Draft RFP

For
Aparna Sarovar Owners Associations
Seeking
Property Management Service companies.

Notice is hereby given that proposals will be received by Aparna Sarovar Owners
Associations

For:
Property Management Services
Proposals received later than 15.00 hours on 1st of January, 2019 will not be considered.

Request for Proposal by the Management Committee (MC)

Of
Aparna Sarovar Owners Welfare Association (ASOWS)
For
Community Property Management Services

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 1

Project Management Services Description
The purpose of this RFP is to solicit proposals from vendors to act as the exclusive Service provider
/ agent for properties set forth in this document, with the responsibilities and upon the terms and
conditions set forth herein. The ideal vendor(s) will have experience of a minimum of 5 years in
Property Management Services (PMS).

Response Requirements
 Qualifications and Experience – summarize your firm’s qualifications, experience and special
expertise in providing the type of services identified in the project description, include
resumes of key personnel.
 Project Approach – provide a brief overview of your property management philosophy,
methods and practices and how they would meet the needs identified in the requested
services section. Describe how communication and reporting would occur between your firm
and ASOWS President.
 Pricing Methodology – provide base property management fees expressed as a fixed monthly
fee for property management services. Any additional fees (above the fixed fee) should be
itemized as a separate line item and priced as a cost reimbursement plus administrative
markup with the markup clearly identified.
 References – include a list of references (including contact names, telephone numbers and
email addresses) of at least two (2) recent or current properties managed by your firm within
the last four years of the same size and nature. The ASOWS reserves the right to contact
references without prior notification.
 Proposals must be made in the official name of the firm or individual under which the business
is conducted (showing official business address) and MUST BE SIGNED by a person duly
authorized to legally bind the person, partnership, company or corporation submitting the
proposal. A registered company must indicate place and date of incorporation.
 An authorized signatory signed and dated statement to the effect that respondent understands
and agrees for performing these services.

Length of Contract

The length of the contract is expected to be a three year term with ASOWS option to extend under
mutually agreed terms for one additional year.

Official Contact

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 2

Upon release of this RFP, all vendor communications concerning the overall RFP should be directed to
the President of ASOWS whose contact details are listed below. Any oral communications will be
considered unofficial and non-binding. Vendors should rely only on written statements issued by the
President of ASOWS for RFP.

In submitting a paper proposal, the original plus ten (10) copies of all proposals in printed form must
be submitted in a sealed envelope with the following words clearly marked on the outside of the
envelope “Property Management Services RFP for Aparna Sarovar Welfare Association (ASOWS).”
The Proposer’s name and address must be clearly indicated on the envelope.

Evaluation Procedures
The RFP will be coordinated by the President of ASOWS and PMS committee will evaluate the
submitted proposals.

The evaluators will consider how well the vendor’s proposal meets the needs of the ASOWS as
described in the Project description of this RFP. It is important the responses be clear and complete so
the evaluators can adequately understand all aspects of the proposal.

The evaluation process is not designed to simply award the contract to the lowest cost vendor. Rather,
it is intended to help the ASOWS select the vendor with the best combination of attributes, including
price and demonstrated experience providing comprehensive quality property and professional
management services for a multi-unit and commercial properties.

The ASOWS reserves the right to require a subset of finalist vendors make a presentation to a selection
team.

Following selection, the ASOWS and the selected firm will negotiate the services to be provided. Any
agreement resulting from acceptance of a proposal by the ASOWS shall be in the form standard
Services Provider Agreement. The ASOWS reserves the right to reject any proposed agreement or
contract that does not conform to the specifications in the RFP and which is not approved by the
ASOWS Legal counsel’s advice or has been blacklisted in any such community or receiving poor and
below standard feedback from any previous communities or any establishment where such services
were provided.

The ASOWS reserves the right to renew the agreement for a one (1) year period. Should renewal of this
agreement occur, the ASOWS would consider a request for price increase not to exceed the local
Consumer Price Index (CPI) for the most recent completed year.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 3

ASOWS Introduction and Background
The Aparna Sarovar Owners Welfare Association (ASOWS) through its Management Committee (MC) is
accepting proposals for community management services. ASOWS is a guard gated community
comprised of 1120 residential units located in Nallagandla, Serilingampally,Hyderabad. Telangana
State.
The successful proposer will be selected by the in theASOWS’s sole discretion based on several criteria
to be described in this Request for Proposal (RFP), and the final judgment of the ASOWS based on its
assessment of the various proposers. The decision of the ASOWS shall be final, and there shall be no
appeals allowed. The ASOWSmust interview the specific Manager that will be assigned to the
community.
The total cost of the proposal effort, including without limitation, preparation and presentation costs,
travel, models, and any other item associated with the marketing of the project shall be borne solely
by the proposing company, and under no circumstance shall the ASOWS or any entity or person
associated with the ASOWS be liable for any of said costs.
The existing contract ends March 31, 2019.
Accordingly, the successful proposer must be ready to take full control of the community
management project (“Project”) on April 1, 2019.

