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HOE/WFS’ June 2019

ESTATE OFFICE

STANDARD OF PROCEDURE

& GUIDELINES

ESTATE OFFICE

UNIVERSITI BRUNEI DARUSSALAM

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Contents:1. Estate’s Mission, Vision and Objectives

2. Organisation Structure

3. Assigned Positions

4. Scope of Works

5. New Developmental Projects

Scope of Works

Guideline for National Development Projects

6. Work Flow Process for Quotation / Tender Projects

7. Guidelines for Payment Process - CAGE

8. Guidelines for Building Standards – Piawai Brunei Darussalam (PB12) Building Guidelines and

Requirements

9. Maintenance Works – Term Contracts / Facilities Management Estate’s Helpdesk System

• Work Flow Process for Term Contract

• Time Frame Work Flow Process

• Sample of Work Request / Work Done by relevant Contractors to be submitted to Estate Office

• Sample of Work Order issued by Estate Office

10. Facilities Management Services

• Scope of Work

• Work Process

11. Audio Visual

12. Labour Services

13. Logistic Services

14. Administration – Filing system

MISSION, VISION AND OBJECTIVES

Building and Engineering division who are responsible of streamlining and

monitoring of the maintenance and development of all

Universiti Brunei Darussalam’s building infrastructure.

The office of Estate intends to provide a service professionally with efficient, quality and costeffective.

To be a recognised office with outstanding achievement levels in managing UBD buildinginfrastructure physical development, Facilities Management and Maintenance system adapting toISO standard and to convert conventional to sustainable buildings.

MISSION:

VISION:


OBJECTIVES:

• To achieve the best quality with continous improvement efforts which are needed to be emphasized on innovation, quality and the process to meet the goals of the organisation.

• To take action within 24 hours of complaints lodged by end-users with the facilities of Term Contract / Facilities Management.

• To conduct Preventive Maintenance on assigned schedules.

• To ensure that all development projects are to be implemented on schedule, within resources and goals that had been set.


OBJECTIVES:

• To ensure maintenance works of the buildings, infrastructure, Mechanical and Electricial areplanned, managed and monitored accordingly as well as systematically.

• To ensure all assets are maintained and recorded accordingly as well as systematically.

• To ensure all basic maintenance of building facilties are done promptly and adopting the costeffective way.

• To ensure all upgrading works are executed accordingly with proper application via WE Helpdesk

system and to manage works efficiently as well as works executed are within the job specifications using open quotation / tender.

Housekeeping

Painting Services

Roofing

SCOPE OF WORK

BUILDING MAINTENANCE AND SERVICES SIGNS AND GRAPHICS

ELECTRICAL AND MECHANICAL SERVICES

Repairs

Interior Design

Renovation and Remodeling

Road Maintenance

Plumbing Services

Sewerage

Labels

Banners

Billboards

Nameplates

Notice Boards

Building Signages

Display Boards

Air Conditioning Maintenance and Services

Elevator Maintenance & Services

Lighting Maintenance & Services

Electrical Work

Mechanical Repairs

Telecommunication

Fire System

CCTV

Access Barriers

AUDIO VISUAL SPACE MANAGEMENTPLANNING AND DEVELOPMENT

Provide AV Facilities to new and existing infrastructure

Loan for Staff & Students

Provide AV Logistic Events

AV Maintenance

Room Allocation

Furniture Supply & Management

Renovation & Space Changes

Campus Planning

Supervision of New Building Projects

Energy Management and Conservation

SCOPE OF WORK

LANDCARE

Landscaping Services

Grass Cutting

Pest Control Services

Forest Rehabilitation

Accessibility

Indoor Plant Supply andNursery Management

OTHER SERVICES

Estate Outreach

Transportation

Event Logistics

Supply of Laborers

Basic Waste Management

Procurement

Management of Sports Complex

SCOPE OF WORK

ORGANISATION STRUCTURE

`

Act. Executive Engineer

Hasnan bin Hj Sawal

Senior Technical

Assistant

Norasmelee bin Yusof

ZONE 1

Building Maintenance

and Services

(Cleaning & Pest

Control)

