Perawatan General

Scope of Services for UN House Technical Facilities Maintenance
Table of Contents
1. INTRODUCTION............................................................................................................................1
1.1. UN HOUSE, ABUJA.................................................................................................................1
1.2. DEFINITIONS...........................................................................................................................1
2. GENERAL......................................................................................................................................1
2.1. HOURS OF OPERATION...........................................................................................................1
2.2. SUBCONTRACTORS.................................................................................................................1
2.2.1. Approval / rejection....................................................................................................1
2.2.2. List................................................................................................................................1
2.3. FACILITIES TO BE PROVIDED TO THE CONTRACTOR.............................................................1
2.3.1. Office for Project Manager........................................................................................1
2.3.2. Space for goods and workshop...............................................................................1
2.3.3. Utilities.........................................................................................................................1
2.3.4. Parking.........................................................................................................................1
2.3.5. Access to building......................................................................................................1
2.4. SERVICES COVERED...............................................................................................................1
3. SERVICES TO BE PROVIDED...................................................................................................1
3.1. GENERAL................................................................................................................................1
3.2. MAINTENANCE REQUIREMENTS.............................................................................................1
3.3. PERSONNEL............................................................................................................................1
3.3.1. General........................................................................................................................1
3.3.2. Tools and equipment.................................................................................................1
3.3.3. Project manager.........................................................................................................1
3.4. OTHER KEY PROJECT PERSONNEL........................................................................................1
3.5. MATERIALS AND SUPPLIES.....................................................................................................1
3.5.1. Selection and approval of materials........................................................................1
3.5.2. Warranty Information.................................................................................................1
3.5.3. Imported materials, equipment and personnel......................................................1
3.5.4. Contractor’s inventory program...............................................................................1
3.6. COMPREHENSIVE MAINTENANCE PROGRAMME (CMP)........................................................1
4. DUTIES AND RESPONSIBILITIES...........................................................................................1
4.1. ELECTRICAL............................................................................................................................1
4.1.1. Routine Maintenance – Power Supply and Illumination......................................1
4.2. MAINTENANCE AND OPERATION OF GENERATORS................................................................1
4.3. VENTILATION AND AIR CONDITIONING SYSTEMS....................................................................1
4.3.1. Monthly Maintenance Service..................................................................................1
4.3.2. Quarterly Maintenance Service...............................................................................1
4.3.3. Annual Maintenance Service...................................................................................1
4.4. ELEVATORS (TWO PASSENGER, TWO SERVICE)....................................................................1
4.4.1. Monthly maintenance service...................................................................................1
4.4.2. Quarterly maintenance service................................................................................1
4.4.3. Annual maintenance service....................................................................................1
4.5. OTHER MECHANICAL (GATES)................................................................................................1
4.6. MAINTENANCE OF ARCHITECTURAL FINISHES AND INFRASTRUCTURE.................................1
4.6.1. Visual Inspection........................................................................................................1
4.7. SANITARY PLUMBING AND DRAINAGE.....................................................................................1
4.7.1. Daily Visual Inspection..............................................................................................1
4.7.2. Weekly Visual Inspection..........................................................................................1
4.7.5. Annual Maintenance Service...................................................................................1
4.8. KITCHEN EQUIPMENT..............................................................................................................1
4.9. FIRE PREVENTION...................................................................................................................1
4.9.1. Daily Visual Inspection..............................................................................................1
UN House Facilities Maintenance – Scope of Services
Last revised: 12 September, 2008
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4.9.5. Yearly General Inspection.........................................................................................1
4.10. LOW VOLTAGE SYSTEMS........................................................................................................1
4.10.1. Daily inspection..........................................................................................................1
4.10.4. Quarterly and Annual Maintenance Service..........................................................1
5. QUALITY ASSURANCE.............................................................................................................1
5.1. GENERAL................................................................................................................................1
5.2. QUALITY ASSURANCE AND SURVEILLANCE PLAN.................................................................1
5.2.1. Performance Objective of the QASP......................................................................1
5.2.2. Service level agreement...........................................................................................1
5.3. STANDARDS............................................................................................................................1
5.4. ENVIRONMENTAL CONCERNS.................................................................................................1
6. SAFETY..........................................................................................................................................1
6.1. ACCIDENT PREVENTION.........................................................................................................1
6.1.1. General........................................................................................................................1
6.1.2. Records.......................................................................................................................1
6.1.3. Subcontracts...............................................................................................................1
6.1.4. Written Program.........................................................................................................1
6.1.5. Non-compliance.........................................................................................................1
6.2. WASTE MANAGEMENT............................................................................................................1
7. REPORTING AND RECORDS REQUIREMENTS..................................................................1
7.1. SERVICE REPORTS.................................................................................................................1
7.1.1. Monthly service report...............................................................................................1
7.1.2. Quarterly management report..................................................................................1
7.1.3. Annual budget report.................................................................................................1
7.2. RECORDS................................................................................................................................1
7.3. WORK ORDERS.......................................................................................................................1
7.4. DRAWINGS..............................................................................................................................1
8. PAYMENT......................................................................................................................................1
8.1. GENERAL................................................................................................................................1
8.2. INVOICES.................................................................................................................................1
8.3. DETAIL OF PAYMENT REQUESTS...........................................................................................1
8.4. PAYMENTS TO SUBCONTRACTORS........................................................................................1
8.5. EVALUATION BY THE UN HOUSE MANAGER.........................................................................1
8.6. ADDITIONAL WITHHOLDING....................................................................................................1
8.7. PAYMENT.................................................................................................................................1
8.8. VAT.........................................................................................................................................1
8.9. Financial documents...............................................................................................................1
Annex A: List of services to be subcontracted

Annex B: Prices / Costs
Annex C: Documents to be submitted with proposal
Annex D: Electrical testing
Annex E: Equipment list

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1 Introduction
1.1. UN House, Abuja
The UN House in Abuja is located on two plots of land with a combined area
of approx. 3.46 hectares, and has a gross building area of approx. 12,000
square meters. The buildings comprise office space, conference and meeting
facilities, cafeteria, gymnasium, dispensary, library, public space, vehicle
maintenance workshop, storage and other ancillary areas. Facilities include
back-up power and water reserves and active security systems. It currently
houses 15 UN agencies/funds, with approximately 520 staff and a fleet of
some 120 vehicles.
Tendering for this contract is being undertaken by the United Nations
Development Programme (UNDP) on behalf of the UN System in Nigeria.
Services common to the various UN agencies/funds are managed by a
Common Services Unit, under the overall supervision of the Deputy Resident
Representative (Operations) of UNDP.
1.2. Definitions
Building hours: 7:00 a.m. to 9:00 p.m. (seven days per week)
CMMS: Computerized Maintenance Management System such
as PASS/RPA (real estate management system), PMCI
or QUIBIC.
CMP: Comprehensive Maintenance Programme.
Daily: 5 days per week, on each non-UN holiday workday.
Emergency Services: task orders which require immediate attention. These
may involve working other than normal work day or
hours. Contractor is required to respond to call within 8
hours and take action to minimize emergency situation.
Execution Plan: plan to be submitted by the Contractor which defines
the methods and disciplines used to carry out the
maintenance plan.
General Instructions: instructions, directives and guidelines that apply to all
employee maintenance personnel.
Office hours: 8:00 a.m. to 5:00 p.m. Monday through Thursday
8:00 a.m. to 12:30 p.m. Friday
Project Manager: Contractor’s senior on-site supervisor
QASP: Quality Assurance Surveillance Plan
Routine Maintenance and Repair: preservation in a sound state of real
property and might include day-to-day electrical and
plumbing work, and the purchase of maintenance
stock.
Scheduled Maintenance Services: all routine maintenance functions identified
in Section 4 for systems and equipment.
Service Level Agreement: A formal written agreement between a Service
Provider and a Client detailing, in measurable terms,
the Service to be delivered, and the expectations of
both parties in terms of Performance, Tracking and
Reporting and Problem Management
UN: United Nations
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UN House: the main UN office building and all annexes of the UN
at Plots 617 / 618 Diplomatic Zone, Central Area
District, Abuja
UN House Manager: UN staff member responsible for day to day oversight
of Facilities Maintenance Program.
UNDSS: United Nations Department of Safety and Security

Unscheduled Maintenance and Repair Services: minor maintenance and
repair services which are not identified in the
Comprehensive Maintenance Program.
VAC: Ventilating and Air Conditioning.