ASOWS and PMS agreesto a 90 (Ninety) day termination notice by the ASOWS will apply in any
resulting contract.

This RFP is designed to allow the proposer the latitude to inform the ASOWSMC of its individual
approach to performing the Project, with each proposal setting forth a detailed statement of the
services to be performed. This proposal must cover all the items at a minimum which are outlined
below and may elaborated if required by vendor to perform the requisite services and may also inform
of any other services that they can inform to improve the quality of life in Aparna Sarovar
communitythrough software and reduce the manpower and or overhead costs.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 4

Description of ASOWS Community
ASOWS consists of a guard gated community of1120 residential units in 14 blocks with each block
having 20 floors and each floor having 4 apartments. There are two guarded gates providing entrance
and exit to and from the community, these entrances have cameras and record the coming and going
of residents and visitors.

Common area facilities include:

1. 2outdoor swimming pool andindoor swimming pool,
2. Basketball court
3. Two tennis courts, Two indoor Squash courts
4. Outdoor children’s play area
5. Cricket netted ground for practice
6. AClub andoutdoor sporting facility which includes
a. A Gymnasium / fitness room and other indoor games etc.
b. Meeting room
c. Library, AV/TV area
d. Offices and other facilities
e. Three restrooms in the Club house
f. Multi-purpose hall with adjoining ground
7. Fire Prevention systems Etc.
8. Gas Banks
All proposers are expected to make a detailed site investigation to familiarize themselves with the
layout and content of the Community before submitting their proposals.
Arrangements for such site visits can be coordinated throughASOWS President,

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 5

Scope of Services
The Community Project Management Services PROVIDER shall furnish all those services necessary to
provide a fully serviced community managed project, including, but not limited to management of
and providing services for

1. Maintenance of Electrical equipment and distribution systems

2. Operation and maintenance of PLCs and Timers (including spares) being installed by at its
cost for automation of DG Sets and common area lighting respectively

3. Operation and maintenance of DG sets including lubricants, filters, Spares, diesel oil and 'C'
Check cost excluded. As per Annexure -4

4. Attending to electrical complaints in the common area and the

Apartments as per annexure -4.

5. Housekeeping, Cleaning/janitorial services for all common areas in the complex

including club house, meeting rooms, washrooms etc., as per Annexure — 1 & 6

6. Management of hydro-pneumatic and water supply systems including spares/

consumables. PLC spares excluded.

7. Operation of existing bore wells and the associated water pumping systems. Spares and
repairs for evacuation/revival excluded.
8. Daily collection and disposal of garbage from individual flats and Complex as per defined
schedule.

9. Attending to plumbing complaints in the common areas and theApartments as per

Annexure - 3.

Operation and maintenance of reticulated gas supply systems as per Annexure -3.
Procurement of gas @ cost of ASOWS. Reconciliation of gas procured, sold and stocks
is to be done manually every month by ASOWS.

10. Operation andmaintenance of Fire and safety equipment excluding spares

11. Replacing of Pipe lines, painting, extinguishers refilling, and hose reels,CP hoses,
couplings, hose boxes, hydrant valves, batteries, emergency fire rated doors.Statutory
fees for NOC's are excluded.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 6

12. The Service Provider for PMS will put all efforts to control thefts of brass couplings.

13. Maintenance of all Elevators. ARD batteries, fans.

14. Operation and maintenance of Water softening plant excluding filter media, resin,
salt and any retrofitting works. Regular consumables will be to vendor’s account as
per recommended schedule.

15. Operation and maintenance of sewerage treatment plant excluding filter media
&capital expenditure.

16. Maintenance of landscape including consumables, sprinklers.

17. Operation and Maintenance of (1.1kM) solar fencing excluding spares.

18. Operation and maintenance of carbon emission exhaust system excluding spares.

19. Maintenance and repairs of assets as per Annexure – 5

20. Periodical fogging of premises as per agreed schedule by the Service Provider for
PMS.

21. Periodic rodent/snakes and pest control services in common area only.

22. Meter readings, of electricity and gas through Apna Complex software/BMS, .
Monthly reconciliation should be provided to ASOWS.