Technical Assistant /

Supervisor

Mohd Aliff Hj Yussof

Lim Ming Siong

Sulaiman bin Ibrahim

Sports Complex

Supervisor

Hamidun bin Haji

Abdul Hamid

Senior Technical

Assistant

Ahmad bin Hj Tuah

ZONE 2

Building Maintenance

and Services (Cleaning

& Pest Control)

Technical Assistant /

Supervisor

Hj Mohd Zul-Afti bin

Hj Ibrahim

Rozaiman bin Hj Abd

Karim

Muhammad bin Hj

Tamin

ZONE 1

(M&E / Vehicle

maintenance team)

Nursery Labours

Rosni bte Ismail

Dk Maslia bte Pg

Md Yassin

Faatin Nadia

Abdullah

Clerk (Secretarial /

Financial

Rakinah bte Ghani

Saiful Nizam bin Jalil

Musri bin Hj Masri

Supervisor

(Landscape and

Nursery Labours)

Ampuan Roslan bin

Ampuan Daud

ZONE 2

(M&E / AV /

Telephone team)

Senior Technical

Assistant

Yuspdillah bin

Lipang

Senior Technical

Assistant

Lim Chee Siong

Superintendent (M&E / Vehicle Maintenance team)

Act. Head of Estate

Sr. Hjh Wan Farhani Hj Suhaili

Assistant Registrar (Administration and Finance Team)

Ahmad Raimie bin Haji Mohammad Engineer (Building team)

Technical Assistant

/ Supervisor

Mohd Fadhillah bin Mohd Azri

Juhan bin Hj Ahmad (Supervisor)

Hj Abd Mutalib bin Hj Metusin

Chief Technical Assistant

Vehicle

Maintenance

Receptionist

Hjh Zonainah bte Hj

Ahim

Chief Technical Assistant

Technical Assistant

/ Supervisor

Azrinnah bte Hj

Moksin

Naim bin Idris

Abu Bakar bin

Minggo

Supervisor

Mohd Shahrin Hj Awg Damit

Clerk Vehicle

Main

Drivers

Hashim bin Hj

Jamil

Hj Aminuddin bin

H Hj Abd Karim

Binchin bin

Tingang

Estate Helpdesk

System

Dk Wirni Suarni bte

Pg Metussin

Safety System

Building

Infrasatuture

Supervisor

Mohammad Fadhlullah bin Ramli

NEW DEVELOPMENTAL PROJECT

Scope of Work:

• To implement Master Plan planning for projects under the National Development Plan,

Maintenance Asset and UBD Tabung.

• Construction of new or extension buildings shall be executed by implementing using

Contract Procurement by engaging consultants, In-House or Design and Build from pre-

contract until post contract; including preparing and processing the Progress Payment

until Retention as well as monitoring all on-going projects.

• Preparation of Preliminary estimation cost, project brief, Write-up and tender

documents.

NEW DEVELOPMENTAL PROJECT

Guidelines for National Development Projects

Budget available through warrant.

Project Champion : MOD:

• Request for site from TCP

• Site allocation approve

• Land to be gazette to UBD by Land Department

• Project Write-up according to scope of work to request budget from JPKE (parallel process while waiting land to be gazette)

• Approve budget from JKPE

• Request for Topo from Survey Department with budget info from JPKE

• Survey Department appoint consultant to do topo graphical survey

• Claim for topo (Invoice)

• Request Warrant to use budget to pay topo

• Approval from JPKE

• PO

• PV


Project Initiated by JKR

– DOD

• Appointment of Consultant (M&E, QS, C&S, and Architect)by MOD

• MOA with appointed consultant

• Consultant to produce design and work program based on client brief.