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2 General
The UN System in Nigeria requires a building maintenance service Contractor to
perform both scheduled and unscheduled work orders at UN House, Abuja,
Nigeria. The Contractor shall furnish managerial, technical, administrative and
direct operational personnel to accomplish all work as required in this Contract.
The Contractor shall designate as Project Manager a qualified and experienced
representative who shall supervise the Contractor's workforce and be the
Contractor's liaison with the UN House Manager. The designated person shall be
located on-site in a designated office during normal UN working hours and shall
have supervision as his/her sole function during the times s/he is on duty. The
Contractor's employees shall be on-site only for Contractual duties and not for
any other business or purposes.
2.1. Hours of operation
Scheduled maintenance operations shall be organized during building hours.
To the extent feasible tasks shall be scheduled in a manner which will
minimize inconvenience to UN staff and visitors. In particular, use of
machinery, use of ladders and/or scaffolding, wet mopping of floors and other
potentially disruptive tasks shall, where possible, be done outside of Office
hours.
2.2. Subcontractors
Subcontracting may be allowed subject to approval. For propriety items such
as the Caterpillar generators and Alcatel PABX, evidence of license to carry
out maintenance provided by the proprietor must be provided. It is the wish of
the UN to have all services performed by licensed contractors, and sub-
contracting is desirable in this instance. If the bidder intends to subcontract
one or more parts of the Contracted services, the list of those services to be
subcontracted must be clearly stated by the bidder in its tender documents.
Even if subcontracting is allowed, bidder must intend to carry out the major
part of the services itself. The total value of the sub-Contracted part of the
services must not exceed 40% of the Contract value and the subcontractor
must not subcontract further.
2.2.1. Approval / rejection
The contractor once appointed must submit request for subcontracting to
the UN House Manager prior to any engagement. The UN reserves the
right to review proposed subcontractors for a period of ten (10) calendar
days before providing notice of approval or rejection of any or all
subcontractors.
The UN reserves the right to reject any or all subcontractors proposed if
their participation in the project, as determined by the UN House
Manager, may cause damage to the interests of the United Nations. The
Contractor agrees to promptly replace any subcontractor rejected by the
UN under this clause.
2.2.2. List
In the event the Contractor will use subcontractors to execute portions of
the service Contract, the agreement, scope and extent of the works
between the Contractor and the subcontractor must be must be provided
to the UN House Manager. Additionally, for each subcontracted portion
of the Contract the Contractor shall provide documentary evidence of the
subcontractor’s registration and examples of their previous experience.
A summary of this information shall be submitted in the format provided
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in Annex A.
Facilities to be provided to the Contractor
The UN shall make the following available to the Contractor for the purpose of
implementing this Contract:
2.3.1. Office for Project Manager
The Contractor will be provided one office for the use of the Project
Manager. This office will be provided with a telephone for internal
communications within the building. Any external communications costs
will be the responsibility of the Contractor. Additionally, the Contractor
will be required to provide the office with internet access, and provide
the UN with full email contact information. All use of communications
equipment shall be only for official use, and shall follow standard UN
regulations.
2.3.2. Space for goods and workshop
The Contractor will be provided with one workspace of approx. twenty-
five square meters for storage of materials. Use of this space for
workshop purposes may only be done with the prior authorization of the
UN.
2.3.3. Utilities
The Contractor will be provided with limited utilities, as necessitated by
the services to be provided.
2.3.4. Parking
Parking for the Contractor’s personnel will be provided outside of the
gated area of UN House.
2.3.5. Access to building
All access by the Contractor’s personnel to the building shall require the
authorization of the UN Security Officer.
2.4. Services covered
The following services shall be included in this Contract:
 Electrical
 Generator
 Ventilation and Air Conditioning
 Elevator
 Other mechanical
 Architectural finishes and infrastructure
 Sanitary plumbing and drainage
 Fire prevention
 Low voltage systems (such as PABX, Access Control, CCTV, Fire Alarm
System, etc)

