Memorandum of Procedure

MEMORANDUM OF PROCEDURE
PROJECT CLIENT / CONSULTANT PROJECT DURATION : HMC WOMENS HOSPITAL ALTERATION WORKS FOR ADMISSION and PHARMACY AREA : HMC-TENDER COMMITTEE SECRETARIAT : 6 months
I. INTRODUCTION: Hamad Medical Corporation is a Strategic client to Salam Enterprises, We will be very much likely to execute the Alteration Works of HMC-Womens Hospital Admission and Pharmacy Area. The targeted duration for completion is very tight and although achievable from the fit out works point of view. In order to achieve the design and layouts provided within the specific period of time, we will ensure that the staging plans for the two areas will be strictly followed and implemented to avoid unnecessary delays and penalties. Salam Enterprises, the Parent Company and the Subsidiaries: Salam Enterprises (Certified ISO 14001, 9001 & OHSAS 18001 Company) is a member of International Trading & Contracting Company a grade (A) contracting company which is the contracting arm of Salam International, a public shareholding company that owns and operates 30 different business units in Qatar, Bahrain and UAE. Salam Enterprises is a well established Trade House that represents a diversified spectrum of high quality manufacturers in different lines that serve the interior industry and mainly in office furniture systems, diversified flooring products and furnishing accessories. Salam Enterprises is also an interior contractor with a long heritage that can, utilizing its contacts, group subsidiaries and capabilities, interior projects of different magnitudes, nature and functions. company profile clearly demonstrates the capabilities and history various experiences of the company. of experiences deliver turnkey The enclosed along with the
Salam Enterprises has completed numerous residential and commercial projects in Doha and therefore, is able to utilize past their expertise and management in the construction of this project.
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MEMMORANDUM OF PROCEDURE /Tender for ALTERATION WORKS for HMC-Womens Hospital Pharmacy and General Admission
The submission has been prepared based on the tender documents and drawings received and are intended to convey both our experience and keen interest is being successfully appointed as the Main Contractor for this Project. Salam Enterprises have gained over many years considerable experience and reputation with clients of this type of construction project in the Qatar. We therefore, recognize that for this Project to be successfully carried out and completed, it is essential that the Client, Consultants and Contractor quickly reach a close working relationship around a mutually agreed and practical construction and coordination programme. Such programme will also identify all aspects of requirements, submittals and approvals, appointments of subcontractors/suppliers, procurement of materials and construction activities We are confident that given the opportunity, we have the necessary expertise and management resources to ensure that this project is constructed and completed to the requirements and full satisfaction of the Client.
II. DESIGN FINALIZATION AND SELECTION We have selected most of the products as per the specification given in the project documents in order to save time for the client and the consultant to review and approve them on a later stage. Having said the above, we still need concentrated workshops between our Project Manager, Coordinators and Designers with the decision makers in the client and the consultants teams during the first 2-3 weeks of award to finalize all the details, shop drawings, colors selections and final layouts. The issue of submissions and approvals is essential and cannot be handled by correspondence and transmittals but need to be done on workshop basis to launch the whole execution of the works simultaneously and in particular the items that are of long lead nature.
III. STRATEGIC PLAN & METHODOLOGY *All project plans to achieve project milestone will be dependent on the receipt of award. Any delay on this will result to delay on the target project milestone.
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1.