23. Facilitating on call services to residents / common area for carpentry, masonryand
painting at a cost.

Attendance register:
A Biometric attendance record (Manual record in the event of biometric failure) of all the
employees shall be maintained and the society will have the full rights to inspect the same
on all days during working hours.
Work Plan: The PMS provider shall share a detailed work plan listing the roles and
responsibilities of each human resource employed at the premises to the Management
committee.
Customer service orientation:
All the human resources deployed at the premises shall be adequately trained and
instructed in customer service and would be expected to abide by the reasonable
standards of the same in a professional manner.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 7

Right of removal:
Society may recommend after objective analysis, the removal from its premises of any human
resource deployed in the premises by THE SERVICE PROVIDERif the employee is found to be
negligent in duties, non-responsive, rude, found lying or not speaking the truth, resorting to
unethical or corrupt practices, resorting to absenteeism or not found working in the interest
of the society. Proof of such behavior or complaints will be provided to senior management of
THE SERVICE PROVIDER. The employee will first be put on warning but repeat of any of the
above behavior will require THE SERVICE PROVIDER to remove the employee from premises of
Sarovar. Similarly, ASOWS assumes responsibility to discipline their erring employees /vendors
/ residents / agents of residents.
Recovery of Damages:
The PMS shall be liable for any acts of omissions or commissions by its human
resources either directly or outsourced. Society shall have the full rights to claim and
recover the damages thereof from THE SERVICE PROVIDER for such acts after a due
enquiry and giving an opportunity to PMS to submit its explanation.

Equipment to be deployed at Site by PMS vendor:

The following mechanized equipment shall be deployed by the Service Provider at its own
cost of procurement and maintenance at the premises of Aparna Sarovar to carry out the
responsibilities outlined in this document.
Equipment Purpose Quantity
Tata ACE carrier – Operational 1
Hand trolleys for waste transport Operational 30
Battery charger – Operational 1
Ride-on sweeping machine Cleaning parking and common areas, Roads 1
Scrubbing machine Floors etc. 1
Vacuum Machine Cleaning 1
Wringer trolleys House Keeping 8
Manual flippers House Keeping 3
Fogging machine Pest control 1
Lawn movers Horticulture 1
Power sprayer Horticulture 1 _-
Power trimmer Horticulture 1
Welding machine Fabrication 1
Hammer drilling machine Plumbing etc.
Ladder for replacing street lamps etc. Operational 1
Cutting, Pruning tools Horticulture 8

Note: Worn out equipment should be replaced as and when needed.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 8

 1. Staffing and Organization Chart(to be addressed in proposal).
2. Furnishing any and all other services necessary to provide a professional job of community
management for the ASOWS. The management company must have and employ its own
resources to independently manage the day to day assignedactivities of ASOWS.
3. Prior disclosure and approval ofany third party contracts or sub-contracts,
4. Provide to MC of the ASOWS the CVs and Background Check reports, with detailed specific
duties and responsibilities of personnel deployed.
5. At least twice a month do a drive and walk through in and around Community to monitor and
record activity, violations, common areas and recreation center concerns. Take notes on the
upkeep of perimeter walls, buildings and landscaping in close proximity. Make
recommendations on landscaping. Check thelandscaping that affect the appearance of
Community. Provide a monthly report to the MC.
6. Keep in regular contact with the guards and discuss any incidents, concerns or suggestions.
Report these discussions at each monthly ASOWS meeting.
7. Prepare/contribute an article to each monthly newsletter/Journal.
8. Disclose the management software that will be used to manage the community. Outline the
abilities of this software.
Evaluation Criteria
A number of factors will be evaluated by the ASOWSin selecting a Property Management Services. All
of the following factors, in addition to assessment by the ASOWS MC of the most qualified candidate,
for this assignment will be considered. These factors will be considered in conjunction with one
another, no single factor or factors will be given extra weight, but all factors will be given equal weight,
and a composite judgment of the most suitable Service Provider for this Project will be determined by
the ASOWS in its sole discretion.

(1) The ASOWSMC desires to maintain a safe and secure environment for its residents, and guests.
Therefore providing a safe and secure environment is a key criterion for this Project.
(2) The ASOWS MC also desires to maintain and enhance the appearance of our community. This
is important not only for the enjoyment of the community by everyone, but is essential to
protecting and enhancing the property values within our community. Therefore, the

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 9

 maintenance and enhancement of the appearance of the community is a key criterion for this
Project.
(3) The experience of the proposer in successfully managing other project management services of
this type and size will be an important factor, as will the experience of the individualassigned to
be the primary manager for this project. Each proposer shall submit a list of current and past
projects which are representative of the PMScommunity, together with the name and phone
number of the person(s) to contact as a reference(s).
(4) The ASOWS MC has a particular interest in cost control. Therefore, we will be evaluating not
only the costs of the proposer, but will be looking for cost containment and reduction actions
without compromising on the quality of service(s) that the successful proposer plans to bring to
the Project, including but not limited to competitive bidding for community services
contractors.
(5) The proximity to and timely responsiveness of the proposer to the ASOWS and its
requirements will be a key factor in evaluating proposers. The ASOWS MC provides on- site
office space to the proposer to use, and at other times as the need requires, to increase its
availability and responsiveness to residents and the ASOWS and to improve its readiness to
perform its responsibilities. Proposer’s proposal will address any of its plans to utilize this office.