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3 Services to be provided
3.1. General
The following description of systems and services intends to convey a general
understanding of the work required. Notwithstanding the descriptions
contained herein, the intent of the Contract is to provide for all necessary
services to be supplied such that a full routine maintenance, breakdown
attendance and emergency repair service is guaranteed.
Time is of the essence in this Contract and the immediate actions shall be to
provide routine maintenance and emergency call-out, as well as repair I
replacement service, such that the downtime experienced by the UN is
avoided or, where unavoidable, kept to a minimum. In this regard:
 Where disruption to service is essential, planned shutdowns shall be
carried out at pre-arranged times specifically to minimize the effects on
UN business.
 Where service shutdowns are essential to permit emergency repair of any
other system, the disruption shall only be undertaken with the specific
agreement of the UN House Manager.
 Where the shutdown is a direct result of the failure of an item or
equipment, attendance shall be within the time period(s) indicated in the
Service Level Agreement(s), and all necessary actions shall be taken to
return equipment back in working order.
3.2. Maintenance Requirements
 All inspections, tests, maintenance services and repairs shall be carried
out generally in accordance with the manufacturers' recommended
instructions and to the satisfaction of the UN.
 The Contractor shall dispatch competent and experienced engineers and
technicians equipped with the appropriate testing instruments, tools,
equipment, etc. to inspect service, test, adjust and maintain all service
installations in a satisfactory operating condition. The Contractor shall
allow for carrying out such inspection, service, testing, adjustment and
maintenance at a time outside normal office hours including general
holidays.
 The Contractor shall arrange at least two of his senior servicemen being
thoroughly familiarized with all aspects of such installation to be
responsible for inspection, maintenance and testing of the installation.
 The Contractor shall be responsible for all repairs necessary to maintain
all systems in a safe, reliable and operative condition at ail times. The
Contractor must ensure that his servicing staff shall carry out the
necessary repairs by utilizing manufacturer's original replacement parts.
 The Contractor shall ensure minimum interruption to the functioning of
service equipment during each inspection, testing, repair or maintenance
service. The Contractor shall inform the UN House Manager of the
commencement and completion of each job.
 After each routine inspection, testing and maintenance service, the
Contractor shall, within one week, furnish to the UN House Manager, a
report complete with the following details:
o Date and time of inspection, testing and maintenance service.
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o Persons carrying out the task.
o Details of inspection and maintenance service.
o Results of all tests performed.
3.3. Personnel
3.3.1. General
The UN aims to the highest ideals of the International Labor Organization.
Included in this interest is that personnel employed under this Contract are
motivated to do their best. This requires, among other issues, that
remuneration offered to contracted staff is sufficient for them to maintain
minimum living standards.
3.3.1.1. Removal of personnel
The Contractor shall maintain discipline at the site and at all times
take all reasonable precautions to prevent any unlawful, riotous or
disorderly conduct by or amongst those employed at the site and
for the preservation of peace and protection of persons and
property in the neighborhood of the UN House against the same.
The UN may require in writing that the Contractor remove from the
work any employee that the UN deems incompetent, careless,
insubordinate or otherwise objectionable, or whose continued
employment on the project is deemed by the UN House Manager
to be contrary to the UN's interests.
Similarly, the UN House Manager shall be notified in any case
where the Contractor determines the need to replace any
personnel involved in this Contract.
3.3.1.2. Security
The Contractor is responsible to carry out a security check on all
staff to be employed for this Contract. After award of the Contract,
the Contractor has twenty calendar days to submit to the UNDSS
Security Advisor a list of workers and supervisors assigned to this
project for the UN. The UNDSS Security Advisor shall have the
right to reject any of the proposed staff members with reason.
For each individual the list shall include:
Full Name
Place and Date of Birth
Current Address
Identification number
Additionally, the Contractor shall provide two passport-size
photographs of each employee proposed for this Contract.
Failure to provide any of the above information may be considered
grounds for rejections and/or resubmittal of the application. Once
the UNDSS Security Advisor has approved the applicants, a badge
will be provided to each individual for access to the site. This badge
may be revoked at any time due to the falsification of data, violation
of terms of this contract, or misconduct on site.
3.3.1.3. Standards of conduct
a) General. The Contractor shall maintain satisfactory
standards of employee competency conduct cleanliness,
appearance and integrity and shall be responsible for taking
such disciplinary action with respect to employees as may
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be necessary. Each Contractor employee is expected to
adhere to standards of conduct that reflect credit on
themselves, their employer, and the UN. The UN House
Manager reserves the right to direct the Contractor to
remove an employee from the worksite for failure to comply
with the standards of conduct. The Contractor shall
immediately replace such an employee to maintain
continuity of services at no additional cost to the UN.
b) Uniforms and Personal Equipment. All employees when on
duty shall wear clean, neat and complete uniforms clearly
identifying them as staff of the Contractor. The Contractor
shall provide for each employee and supervisor uniforms
and personal equipment appropriate for their work.
c) Neglect of duties shall not be condoned. This includes
sleeping while on duty, unreasonable delays or failures to
carry out assigned tasks, conducting personal affairs during
duty hours and refusing to render assistance or cooperate
in upholding the integrity of the worksite security.
d) Disorderly conduct, use of abusive or offensive language,
quarreling, intimidation by words, actions, or fighting shall
not be condoned. Also not condoned is participation in
disruptive activities which interfere with normal and efficient
UN operations.
e) Intoxicants and Narcotics. The Contractor shall not allow its
employees while on duty to possess, sell, consume, or be
under the influence of intoxicants, drugs or substances
which produce similar effects.
f) Criminal Actions. Contractor employees may be subject to
criminal actions as allowed by law in certain circumstances.
These include but are not limited to the following actions:
falsification or unlawful concealment, removal, mutilation, or
destruction of any official documents or records or
concealment of material facts by willful omission from
official documents or records; unauthorized use of UN
property, theft, vandalism, or immoral conduct; unethical or
improper use of official authority or credentials; security
violations; and organizing or participating in gambling in any
form.
g) Key Control. The Contractor shall receive secure, issue and
account for any keys issued for access to buildings, offices,
equipment, gates, etc., for the purposes of this Contract.
Keys shall not be duplicated without the UN House
Manager's approval. Where it is determined that the
Contractor or its agents have duplicated a key without
permission of the UN House Manager, the Contractor shall
remove the individual(s) responsible from performing work
under the Contract. If the Contractor has lost any such keys,
the Contractor shall immediately notify the UN House
Manager. In either event, the Contractor shall reimburse the
UN for the cost of re-keying that portion of the system so
compromised.
3.3.2. Tools and equipment
The Contractor shall provide all necessary tools and instruments to
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execute the service. These will be held on-site for use and must be
available for the Contractors’ (and subcontractors’) use during
maintenance and other service operations.
3.3.3. Project manager
The entire operation of the Contracted services shall be superintended
by an experienced and qualified Project Manager, who shall be
empowered to take decisions relating to services and materials and who
shall maintain a close contact with the UN House Manager in order to
coordinate the performance of the Contracted services with the needs of
UN.
The Project Manager shall be on duty throughout the normal office hours
of the UN House. S/he shall also superintend the performance of all
Contracted services on Saturdays, Sundays, and holidays.
The Project Manager is responsible for:
 Maintenance scheduling and reporting services
 Document management services
 Monitor / manage corrective and preventive maintenance
services
 Provide technical support service
 Surveillance and inspection of activities
 Auditing of activities
 Assessment of quality plan
3.3.3.1. 24-hour emergency availability
The Contractor shall provide a 24 hour emergency call service for the
Project Manager and his/her replacement.
3.4. Other key project personnel
The Contractor shall be responsible for providing qualified technicians (with
at least one of each trade) with relevant experience of more than 3 years to
meet the minimum requirements to perform maintenance services in
accordance with the maintenance plan and unscheduled services.
3.5. Materials and supplies
3.5.1. Selection and approval of materials
3.5.1.1. Standard of quality
All materials and equipment incorporated into the work shall be
new and for the purpose intended, unless otherwise specified, and
all workmanship shall be of good quality and performed in a skillful
manner.
Identical original parts of similar equipment shall be
interchangeable and any items, fittings or accessories which are
used in quantity, shall in each case be the product of one
manufacturer and shall be used only for the service recommended
by that manufacturer.
3.5.1.2. Selection by Contractor
Where the Contract permits the Contractor to select products,
materials or equipment to be incorporated in the work, or where
specific approval is otherwise required by the Contract, the
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Contractor shall furnish to the UN House Manager, for approval,
the name of the manufacturer, model number, and source of
procurement of each such product, material or equipment, together
with other pertinent information concerning the nature, appearance,
dimensions, performance, capacity, and rating thereof, unless
otherwise required by the UN. Such information shall be provided
in a sufficiently timely manner to permit evaluation by the UN
House Manager against the requirements of the Contract. When
directed to do so, the Contractor shall submit samples for approval
at the Contractor's expense, with all shipping charges prepaid.
Installation or use of any products, materials or equipment without
the required approval shall be at the risk of subsequent rejection.
3.5.1.3. Custody of materials
The Contractor shall be responsible for the custody of all materials
received for incorporation into the project, including UN furnished
materials, upon delivery to the Contractor or to any person for
whom it is responsible, including subcontractors. The Contractor
shall deliver all such items to the site as soon as practicable. If
required by the UN, the Contractor shall clearly mark in a manner
directed by the UN House Manager all items of which the
Contractor has custody but which have not been delivered or
secured at the site, clearly indicating the use of such items for the
UN.
3.5.2. Warranty Information
The Contractor shall obtain and furnish to the UN House Manager all
information which is required in order to make any subcontractor's,
manufacturer's, or supplier's guarantee or warranty legally binding and
effective, and shall submit both the information and the guarantee or
warranty to the UN in sufficient time to permit the UN to meet any time
limit requirements specified in the guarantee or warranty, but not later
than completion and acceptance of all work under this Contract.
3.5.3. Imported materials, equipment and personnel
3.5.3.1. Shipment and Customs Clearance
 Costs to be borne by Contractor for Scheduled Maintenance.
The Contractor is responsible for paying all charges, whatsoever,
except customs duties as provided herein, incurred in obtaining
materials that must be imported for the project and in transporting
the materials form their place of origin to the site. Moving costs
shall include, but not necessarily be limited to packing, handling,
cartage, overland freight, ocean freight, transshipment, port,
unloading, customs, clearance and duties (other than customs
duties as provided herein), unpacking, storage, and all other
charges including administrative costs in connection with obtaining
and transporting the materials from their source to the project site.
 Costs allowed for Reimbursement to Contractor for
Unscheduled/Emergency Services.
If the Contractor is required to order imported materials/equipment
for unscheduled/emergency services to complete the repairs, the
Contractor is entitled to reimbursement at cost of transportation
and handling charges. No overhead, profit, or other charge shall
be considered. The Contractor shall follow instructions for duty-
free clearance to be provided by the UN. Failure to comply with
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these instructions shall not be grounds for reimbursement by the
UN of any costs associated with customs clearance/duties.
 Duty-free Clearance.
The Contractor shall follow the instructions of the UN House
Manager as to the manner of labeling the shipping containers or
otherwise processing shipments of imported materials in order to
obtain or continue to receive, duty free clearance through
customs. The Contractor shall be responsible for the payment of
customs duties, if any, which (1) are imposed on items which are
not labeled and processed in accordance with the UN House
Manager’s instructions, (2) are imposed on the Contractor’s tools,
construction equipment and machinery imported for use on the
project, or (3) are otherwise ineligible for duty-free entry.
 Customs Clearance.
The UN will be responsible for obtaining customs clearances, and
for obtaining exemption certificates or paying customs duties not
waived, for imported products, materials and equipment which are
labeled and processed in accordance with the UN House
Manager’s instructions. The UN shall not be responsible for
obtaining customs clearance for the Contractor’s tools,
construction equipment or machinery, nor for obtaining visas, entry
or work permits for the Contractor’s personnel.
3.5.3.2. Surplus Materials
Unless otherwise specified, any surplus materials, fixtures, articles
or equipment remaining at the completion of the project shall
become the property of the Contractor, except those items
furnished by The UN, the cost of which is not included in the
Contract price.
3.5.4. Contractor’s inventory program
The Contractor shall establish a plan to include written maintenance,
use, and inventory programs for all property, equipment, and materials
used in performance of this Contract. The inventory system shall
ensure that preventive maintenance spare parts are in stock when
needed. This includes both Contractor furnished materials and UN
furnished property. Use procedures shall ensure that the property,
equipment, and materials, will be used only for those purposes
authorized in the Contract. The inventory program shall include
procedures for conducting physical inventories, including scheduling,
responsibilities, and recordkeeping, for all property, equipment and
materials used by the Contractor. Negligent use of UN furnished
property that results in damage or destruction is cause for repair or
replacement at the Contractor's expense.
3.6. Comprehensive maintenance programme (CMP)
The Contractor shall submit a proposed maintenance programme and
activities at least two (2) weeks before commencing the Contract. The
Contractor will carry out the appropriate maintenance of the installation(s),
structures, parts, machines, controls etc. Should the Contractor fail to submit
a comprehensive submission within the specified period, the UN House
Manager shall forthwith propose a programme that will deem to be accepted
by the Contractor.
The CMP shall contain proposals for detailed Service Level Agreements (see

10
also 5.2.2. below)
For scheduling the Contractor is required to use a Computerized Maintenance
Management System (CMMS).

