(Translation)
1. Introduction
The (....) is a complex of auditoriums and museums planned to
host a broad range of cultural and artistic events in .... Theater,
dance, music and singing, conferences, festivals and official
ceremonies are some of the events that shall bring new dynamics
into the [country's] cultural scene.
Due to its capacity and the high quality level of its facilities,
the multiple functions and the technological level of its equipment,
... has been brought to the top on international scale for works
of its kind.
.....
The complete success of ... depends on the permanent maintenance
and running condition of its technical facilities and sophisticated
equipment, which must ensure maximum reliability at a reasonable
overall cost. The pressing need to reach that goal, starting right
from its inauguration when shows of great responsibility are expected
to take place, requires a swift mobilization of resources with
operation and maintenance services entrusted to a team of well
organized and skilful professionals to ensure the most efficient
use of resources and a continual program of infrastructure optimization.
With such object, in the ambit of ...'s "Systems and Equipment
Operation and Maintenance Services Tender", "..., ..
.. .. .." (now in the process of changing its name to ...,
..& ..) and ..'.. .. (...) Company Ltd., two companies of
renown experience in the business, decided to pool their efforts
and, if awarded with the service, to enter into a ... led consortium
and offer ...'s Installation Committee (...) a service capable
of fulfilling their request.
Although ... and ...'S capabilities in operating and maintaining
equipment and facilities at several types of industrial and commercial
buildings is well known, when, in the past month of March, the
[entity] invited these two companies to bid for the ...'s management,
they decided to resort to the support of professional experts
skilful in managing buildings destined to accommodate events similar
to those to be held at ....
Thus, this Consortium received the prompt cooperation from professionals
and companies of international and regional status, such as Mr.
.. . . .., Mr. .. .., Mrs. .. .. and the company .. .., the references
thereof are attached to this proposal.
During the past few months, with the support of our project team,
these associates examined ...'s facilities in great detail and
next year's plan of operation and the potential for subsequent
years. They helped to draft the present proposal, on the aspects
that concern the operation and maintenance of [...] equipment,
unquestionably the most critical part of the service.
2. Notes Concerning the Bid Proposal
The object of the present proposal is to bid for the ... Centre's
Systems and Equipment Operation and Maintenance Service wherefore
the companies ..., ....(...) Company Ltd were invited by the ...
. Installation Committee.
This document starts with a brief description of the maintenance's
object divided into: Operation and Maintenance of Systems and
Equipment at the Buildings and Operation and Maintenance of ...
Equipment.
The curriculum of the companies that take part in the Consortium
is also produced, whereby it is clearly shown that those companies
have the necessary resources, proper experience and capability
and are getting ready to provide the required services promptly,
which represents a decisive contribution to ...'s success.
In general terms, herein we describe the management methodology
proposed by the Consortium, with particular emphasis on its own
methodology service, which are based upon the indispensability
for a computerized maintenance management system (CMMS) to be
gradually installed and upgraded. This system is a means to ensure
proper management of preventive and accidental maintenance tasks,
which composes the most relevant part of the cost. Thus, some
emphasis has been put on CMMS, including its detailed description,
due to the importance of this tool in guaranteeing an efficient
management of resources, investment and operational costs.
We also describe herein our strategy on recruiting and training
of personnel, both at the beginning of the operation and later
on, in the ambit of a recycling plan of know-how update and fine-tuning
of procedures. We deem such to be a critical aspect in evaluating
our qualifications to answer what we consider one of the most
important requirements in the Tender Program, that is, to recruit,
train, motivate and maintain a staff of top credential experts
to respond to the demands of such service and, most of all, the
great responsibility of [...] equipment and system operation.
Under the Methodology of Operation and Maintenance we emphasize
the importance of the mobilization phase whereby it will be necessary
to develop an intensive work with ... and all suppliers and
installers of ...'s equipment in order to prepare the Operation
and Maintenance Plan and the Procedures Manual and, most significantly,
the management of the definitive surety bond that guarantees the
... construction contract job.
The proposed flowchart, displaying the technical and administrative
structure of the Operation and Maintenance Service is a result
of a compromise between maximized operative capability and an
acceptable budget. Concerning the structure proposed for O. and
M. of [...] Equipment, its is necessary to resort to, and
secure, outside experts and know-how since, as it is known, this
type of service is unheard of in ....
......
Our price proposal is drawn in accordance with the price separation
stipulated in the Tender Program. We include hereto a table for
labor/hour wages, which shall also be the basis for overtime accounting.