• Design Presentation (max 3 months)

• Approved Design by MOE

• Tendering process by DOD

• Evaluation Process by DOD – with client knowledge

• Approval by LTK/LTN according to project value

• LOA by DOD to approved contractor

• Bankers and Insurance by Contractor

• Possession of Site

• Project Implementation

• Payment done by DOD

– Progress payment (monthly)

» EOT (if any)

» VO (if any)

– Penultimate payment

– Retention Money (7.5% of contract sum for project above 150K and 5% of contract sum below 150K)

• Payment done by DOD

– Progress payment (monthly)

» EOT (if any)

» VO (if any)

– Penultimate payment

– Retention Money (7.5% of contract sum for project above 150K and 5% of contract sum below 150K)

• Loose Furniture requirement and specification by client request

• Tendering by MOE

• Evaluation by MOE/Client

• Award to successful Vendor by MOE LTK (itemized/ package)

• Furniture supplied and received

• Invoice by Vendor receive

• Application of Warrant to JPKE by MOE

• Approval of Warrant


• Loose Furniture requirement and specification by client request

• Tendering by UBD

• Evaluation by UBD

• Award to successful Vendor by MOE LTK (itemized/ package)

• Furniture supplied and received

• Invoice by Vendor receive

• Application of Warrant to JPKE by MOE

• Approval of Warrant

– DBS & DTS

• JKR team to produce design and work program based on client brief.

• Design Presentation (max 3 months)

• Approved Design by UBD

• Tendering process by DOD

• Evaluation Process by DOD – with client knowledge

• Approval by LTK/LTN according to project value

• LOA by DOD to approved contractor





UBD – in house – Design and Build

• Prepare Tender Document

• Prepare Tender Notice for advert – open tender – LTK

• Tendering process by UBD and LTK, MOE

• Evaluation Process by MOE to LTN through LTK

• Approval by LTN

• LOA by UBD to approved contractor


• Signing Contract

• Design Presentation

• Approve design by UBD

• Seek approval from other relevant government authorities

• Proceed Working Drawing



• Invoice Receive


• Payment done by UBD

– Request Warrant for payment based on Claim / S-Curve

– Progress payment (monthly) through PO and PV

» EOT (if any)

» VO (if any)

– Penultimate payment through PO and PV

– Retention Money (7.5% of contract sum for project above 50K and 5% of

contract sum below 50K)


WORK FLOW PROCESS FOR

QUOTATION / TENDER

PROJECT

no

< $50,000.00 In-House 1 Month

> $50,001.00 LTN / LTK

Approval

Issue Cert. of Site Possession

Work in Progress /

Progress Payments

yes yes

Warning Notice

Changes no no

no

Warning Notice yes no

no yes

yes no

yes

no

yes

Penultimate Payment no

yes

Acceptance no

no

yes

Site Poss. issued within 1 day

Issue Cert. Progress Payment after Contract

Signing for Tender project

Assessment min.of 2 weeks

P.O issued within 1 day

LOA issued within 2 days

Issue Cert. of Practical Completion within 1

day

Preparation Tender not exceeding 1 Month /

Quotation not exceeding 2 weeks

Project

Estimate Within

Budget

Advertisement

Assessment &

Recommendation

Isuue P.O

Fund

Request

Tender Document

Bill Of Quantities

Issue LOAContract Starts

Work Commences

Apply VO Changes Delay

Non Compliance Rectification Works

Acceptance

Warning for

Apply EOT

Practical Completion Inspection

Notice to MC

Non Completion Acceptance

Non

Compliance

Termination

Non Compliance

Defect Liability Period Starts

Money

Retention

Money

Retention

Release

Final Notice of Defects

Making Good Defects

Final Inspection

yes

Issue Cert. of Non Completion within 1 day

Application of EOT /V.O min. of 2 weeks for

approval

Penultimate P. to be processed not

exceeding 3 months

Quotation: 6 months DLP

Tender: 9 months DLP

Terminate Contract

LAD

Imposed

Acceptance

Contract Ends

Defect Liability Period Ends

GUIDELINES FOR PAYMENT PROCESS

All payment invoices to be processed must be attached with relevant documents accordingly as below:

A. Progress Payments:

• Progress Payment Certificate

• Progress photograph

• Letter of Award

• *Work Order for Facility Management / Term Contracts

( Every progress payments must be deducted of 10% of progress work submitted for both quotation

or tender projects)

B. Penultimate Payment:

• Penultimate Payment Certificate

• Progress Photograph

• Laporan Kerja Siap

• Certificate of Practical Completion

• Certificate of Site Possession

• Letter of Award


( Every progress payments must be deducted of 10% of progress work submitted for

both quotation or tender projects).