Identifying the scope of works:
The scope of work which were mentioned in the tender documents are as follows: a. Carry out alteration works to the existing General Admissions and Pharmacy according to the new layout provided. Contractor to prepare and submit workshop drawings for HMC approval prior to start of work. b. Provide proper hoarding from floor to ceiling with appropriate seals. c. Stripping-off existing vinyl, wall, ceiling, and cabinets and shelving. d. Selective demolition of existing drywall partition e. Installation of new drywall partitions f. Supply and installation of new door assemblies. g. Supply and installation of vision panel with internal operable blinds h. Supply and installation of built-up counters i. Supply and installation of roll down counter shutter. j. Provide structural support to the new roll down counter shutters on the bulkhead above the admitting counter. k. Installation of new carpet flooring l. Modification and installation of new ceiling grid tiles to match existing m. Installation of new lighting fixtures. n. Relocation of existing lighting fixtures o. All firewalls to be built up to slab soffit and all components to comply with required fire rating of wall accordingly. p. Provide appropriate supports for all wall and ceiling mounted components in the project. q. Supply and installation of internal signage as required. Proposed signage to be submitted for approval before procurement. r. Fabrication of Kitchenette. s. Supply and installation of fire rated Shutter. t. Waterproofing of Pantry Area u. Installation of new Vinyl sheet flooring. v. Installation of new Ceiling Grid Tiles. w. All firewalls to be built up to slab soffit and all components to comply with required fire rating of wall accordingly. x. Demolition of portion of the existing pharmacy wall to widen the corridor as per plan. y. Provide appropriate supports for all wall and ceiling mounted components in the project. z. IT, ELECTRICAL, FIRE FIGHTING SYSTEM and MEP WORKS.
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2.
Project Planning & Execution Plan
Highlights only of Major items are discussed here and the narrative below does not in anyway implies any neglect to the importance of each and every item of the full scope of works. A. Identifying long lead delivery items: (note: No allowance for air-freight of materials is considered in this technical (& consequently, its commercial offer impact) offer. Any option leading to air freight of materials which will charge a huge amount of money will be treated as a variation. B. Proposed Preventive measures to avoid delays: a. Early award of the project b. Early receipt of Advance Payment in order to provide advance payment required for the Suppliers & subcontractor so that they can proceed with their fabrication and proposals. Early receipt of advance payment from M/s. HMC can ensure a timely & secured procurement of the long-lead delivery materials. c. Coordinated, efficient, safe & healthy execution of the works. 3. PLANNING & PROGRAMME OF WORKS
(Any delay on the Award date, Advance payment & Approvals will cause delays on all the succeeding works). 3.1 Planning & programming This method statement and accompanying tender programme has been based on the drawings and Scope of works details received at tender stage. The tender appraisal programme incorporated in this submission includes the various sections of the works to be constructed and indicates the intended sequence and timing of the main construction activities to be carried out. We have prepared the tender programme using MS Project Management software system which SALAM ENTERPRISES use for planning/programming in Tender stage and up on project award, a detailed programme will be submitted in Primavera Software. This programme software is specifically for the construction industry and is based on a computerized logic linked bar chart.
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On the award of the project, the tender appraisal programme will form the basis on which the detailed construction master programme will be prepared together with the relevant control schedules and cash flow. 4. PROJECT TEAM A dedicated team comprising of competent, experienced and efficient supervisors will be deployed to oversee the job. Execution & Supervision Team: Salam Enterprises shall appoint a qualified Project Manager to handle the project as a whole. The Project Manager shall have a team of one Site Engineer and two foremen; one of them shall be responsible for the civil & Finishes works and the second one shall be responsible for Carpet & Furniture installation. The Project Manager & Site Engineer will be responsible for all the submissions & approvals and shall start the shop-drawings, Material submittals & method statements of all works right upon the award of the contract. Also he will be responsible for the selections and presentations of the furniture items to be submitted for approval. A special coordinator and a designer shall also be involved from the first stage to coordinate measurements, issue shopdrawings, follow up production and supervise the installation works. A Procurement and administration Officer will be assigned to the Project Manager to handle, monitor, follow up and update all correspondence with principals, suppliers, subcontractors and the Client. He will be in charge of placing orders for the furniture, ceiling, partition & flooring materials and monitoring the production stages, shipping schedules and ETAs and preparing the reports on regular basis. Upon the completion of each activity and as part of our quality control procedures, a check list shall be filled by the installation foreman and authorized by the Project Manager. The same is then submitted to the client representative for his inspection and approval on stages.