Complementarily, we present explanations concerning basic hypothesis
and exclusions in the ambit of the proposal.
3. Object of the Service
The Operation and Maintenance of the Buildings and [...] Systems
and Equipment is a service that constitutes a primary element
in the functioning of the ... Centre. This service shall provide
experts, whether our own or under contract, who shall be in charge
to operate the Centre's critical infrastructures. Thus, the Consortium
shall have a team of experts available to operate and keep running
all electric, mechanic, [...], electronic and other installations,
as well as other civil construction elements both in and out of
the building.
This service shall be functionally divided into two major areas,
which we deem to correspond also to ...'s organizational strategy,
with the following object:
OPERATION AND MAINTENANCE SYSTEMS AND EQUIPMENT AT THE BUILDINGS
" To secure the architectural integrity of the buildings'
systems and equipment;
" To manage the provisional surety bond to guarantee the
... construction contract job, in order to ensure full operation
of the facilities and the useful life and operational costs expected
for ...;
" To operate, inspect and maintain in regular running condition
the electric, mechanic, air-con and other installations of the
building;
" To supervise the subcontractors appointed by ... in their
maintenance of lifts and escalators;
" After ...'s decision concerning eventual investments,
to give advice on changes, improvements and renovations. Manage,
supervise and execute all these works according to the approved
drawings;
" To execute preventive and accidental emergency maintenance;
" To execute all regular emergency drills including fire
fighting.
OPERATION AND MAINTENANCE OF [...] EQUIPMENT
" To secure the integrity of the [...] and [...] equipment;
" To manage the provisional surety bond of the construction
contract job, in order to ensure full functionality of facilities
and the expected useful life and operation costs provided for
such systems and equipment;
" Operate, inspect and maintain in normal running condition
the [...]s and all [...] equipment;
" To establish contact with concessionaires and organizers
of artistic programs to assess their needs and offer them adequate
support;
" To mobilize any additional and/or special operators for
events that may require resources beyond resident staff;
" To give advice concerning changes, improvements and renovations
and manage, supervise and execute all these works according to
the approved drawings.
5. Methodology
5.1 FACILITIES
The ... Center facilities, which are the object of the operation
and maintenance service, comprise the following four main areas:
I. Auditorium
II. Museum
III. Underground Car Park
IV. Outside Areas
5.2 SCOPE OF WORKS
The responsibility for the operation and maintenance of the different
types of facilities and equipment shall be divided into, accordance
to the degree of expertise, those operated and maintained by our
staff and those operated and maintained by third parties even
though under our control.
...'s technical facilities and equipment, which are the object
of the present proposal, are listed in full on the table included
under the attached Annex I, wherein we include those covered by
our service proposal.
5.3 METHODOLOGY FOR THE MANAGEMENT SYSTEM
5.3.1 GENERALITIES
The beginning of the service, both in what concerns the operation
and maintenance of systems and equipment at the buildings and
the operation and maintenance of [...] equipment, shall
coincide with an incipient phase in the operation of the systems,
wherefore we have limited information concerning the demands or
recommendations to its users.
In this context, our concern is to concentrate on providing ...
with a management concept based on the experience of the Consortium
companies and its expert consultants, always within an acceptable
budget.
There are several ways to reach such object, whereof, without
a shadow of doubt, the most relevant is the large management experience
of our staff in any of the two largest areas of service, acquired
through dealing with large and complex enterprises. We also have
a clear vision for the importance of scheduling operational procedures
to ensure we provide adequate information and cost control service.
The main object of our team is to work in close cooperation with
... in evaluating the present conditions of the buildings and
[...] facilities and systems and agree on a detailed process
for their operation and maintenance. In the subsequent phase,
our team shall establish a complete set of procedures, including
...'s guidelines, in order to implement the operation and maintenance
service for the facilities, including the following main actions:
a. Programming and procedures' development defining management
responsibility and authority parameters at all levels of organization,
including estimation, shipment control, approval, procurement,
contract administration, information reports, recruiting and setting
up an interface between ... and ...'s commercial operations
(shops, restaurants, organizers of events including exhibitions,
etc., and, of course, the shows);
b. Administrative procedures that include detailed instructions
to be used for specific works and tasks wherein repetitive actions
take place and/or a high level of precision and control is required,
as in the sure case of [...] equipment operation;
c. Administrative and technical manuals containing detailed instructions
for execution of tasks covering functions such as preparation,
approval and processing of work orders, schedule related data
input, including personnel and other necessary resources to complete
the task;
d. Operation and Maintenance Procedures Manual, which includes
specific instructions on operation, inspection, service, maintenance,
repair, safety and quality control, both for the services related
to the buildings systems and equipment as well as for the [...]
equipment, which, of course, require distinct and specific treatment.