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4 Duties and responsibilities
4.1. Electrical
4.1.1. Routine Maintenance – Power Supply and Illumination
4.1.1.1. Daily Visual Inspection
The following visual system inspection shall be carried out daily:
 Generator
 Diesel Tank
 11 kV Switchgear
 Change over panel
 Transformer
 Main distribution panel
 Illumination
 Replace any faulty lamps or fluorescent tubes.
The Contractor shall report following parameter and information:
1. Faults and Alarms
2. Damages
3. Consumption of diesel, electricity, running hours etc.
4. Temperature, pressure where necessary
5. Record plant performance data, including kilowatts per hour,
voltage, current, power factor and indication lights.
4.1.1.1 Weekly Visual Inspection
The following visual system shall be carried out weekly:
a) Sub distribution boards
b) Power outlets
c) UPS and emergency battery pack
 Damages
 Missing equipment
4.1.1.2 Monthly Maintenance Service
The following systems works shall be carried monthly:
General
 Inspect the entire installation serving to check for signs of
damage or overheating. Immediately make good any damage,
etc.
 Conduct maintenance tasks as scheduled by equipment
manufacturer / supplier
Last revised: September 12, 2008
12
 Report to the UN House Manager for advice as to the necessity
to repair or replace items that may tend to deterioration of
services
 Provide report to the UN House Manager actions taken and
quote for all additional work considered necessary.
 In the report to the UN House Manager, re-order replacements
for all spare parts and consumables used.
11 kV Switch Gear, Transformer, Main Distribution Panel, Sub
Distribution Panel
 Check all switches, contactor relays, fuses
 Check housing
 Check controller and timer
 Load check
 Check all cable terminations and earth connection for tightness.
 Check spare parts, fuses and tools.
 Check lighting, sockets, emergency lighting of switch rooms.
 Check earthing system and connection of switch room are in
order.
 Check and update the circuit charts
 Function test in respect to Annex D
 Cleaning of equipment
Lighting and Small power
 Replace any faulty lamps or fluorescent tubes and starters.
 Check the light fitting louver / reflector
 Check the lighting control & dimming system are in order.
 Check the operation of the motion detection system
 Check that all socket outlets, power, data points and switches
are in order.
 Function test in accordance with Annex D
4.1.1.3 Quarterly Maintenance Service
The works required to be carried out every three months under
routine maintenance include the following:
General
 Perform normal duties as per monthly inspections.
 Technical testing in accordance with Annex D
 Function testing in accordance with 12.1 Annex D
 Service in accordance with international standards (see 5.3)
and the manufacturer’s “Maintenance and Operation Manuals”
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Quarterly Maintenance Service
 11 kV switch gear
 Transformer
 Main Distribution Panel
 Metering Panel
 Change Over Panel
 Control and Sub Distribution Panel
 UPS
 Emergency Battery Packs
4.1.1.4 Annual Maintenance Service
The works required to be carried out annually under routine
maintenance include the following:
General
 Perform normal duties as per quarterly inspections.
 Technical testing in accordance with Annex D.
 Function testing in accordance with 12.1 Annex D.
 Service in accordance with international standards (see 5.3)
and the manufacturer’s “Maintenance and Operation Manuals”
Annual Maintenance Service
 11 kV switch gear
 Transformer
 Main Distribution Panel
 Metering Panel
 Change Over Panel
 Control and Sub Distribution Panel
 UPS
 Emergency Battery Packs
4.2. Maintenance and operation of generators
The Contractor shall provide 24-hour operation for the power house including
the generators. The Contractor shall maintain the generators in accordance
with the manufacturer’s “Maintenance and Operation Manual”.
The services include the following:
 24-hour stand by with a response time of not more than 1 hour
 Refilling of diesel, oil, water
 Greasing
 Reporting of generator parameters (temperature, pressure, oil level, load
etc.)

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 Trouble shooting
 Cleaning of generators and power house
 Daily inspection (control panel, cooling system, engine air cleaner service
indicator, engine air pre-cleaner, engine oil filter differential pressure,
engine oil level, fuel system fuel filter differential pressure, fuel tank, walk
around inspection)
 Every 250 service hours (alternator and fan belts, battery, cooling system,
engine oil, fan drive bearing, hoses and clamps, radiator)
 Initial 500 service hours (engine speed / timing sensor, engine valve lash,
fuel injector, speed sensor)
 Every 500 service hours (change of oil and filters)
 Every 1000 service hours (cooling system coolant analysis, engine,
engine crankcase breather, engine protective devices, fuel system
primary filter, fuel system secondary filter)
 Every 2000 service hours (crankshaft vibration damper, engine mounts,
engine valve lash, fuel injector, turbocharger)
The Contractor shall show that he is capable to do the 3,000 and 6,000 hour
service and the overhaul after 7,500 hours, 15,000 hours or 22,500 hours.
The Contractor shall provide evidence of his workshop capacity and
workshop performance.
4.3. Ventilation and air conditioning systems
4.3.1. Monthly Maintenance Service
 Visually inspect the entire installation to check for signs of leakage or
damage
 Immediately make good any damage and stop leaks etc.
 Visually inspect the operation of all equipment and fittings associated
with the Contract to ensure they are operation satisfactorily including
the humidity and temperatures.
 Visually inspect all pipes and ducts thermal insulation and rectify as
necessary.
 Visually inspect all grilles and diffusers condition and rectify as
necessary.
 Visually inspect room temperature controller and air handling unit
controller
 Visually inspect all drain pans, clean and ensure drains are fee flowing
and no fungus growth exists
 Report to the UN House Manager for advice as to the necessity to
repair or replace items that show signs of distress that may lead to
deterioration of service.
 Provide report to the UN House Manager on all actions taken and
quote for all additional work considered necessary.
 In the report to the UN House Manager, re-order replacements for all
spare parts and consumables used.
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 Visually inspect the condition and working of the air handling units and
check condensation drains
4.3.2. Quarterly Maintenance Service
 Perform normal duties as per monthly inspections.
 Check security of electrical connections to all equipment.
 Replace all filters for air handling units (four times per year), split units
(twice per year) and console units (twice per year).
Make sure:
 Air intake screens and louvers are unobstructed and clean.
 Fan and other equipment chambers are clean and free of construction
debris.
 Floor galleys and all drainage traps are clear and operational.
 Fans have been checked for impeller housing clearance and are free
of foreign objects.
 Cooling exchangers are clean and fins have been combed.
 Dampers are clean.
 Ducting and other airways are clean.
 All electrical wiring circuits (power, lighting and controls) are
completed, or will be completed at the correct stage during the
commissioning sequence.
 All electrical panels have been cleaned of dust and debris and have
been checked electrically and motors have been insulation tested.
 Lighting systems are operational.
 Permanent power supplies are available at the electrical panels, to
enable all the connected equipment to the satisfactorily
commissioned.
 All equipment has been checked for:
 Equipment rotation
 Condensation
 Lubrication
 Belt tension
 Motor fixings
 Duct flexible connector correctly aligned
 Keyway and setscrew tightness
 Clean condition
 Vibration isolation adjustment
 Good condition of all materials.
 Correct overloads and amperages
 Investigate and locate all stop-start, disconnect and circuit
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interruption devices
 Inspect fan inlet and outlet, to ensure satisfactory performance
conditions have been provided
 Clean grills
 All outside air, return air and spill air dampers are operable
 All fire and volume control dampers (mechanical or motor driven) have
been fitted and have been left in the fully or designed open position.
 The supply air systems have been blown through.
 Record air temperature airflow, on and off control.
 Test heat exchangers & associated equipment.
 Provide report to the UN House Manager on all complaints /
comments received and actions taken or proposed, along with the
cost thereof.
4.3.3. Annual Maintenance Service
 Perform normal duties as per Quarterly inspections. Flush all drain
pipes.
4.4. Elevators (two passenger, two service)
4.4.1. Monthly maintenance service
The service shall be done by KONE or by an authorized service company
or technician.
The service shall be done in accordance with the manufacturers
“Maintenance and Operation Manuals”.
The service include shall include following works:
 Check the clearance between the lift doors and the floors to ensure
adequate clearance.
 Inspect bearings of drums, pulleys and all moving parts. Lubricate.
 Clean down the machine room as necessary.
 Ride in passenger conveyor; observe whether the operation is normal.
Check whether there is undue vibration.
 Check and inspect the main drive system.
 Check and lubricate the pallets rollers.
 Check and inspect the control boxes.
 Check and record the braking efficiency.
 Record keeping of faults and incidents
 Test intercom and alarm control
 Check on shaft, machine room and car lights and replace if necessary
4.4.2. Quarterly maintenance service
 Check the landing comb for completeness.
 Check the lubricating pump to see if there is enough lubricating oil
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 Check the quality of lubricating oil.
 Check and clean the motor gearbox.
 Check the lighting system
4.4.3. Annual maintenance service
 Remove all necessary pallets for cleaning
 Check for correct operation of the current overload and safety
switches and non reversal switches.
4.5. Other mechanical (gates)
Contractor shall maintain all gates in good state of repair. Maintenance shall
include, but not be limited to:
 Regular inspection of all electrical controls
 Check and clean motors
 Lubrication of all moving parts
4.6. Maintenance of architectural finishes and infrastructure
4.6.1. Visual Inspection
The following system shall be carried out monthly visual inspection:
 doors
 windows
 walls
 tiles
 locks
 furniture
 painting
 ceiling
 rendering
 recording of damages, faults
 roads and walk ways
The service includes adjustment and small touch up. If repair works
necessary the Contractor shall report all necessary activities incl. cost to
the UN House Manager.
4.7. Sanitary plumbing and drainage
4.7.1. Daily Visual Inspection
The following system check shall be carried out daily visual inspection:
 Booster pump station
 Water tank
Faults and Alarms

