, remaining light fittings in main building and podium.
SP said that have already obtained FDL approval and will provide the
approved drawing reference after the meeting. SDPM advised SP to
discuss and coordinate with SDPM Electrical engineer for all missing
light fittings in the Main building and Podium.
Resubmit landscape lighting.
SP will resubmit the landscape/Fountain lighting drawings after
obtaining the approval of hardscape and softscape shop drawings.
Report on Calculation of Fresh water consumption.
SDPM asked the Contractor to submit the water consumption
calculation report for the New AL Sabah project as per MOH
instruction. SP replied that water consumption calculation was already
approved in FDL drawings and that they will submit the same
calculation as report to MOH through letter.
Bill of Quantities resubmission:
SDPM said that the submitted BoQ is incomplete and required more
information/clarifications from SP. BoQ review comments shall be
issued to SP after the meeting.

4.0 Safety
Security & Safety Procedure - Electronic Gate barrier:
SDPM advised SP to rectify both the electronic Gate barrier to ensure
SP
safety and security of site. SP informed that the site is secured well
without electronic barrier and agreed to repair the electronic barrier at
the earliest.
SVR
SOOR pointed out that there are I 03 SVRs issued out of which 17 are not
closed. SDPM advised SP to give importance to this Safety related issue
and respond immediately to SOOR's SVRs.
SOOR informed SP to conduct the safety drill for site office staff and
workers regularly. SDPM instructed SP to coordinate with SOOR and
submit the monthly safety report without delay.

Extension of time : Revised work program:

5.0
El & E2logs:
SDPM instructed SP to update El & E2 logs in the monthly report as
per revised work program. SP agreed to update as per approved work
program.
SDPM pointed out that the revised work program has been approved by
SP
MOHon 11th March 2018 and SP shall update the following as of 15th
May2018.
Long lead equipment I Materials list:

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No. Item Notes Action By Status

Procurement of most of the long lead equipment's are in process based

on the MOH/SDPM approval.
Recovery program- 2 Shifts: SP
SDPM stressed SP about the necessity of working 2shifts effectively to
speed up the progress of works in order to mitigate the delay. SP said
that they have already working in 2 shifts. SDPM pointed out that the
only concrete activities were planned during night shift and hence
advised SP to plan all the finishing works, MEP works during night time
SP
as required by CPM/primavera program. Also, SDPM instructed SP to
submit daily report for night separately to monitor and record night shift
activities.
6.0 Issues and concerns
SP
Quality Issues:
SOOR strongly advised SP to follow proper quality control procedure.
Medical EguiQment- Storage (Car Qark & Podium):
SDPM strictly warned SP to stop storing the ATC medical equipment
materials in the Car park as they have already exceeding the designed
load. SDPM asked SP to respond to SDPM letter regarding the structural
stability of car park for using the floor as storage immediately.
JSI
SOOR raised their concern that 3 85 JSis were issued and 130 are still
open (33 .76% pending) and asked SP to expedite closing of these JSis.
Most of the JSI are damaged pipes, duct, electrical conduits, drywall sub
frame etc., SOOR I SDPM instruct SP to protect the Executed works and
materials which are stored at site.

NCR
SOOR issued 46 NCRs and 35 are not yet closed. (76.08% pending)
SDPM instructed SP to close all the pending JSis, NCRs and SVRs at the
earliest to avoid penalties. SP assured to process the same as soon as SP
possible.
Drainage:( IncomQlete Quotations)
SDPM asked Contractor to resubmit the incomplete quotation submitted
earlier for external drainage subcontracting works. Also, advised SP to
submit 2 more quotations from different subcontractors as requested by
MOH.
Laboratory Liguid Waste Decontamination system. SP
Report for Laboratory waste will be resubmitted to SDPM after obtaining
EPA approval.
ComQliance with EPA regulations (AQnedix-14 & 15)
SP informed that they are in process of appointing a Sub-consultant who
should be able to prepare necessary reports for EPA's review and
approval. SP requested MOH to provide a reference letter to submit EPA
report.
Extension of Road
Extension of existing road on south of the site should be ready upon
completion ofthe project. MOH have been following up with MPW for