In order to ensure good communication and a swift solution of
eventual problems, our supervisor shall hold regular meetings
with subordinated personnel, wherein ... may take part. The
meetings' agenda shall be announced before hand in order to allow
the participants to prepare their discussions on the matter. During
such meetings, each supervisor and the relevant personnel shall
present a summary of the technical and administrative performance
in each area of work followed by the discussion and approval of
adequate plan of action.
In order to focus the attention of operational managers on each
large functional area of our service, coordinating their activities
with ...'s commercial operators and in the problems that transcend
organizational guidelines, operation managers shall organize workgroups
with authorized direct access to as many ...'s sources as deemed
necessary to fulfill their objectives. Through this process, it
is possible to solve problem swiftly and effectively, as well
as to prevent them.
5.3.2 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
5.3.2.1 Generic Description
The ambit of our proposal considers the installation of a Computerized
Maintenance Management System - (CMMS). This system is able to
issue Work Orders to operatives, to ensure that scheduled maintenance
tasks are performed in strict compliance with contractual requirements.
During the period of mobilization the Consortium and ... shall
convene the form and content of reports as well as the progress
of the works and the monitoring of the conditions at the facilities.
We consider CMMS indispensable to our maintenance system, constituting
a privileged means to ensure proper coordination and control of
all works.
During the system's initializing (set up) Scheduled Maintenance
shall be inserted for all facilities that are object of the contract,
in accordance with the requirements of manufactures, installers,
work owner and the rules of good engineering practice. Initialization
shall be performed on basis of existing data concerning functioning
and assembling and other additional data such as surveys, service
registration sheets, flowcharts, estimates, etc. Additionally,
all the parameters that required regular monitoring, checkup and
test, which grant the facilities efficacy, shall be covered by
the maintenance management system.
In complement to the Scheduled Maintenance, any information concerning
defects, actions and general data, etc., shall also be inputted
into the system, in order to build a database that will not only
become a complete record of the equipment's history but also as
a groundwork for further maintenance improvement.
As soon as the maintenance program recognizes an urgent need for
repair or replacement, such task shall be set to action upon approval
from the Operation Manager. An adequate priority scheme shall
be implemented including emergency procedures, if such was to
be the case.
The CMMS was conceived to cover all tasks related to labor control
in scheduled maintenance, with the scheduling of preventive maintenance,
based on predicted maintenance timings, or in programming the
monitoring conditions based on alarm settings. This system may
be used as a tool, both of management and information, to control
the activities of the diverse subcontractors while executing their
tasks.
Task Orders may be inputted through the keyboard, on an ad hoc
or non-scheduled basis to deal with emergency/accidental repairs,
or automatically from a scheduled maintenance file, which shall
consist of a record of all jobs that may be pre-scheduled as well
as the frequency of their execution.
Whenever a new task is added to the file "Open Work Order
File", independently of its origin, a set of task orders
is issued. When the orders are automatically issued the activities
are scheduled in accordance with the required periodicity. Automatic
orders may be issued prior to the scheduled date to allow for
individual short-term programming, such in the case of, for example,
great tasks, which require earlier warning than smaller tasks.
System users may create and specify their own lists of order
type, trade, priority, section or location.
Any system element registered shall be kept in the file named
"Asset Register File", which shall contain complete
records for each unit in the system, together with a record of
the history of each item with technical specifications. In order
to support this kind of detail the file offers virtual editing
capability in free format, allowing addition of other descriptive
information.
A "Personnel Record File" shall be available to monitor
and control the activity of our staff as well as of subcontracted
personnel.
Whenever a Task Order is issued, the system assumes that the
task is being processed and allows personnel and other relevant
data to be inputted. Labor data is recorded in hours, distributed
between office and overtime hours, while other data is handled
at actual cost. Each task is kept under open status until it is
specifically saved as completed.
When a task is completed the system is issued a reminder and will
accept comments or notes to be added to the installation history
records.
After tasks have been concluded they are removed from the "Open
Task Order File" and shall be retained as permanent record
in the "Archive File" for further analysis or revision
whenever such is deemed necessary.
Monitor or print reports shall allow the management:
a. To review and monitor any completed or partially concluded
tasks;
b. To review, through the analysis of the data inputted, the daily
situation of the activities in process, for example:
i) All work executed on overtime;
ii) Works executed by subcontracted personnel;
iii) All activities involving main repairs or maintenance.
c. To obtain reports on previously executed repairs or maintenance
or on future work projections;
d. Facilities, equipment and services available and their efficacy.