Obligations of the Management Company

Proposer shall describe in detail the services and facilities that it will perform and furnish in conducting
the Project Management Services.

Compensation
Proposer shall provide in its proposal the detailed basis of compensation for the project management
services offered. Optional compensation approaches shall be proposed, including an “all inclusive”
rate.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 10

Stocks of spares as per Annexure — 8.
Information for Submittal of Proposals

Hard copies alongwith PDF version in a portable storage device (both in sealed condition) to be
physically submitted to
Manager – Facilities, ASOWS
C-1, Aparna Sarovar, 12/1-13,
Kanchi Gachibowli Road,
Post Gopanpally,
Serilimgampally,
Hyderabad - 500107
Office Contact No.: 040 67768587

General Notice for Proposers:

1. In addition to non-discrimination compliance requirements, the Service Provider(s) ultimately
awarded a contract shall comply with Central, State and local laws, statutes and ordinances
relative to the execution of the work. This requirement includes, but is not limited to,
protection of public and employee safety and health; environmental protection; waste reduction
and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects.

2. A Service Provider response that indicates that any of the requested information in this RFP will
only be provided if and when the Service Provider is selected as the apparently successful
Service Provider is not acceptable, and, at the ASOWS’s sole discretion, may disqualify the
proposal from consideration.

3. ASOWS reserves the right to reject any and all proposals, and to waive irregularities and
informalities in the submittal and evaluation process. This RFP does not obligate the ASOWS to
pay any costs incurred by respondents in the preparation and submission of a proposal.
Furthermore, the RFP does not obligate the ASOWS to accept or contract for any expressed or
implied services.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 11

Information to be compulsorily provided

1. Name of parent company

2. Length of time in business

3. Length of time in business of providing proposed services

4. Gross revenue for the prior fiscal year (in INR)

5. Percentage of gross revenue generated by proposed services

6. Total number of clients

7. Total number of clients in the proposed service area

8. Number of public sector clients

9. Number of full-time personnel

10. Where is your headquarters located, do you have any field offices, if so where
11. Which office would service this account from?
12. Please provide a list of references that can verify the financial standing of your company.

TERMINATION OF AGREEMENT

The ASOWS may terminate this Agreement at any time, with or without cause, by giving Ninety (90) days’
notice to the SERVICE PROVIDER in writing. The SERVICE PROVIDER may terminate this Agreement at any
time, with or without cause, by giving Ninety (90) days’ notice to the ASOWS MC in writing. In the event
of termination, all finished or unfinished reports, or other material prepared by the PMS pursuant to this
Agreement, shall be provided to the ASOWS MC.

ANNEXURE 1: HOUSE KEEPING (HK) SERVICES

Housekeeping services are services provided by PMS to maintain Aparna Sarovar
as a clean, environmental friendly community of choice and value appreciation for
its residents/owners. These services are provided by employing trained & skilled
manpower, supervisory staff & management utilizing automated electro-
mechanical equipment and cleaning / sanitary consumables.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 12

 WATER BODIES MAINTENANCE
Standard Complaint Resolution
Functio Process/Frequency/Timeline Time
n
Main Gate: Water Replenishment
Monthly Twice, by 12 Noon Two days

Main Gate: Waste Removal Daily by 12 Noon One Day

Arrival Court: Water Replenishing Monthly Twice: by 12 Noon Two Days

Arrival Court: Water Removal Daily by 12 Noon One Day

Play Area: Water Replenishing Monthly Twice, by 12 Noon Two days

Play Area: Waste Removal Daily by 12 Noon One Day

Water Court: Water Replenishing Monthly Twice, by 12 Noon Two days

Water Court: Waste Removal Daily by 12 Noon One Day

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 13


Function
All Blocks, All Floors including
basement corridor, Stair ease,
emergency stair case, Windows
etc.,
Second cleaning of: 1st floor &
basement corridors in all blocks
including entrance porch
Cleaning of Lifts
STP area
WTP Area
Basement: Cellar & Sub Cellar
All Roads in Aparna Sarovar
All offices including Society office
and conference rooms, security
offices etc.
CLEANING
Standard
Process/Frequency/Timeline Complaint Resolution Time
Dry and wet mopping including Four Hours
Cobweb removal; Daily by 1.00
PM
Dry and wet mopping; Daily Two Hours
by 5.00 PM
Dry and wet mopping of One Hour
floor and walls by 11.00 AM
Sweeping, daily by 4:30 PM Two Days
Sweeping, daily by 4:30 PM Two Days
Sweeping Weekly Twice, One Day
4:30 PM
Sweeping and cleaning One Day
Weekly Thrice 4:30 PM
Dry and wet mopping of Two Days
floor and walls by 11.00 AM