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 Damages and faults
 Water level in the tank
 System pressure
 Leakage
 Record of water consumption
4.7.2. Weekly Visual Inspection
The following system shall be carried out weekly visual inspection:
 Toilets, urinals, washbasin, accessories
 Water plant room
 Booster pump station, pipes, valves
 Sump pumps
 Roof drains, floor drains
 Function testing of equipment (filter, valve, tap, mixer etc)
 Function testing of booster pumps and check of system parameter
 Function testing of sump pumps
 Check electrical control panels
 Check, clean or replace water filter cartridges
 Check the electrical water heaters
 Check operation of all sump pumps.
 Inspect the plumbing system including the cold and hot water pipes,
valves, water heater & taps
 Cleaning of roof and floor drains
 Provide report to the UN House Manager on all action taken.
 In report to the UN House Manager, reorder replacements for all spare
and consumables to be used.
 Perform the normal duties as per monthly inspections.
 Replace water filter cartridges if required.
 Clean drainage sump and pump set and check Auto-Changeover and
alarm operations.
 Test and record the control and system interfacing for booster pumps
and sump pumps.
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 Test operation and record of all control and system interface with other
services.
 Provide report to the UN House Manager on all complaints and/or
comments received and actions taken or proposed.
4.7.5. Annual Maintenance Service
 Perform all duties as per Quarterly inspections.
 Clean all the cutters when necessary.
 Clean the drains on the roof from leaves.
 Clean all taps, rod out all drains.
 Clean yearly the water storage tank.
 Check beading on all fittings exposed to high levels of moisture and
re-caulk as necessary.
4.8. Kitchen equipment
The routine maintenance for the Kitchen equipment will be done by kitchen
personnel. The Contractor shall be capable to do corrective service and repair
works on request of the UN House Manager.
4.9. Fire prevention
This maintenance shall include the following services but not limited to:
 Daily visual inspection
 Monthly routine maintenance and functional testing
 Yearly general inspection
4.9.1. Daily Visual Inspection
The following visual system inspection shall be carried out daily:
Sprinkler System
 Fire electrical booster pump station
 Fire diesel booster pump station
 Water tank
 Control panel
 Faults and Alarms
 Water level in the tank
 System pressure
 leakage
The following system shall be carried out daily visual inspection:
Hose Reel Wall Hydrants and Extinguishers
 Nozzle and hose reel
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 Extinguishers
 Missing Equipment
Sprinkler
 Function testing of booster pumps and check of system parameter
 Check of change over between electrical and diesel booster pump
station
 Check of water flow indicator
 Check of interface to the fire alarm system
 Check control panel
 Check alarm indication
Wall Hydrants
 Function testing wall hydrants
Sprinkler
 Perform all duties as per monthly inspections.
 Inspection of pipe system, valves, etc
 Corrosion protection if necessary
 Check of control panel and wire termination
 Load check of booster pump station
4.9.5. Yearly General Inspection
Sprinkler
 Perform all duties as per monthly and quarterly inspections.
 Detailed function check incl. measure of water flow rate
Hose reel wall hydrants
 Perform all duties as per monthly inspections.
 Detailed function check incl. measure of water flow rate
Extinguishers
 Portable fire extinguishers shall be inspected and checked to ensure
that they are in good working condition. Any extinguisher found not in
proper working condition shall be reconditioned and/or recharged to
the required standard.
4.10. Low voltage systems
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Extra Low Voltage Systems include:
 PABX / telephone / data
 CCTV / TV
 Access control
 Fire alarm
 PA and video projection
4.10.1. Daily inspection
The following system shall be carried out daily through visual inspection:
 PABX working station
 CCTV working station
 Access control working station and main gates
 Fire alarm remote station
 Data switches and server
The following system checks shall be carried out weekly:
 Fire Alarm detectors
 Access control card reader
 Telephone and data outlets
 CCTV cameras
 PA system and projection equipment
The following systems works shall be carried monthly maintenance
service.
General
 Inspect the entire installation serving to check for signs of damage or
overheating. Immediately make good any damage, etc.
 Conduct maintenance tasks as scheduled by equipment
manufacturer I supplier
 Report to the UN House Manager advising on the necessity to repair
or replace items that may tend to deterioration of services
 Provide report to the UN House Manager on actions taken and quote
for all additional work considered necessary.
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 In the report to the UN House Manager re-order replacements for all
spare parts and consumables used.
Specific maintenance on a monthly basis shall be carried out for as
indicated below.
4.10.3.1. PABX / telephone / data
Maintenance to include
 Check of telephones
 Check of PABX and parameter
 Check battery back up
 Function test of system
 Regular update of software, including all licensing requirements
4.10.3.2. CCTV / TV
 Check of cameras, video switch and recording
 Check parameter
 Check all cable terminations
 Check of television sets
4.10.3.3. Access control
 Check of card readers
 Check electrical door opener
 Check of software and parameter

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4.10.3.4. Fire alarm
 Check all loops and detectors
 Check housing
 Function test of the system
4.10.3.5. PA and video projection
 Check of loudspeaker, amplifier, mixing console, microphones
 Check of tape and disc player
4.10.4. Quarterly and Annual Maintenance Service
The works required to be carried out quarterly or annually under routine
maintenance include the following:
General
 Perform normal duties as per quarterly inspections.
 Technical testing accordance with Annex D.
 Function testing in accordance with Annex D.
 Service in accordance with international standards (see 5.3) and the
manufacturer “Maintenance and Operation Manuals”
Quarterly and annually maintenance service shall be done for all extra low
voltage systems
5 Quality assurance
5.1. General
The Contractor shall institute an appropriate inspection system including
checklists of duties to be carried out, ensuring these duties are carried out by
the supervisory staff and senior employees, and carrying out weekly
inspections to determine whether the various services are being performed
according to the Contract requirements. Copies of the weekly inspection
reports shall be provided to the UN House Manager.
Any shortcomings and/or substandard conditions noted in such inspections
shall be promptly corrected and improved; any conditions beyond the
24
responsibility of the Contractor shall be brought to the attention of the UN
House Manager for disposition.
5.2. Quality Assurance and Surveillance Plan
The Contractor shall prepare a Quality Assurance and Surveillance Plan
(QASP), for approval by the UN. This plan shall be designed to provide an
effective surveillance method to promote effective Contractor performance.
The QASP provides a method for the UN House Manager to monitor
Contractor performance, advise the Contractor of unsatisfactory
performance, and notify the Project Manger of continued unsatisfactory
performance. The Contractor, not the UN, is responsible for management
and quality control to meet the terms of the Contract. The role of the UN
House Manager is to conduct quality assurance tests to ensure that Contract
standards are achieved.
5.2.1. Performance Objective of the QASP
The Contractor shall perform all maintenance services set forth in this
Scope of Works. All required services are performed and no more than
one (1) customer complaint is received per month.
The UN House Manager will receive and document all complaints from
UN personnel regarding the services provided. If appropriate, the UN
House Manager will send the complaints to the Contractor for corrective
action.
The performance standard is that the UN House Manager receives no
more than one (1) customer complaint per month. The UN House
Manager shall notify the Project Manager of the complaints so that the
Project Manager may take appropriate action.
5.2.2. Service level agreement
The Contractor shall provide to the UN House Manager a proposal of
Service Level Agreements for all major aspects of this Contract.
5.3. Standards
 The performance of the Works shall be in accordance with commonly used
international standards and norms, as long as these meet or exceed
local legal requirements.
5.4. Environmental concerns
The UN System is working to ensure that environmental concerns are taken
into consideration in all areas of our business. In the area of chemical use,,
the contractor shall ensure appropriate use of chemicals that will not cause
any environmental hazard. A policy statement along these lines shall
accompany the Contractor’s proposal.

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6 Safety
6.1. Accident prevention
6.1.1. General.
The Contractor shall provide and maintain work environments and
procedures which will (1) safeguard the public and UN personnel,
property, materials, supplies, and equipment exposed to Contractor
operations and activities; (2) avoid interruptions of UN operations and
delays in project completion dates; and (3) control costs in the
performance of this Contract. For these purposes, the Contractor shall:
 Comply with the standards issued by any government authority
having jurisdiction over occupational health and safety issues; and
 Ensure that any additional measures the UN determines to be
reasonably necessary for this purpose are taken.
6.1.2. Records.
The Contractor shall maintain an accurate record of exposure data on all
accidents incident to work performed under this Contract resulting in
death, traumatic injury, occupational disease, or damage to or theft or
loss of property, materials, supplies, or equipment. The Contractor shall
report this data in the manner prescribed by the UN House Manager.
6.1.3. Subcontracts.
The Contractor shall be responsible for its subcontractors' compliance
with this clause.
6.1.4. Written Program.
Before commencing the work, the Contractor shall:
 Submit a written proposal for implementing this clause; and
 Meet with the UN House Manager to discuss and develop a mutual
understanding relative to administration of the overall safety
program.
6.1.5. Non-compliance
The UN House Manager shall notify the Contractor of any non-
compliance with these requirements and the corrective actions required.
This notice, when delivered to the Contractor or the Contractor's
representative at site, shall be deemed sufficient notice of the non-
compliance and corrective action required. After receiving the notice, the
Contractor shall immediately take correction action. If the Contractor fails
or refuses to promptly take corrective action, the UN House Manager
may issue an order stopping all or part of the work until satisfactory
corrective action has been taken. The Contractor shall not be entitled to
any equitable adjustment of the Contract price or extension of the
performance schedule on any stop work order issued under this clause.
6.2. Waste management
Many of the materials used in UN House can be reduced, reused, or
recycled. The long-established hierarchy for managing the trash and
materials that we generate every day is waste prevention (including reducing
26
and reusing materials), recycling (including composting), incineration, and
land filling. Integrated waste management requires a mix of these activities.
Additionally, many items which require disposal may be potentially
hazardous to the environment. Based on location, resources, and markets
for recyclables, the Contractor shall propose how waste may be best
manage, in accordance with applicable national or local laws and
regulations.