One of the key characteristics of the system is the ability to
anticipate labor needs to maintain works scheduled for subsequent
weeks.
Using the "Planned Maintenance File" and taking into
account the works already completed in due time, the system may
anticipate the weekly resources needed for each trade to comply
with scheduled tasks. Thus, it shall be able to determine relevant
labor needs, per trade and per week, producing a comparison between
labor needs and resources available on a weekly basis.
Users may promptly anticipate any possible overload situation,
keep a watch on the organization's capabilities of handling emergency
situations without destroying the integrity of scheduled maintenance
methods and, on the other hand, may adjust the programs to moderate
the handling of any expected peak situation.
Results from such prognostic may be obtained either through the
monitors or through print jobs, showing the needs and availability
in table format, by trade, by week or in bar diagram form.
The "Archive File" may be analyzed at any moment. The
search for information may be carried out at the maintenance area
or at the facilities operation area, as desired. It may include:
a. Details on any tasks completed;
b. All works completed related to one specific element of the
system (in the form of detail service history);
c. Task concluded by trade or subcontractor;
d. Tasks by type. For example: project, emergency, major repairs
and major maintenance works;
e. Useful life cost for the different units in the system.
5.3.2.2 CMMS Implementation and Operation
The type of CMMS application to be implemented shall be proposed
and decided later by the Consortium after discussing the matter
with .... However, we must stress that both Companies in the
Consortium have significant experience in the implementation and
operation of these applications.
..., for example, through CGS, has developed and has been operating
a CMMS for several years now to manage the complex operations
of the Solid Waste Incineration Central.
.......
5.3.3 RECRUITMENT AND TRAINING
5.3.3.1 Generalities
During the drafting period we shall implement a training program
under the guidance and direction of our operational managers whereof
one is a [...] technical manager and the other the manager of
operation and maintenance of buildings and systems. Our training
program shall have a component of continuous training, performed
by specialized personnel, and a formal training performed by professional
managers and supervisors.
Our training and development program has the following aim:
a. To find out levels of competence required so that each employee
may execute its tasks according to the norms taking into account
the safety, efficiency and high quality levels that are required;
b. Develop training programs that can meet the needs that were
detected meanwhile;
c. To recognize and record the performance levels reached by the
personnel and check up their capacity to improve know-how,
d. To review, once each semester at least, the need for new training
actions and implement them;
e. To ensure the development of personnel's capabilities, they
shall be given progressively greater responsibilities with the
necessary support in their new functions.
5.3.3.2 Training Method
Whenever such is deemed practical, our own personnel shall be
used in the training of new workers. This situation can only be
implemented when our personnel have shown and confirmed enough
technical and training qualifications to execute such tasks.
Other alternative sources could be used such as external courses
or internal courses performed by external teachers.
5.3.3.3 Training by Induction
We shall give particular attention to training by induction. Thus,
we shall make sure that employees are cognizant of the level of
performance that is required of them, both by the company and
the work's owner.
An evaluation of training needs for each new employee shall be
part of the induction process. A new plan of action shall be implemented
to answer to the need for training within a realistic term.
5.3.3.4 Training and Estimation Programs
We envision the implementation of an annual training program which
shall provide for all training needs such as:
a. The training necessary for personnel to perform their tasks;
b. The training necessary to carry on any alteration or activity
provided in the contract;
c. The need to keep the personnel updated towards new equipment
and the training of alternative personnel.
5.3.3.5 Training Registration
A system shall be implemented whereby individual training records
and the results of each worker's evaluation is made available
to our manager, so that he may be able to find out, at any moment,
which worker is capable of executing the tasks wherefore he is
assigned.
5.3.4 DEFINITIVE SURETY BOND TO GUARANTEE ... CONSTRUCTION CONTRACT
JOB
Besides their capabilities, the fact that Consortium companies
and their associates are not connected to contractor and suppliers
of the ...'s contract job, results in the Consortium being in
the ideal position to grant ... absolute independence and a
professional and upright service, acting to the work's owner interest
in managing the definitive surety bond that guarantees ... construction
contract job.
We are fully aware of the potential problems with the operation
and the useful life of systems and equipment, that may result
from bad management of the surety bond, with its consequences
and additional financial costs, or the possible conflict of interests
that may arise if we do not remain independent from contractors,
suppliers, etc.