All Blocks Fire Refuge areas to be Sweeping and cleaning One Day
cleaned and be kept Weekly Thrice 4:30 PM
clear of all encroachments; Terraces to for refuge areas and
be cleaned under supervision of ASOWS once weekly for Terraces
Staff/ Security
Main Gate Entrance & Exit areas up Sweeping Daily by 10:30 AM One Day
to Boom Barrier.

Children play area including slides Sweeping, Dusting , cleaning One Day
and other play equipment and inner with Wet cloth; Daily by 1:00
podium PM
All Generator/Power Rooms Sweeping Daily by 4:30 PM Two Day
Tennis & Basket Ball Coy., t Sweeping Daily by 1:00 PM One Day
Tennis & Basket Ball Courts Water Wash, Monthly once One Day
by 1:00 PM
All Ramps Sweeping Weekly thrice by 4:00 Two Days
PM
All Fire Pump House Sweeping weekly once by One Day
4:30 PM
Communication Rooms Dry & Wet mopping Daily Two Days
by 1:00 PM
All Gas Banks: Interior & Sweeping, &CobWeb removal One Day
Exterior weekly once by 4:30 PM
Store Rooms Sweeping Daily by 10:30 AM One Day
All Blocks Conference rooms Sweeping& Mopping alternate One Day
days by 1:00 PM
Dormitories Dry & Wet mopping daily by One day
4:30 PM ,
AM Common Toilets Wet Cleaning once a week 4 Hours

Cleaning of Children's Play Daily by 10:30 AM Four Hours

area/Debris Removal

Sieving of Sand, Drying aid cleaning Once a week One Day

Excluding replacement of sand

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 14

 MISCELLEANEOUS
Standard
Function Process/Frequency/Timeline Complaint Resolution Time
Pest Control and Fogging - Monthly twice, by 6.00PM Two Days
All common areas

Carpent As per need, within 24 One day

ry hours

Seepage: Civil- Facilitate As per need, within 8 hours Two Days

at the cost of ASOWS

Honeybee comb removal Monthly twice, before One Day

sunset
Electricity to residents of ASOWS
and Fire duct to
be checked and locked Daily by 4:00PM One Day

Providing standard name

ASOWS/s for 1st owner at
owner! cost As Applicable One week

ANNEXURE 2: UTILITY SERVICES

Ensure reliable and efficient supply and maintenance of utilities– electricity supply to residents of
ASOWS, gas and water to residents and to attend to complaints thereof.

Gas Supply
Standard
Function Process/Frequency/Timeline Complaint Resolution Time
Ensuring uninterrupted gas supply
Ensuring coordination with gas
supply agency on all relevant
matters including timely supply, in 99% of Time One Hour
coordination with ASOWS As per timelines One Day
requirement of specific In Coordination and instructions of
issues ASOWS

ASAP One Week

Handling all metering issues.
Wrong billing will be handled and
meter calibration shall be done at
resident’s cost
Operation and Maintenance of Immediate
reticulated gas supply System.
Apartment at owner cost.
Scope shall include maintaining a
minimum inventory for the
pressure reticulated system and ASAP
pipes including spares, Up to PRS 2
under PMS. identification
Gas Leakage PRS 3, Meter, any pipe Preventive maintenance as Immediate
And rectification. Required.

Gas Leakage by residents in

flats Immediate Immediate

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 15

  In the absence of gas technician during nights and early hours multi skilled technician will substitute the
gas related Services.