5. MOBILIZATION Once the project is successfully awarded to us, we will setup a logistic group to facilitate, assist, initiate, coordinate and expedite all activities concerning the mobilization within a period of 14 - 20 days to accommodate the works. Fundamentally this group will be adequately staffed and equipped to formulate the logistics to work out for the critical activities of mobilization including for the construction of critical path activities.
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Aggressive mobilization strategy will pave the way for fast track project execution and it will be fully integrated mobilization plan with the support and coordination of all concerned authorities.
6. STORAGE AREAS A designated storage area should be allocated to us, to store the arrival of materials. The area should be accessible and near to the work area.
7. EXISTING SITE CONDITIONS From the primary setting out confirmed and approved by the Engineer, we shall extend the site survey to establish an existing survey of the site conditions/area for the existing services, floor level and report accordingly. A copy of the report/survey plan will include annotated drawings and dated photographic records, signed off by the Engineer as a true and accurate record of the site conditions at the handover stage of the contract.
8. OUR APPROACH FOR THE ALTERATION WORKS During the approval process, the Site Engineer and Site coordinator will be assessing the site situation in depth to make sure of the existing status of the ceilings, wall finishes, civil works, flooring and the rest of the activities and feed in the information found to the planning team to detail the schedule of each activity. Detailed schedule for each activity per phase will be developed along with allocating enough resources to commence execution on more than one activity in more than one floor at the same time. The sequence of works shall be followed in most of the time except in certain instances where some of the activities need to go simultaneously to save time. Furniture, Marble, Carpet Tiles, and Vinyl Tiles, Roller Shutter Doors etc are very essential to this project and these are the longest lead items that need to be addressed carefully.
Our approach to the completion of the finishes elements of the project will commence along with the mobilization & site facilities setup.
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8.1 Staging Plans 1st Stage Demolition of Existing Walls, Floors, Ceiling, etc. Submission of Materials, Shop Drawings etc.
2nd Stage Ceiling, Flooring, Partitions, Doors, Joinery, Plumbing & Lighting for Counselling room and Pantry Area at Pharmacy. Ceiling, Flooring, Partitions, Doors, Joinery, Plumbing & Lighting for Public Area and Admitting Staff Area at Admission.
3rd Stage Ceiling Works, Vinyl Floors and Lighting for Pharmacy Counter at Pharmacy. New carpet tiles, Touch up paint for existing walls to match with all areas for Temporary Admission Center at Admission Area.
4th Stage Fabrication and Installation of Pharmacy Counter, Vinyl Floors, Roller Shutter Door at Pharmacy Area. Installation of Carpet Flooring, Partitions and Wall Painting for Storage and Head Supervisor Area at Admission.
5th Stage Installation of Wall partitions, Vinyl Flooring, Medical Equipment for Pharmacy Area.
Final Finishes False Ceiling Closure, Furniture installation will proceed following completion of last stage of scopes. Snagging / Inspections / Final Cleaning Builders snagging / Cleaning will be carried out followed by formal inspections, de-snagging and final cleaning.
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Commissioning and final Handover As each system is completed throughout the buildings, they will be tested in accordance with the mandatory specifications and codes. No enclosed spaces will be closed such as ceiling areas and service shafts until such tests are completed and signed off by Engineer / consultant. On completion of all works the buildings and systems shall be subjected to statutory inspections and testing before finally being handed over to the client.
9. DETAIL CONSTRUCTION METHODOLOGY The above given sequence is our tentative construction sequence. On award of the project, the Contract Master Programme will be prepared in detail to clearly indicate the intended sequence and timing of the various construction activities to be carried out. We have good reputation with the client and had given professional services to them in the past. We are confident that given the opportunity, we have the necessary expertise and management resources to ensure that this project is constructed and completed to the requirements of the Client. 10. QUALITY CONTROL & CUSTOMER SERVICE A Quality Objective shall be developed in light of the clients vision and expectations, and set forth by the company to ensure customer satisfaction, through: On-time delivery of the works and services in accordance with the approved plans and specifications. Consistent quality observance and maintenance by: o Attaining 100% product acceptability, and o Ensuring vendors and suppliers compliance with the companys policies and procedures. Continuous improvement of working procedures and services that will improve productivity. In view of this, the project team shall turn over the project in accordance with the approved plans and specifications. Finally the after sale services where, Salam Enterprises does not represent any manufacturer who does not guarantee his products for less than 5 years. Having said that, some of our principals exceed the mentioned warrantees to reach an unconditional 24 hours/ 7 days a week for 12 years.