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7 Reporting and Records Requirements
7.1. Service reports
7.1.1. Monthly service report
The Contractor shall render a monthly building maintenance report,
summing up observations resulting from the inspections, difficulties or
irregularities encountered, measures taken, improved conditions, repairs
or services needed (those beyond the Contractor's responsibilities),
special work done, recommendations, and other matters related to
operation and maintenance of the buildings and facilities covered by this
Contract. The monthly report shall be signed by an authorized
representative of the Contractor, and shall be submitted to the UN,
together with the Contractor's monthly invoice.
7.1.2. Quarterly management report
Quarterly management reports shall be provided, summarizing to senior
management issues which may require attention. These reports should
include recommendations for significant unscheduled works to be done.
7.1.3. Annual budget report
The Contractor shall provide by mid-August of each year a detailed
budget report of the past period, and a forecast of costs which may be
recommended for inclusion in the next year’s budget.
7.2. Records
The Contractor and the UN House Manager shall both maintain a complete
and accurate management file. The file shall contain as a minimum, the
following items:
 The UN’s copies of all task orders issued under this Contract, and all
inspection reports completed by the UN. These forms will be supplied to
advise the Contractor of service requests and to document the
performance of all work, including emergency work.
 Contractor's Service Report forms, documenting arrival and departure
time of the Contractor's representative performing the service, and all
information on parts installed for unscheduled and emergency services
only.
 Documentation of any complaints from UN personnel or unusual incidents
which may have taken place during the visit to the site.
All records shall be properly maintained and shall be made available to UN
personnel upon request of the UN House Manager.
7.3. Work orders
Unscheduled work and emergency work shall be authorized only through the
issuance of task orders executed by the UN House Manager. Task orders
shall be established on a firm fixed-price basis (using the hourly rates
identified in Section B and negotiated hours) and shall be modified solely by a
written modification executed by the UN House Manager. Emergency
services may require the use of oral orders however a written order shall be
provided within 3 business days of the verbal authorization.

28
The Contractor shall perform only those unscheduled/emergency services
specifically authorized in the individual delivery orders issued under this
Contract. The Contractor shall complete all work and services under this
Contract within the period of performance specified in the delivery orders
except that no delivery order shall be issued hereunder after the expiration of
this Contract
7.4. Drawings
The Contractor is required to maintain and update existing CAD drawings and
manuals when changes are made as a result of equipment performance
adjustments or as result of extra work performed by the Contractor.

29
8 Payment
8.1. General
Payment terms are 30 days from receipt of approved invoice.
8.2. Invoices
All invoices should attach a copy of the signed work orders completed that
month and status information on those not completed. Completed work
orders shall bear the signature of the Contractor’s quality control personnel.
Work orders shall consist of all preventive maintenance orders as well as
unscheduled and emergency orders issued since the submittal of the last
invoice.
Invoices shall be submitted in an original and three (3) copies to the UN
House Manager.
8.3. Detail of Payment Requests
Each application for payment, which shall be made no more frequently than
monthly, unless otherwise provided herein, shall cover the fixed price
preventive maintenance fee and the value of labor and materials completed
and in place for individual delivery orders.
In addition, the Contractor shall provide the following support for each
request for payment for additional, seasonal and emergency services:
 Time sheets to support the number of hours worked for each work order
and signed by the Contractor’s approving official that work has been
completed.
8.4. Payments to Subcontractors
The Contractor shall make timely payment from the proceeds of the progress
or final payment for which request is being made, to his subcontractors and
suppliers in accordance with the Contractor's Contractual arrangements with
them.
8.5. Evaluation by the UN House Manager
Following receipt of the Contractor's request for payment, and on the basis of
an inspection of the work, the UN House Manager shall make a
determination as to the amount which, in his/her opinion, is then due. In the
event the UN House Manager does not approve payment of the full amount
applied for, the UN House Manager shall advise the Contractor of the
reasons therefore.
8.6. Additional Withholding
Independently of monies permitted to be retained under this Contract, the UN
may withhold from payments due the Contractor any amounts as may be
considered necessary to cover:
 Wages or other amounts due the Contractor's employees on this project;
 Wages or other amounts due employees of subcontractors on this
project;
 Amounts due suppliers of materials or equipment for this project; and

30
 Any other amounts for which the Contractor may be held liable under this
Contract, including but not limited to the actual or prospective costs of
correction of defective work and prospective liquidated damage when the
Contractor has failed to make adequate progress.
8.7. Payment
Payment shall be effected within 30 days of receipt of invoice.
8.8. VAT
This is a VAT exempted Contract. The UN will obtain and assist the
Contractor by obtaining the necessary exemptions from the relevant
authorities.
8.9. Financial documents
Originals of all financial documents shall be maintained on site for audit
purposes.

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Annex A: LIST OF SUBCONTRACTED SERVICES
The following table shall be completed for all subcontracted services. Detailed
information may be attached as separate pages.
N. Service category Scope and extent of services Name and address Value of
to be subcontracted of proposed firm subcontracted
services (NGN)
A.1 Electrical
A.2 Generators
A.3 Ventilation and air

conditioning
A.4 Elevators
A.5 Other mechanical
A.6 Architectural finishes
A.7 Sanitary plumbing

and drainage
A.8 Fire prevention
A.9 PABX

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N. Service category Scope and extent of services Name and address Value of
to be subcontracted of proposed firm subcontracted
services (NGN)
A.10 CCTV / TV
A.11 Access control
A.12 Fire alarm
A.13 PA and video

projection
A.13 Provision of spare

parts
A.14 Other (specify)
Annex B: PRICES / COSTS
B.1. All prices shall be submitted in Nigerian Naira

B.2. Scheduled Maintenance Services
a) In consideration of satisfactory performance of all the scheduled services
required under this contract, the contractor shall be paid a fixed-price per
month for Scheduled Maintenance Services. No additional sums will be
payable on account of any escalation in the cost of materials, equipment or
labor (unless mandated by local law), or because of the contractor's failure to
properly estimate or accurately predict the cost or difficulty of achieving the
results required by the maintenance plan is. Nor will the contract price be
adjusted on account of fluctuations in the currency exchange rate.
b) Premium pay for services required to be provided on holidays is included only
in the fixed prices for Scheduled Maintenance Services.
B.3. Unscheduled Services
The fixed hourly rates per labor category shall be used to establish firm fixed-
price task orders. Each task order shall be issued in advance and priced by
multiplying the hourly rates by the number of hours required.
a) The contractor shall also be reimbursed for costs for any materials/equipment
ordered under the task order issued by the UNDP in conjunction with the
33
Unscheduled Services, as further described in H.14. No profit shall be added
to this material/equipment. All costs of materials/equipment shall be itemized
on the invoice, such as purchase price of material/equipment, cost of
transportation and cost of handing. If VAT charges are paid then they must be
itemized in each task order.
B.4. Emergency Services
a) Emergency services shall be issued and priced at the same rates as
unscheduled services however, work that is required beyond normal working
hours or days (see F.8) or 40 hours per week or 8 hours per day and meet the
definition of emergency services as defined in C.1.3 may use overtime rates
as fixed below.
b) The contractor shall also be reimbursed for costs for any materials /
equipment ordered under the task order issued by UNDP in conjunction with
the Emergency Services, as further described in H.14. No profit shall be
added to this material/equipment. All costs of materials/equipment shall be
itemized on the invoice, such as purchase price of material / equipment, cost
of transportation and cost of handing. If VAT charges are paid then they must
be itemized in each task order.
B.5. Ordering
All supplies or services to be furnished under this contract shall be ordered by the
issuance of Purchase Orders by UNDP. Orders may be issued from the date of
the RR’s signature until the end of the "Period of Performance" applicable to this
contract.
a) Contractor will be asked to submit a cost proposal when given a draft scope
of work for an unscheduled task.
b) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders
for each unscheduled or emergency task that needs to be performed.
c) All delivery orders are subject to the terms and conditions of this contract.
This contract shall take precedence in the event of conflict with any order.
B.6. BASE PERIOD PRICES - LABOR
B.6.1. Scheduled Maintenance Services. The fixed-price for each of the first
two years (starting on the date stated in the Notice to Proceed and continuing
for a period of 24 months) for scheduled maintenance services as defined
in Section 4 is determined as:
Item Service Financial offer Of which

subcontracted
(in Nigerian Naira)
amount is:
1 Electrical
2 Maintenance and
operations of generators
3 Routine maintenance of
ventilation and air
conditioning systems
4 Elevators

34
5 Other mechanical
6 Maintenance of
architectural finishes and
infrastructure
7 Sanitary plumbing and

drainage
8 Kitchen equipment n.a. n.a.
9 Fire prevention
10 Low voltage systems
11 Provision of spare parts
12 24-hour emergency call
Total annual fixed cost
Monthly fixed cost
The costs indicated above include all costs and benefits related to labor,
including but not limited to:
 Head office overhead charges
 Time lost due to inclement weather
 Bonuses and all other incentive payments
 Contribution to training levy and all statuary contributions
 Contributions for annual and public holidays
 Fares and time allowances for traveling
 Safety and welfare facilities
 Workmen's compensation and third party liability insurance’s, sick pay
or insurance in respect thereof
 Obligations for redundancy payments
 Tool allowance
 Use, repair and up keeping of small tools
 Protective clothing and safety personnel protection
B.6.2. Unscheduled Maintenance Services. The fixed unit prices for
unscheduled maintenance service as defined in Par. 1.3. is:
35
Hourly rate
Estimated
Labor category (for evaluation Total
hours / month
purposes only)
Maintenance Engineer 10
Electrician 20
Electrician Helper 20
HVAC Technician 20
HVAC Helper 20
Plumber 10
Plumber Helper 10
Carpenter 10
Mason 5
Painter 5
The costs indicated in the table above include overtime, as well as all costs
already included in B.6.1.
B.6.3. Emergency Services. For emergencies occurring during a normal

business day the rates identified above for unscheduled maintenance shall
apply. For overtime work or emergencies occurring on other than a normal
work day or hours the following rates shall apply:
Overtime rate
Estimated
hours / month
purpses only)
Maintenance Engineer 5
Electrician 10
Electrician Helper 10
HVAC Technician 10
HVAC Helper 10
Plumber 5