Considering that ...'s guaranty terms are very short (1 year),
during this period, to sustain the useful life of ...'s systems
and equipment we have to make sure that:
1. ... is fully operative, as specified to the contractor and
suppliers;
2. ... critical equipment and systems, already in great demand
after March, 1999, are available and adequate;
3. Operation and maintenance costs are within reasonable figures.
Thus, as required in the Tender Program, we shall mobilize proper
means to follow up on provisional reception of equipment and receive
the operative training from suppliers, initiating, right after,
the necessary tests. In this manner we are capable to give prompt
warning to ... on any eventual problems, giving the needed assistance
in searching adequate solutions to those problems.
5.3.5 CORRECTIVE MAINTENANCE, SMALL JOBS, INVESTMENT IN TOOLS,
SPECIAL EQUIPMENT, BUILDINGS, SYSTEMS, ETC.
Our proposal presupposes that ...'s facilities, equipment and
systems are in perfect running condition, under the guaranty,
when the service is commissioned to us.
Thus, as it is usually the case with contract job guarantees,
our proposal does not provide, during the first year, for costs
of works in correcting anomalies, alterations or expansions, etc.,
as well as for the supply of spare parts, as specified in the
Tender Program.
It has also been provided that, under their normal obligations
in the terms of the guaranty, the suppliers are responsible for
the large part of consumable costs. Therefore, our proposal only
covers consumables such as fast usable parts damaged by equipment's
normal wear and tear, and batteries, fuses, oil, lubricants, refrigerating
fluids, etc.
The equipment, the CMMS and the tools for ...'s exclusive use,
with a useful life greater than one year, are also not included
in our price.
We shall present our proposal on or before February ..., ....,
as specified under number 4.10.2 of the Tender Program.
For the second and subsequent years, our proposal includes personnel,
as specified and justified herein, the replacement and maintenance
of the Consortium tools and equipment and ...'s tools and equipment
that had been exclusively used by us (see also no.: 7.5), the
consumable and spare parts replacement as specified in the Tender
Program.
In the "attached proposal", for the second and subsequent
years, we estimated a cost on corrective maintenance, small jobs
and large investments in buildings and systems as requested under
number 4.10.3 of the Tender Program. Estimates for each subsequent
year shall be reviewed and submitted for approval on or before
October ...th of the previous year.
Such estimates include charges with preparation, project, management
and execution of the works, plus the programmed supplies, after
...'s approval, computed on costs plus labor basis, as requested
under point 7.6 of the Tender Program, with parts, materials and
equipment computed on cost plus all charges basis.
5.3.6 MAINTENANCE QUALITY SYSTEM
... and YOUNG'S quality strategy is based upon the supply
of goods and services in strict compliance with the provisions
of the contract and in strict observance with the applicable rules
and legislation under the principles and requirements of ISO 9001
documentation.
The quality system aims to ensure that all tasks are performed
in full compliance with procedure requirements, and are registered,
reviewed and if necessary, redone in accordance with corrective
actions of nonconformity included in the system itself.
... and YOUNG'S quality stance underlines communication
as an essential means in the management process. We use the communication
system in the Operation and Maintenance with a regular introduction
of formal documentation.
The companies in the Consortium are continually aware of the quality
standards for the services they provide to their clients through
a program of auto-inspection, complemented by a regular service
efficiency internal auditing.
5.4 METHODOLOGY OF OPERATION AND MAINTENANCE
5.4.1 GENERALITIES
The Consortium composed by ... and YOUNG'S shall carry out
a detailed survey of all facilities, means and equipment existing
at the .... This survey serves the double purpose of initiating
the information process, confirming, in updated and definitive
manner, the scheduled Operation and Maintenance activities that
may be awarded to us, and the operational status and condition
of ...'s facilities, equipment and systems upon reception, which
shall serve as guaranty in defending ...'s interests when receiving
the work.
Our managers shall convene with ... the detailed specifications
for all Operation and Maintenance actions. This process shall
produce our Plan of Action and Procedures Manual for each one
of the functional areas of our services.
A history database shall be implemented and used to evaluate service
performance. The analysis of such data shall support the review
and improvement of the Operation and Maintenance Plans and Procedures
Manuals, whereupon the facilities shall be properly operated and
maintained.
A team of competent professionals, skilful in the management/operation
and maintenance areas, shall be set and trained to implement the
Operation and Maintenance Program in the ambit of the services
provided by the Consortium, and to coordinate suppliers and subcontracted
personnel, ensuring that the facilities' are functioning faultlessly
and that the buildings' systems and equipment, and above all,
the [...] system and equipment, are properly functioning.