• * Final Variation Order (if applicable)

• *Extension of Time (if applicable)

C. Retention Payment

• Retention Payment Certificate

• Letter of Award

• *Final Defects Certificate


• * Final Variation Order (if applicable)

• *Extension of Time (if applicable)

GUIDELINES FOR PAYMENT PROCESS

GUIDELINES FOR BUILDING STANDARDS –

All building standards are referred from PIAWAI BRUNEI DARUSSALAM

(PB12) BUILDING GUIDELINES AND REQUIREMENTS

• To convert Conventional to Sustainable buildings in UBD by implementing Carbon free as well as Energy Efficient materials for renovation and new construction works.

• Estate Office have initiated reduction of Energy Consumption since September 2016 by switching off Air-Conditioning system (AHU) from 5:00pm until 6:00am and will be switched

off every Friday and Sunday except certain buildings that require constant cooling for eg, Laboratories.

• All Air-Conditioning’s temperature have been set to 23 degree.

GUIDELINES FOR BUILDING & CIVIL AND MECHNICAL AND ELECTRICAL

MAINTENANCE WORKS:

Term Contracts / Facilities Management

ESTATE OFFICE HELPDESK SYSTEM

Estate Helpdesk

Track

Simplify

Interact

Retrieve

ESTATE OFFICE’S HELPDESK SYSTEM

ESTATE HELPDESK SYSTEM

• This system allows UBD students and staff to drop any complaints or requests on any estate related matters.

• It simplifies the way complaints or requests which can be tracked, interacted and retrieved complaint easily via a single thread (ticket).

• Estate Office will be able to track, monitor, record any activities within the system and will be integrated with the Work Request / Work Order that will be issued for Term Contact works.

• The system is divided into sections for end-user wish to choose their complaints/requests such as Building & Civil, Mechanical & Electrical, Labor, Cleaning services, Pest control, Transportation, Landscaping & Grass cutting and Logistics.

• Upon submitting complaints / requests, Ticket Tracking ID will be automatically sent to end- users email to track, interact and retrieve.

• Estate Helpdesk’s focal person will reply end-users as soon as possible within 24 to 48hrs and if expected ticket may take additional time, helpdesk system will update by sending end-user a notification email.

• Duration period from ticket submitted to payment processed will be 10 working days.

1. Complaints / Request by Enduser

2. Estate Helpdesk

3. Forwarded to relevant Estate Team

4. Forwarded to relavant Contractor

5. Contractor to inspect & issue Work Request

6. Approved WR – Issue Work Order

7. Work completed and contractor to submit WO to Estate

8. Estate to inspect and verify WO

9. Contractor submit invoice

10. Estate to process Progress Payment

1 Day

1 Day

1 Day

1-3 Days

2 Days

3 Days

1 Day

TIME FRAME WORK FLOW

PROCESS

Resolved works

informed by Estate team to

Helpdesk FP

FACILITIES MANAGEMENT SERVICES

Facilities Management Services

Facilities Management (FM) is an “integrated approach to operating, maintaining, improving

and adapting the buildings and infrastructure of an organization in order to create an environment that strongly supports the primary objectives of that organization”. (Barret and Baldry (20

03) in Facilities Management – Towards Best Practice).

The Contractor is to manage the scope of works and services under the UBD FM Contract. Thescope ranges from supply of resources to the overall management of the entire scope of workin any instances the Contractor must ensure that HSE, Quality, Planning, Logistics, Documentat

ion and records and all aspects of Commercial service are managed professionally in accordance with the Client’s needs.

Scope of Work

General building and civil engineering maintenance works including alterations and additions to existing buildings.

Minor new works of building and civil engineering nature.