36
Overtime rate
Estimated
hours / month
purpses only)
Plumber Helper 5
Carpenter 5
Mason 5
Painter -
B.7. BASE PERIOD PRICES – SPARE PARTS AND CONSUMMABLES

The table below is provided to give an indication of spare parts and consumables
typically required for maintenance. The unit cost shall be maintained for a
minimum period of 12 months, after which it may be revised based upon actual
costs incurred. Except where indicated by equipment manufacturer, brand names
are indicative, and may be subject to change.
UN COMMON SERVICES
SPARE PARTS FOR BUILDING MAINTENANCE
QUANTITY ESTIMATED ESTIMATED T
REQUIRED UNIT COST IN IN NAIRA
Naira
S/N DESCRIPTION UNIT
A ELECTRICAL MAINTENANCE COSTS

1 Bulb 100 Watts E27 5000 each
2 Bulb 16 Watts Biax 2D 1000 each
3 Bulb 18 Watts Flourescent Tube 1000 each
4 Flourescent Starters S 2 1000 each
5 Flourescent Starters S10 1000 each
6 150 Watts Sodium Lamp 1000 each
7 80 Watts Mecury Lamp 1000 each
8 Lamp - Polylux F282D/835 Biax 2D 1000 each
9 Bulb - Osram L8W/23 White 1000 each
10 Lamp - Osram Dulux D 18 W/21-840 1000 each
11 Mem 13 amps switch socket single 1000 each
12 Mem 13 amps swith socket double 1000 each
13 Mem 15 amps swith socket single 1000 each
14 Mem 15 amp top plug 1000 each
15 Mem 13 amp top plug 1000 each
16 4 BA Screw 1000 each
Circuit Breakers - 20 amp, 32 amp, 25 amp, 42 amps & 60
17 amps 500 each
18 1 x 2.5 mm2 Cable (Red) 10 Coil
19 1 x 2.5 mm2 Cable (Black) 10 Coil
20 1 x 2.5 mm2 Cable (Earth 10 Coil
21 2" x 2" PVC Trunking 150 length
22 3 x 25 mm2 PVC/PVC Noccaco Cable 10 Coil

37
23 Flourescent Chokes 50 each
24 3.0 x 25mm cables 50 each
25 Flourescent Chokes 1 x 36/2 x 18w 50 each
26 16mm clips 50 each
27 PVC Pipe 30 mm dia 50 each
28 Single Blank Cover 50 each
29 Double Blank Cover 50 each
30 6mm Fischer 50 each
31 F.I. 63A Switch 50 each
32 Junction Box 16 x 12 mm 50 each
33 Junction Box 9 x 9 mm 50 each
34 36 W Flourescent Tube 4 ft 2000 each
35 36 W Flourescent Tube 2 ft 50000 each
36 5 x 4 mm2 PVC Noccaco Cable 50 each
37 Small Connection Box 12 x 12 mm 50 each
38 Decoster Bulbs 12 V 50W 50 each
39 Screw Lamp Holders 50 each
40 S2 Series Single Starter 50 each
41 One Gang One Way Switch 50 each
42 60W 2 pin bulbs 50 each
43 6 mm extractor fan 50 each
44 EMI 220v, 150w Sodium Lamp Screw Bulb 50 each
45 25 amp circuit breaker 50 each
46 35 x 4 mm Junction Box 50 each
47 3 Pole Isolator ABB 100 amp 50 each
48 20mm PVC Pipe 50 each
49 B 16 single pole circuit breaker ABB 50 each
50 1 x 36w 230v choke 50 each
Sub Total
B AIR CONDITIONERS MAINTENANCE COSTS

1 1.5 hp compressor 25 each
4 Overload relay 30 each
5 R 22 Gas 50 each
6 Nitrogen Gas 5 each
7 Dryer 20 each
8 Air Conditioner Capacitor 25 Micro Farad 20 each
9 Capacitor 60 uf 50 each
12 A/C Fan Belts 20 each
13 Air Conditioner Capacitor 45 Micro Farad 20 each
14 Rotary Compressor 1.5 Hp (National) 50 each
15 R 407 Gas 50 each
16 Capacitor 1.5 uf 50 each
17 A/C Capillary 1/8" 50 each
18 Pipe 12mm 50 each
19 Pipe 6mm 50 each
20 Compressor Oil 50 each

38
21 Cap Nut 1/4" Pipe 50 each
22 Bearing Type CRB 25/72 50 each
23 Siemens EM 5/27 3 RV 10 11-1KA 109-12A 50 each
24 Eltako-Relay XR 12-200-230 VAC 50 each
25 Fanbelt SK 3V300 50 each
26 Fanbelt SK 3V450 50 each
27 Fanbelt SK 3V 530 50 each
28 9.5 x 750 LA 50 each
29 9.5 x 800 LA 50 each
30 9.5 x 1150 LA 50 each
31 9.5 x 1200 LA 50 each
Sub Total
C GENERATOR MAINTENANCE COSTS

750 KVA
1 CA1R0716 Filter A 24 each
2 CA1R0749 Filter AS Fu 24 each
3 CA1421339 Element AS 12 each
4 CA1335673 Element -Filt 12 each
5 MB3E9840 Engine Oil 16 Drum
6 Water Separators 50 each
7 Distilled Water 10 gall
8 Heavy Duty Batteries 5 each
225 KVA
1 CA1RO739 Filter As 5 each
2 CA1RO750 Filter As 5 each
3 CA1421339 Element As 5 each
4 CA1335673 Element - Filt 5 each
5 CA2170616 Inhibitor 5 each
Sub Total
D PLUMBING MAINTENANCE COSTS

1 1/2" Tap (England) 20 each
2 Kitchen Mixer (England) 2 each
3 Bottle Traps 20 each
4 Kitchen Waste Hose 10 each
5 Reducing Rubber 10 each
6 Shower Tap 10 each
7 Basin Wash 5 each
8 PVC Elbows - 1/2", 1", 3/4", 4". 10 each
9 G.I. Elbows - 1/2", 1", 3/4", 4". 10 each
10 Flexible Pipe 1/2" 10 each
11 Putty 5 each
12 Tangent Gum 5 each
13 Yan Rope 5 each
14 G.I. Pipe 1/2", 1", 2", 3/4", 4". 10 each
15 PVC Pipe 1/2", 1", 2", 3/4", 4". 10 each
16 Back Nuts for Top 1/2". 10 each
17 W.C. Valve. 10 each
18 Nipple 1/2" 1", 3/4", 4". 10 each

39
19 Tee Fitting (different sizes) 10 each
20 3/8" Chrome Pipe 10 each
21 1/2" Reducing socket G.I. 10 each
22 3/8" Chrome Socket 10 each
23 Angle Valve 10 each
24 1" PE Pipe 10 each
25 1" Socket 10 each
26 1" Gate Valve 10 each
27 1" PE Tee 10 each
28 1/2" Shower Hose 10 each
29 4" Pan Connector 10 each
30 3/4" Irrigation Tap 10 each
31 W.C. Seat Cover 10 each
32 Foot Valve 100cm dia 10 each
33 Galvanized 4" pipe 10 each
34 Union connector PVC 50mm 10 each
35 1/2" Sprinkler head 10 each
36 1/2" Shower Hose 10 each
37 Urinal Flush 10 each
38 Silicon Gum 10 each
39 Soap Dispenser 10 each
40 Basin Tap 1/2" 10 each
41 Non-return valve 50 mm 10 each
42 Toilet roll holder 10 each
43 3/4" G.I. Uni-connector 10 each
44 3/4" Union PVC 10 each
45 Cement 10 each
46 Bottle Traps 10 each
47 Valve Bail 1" 10 each
48 1/2" Complete Shower Tap 10 each
49 Kitchen Mixer (England) 10 each
50 Thread Tape 10 each
51 Chlorine 10 each
52 Water Heater (10 litres) 10 each
53 3/8" Chrome Pipe 10 each
54 3/8" Socket Chrome 10 each
55 1/2" - 3/8" reducing Socket G.I. 10 each
Sub Total
E MAGNETIC DOORS PARTS

1 HID Card Reader Swap Type 30 each
2 Door Switch MK Type 30 each
3 Gent 34000 Power Supply Module 4 each
4 Gent 34000 Loop Card 4 each
Sub Total
J ELEVATORS (KONE MONOSPACE LIFT) MAINTENANCE