5.4.2 MOBILIZATION
Mobilization for the service shall occur as soon as the contract
between ... and the Consortium is signed or even before, if
... would agree to send us a letter of intent. The Consortium
shall be in condition to mobilize all the necessary resources
and provide the service according to the schedule and conditions
specified in the Tender Program.
A number of actions will take place, namely:
" To form a team of skilful experts from the Consortium companies'
and associates that may ensure works proper consignment and quick-off;
" To recruit personnel, preferably locally, using expatriates
only in case of extreme difficulty in finding local candidates;
" To prepare offices and workshops, acquire vehicles and
consumable material;
" To establish current accounts with suppliers;
" To acquire and install tools and workshop equipment;
" To start training of personnel and uniform, pass cards
and other preparations;
" To contact equipment suppliers and installers in order
to obtain maintenance agreements in specialized areas;
" To assist ... in acquiring the Maintenance Management
Computerized System and other supplies from the service provider.
To receive, install and test such supplies;
" To develop a database for all ...'s installations, equipment,
spare parts, etc.
5.4.3 OPERATION AND MAINTENANCE SERVICES IMPLEMENTATION
According to the schedule established by ..., produced in the
Tender Program, in order for the Operation and Maintenance works
to be in effect by December of the current year, it is necessary
that the Consortium would start its work one month prior, that
is, November.
Such period is reserved for the mobilization of means, installation
of the Consortium at the site, complete survey of the facilities,
work's provisional reception follow up, test and consignment of
all facilities and equipment.
The three first months of Operation and Maintenance services,
from December 98 to March 99, shall be used on the preparation
phase, which include:
- Recruitment and training of personnel;
- Installation of workshops and offices;
- Installation of CMMS;
- Creation and introduction of CMMS database;
- Preparation of Maintenance Preventive Plan;
- Performance of all tests of fine-tuning and improvement of the
system installed;
At the end of this period of test and preparation, the structure
and the means available shall be operational thus allowing ...'s
to function in full. There will always be a continual improvement
and optimization process of resources and procedures, especially
during the first year of operation.
We expect that during the first there months of operation, as
it is usual, ... may plan several types of events to allow the
fine-tuning of [...] systems while the operators would
get familiarized with the system.
Attached hereto we produce the Implementation Program wherein
we list in great detail the tasks we suggest for that period along
with their respective schedule.
5.4.4 [...] OPERATION AND MAINTENANCE DEFINITION
5.4.4.1 Ambit and Object
The ambit of the Operation and Maintenance of [...] Equipment
([...]) is to provide users and organizers of ... events
with the best possible service while developing a good production
environment, giving performers better [...] conditions, sound,
lights and other technical features available at the Centre's
facilities.
Since it would not be to ...'s interest to keep a high number
of experts in permanent service in a structure that has 50 days
of programmed activity for the first year, one of the objects
of the [...]. is to attain a balance between the needs
of event organizers and those of the Centre. Staff is dimensioned
in a way to satisfy events needs, but not burden ... with heavy
costs, ensuring nevertheless the availability of additional experts
(more work).
5.4.4.2 Mobilization
Our concept of mobilization is as follows:
Resident Personnel
It is necessary to keep a group of resident [...] Managers to
hold essential operations, daily tasks and emergencies;
This group of [...] Managers shall be responsible to guarantee
the quality and safety of all [...] operations;
Considering the maintenance cost of such permanent team, the
number of persons should be the minimum necessary to [...] a medium
size production on a large auditorium;
Experience with other similar centers in the world shows that
such team should be composed of 8 to 10 experts.
Non-resident Personnel
A team of freelance experts from ... and Hong Kong shall ensure
that ... will be able to host any type of event, notwithstanding
their level of sophistication or complexity;
This team of experts shall be able to [...] big productions in
periods of great activity in the auditoriums and execute scheduled
maintenance tasks that require intensive workload;
[...]
On the other hand, there is a large diversity of events expected,
from simple conferences to operas, which implies a great dispersion
of experts adequate for each type of event. A team of freelance
experts is the ideal to handle this type of situations.
A company of [...] experts, such as [...], would
be an ideal solution to serve as resident team's supporter.
Articulation between both teams
Under the direction of a talented [...]. Manager and
a qualified technical team, ... will be able to offer great operational
quality.
Besides its specific functions, the group of resident [...] Managers
shall also be attributed with the orientation and coordination
of non-resident personnel during events' preparation and performance.
