General Summary of Responsibilities
Manage multiple functions of building operations and maintenance for a facility or building according to contractual requirements and PFS Systems and Procedures.
Specific Job Requirements
A. BUILDING MAINTENANCE MANAGEMENT
- Responsible for the regular maintenance and upkeep of the property at acceptable standards.
- Develop and implement a preventive and planned maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant / equipment failure.
- Establish standards and guidelines for maintenance services.
- Plan and manage cyclical repairs and upgrading services once every 3 to 5 years as determined and approved by the Government and in accordance with the Governments standards on maintenance. Such planned and schedule of works shall be given to the Government by the last quarter of the year for budgeting purposes.
- Provide supervision to all repairs and routine maintenance work performed by service contractors relating to building maintenance, mechanical and electrical services (lift, air-conditioning, water supply system, generator, electrical distribution system, security system such as bollard and mail scanner, communication system such as satellite dish, fire protection and fighting system etc.), horticultural and cleaning work and ensure all works are properly carried out and in accordance to specifications and contractual terms and conditions.
- Verify invoices and bills from suppliers, service contractors and relevant authorities in relation to management and maintenance of the Government's property including checking, certifying work when work is done and making recommendation for payment.
- Attend to matters relating to the property.
- Comply with all notices issued by the relevant authorities and co-ordinate all inspections and testing as required by the relevant authorities.
- Undertake regular and periodic inspections of the facility to ensure the system or equipment is cleaned, properly maintained and serviced.
- Conduct regular meetings with service contractors at operational as well as management level to resolve operational issues and review performance.
- Conduct one maintenance audit per annum (together with Managing Agent's HQ staff) to check that the property and its facilities and equipment are maintained and serviced. A report detailing the findings and recommendations has to be submitted.
- Provide advice to the Government as to the options available in relation to maintenance and upkeep work and implement after obtaining the Government's confirmation as to its preferred option.
- Ensure that all repair and replacement work is completed within the timeframe and budget agreed by the Government.
- Evaluate quotations/tender for works and submit recommendations to the Government for approval.
- Assist in the initial taking over of the property and supervision of the defective works during the defects liability period (if applicable).
- Assist the Government to administer warranties for systems, installations, fittings and materials used and works carried out by warranty suppliers and service contractors.
- Assist in Crisis Management and the preparation of emergency plan and assist the Government in conducting the fire drill exercise (at least once per year).
- Maintain and update the spare parts inventory for the Government with at least 10% buffer for fittings such as light bulbs, emergency exit signs etc.
B. CONTRACT MANAGEMENT
- Assist the Government in all dealings with the facility related service contracts for the property.
- Responsible for all property/facilities contracts including (but not limited to) services such as:
a. Cleaning and refuse removal
b. Fire protection services and system
c. Air-conditioning
d. Lifts and elevators
e. Security services and system
f. Electrical system and generator
g. Phone system
h. Plumbing and sanitary
i. Toilet and washroom hygienic services and Pest control
- Assist to prepare, call, recommend for award and administer the various tenders for the maintenance work, services and supplies and advise on the selection of suitable contractors or specialists in consultation with the Government Representative and subject to the approvalof the Government.
- Prepare specifications for works and services to invite contractors to quote in accordance to the Government's Financial and Procurement Regulations.
- Ensure all maintenance term contracts and licenses are considered for renewal and the decision whether to renew is made at least six months before the expiry date.
- Review specifications for the service contracts in consultation with the Government Representative.
- Monitor the performance of the service contractors.
C. PROPERTY ADMINISTRATION AND MANAGEMENT
- Deal with complaints, queries and suggestions made relating to the property and where necessary bring such complaints, queries and suggestions to the attention of the Government so that remedial steps can be taken to keep proper records of all such complaints, queries and suggestions.
- Prepare annual preventive and ad-hoc budget.
- Assist the Government to take stock, collect, record and update asset records of the building and M&E systems.
- Manage and maintain proper records and files of correspondence, documents and materials pertaining to the property.
- Ensure all available documents, records and architectural, structural, mechanical and electrical drawing are properly kept and maintained.
- Attend ad-hoc meetings with the Government and carrying out reporting functions according to the Government's requirement.
- Submission of report as and when required by the Government.
- Attend to any other duties not listed above but are in connection with the fulfilment of the Managing Agent's responsibility and obligations under this Contract.
D. DELIVERABLES
- Submit the following reports/programmes to the Government:
(a) Monthly management report
(b) Preventive maintenance programme
(c) Annual maintenance audit report
(d) Contractors performance assessment report and
(e) Any other reports (not inconsistent with the agreed scope) that may be determined / by the Government.