WATER SUPPLY:
Standard Complaint Resolution
Function Process/Frequency/Timeline Time
Ensuring uninterrupted 99% of time(subject to
water supply availability of water) One Hour
Quality of water to be tested every month
with certified agency and circulating the
report of same to MC Within 10th of every month One Week
Ensuring coordination with water As per the timelines One Day (Subject to
supply agencies of the government to requirement of specific issue HMWSS rules)
Ensure timely supply as per the
contract, any other Relevant purposes. Liaison
charges excluded
Accurate and timely billing and Within Due Dates One Day
collection of water Charges from
members
Operation and Maintenance of Hydro Preventive maintenance as per Immediate
Pneumatic Water supply system specifications of manufacturer
including spares and consumables. Excluding & best practices
PLC spares

Water Leakage identification and ASAP 15 Minutes

rectification
Operation and Maintenance of Water Preventive maintenance as per Four Hours
Softening plant including spares and specifications of manufacturer &
supplies. Excluding Media replacement and salt best practices

Operation of bore wells within the premises Preventive maintenance as per Four Hours
and its maintenance schedule

CARPENTRY & CIVIL

Standard Complaint Resolution Time
Process/Frequency/Timeline
Function
Immediate (after
Resident Lockout verification of Identity and
At owners risk in security Staff presence Two Hours
Minor Carpentry Works like Two Days, at cost to Resident One Day
door stoppers, door/windows
being frozen, frozen bolts etc.
At a coat
Replacement of door stoppers, As at cost with Resident One Week
doors, windows, locks, bolts,
etc., at a cost
Minor civil works and At cost to Resident One Week
miscellaneous work, like
replacing tiles plastering
etceteagesplastering or water
pro

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 16

ANNEXURE 3: PLUMBING SERVICES
Ensure reliable and efficient services for water and drainage plumbing networks in the
complex and toattend to complaints thereof. PRV replacement Excluded.

PLUMBING

Standard Complaint Resolution Time

Process/Frequency/Timelin
Function e

As per need

Plumbing-Apartment :Critical < Two Hours

As per need

Plumbing-Common Areas: Critical < Two Hours

In accordance with MC
guidelines and day time only
Plumbing-Apartment: Regular - < Four Hours
As per need: Weekly twice
preventive checks
Plumbing-Common Areas: Regular < 8 hours

Once Every month

Drainage pipe cleaning: Regular < half an hour

PMS will attend to de-clogging of drains & pipes but cannot be held
responsible for collateral damages due to:
1. Reverse flow occurring due to blockage of waste / soil lines due to
sanitary napkins and Utility trap blockages due to food waste /plastic etc....
2. Not keeping isolation valves closed during vacation / door locked / permanent
door locked and further unforeseen leakages / flooding and resulted damages.
3. PMS shall report any such event involving violation of any kind involving
damage / disrupting of common property to MC

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 17

 ANNEXURE 4: ELECTRICAL SERVICES

Ensure reliable and efficient distribution of electrical energy to the complex and to
attend to complaints thereof.

ELECTRICAL SUPPLY

Standard Complaint
Function Resolution Time
Process/Frequency/Timeline

1 hour (Subject to type

Ensuring uninterrupted supply of electricity to 99% of time
residents of ASOWS of break down)

Ensuring coordination with TSSPDCL and

communication to residents of ASOWS, supply As per the timelines
agency on all relevant matters including requirement of specific issue One
supply and interruptions thereof, billing etc. Day
liaison charges excluded

Accurate and timely metering, billing and

collection as per ASOWS guidelines Within Due Dates
One
Day
Handling all Electricity issues of residents of ASOWS,
Accurate and timely reading of meters and Metering ASAP One Week
issues, subject to wrong billing issues and Meter
Calibration at cost to resident excluded

Operation and Maintenance of Electrical supply

system including transformers (spares
excluded), LT panel including spares and DG
sets excluding Spares. Excluding Capital preventive maintenance as per
< 8 Hours
expenditure like breakers, CTs, PTs, Contactors, Schedule
Bus bars, cables etc....

Electrical leakage identification and ASAP Immediate

rectification

Forty Seconds 40 Sec Immediate

Switching from main supply to DG power during
power Outages
Common areas including house, tennis and
Establishment of proper process 4 Hours
basketball courts - Adhering to guidelines of with identified persons being
Management Committee made responsible

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 18

 ELECTRICAL COMPLAINTS:

Complaint
Function Standard Resolution Time
Process/Frequency/Timeline
As per need, Within 30
Electrical-Apartment :URGENT minutes Half Day
(Subject to "no-change" made to
load distribution by resident)
As per need, Within 30
Electrical-Common Areas: minutes Half Day
URGENT
As per need, Within 4 Hours Half Day
Electrical-Apartment: Regular
(Subject to "no-change" made to
load distribution by resident)
As per need, Within 4 Hours One Day
Electrical-Common Areas: Regular
As per need, Within 8 One Day
Replacement of light fittings and lamps in common areas Hours '
Subject to availability of spares and consumables by ASOWS

ANNEXURE 5: MAINTENANCE AND REPAIR OF ASSETS

Ensuring proper working and maintenance of all assets, equipment, engineering machinery and
computer hardware & software needed for efficient functioning of the community.