The possibility of such personnel giving training courses to
persons interested in [...] operation could also be considered.
Supposing that events' quality standards may raise with time,
wherefore the need for the resident team to increase, we deem
the progressive integration of non-resident personnel as the ideal
solution, a measure to be implemented after additional negotiations
with ....
Administrative Objects
We suggest that ... would charge a fee to users that request the
assistance of an extended technical team or rehearsal hours above
those previously established as limit. Such revenues should cover
the expenses with the mobilization of non-resident personnel.
5.4.4.3 Proposed Staff
The following is our proposal for a possible resident Operation
and maintenance of [...] Equipment team:
" 1 O&M of S. E. Manager
" 3 Senior [...] Managers, one for each branch such as [...],
[...];
" 4 [...] Managers. Experts with multifunction training for
performance of several types of tasks.
Normally, additional experts shall be hired for tasks such as:
" Light projectors operators support;
" Scenery operators support;
" [...] sound mixing console operator support.
These experts and other S.E operators shall be made available
by [...], the curriculum and references thereof we
produced in attachment hereto.
[...]
5.4.5 OPERATION AND MAINTENANCE OF BUILDINGS
5.4.5.1 Mechanics and Power Supply
In the present proposal we estimate 1 mechanical engineer, 1 electrotechnical
engineer and a maximum of 6 resident supervisors. This team shall
be in charge of directing and controlling a multitask force composed
of up to 10 resident operatives, in the first year, to be increased
in the second year according to need. We propose also a backup
non-resident team to support special tasks and emergencies. We
deem that in this manner we cover all service needs, thus granting
full operational facilities.
Agreements between the Consortium and specialized subcontractors
shall ensure the capacity necessary to respond efficiently to
any request from ... in what concerns extraordinary works.
5.4.5.2 Civil Construction and External Areas
Due to the nature of the work we opted for a proposal involving
one permanent team composed of 1 Supervisor, 1 Carpenter, 1 Plumber,
1 Stonemason and 1 Painter, which shall be in charge of small
repairs and maintenance on a permanent basis. Whenever the situation
requires, more skilful workers shall be mobilized.
The structure of team is experimental and may be expanded in
number and qualifications, as a result of experience, by mutual
agreement between the Consortium and ....
Agreements between the Consortium and specialized subcontractors
shall ensure the capacity necessary to respond efficiently to
any request from ... in what concerns extraordinary works.
5.4.6 WORKS PROGRAM AND CONTROL
On each functional area, the respective supervisors are responsible
for the programming and controlling the works as well as ensuring
compatibility with other areas and general task priority.
Our experience shows us that the best and most effective way
to reach such object is to control all activities inherent to
the service being provided. Consequently, for each project, we
instituted a complete system of control and procedures in order
to ensure that the service is up to the level and quality standards
expected by ....
This controlling system is the base for the corrective process
and provides the tools that ensure, on each project, strict compliance
with program, performance and cost. On the other hand, this controlling
system shall allow the Operations Manager to manage resources
in an optimized way.
5.4.7 PERFORMANCE CONTROL
The way whereby labor needs are dimensioned towards workload is
a determining factor in performance. The personnel mobilized to
carry on tasks must be experienced and competent, with special
relevance to Managers and Supervisors. All facilities, equipment
and service shall be operated and maintained in strict compliance
with the approved programs and procedures.
Maintenance programs shall be implemented to ensure a good performance
and longer useful life of systems and equipment. The quality program
shall allow us to follow-up on service performance concerning
works' quality, operation and maintenance procedural compliance,
and to verify if works are performed as programmed. Actions for
correction of anomalies shall be promptly executed.
To ensure that services are performances in accordance with pre-defined
procedures, the General Manager shall establish an evaluation
system for each area to determine whether the works have been
properly executed. This system is based upon a set of formal inspections
to complement the inspections that have been performed by the
Supervisors. This method shall ensure the correction of detected
anomalies.
Each Supervisor shall inspect and evaluate daily each area of
the work they are responsible for and shall record all anomalies
and necessary corrective action. The anomalies shall be passed
on to team leaders so that proper measures may be implemented.
Data concerning anomalies and corrective measures shall be included
in the reports to be sent to the General Manager, together with
a summary of anomalies or problems for assessment and finding
of solutions.
6. Flowcharts
6.1 FUNCTIONAL ORGANIZATION
6.1.1 FUNCTIONAL FLOWCHART
The Functional Flowchart hereunder shows our organizational strategy
and is based upon a survey and exhaustive analysis of the needs
for providing the required services and on the experience of the
Consortium's companies along the same line of work.