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 Item I Notes I Action By IStatus I
timely action for extension of road. SDPM advised SP to include in the
revised work program all the activities related to the Road extension so SP
that those related to SP (such as shifting of site offices etc.) can be
programmed appropriately.
SDPM asked SP to update the Program and advise the date by which the
Road should be completed so that necessary action can be initiated by
MOH.
Monthly Construction Progress Photographs:
SDPM instructed SP to submit the progress photograph for the month of
October and November immediately to avoid penalty. SP said that the
report was already prepared and it will be submitted by today.
Coordinated composite drawing.
SDPM stressed the importance of composite drawings and urged the
Contractor to expedite the composite drawing submission/approval
process.
Other issues:
MEP coordination for Lighting layouts, LV system, Fire fighting system,
7.0
etc. based on approved Reflected Ceiling plan
SP stated that MEP works were carried out with full coordination with all
the services and obtained installation approval from supervision
consultant for various activities. SDPM stressed the importance of
composite drawing to identify the clashes among the services and asked
SP to submit the composite drawings immediately.
11 K.V. Schematic Design Diagram resubmission for final MEW
approval
SP stated that 11 K.V. Schematic Design related transmittal is still
pending for MOH final acceptance of 11 KV schematics drawings. SDPM
stated that a reply letter will be issued soon in this regard.
Spider glazing
SDPM reminded again SP to submit the design drawings for the Spider SDPMI
glazing works. SP denied that spider glazing works is not in their scope. MOH
However, SDPM disagreed with their statement and a letter will be issued
by MOH regarding this subject.
External Landscape site coordination drawings for Architectural IMEP
to be submitted
SP stated that MEP coordination drawings for external landscape will be
resubmitted after obtaining the approval ofhardscape and so:ftscape at the
earliest.
Architectural IHVAC Layout of all UPS rooms (in tower & podium)
Architectural Layout of all UPS rooms is under preparation and it will be
submitted at the earliest.
Architectural drawings of DIG control room 2nd floor CUP (i.e. false
ceiling, windows, toilet etc.)
Architectural drawings for DIG rooms is under preparation and it will be
submitted at the earliest.
Facade lighting (possibly integrated with curtain walls).
SP stated that according to Contract document III-7-2 facade lighting is SDPM
not in their scope. However, SDPM disagreed saying that it is under the
Contractor's scope. Refer Contract doc III-2116000111 attached along
with the minutes. SDPM informed that a letter will be issued by MOH.
Reflected ceiling plan for the remaining floors.

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 No. Item Notes Action By Status
SDPM reminded SP to submit missing RCP for many areas such as
kitchen, laundry, inpatient, pharmacy etc,
Interior Rers12ectives for selection of Colours of different materials.
Refer item3.0
Pending HVAC ShoR drawings to be submitted. (Basement Part-I, 1st
floor Part-E & 2nd floor Part H & I).
BF-part I and First floor were submitted for review ,2nd floor is under
preparation, shall be submitted after the approval of steel platform.
Pending Chilled water RiRing installation for CUP building (Basement &
Ground floor).
Structural execution works is under progress which is almost 50%
completed. Installation shall commence after the completion of 100%
structural works.
Note:
The foregoing minutes constitute our understanding of the matters discussed and conclusions reached. You are requested
to review each item and advise the MOH in writing of any errors, additions or omissions within 2 days of receipt of these
minutes .

To be forwarded to:

1. Ministry of Health Director of PM Department Eng. Ibrahim AI-Nahham

2. Ministry of Health Project Engineer Eng. Salem Yaseen

Key:
MOH = Ministry of Health
SP = Shapoorji Pallonji
Info = Information
URGT = Urgent
For Record = For the Project Formal Records.

These Minutes are accepted by the following on behalf of respective attending Parties:-

Shapoorji Pallonji (SP) Soor Engineering Bureau SDPM-SDPM International MOH

Project Director Resident Engineer Project Executive Project Engineer (MOH)

Eng. Mohamed Salah

Eng. Ayman Gouda Eng. N arendra Deopurkar Eng. Salem Y aseen
Eldin

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