General terms for this category are listed below.

1. A detailed list of equipment shall be maintained by Vendor themselves and
those

for which external AMC contracts shall be agreed prior to entering agreement
with ASOWS.

2. All AMC contracts shall be paid by Vendor and they would only be acting on
behalf of society while making the payments to AMCs. The AMC maintenance
cost is included in the overall quote given. Copies of AMCs to be provided to
ASOW Society.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 19

3. Vendor to undertake preventive maintenance of equipment to ensure non-
corrosion, avoid damage due to shortage of lubricants, proper cleaning of filters
and other parts, avoidance of jamming of moving parts due to non-usage etc.

4. Vendor to undertake regular checking of equipment to ensure that they are in

working condition and can be used as and when required.

5. For all equipment to be maintained by Vendor, a detailed schedule of

preventive maintenance and checking to be submitted to society.

6. A monthly report of schedule and action on preventive maintenance and checks

to be submitted to management committee.

7. The cost of repairs of equipment including labor and parts to be borne by

Vendor except for the exclusions mentioned in the scope defined at the
beginning.
8. Information to society in time wherever major capital repairs and
replacements are-to be done.
9. Long term horticulture plan will be implemented as per guidance of MC.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 20

Technical Specific schedule is listed below:

EGINEE ING & MAINTENANCE OF EQUIPMENT / AMC SERVICES

Function Standard Complaint Resolution
Process/Frequency/Timeline Time

Monthly: Check functioning of One Day

all items
Elevators

Monthly: Check Oil, Battery 4 Hours

condition, starter, Auto-Start
Diesel Generators etc.,

Monthly: Check functioning & One Day

consumable levels
Removal of Sludge/Grease
STP
Monthly: Check functioning & One Day
consumable levels
WTP

Monthly: Check functioning One Day

Solar Fencing
Monthly: Check functioning One Day
Storm Water Pumps

Monthly: Check functioning One Day

Irrigation Pumps

Electrical Systems
Transformers
VCB's
HT/LT/Distribution Panels
Lightning Arrester
Monthly: Check functioning 4 Hours
Quarterly: Check functioning & One Day
consumable levels
Fire Fighting Systems

Reticulated Gas System Quarterly: Check functioning & One Hour

consumable levels
Hydro pneumatic pumps Quarterly: Check functioning & One Hour
consumable levels
Carbon Exhaust Systems Quarterly: Check functioning & One Day
consumable levels

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES 21

 ANNEXURE 6: CLUB HOUSE

Housekeeping (HK) services are services provided by PMS to Aparna Sarovar

Club house and associated infrastructure like Party lawn, Cricket Nets clean
and fit for day to day use.

Instructors / Coaches are arranged by Vendor to facilitate use the Clubhouse

facilities under proper supervision and guidance to the residents of Aparna
Sarovar with a view to enable the residents to learn the skills under
guidance, avoiding injury.

To keep Swimming pools (three), Tennis and Squash court etc. safe,
clean & usable along with Other facilities like the Reception,
Gymnasium, Guest Rooms, Multipurpose hall, AV Room, Library,
Restaurant premises etc.

CLUB HOUSE HOUSEKEEPING

Function Standard Complaint

Process/Frequency/Timeline Resolution
Time
Garbage Disposal: Toilets, Halls, Change
rooms, Guest rooms, MPH, Party Lawn and All
other rooms & facilities
Daily by 9:00 AM Two Hours

Garbage Disposal: (VENDORS) Clinic,

Esperanza, Colors, Beautiful people etc.
Daily by 9:00 AM Two Hours

Movement of Garbage: Club House to

Collection Daily by 11:00 AM One Day

Sweeping & Mopping: Front Desk, Hall,

Gym(in break hours), Library, AV Room, MPH,
Party Lawn, TT Room, Yoga & Meditation
room, Squash Courts, Swimming Pool
changing Rooms, stairs, lift, Lobby, corridor &
and all other areas
Daily Twice; by 11:00 AM
& by 3:00 PM Two Hours

Daily by 9:00 AM Two Hours

Sweeping & Mopping:
Esperanza,
Colors, Beautiful people Etc

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES

Pest Control Once a month One week

Fogging Once a month (in other One Week

seasons) Twice a week
during rainy season

INSTRUCTORS/COACHES
Standard Complaint
Function
Process/Frequency/Timeline Resolution
Time
Gym Instructor available on schedule Everyday, during Gym
Timings. opening hours
Swimming Pool Coach (2 coaches)/
Lifeguard available on Everyday, during pool open
schedule timings timings
Lawn Tennis Coaches (senior/Junior
Coaches) available on available on schedule timings
schedule timings