... Center
Operation and Maintenance Services
Functional Organization
[Flowchart]
6.1.2 CONSORTIUM'S ORGANIZATION AND FUNCTION DEFINITION
[flowchart]
6.1.2.1 General Manager and Buildings' Operation and Maintenance
Manager
The General Manager shall be appointed from the Consortium's
staff and must be proficient in commercial, technical and service
providing skills, with a deep knowledge of contract management
and administration, as well as operation and management of systems
and equipment.
Such Manager is immediately responsible for the operation and
maintenance of ...'s systems and equipment and shall also serve
as a communication link between the Consortium and .... In the
ambit of the present service, he shall hold functions on part-time
basis.
This executive shall also be in charge of controlling the scheduled
Operation and Maintenance works, special subcontracted works,
the buildings' civil construction and any repair and emergency
works.
This executive shall answer directly to the Consortium's Board
of Directors, particularly the representative thereof. He shall
establish connection with person responsible for maintenance on
behalf of ... aiming to articulate performance evaluation with
quality standards. He shall hold daily control of the operation,
through the Maintenance Management Computerized System, and the
control of our own efficiency levels as well as those of subcontractors'
personnel.
6.1.2.2 [...] Equipment Operation and Maintenance Manager
The [...] Manager shall have the profile of a person with specific
training and experience in [...] management, in areas that concern
maintenance of sophisticated equipment and in directing such operation
in diverse types of events such as theater, dance, orchestration,
etc.
His functions may be summarized as:
" Daily control of [...] equipment operation and maintenance;
" Planning Recruiting [...] Managers including part time
and interim staff. Interview and select personnel and manage their
employment;
" Implementation of training programs for future [...] Managers;
" Responsibility over [...] productions whether carried
out by ...'s personnel or its users, caring for all [...]
equipment, ensuring that all actions and utilization is duly authorized
and within safety and legal guidelines;
" Follow-up and coordination of maintenance and safety conditions
of all equipment installed or to be supplied to the Centre;
" Checking up equipment needs and decide together with the
General Manager the change, replacement, procurement and, if necessary,
installation of other equipment. Supervise equipment's inventory;
" Making the connection between ...'s users and all aspects
of production and actively search for the best integration possible
between, local, interim, part-time, and visiting [...] managers.
6.1.2.3 [...] Senior Managers
[...] Senior Managers shall hold the following functions:
" To assist the [...]Manager in daily [...] operations;
" To plan labor needs in answer to demand from [...] technical
programming;
" To participate in the Centre's training program and present
proposals for its future progress;
" To prepare, assemble, adjust and operate [...],
illumination and audiovisual equipment during events' rehearsal;
" To be responsible for production safety practices within
[...] area and for maintaining professional levels of production;
" To supervise and execute [...] equipment maintenance;
" When necessary, to propose to the O&M of S. E. Manager
the replacement and procurement of equipment;
" To make contact with the Centre's users during daily [...]
technical production and be responsible for a good integration
and communication between resident and visiting staff;
" To participate in meetings dealing with general or specific
coordination whenever so convened;
6.1.2.4 Mechanical, Electrotechnic and Civil Engineers
This staff, integrated in the technical structure, shall be composed
of local graduates or persons of equivalent experience. They shall
answer directly to the General Manager and are in charge of operation
supervision, Scheduled Maintenance Plan, subcontractors assigned
works and breakdowns repair. They shall be responsible for the
implementation of the Task Authorization system and shall ensure
that all works are performed in compliance with the clients' requirements.
These engineers shall operate in two shifts as specified in the
Tender Program, maintaining 24h/day non-resident operation and
emergency teams.
6.1.2.5 Supervisors and Operatives
Supervisors and operatives must be staff with multitask capabilities
in mechanics, electrotechnics, civil construction, refrigeration,
etc. They shall implement the full Maintenance Prevention Program
and any emergency works assigned by senior staff.
6.1.3 CONSORTIUM'S ORGANIZATION
6.2 PROPOSED SUPERVISORS PARTICULARS
To hold the functions provided under the above functional flowchart,
... ... ....
In compliance with item 6.3 of the Tender Program, we hereby
appoint the main supervisors under the Consortium's organizational
and functional structure, namely:
....
Attached hereto please find the professional curriculum vitae
of the managers we hereby propose.
7. Price Proposal
7.1 PRICES
7.1.1 FIXED PRICE FOR THE PERIOD BETWEEN DEC .. AND DEC. ...
.....
....
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