Maintenance, repairs, alterations and minor new additions to electrical and mechanicalsystem installations.

Maintenance, repairs, alterations and minor new additions to air-conditioning and ventilation system installations and refrigeration equipment.

Maintenance, repairs, alterations and minor new additions to fire alarm, fire protection and suppression system installations;

Maintenance, repairs and minor new additions to lift installations;

Scope of Work

Maintenance, repair and minor new additions to Security and access control system installation

Maintenance of Vehicles

Civil engineering works including general repairs, maintenance and ad-hoc alterations

associated with roads, car parks, storm water drains, foul drains, service tunnel, etc.

Waste management works.

Pest control works.

Landscaping and Grass cutting works.

Cleaning and housekeeping works.

Minor structural repair works.

Waterproofing works

FM Work Process

UBD Estate / End User

Helpdesk

FM / QS Consultant approval

UBD Estate approval

AUDIO VISUAL

WORK

PROCESS

FOR AUDIO

VISUAL

EQUIPMENT

LOANING

Process 1:

Timeline: 5 working days + days depending on the duration of loaning the equipment.

Timeline: 5 working days + days depending on the duration of loaning the equipment.

Note:

• The loaning period is depending on the type of equipment being loaned.• A demo will be shown by the technical staff on using the equipment upon

collection of equipment.• As part of the loaning term, client’s UBD card will be hold by Estate office upon

collection of equipment and will be returned back to the client once the equipment is return back to Estate Office.

• Client will be fully responsible for the equipment once collected from Estate Office.

Thus, late charges and penalty cost will be charged to the client if the equipment is return later than the actual date or if the equipment is damage or loss during the loaning period.

• Penalty cost will also be charged to client if he/she does not show up to collect the requested items.

• Any further enquiries, client can always interact through our Estate Helpdesk System or drop off to Estate Office.

WORK

PROCESS

FOR AUDIO

VISUAL

EQUIPMENT

LOANING

Process 1:

WORK

PROCESS

FOR AUDIO

VISUAL

SERVICES

FROM

ESTATE

OFFICE

Process 2:

Timeline: 7 days (excluding the number of days of the event)

LABOUR SERVICES

Timeline: 8 days (excluding number of days of the event)

WORK

PROCESS

FOR

LABOUR

SERVICES

LOGISTIC SERVICES

Timeline: 11 – 17 days (Excluding number of days of the event)

WORK

PROCESS

FOR

LOGISTIC

SERVICES

ESTATE OFFICE

UNIVERSITI BRUNEI DARUSSALAM

WORKPLACE INSPECTION REPORT

Inspected by:

Team:

Zone:

Date:

Department/

Faculty

Room

No.

Scope of Complaint

Designated

Contractor for

Corrective

Action

Status

Date

Inspected by (Signature): Approved by (Head of Zone):

---------------------------------------- _________________________________

Note:

1. Report MUST be submitted to respective Head of Zone (STA) for approval

MAXIMUM OF TWO (2) DAYS from the inspection day.

2. Once approved by Head of Zone, report will be submitted to Helpdesk and

for contractor to take action accordingly.

HOE/WFS’ April 2019

Work place Inspection Report

• All Estate’s staff must use the Workplace Inspection Report during any inspection.

• Report must be submitted to respective Head of Zone (STA) for approval.

• Maximum of TWO (2) days from inspection day.

• Once approved by Head of Zone, report will be submitted to Estate Helpdesk and for respective Term contractor to take action (issue Work Request) Estate staff to prepare Bill of Quantities and issue Quotation/Tender.

ADMINISTRATION:

Filing System

Document recieved

• receiver to stamp received date

Send to Head of Estate

• for review and signature

• to be copied after signature

Filing (original)

• file based on quotation number/project file/title of project

RKN

(Rack 3)

Log In / Log Out system

Focal person:

Nizam

Term Contracts

(Rack 4)


Focal person:

Rakinah

Project File

Personnel

(Rack 1 & 2)


Focal person:

Rakinah

WORK FLOW PROCESS

FOR

QUOTATION / TENDER

PROJECT

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