The Management Committee to approve the appointment of all Instructors/Coaches

Swimming Pool Maintenance

Standard Complaint
Function
Process/Frequency/Timeline Resolution Time

Filtration of Plant Indoor & Outdoor Pool All days 20 hours (6:00 AM to 10:00 One Day
PM
Regular Cleaning of floating & sunk
Daily Once One Hour
debris from all pools
Every Alternate days: PS one
Floors & Side Walls Cleaning of both pools day
Chlorination of all pools Excluding
consumables Weekly Twice One Day

To maintain pool
Indoor Swimming pool temperature
control Only daily operation and Excluding One
AMC Day

Registers to be maintained for all cleaning work daily, weekly monthly, quarterly etc.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES

 MAINTENANCE OF PLAY COURTS/ GYM
Function Standard Complaint Resolution Time
Process/Frequency/Timeline

Tennis Courts Cleaning Daily One

Hour
Tennis Courts Washing Every four weeks One Day

Flood lights/ Lighting at Courts 6 am — 6.30 am, 6.30

Only operation Excluding spares pm- 11pm (and as per One
ambient lightning) Hour

Mopping services after rain The tennis and basketball

Basketball court Cleaning
courts should be wiped
within 1 hour of rain
stopping in all seasons
during working hours.
Daily One
Hour

Basketball court Washing Every Two weeks One

Day

Squash courts Cleaning Every two days One

Day

Cricket Mat Cleaning Daily One

Hour

Gym Equipment cleaning Daily One

Hour

Gym Equipment AMC under

ASOWS scope As per discussions
with MC

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES

 ANNEXURE 7: EMERGENCY COMPLAINTS
Emergency complaints will have to be attended to immediately but definitely within 15 minutes.
The following complaints will be treated as emergency complaints.

1 Fire

2. Electrical short-circuit in apartments or common area

3. Electricity supply failure in apartments or common area
4. No water supply in apartments or common area
5. Major water leakage in apartments or common area
6. Drainage block in apartments or common area

7. Elevator stuck
8. Removal of dangerous animals like snakes etc.
9. Carpentry issue with main door locking in flats

In case of emergency residents can reach out to the below for timely
response.

Security Supervisor 24x7, Fire Safety 24x7, Help Desk 24x7

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES

ANNEXURE — 8: STOCKING OF SPARES

The PMS agency will stock the following items for replacing them in individual
flats on demand and on payment by the flat owner at prices pre-determined
in consultation by the management committee, which should be the
prevailing street prices, and certainly not above the maximum retail price.

This is subject to discussion and approval of the Management Committee.

ELECTRICAL PARTS PLUMBING PARTS
Item Quantity Item Quantity
description/ Specification description/ Specification

Flexible Connection
Tube Light, 40 Watts Each Pipes 12 inches 5 Nos. Each

Tube Light, 36 Watts 5 Each Flexible Connection

Pipes 18 inches
Flexible Connection
Pipes 2 4 inches

5 Each Stop Cocks 10 Nos.

CFL, 28 Watts
CFL, 10 Watts

MCB, 6 Amps 5 Each Flush Tank Mechanism 2 Nos.

MCB, 16 Amps
ECCB 2 Nos. Shower Mixers, Shower 2 Each
Head
Switch( Legrand ) 10 Each Bottle Traps 2Nos
5 Amps and 16 Amps
Socket (Legrand) word 10 Each Bottle Trap Parts Like 5 Sets
compatible: 6 Amps , nd 16 bottom caps etc.,
Amps
Plug Tops 3 Pin, 6 Amp tops 10 Each Health Faucets 2 Nos.
Plug Tops 3 Pin, 16 Amps
PVC Wire, 1.5 Sq. mm 100 M each 10 nos.
PVC Wire, 2.5 Sq. mm
PVC Wire, 5 Sq. mm
Health Faucet Brackets

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES

Any minor carpentry Issues need to be handled by the Service provider at the
earliest based on the nature of resident complaint at a cost
CARPENTRY PARTS
Item description/Specification Quantity

Door Stoppers, Same as fitted now 5 Nos.

Main Door Lock, Same as fitted now 2 Nos.

UPVC Door Lock, Handle Same as fitted now 5 Nos.

UPVC Window Lock, Handle Same as fitted now 2 Nos.

Any other WORKS OR ACTIONS TO BE TAKEN UP AS PER REQUIREMENT OF MC

for common area.

ASOWS RFP DOCUMENT FOR PROJECT MANAGEMENT SERVICES