40
BOARD
1 LCECPU Part No. 713100G01 2 each
2 LCE230 Part No. 713120G01 2 each
3 LCE REC HIGH PW Part No.713140G02 2 each
4 LCEOPT Part No. 713150G01 2 each
5 LCEGTW Part No.713180G01 2 each
6 V3F16es DCB 713900G01 2 each
7 V3F16es Driver 713940G01 2 each
8 V3F713476 H04 1 each
DOOR PARTS
1 AMD 1 Door Motor Part No. 89717G06 1 each
2 AMDC1C -0900, Door Motor Belt 1 each
3 Door Control board for AMDC1C-0900 1 each
4 Alarm Bell Unit Board - Part No. 713580G01 1 each
5 Emergency Car Light Board - Part No. 713570G01 1 each
6 Display Car PI Board - Part No.713500G01 1 each
CAR PARTS
1 LCE/CCB Board (Car Box) Part No. KM713710G01 1 each
2 Circlip C4855 - 20 (Rapid) Part No. KM261110 1 each
3 Board for Push Button Unit (for 1 Unit) - Part No.720563H02 1 each
4 Board for Push Button Unit (for 2 Units) - Part No.720563H03 1 each
5 COP Display Board - Part No. 713500G01 1 each
6 Alarm Bell Unit Board Part No. 713580G01 1 each
7 Emergency Car Light Board Part No. 713570G01 1 each
8 Car Operating Board Part No. 713723 H04 1 each
Brake Module 2 each

Clamping Plate MX06 4 each
LCE KNX 4 each
Car Guide Shoe 2 each
Counter Weight Shoe 4 each
Magnetic Switch Wire with Switch 4 each
Magnetic Switch Wire with Switch 77U/N LCE 2 each
Call Button down call 2 each
Call Button up and down call 5 each
Board for Push Button 5 each
Technometer. 2 each
Sub Total
GRAND TOTAL
B.8. OPTION YEARS

For any option year cost increases, if any, shall be based on recognizable
inflation rates, and shall be negotiated with UNDP. In no event shall any increase
exceed ten percent of the previous year’s costs.

41
Annex C: Documents to be submitted with Proposal
The contractor shall provide full documentation to respond to all areas of the Scope
of Works. This shall include, but is not limited to:
 Comprehensive Maintenance concept. (The selected Contractor shall submit

a Comprehensive Maintenance Plan within 30 days of award of Contract.)
 Execution plan
 Personnel manual, providing sufficient information to evaluate salary and
benefit structure for contractor’s staff. This information shall include an
analysis of salary and benefits, including minimum take-home pay for
unskilled and/or semi-skilled personnel.
 List of personnel for key positions, and CV for each
 Job descriptions for basic positions
 Samples of service reports to the client (monthly, quarterly and annual)
 Detailed list of available equipment, workshops and support facilities
 Inventory maintenance plan
 Policy statement on how the Contractor will respond to environmental
concerns
 The Contractor shall provide evidence of his workshop capacity and
workshop performance
 Sample format of cost proposal for unscheduled tasks
 Quality Assurance Surveillance Plan
 Waste removal plan

42
Annex D: Electrical testing
5.5. Technical Test

Where relevant, the following tests shall be carried out in the sequence
indicated. In the event of any test indicating failure to comply, that test and
those proceeding, the results of which may have been influenced by the fault
indicated, shall be repeated after the fault has been rectified.
 Continuity of Ring Final Circuit Conductors
The continuity of all conductors, including the circuit protective conductor
of every ring final circuit, shall be verified.
 Continuity of Protective Conductors
Every protective conductor shall be tested to verify that it is electrically
sound and correctly connected. The resistance of every protective
conductor shall be measured with a testing voltage not exceeding 50
VAC at 50 Hz. The testing current shall be 1.5 times the design current of
the circuit subject to the maximum of 25A.
 Earth Electrode Resistance
The resistance of every earth electrode shall be measured to ensure that
the earth resistance of the earth electrode will fulfil the purpose for which
it has been installed. The testing method shall be in accordance with
Code 218 of the C.O.P.
 Insulation Resistance
The insulation resistance of the installation shall be tested in accordance
with the C.O.P. and IEC Regulations. The resistance measured shall not
be less than the following minimum valves:
- Insulation resistance to earth 1 Mega
ohm
- Insulation resistance between poles or phase 1 Mega
ohm
- Insulation resistance of equipment 1 Mega
ohm
As per the appropriate requirement or 0.5 Mega ohm if there is no
additional requirement.
 Electrical Separation of Circuits
Electrical separation required for circuits of safety extra-low voltage
equipment, or required for protection against indirect contact, shall be
inspected and tested with a testing voltage of 500V d.c. for one minute.
The insulation resistance value shall not be less than 5 Mega ohm.
9 Protection by Barriers and Enclosure
Barriers and enclosure provided during erection to afford protection
against direct contact shall be tested for compliance with IEC 529.
10 Verification of Polarity
A test of polarity shall be carried out to all fuses, single pole control
devices and Edison-type screw lamp holders, socket outlets etc. By using
proper test probes and a test lamp where main supply is available or

43
using a continuity tester where main supply is not available. Neon
indicators shall not be used for this purpose.
Earth Fault Loop Impedance A test shall be carried out to verify the
effectiveness of the earthing by means of a phase-earth loop tester. The
value of impedance for each loop shall not exceed the requirement of
local regulation.
11 RCCB
Every residual current-operated circuit breaker shall be tested for proper
and satisfactory operation. The test shall be made by applying A.C.
voltage not exceeding 50V r.m.s. across the neutral and earth terminals.
Alternatively, tests may be carried out in accordance with the standard
methods recommended by the device manufacturer.
 Lightning Protection System
Every lightning protection system shall be tested in accordance with
International Requirement.
12 Equipment Testing
Testing on electrical equipment and appliances supplied 'Aithin the
electrical installation Contract, e.g. switchboard, chillers, pumps, exhaust
fans, pumps, etc. shall be carried out in accordance with manufacturer's
recommended procedures.
12.1 Functional Testing
In addition to the above individual testing, the testing shall be extended to
include the functional testing of the electrical system when the fixed electrical
system is energized.
Functional test of the fixed electrical installation shall be conducted to
produce evidence and verification of the electrical installation, which is
capable of performing the designated function encapsulated in the original
electrical installation design.
All circuits shall be verified through switching operation to ensure that the
circuits are installed in accordance with the designated circuit. The test shall
include but not be limited to the following:
 On/Off switching of the lighting circuit to ensure that the lighting circuit is
installed corresponding to the lighting switch, protective device and
labelling.
 Switching of the general power circuit to ensure that the circuit
corresponds to the protective device, and that the protective device
performs in accordance with the designated duty.
 Switching of the main switch I isolator to ensure the corresponding circuit
is properly controlled by the main switch I isolator.
 Switching of all sub-main and main distribution circuits, e.g. bus ducts,
cable feeders, underground cables, etc. to ensure the correct isolation of
the connected circuit.
 Switching of all changeover switches to ensure the changing over
sequence corresponds to the design criteria.
 Ensuring all the protective devices perform properly against the
designated circuit
44
45

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Scope of Services for UN House Technical Facilities Maintenance

Annex A: List of services to be subcontracted

UN House Facilities Maintenance – Scope of Services

UNDSS: United Nations Department of Safety and Security

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

UN House Facilities Maintenance – Scope of Services

A.3 Ventilation and air

A.5 Other mechanical

A.6 Architectural finishes

A.7 Sanitary plumbing

A.8 Fire prevention

UN House Facilities Maintenance – Scope of Services

A.11 Access control

A.12 Fire alarm

A.13 PA and video

A.13 Provision of spare

A.14 Other (specify)

Annex B: PRICES / COSTS

B.1. All prices shall be submitted in Nigerian Naira

Item Service Financial offer Of which

UN House Facilities Maintenance – Scope of Services

7 Sanitary plumbing and

8 Kitchen equipment n.a. n.a.

10 Low voltage systems

11 Provision of spare parts

12 24-hour emergency call

Total annual fixed cost

Monthly fixed cost

B.6.3. Emergency Services. For emergencies occurring during a normal

UN House Facilities Maintenance – Scope of Services

B.7. BASE PERIOD PRICES – SPARE PARTS AND CONSUMMABLES

A ELECTRICAL MAINTENANCE COSTS

UN House Facilities Maintenance – Scope of Services

B AIR CONDITIONERS MAINTENANCE COSTS

UN House Facilities Maintenance – Scope of Services

C GENERATOR MAINTENANCE COSTS

D PLUMBING MAINTENANCE COSTS

UN House Facilities Maintenance – Scope of Services

E MAGNETIC DOORS PARTS

J ELEVATORS (KONE MONOSPACE LIFT) MAINTENANCE

UN House Facilities Maintenance – Scope of Services

Brake Module 2 each

B.8. OPTION YEARS

UN House Facilities Maintenance – Scope of Services

 Comprehensive Maintenance concept. (The selected Contractor shall submit

UN House Facilities Maintenance – Scope of Services

5.5. Technical Test

UN House Facilities Maintenance – Scope of Services

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