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Our response to investigate any claim is done on 24 hours notice and a solution for the problem, if due to our work, is provided within 72 hours unless it requires importation of products from abroad. In this case a replacement or temporary solutions are also provided if deemed necessary to maintain the client functionality. Our qualified team for installation, care taking and maintenance of our represented products are trained by the manufacturers themselves and follow high level of standards for works including but not limited to the use of power tools, safety gears, well equipped vehicles, cleanness, tidiness and minimum disturbance in completing their jobs while working in operational areas. Part of our after sales services is the issuance of the warrantee certificate for each sold product and maintenance manuals and training for some of the products that require preventive maintenance. Furthermore, one great advantage of our after sales services is the ability to shift furniture systems from one location to another, reconfigure furniture clusters and upgrade the finishes on some of the furniture at any time with minimum cost and with the least disturbance to the clients operation due to the fact that our systems are made to live for many years and thus are designed to change and reconfigure as per clients needs in order not to restrict his/her modification or change in the space or utilization of the furniture systems.
1. SAFETY PROCEDURE A sound Safety Plan with complete procedures shall be implemented, with written instructions to establish safe working methods, outlining potential hazards at each stage. A site survey shall be carried out on a daily basis to ensure that the HSE working methods are in operation & that all regulations are being observed. Adequate safety induction trainings will be given to all project team members to ensure that all works will be executed safely as per Safety Procedures and the company HSE Policy. A highly qualified and trained safety team including full fledge medical staff will be deployed immediately after the award of contract as well as prior to the commencement of onsite activities. A high level commitment will be given by the senior executive management to be in line with best Health, Safety and Environmental Protection measures. Moreover, we will ensure to implement all HSE requirements in accordance with the Qatar environmental rules and regulations apart from the clients HSE rules and regulations.
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2. GENERAL PROJECT MANAGEMENT MATTERS a. Project Management Matters: Upon awarding to us, the Project Manager and the Planning Department shall be responsible to present a working time schedule for the project, complete with manpower allocation to each activity and cash flow analysis. The schedule will be updated regularly to insure the timely delivery of the project. b. Subcontractors: Subcontractors for specialist jobs shall be selected based on their track record of delivering on time and with the desired quality level. For the furniture upholstery, Salam Industries has the best expertise and experience when it comes to Furniture Upholstery, custom made furniture and all types of joinery works. b. Material & Shop drawings: After obtaining approval for the Design, shop drawings & Material Submittals will be prepared to facilitate the fabrication and order placing of materials. 3. RISK ASSESSMENT: The Major Risk for this Project is as follows: a) Any Design change in later stage/Approval delay for any long lead items are the Risks in all Fast-track types of Projects, which will affect the delivery of the material and the execution. b) The installation for the long lead items: (such as Furniture, Carpet Tiles, Vinyl Floors, Roller Shutter Doors etc). Most of these items will take 12-14 weeks delivery time (from the date of approval) and the installation will come same time to all floors. The Material shifting and coordination will be in high risk during these days. 4. TRACK RECORDS: Our company has performed in Qatar quite a few similar projects to this particular one and to name few recent projects of turnkey nature and that are already mentioned in other parts of the tender documents:
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Turn key projects in hand: Design Build Scope of Fit out & Furniture for Globex Office at The Gate Tower Floor 7 & 8 - Office fit out works including, Design works, Demountable Solid & Glass Partition, Dry wall partition, Ceiling, Flooring, Doors, Wall finishes, Office furniture, Window Blind, MEP Works and fittings
Turn key projects Executed Recently: 1. Al Wakrah Hospital Interior Modification works Phase 01 & Phase 02, which includes MEP Works, Solid partition, Ceiling, Flooring, Wall finishes, Doors, Custom made Furniture, Land scape works, fittings etc 2. Design Build Scope of Fit out & Furniture for Adabisc, Salam Petroleum & Salam Technology Office at The Gate Tower Floor 3,4 & 5 - Office fit out works including, Design works, Demountable Solid & Glass Partition, Dry wall partition, Ceiling, Flooring, Wall finishes, Window Blind, Office furniture, and fittings 3. Design, Supply & Installation of Partition System, floor finishes, interior fit outs and furniture for ORYX GTL office at WOQOD Tower (Floors 02 to 13) - Office fit out works including, Design works, Demountable Solid & Glass partition, Dry wall Partition, Doors, Ceiling, Flooring, Wall finishes, Window Blind, Signage, Office furniture and fittings 4. Design Build Scope of Furniture Fixtures Equipment for WOQOD TOWER at West Bay (Floors 14 to 28, 30, GF, Mezz & 1st Floor) - Office fit out works including, Design works, Demountable Solid & Glass partition, Dry wall Partition, Doors, Ceiling, Flooring, Wall finishes, Window Blind, Signage, Office furniture and fittings 5. Office Fit out and Furniture for TORNADO TOWER (Qatar Foundation) Floors 02 to 12, 45 & 46, which includes Demountable Solid & Glass partition, Ceiling, Flooring, Wall finishes, Window Blind, Signage, Office furniture and fittings. Previous experience: 1. Qatar Foundation Al Nasr Tower A fit out works including Solid partition, Ceiling, Flooring, Electromechanical works, Wall finishes, Office furniture and fittings 2. Qatar Real Estate Company(ALAQARIA) New Head Quarters-Office fit out works including Solid partition, Ceiling, Flooring, Electromechanical works, Wall finishes, Office furniture and fittings 3. Exxon Mobil- Supply & Installation of Office Furniture Of Al Wosail Tower.
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4. Tatweer Infrastructure Company- Office fit out works including Solid partition, Ceiling, Flooring, Electromechanical works, Wall finishes, Office furniture and fittings. 5. Qatar Financial Centre Office-Fit out for Qatar Financial Centre Regularity, at Ministry of Economy & Commerce Building. The fitting out works consist of Solid Partitions, Cubicles, Joinery, Carpet Flooring, Office Furniture & Fittings & internal finishing works. 6. Hamad Medical Corporation-New student lounge for HGH & WH, consist of Ceiling, Electromechanical, furniture & interior finishing works. 7. Qatar National Bank-Grand Hamad avenue building-6th floor, fitting out works comprise of custom made furniture fittings, ceiling, electrical & mechanical works. 8. Furniture fittings & Equipments for Conocophillips Qatar Ltd Headquarters Conocophillips Office Fitout Package 01, which is located in 13,14,15th floors of Salam Tower in West bay. The fitting out works consist of modification to the existing false ceilings, Partitions and MEP connections demolitions works, Internal Partitions & False Ceilings, Internal Finishes, Joinery, Furniture & fittings, modifications & extensions to MEP installation. 9. United Development Company (UDC) Office Fitout in 5th floor at Al Fardan Tower. The fitting out works consist of Civil & Demolishing works, Electromechanical works, Flooring, Ceiling & Wall finishes,& Furniture 10. Ras Gas Administration Offices in both Doha & Ras Laffan are regular and continuous customers of Salam Enterprises and Herman Miller for more than 12 years 11. Al Jazeera Sports Channel: a design, construct and furnish turnkey project turning an old storage building into a function sports channel with complete upgrading of the building exterior and interior in three and a half months period. The works included the complete renovation of the building, cladding, services, HAVC, security systems, new architectural layouts, flooring, ceilings, fit out, furniture and equipment. 12. Ministry of Education: the furnishing of more than 85% of the new M.O.E headquarters in West Bay and the design, execution of fit-out and furnishing of the Minister and Undersecretary executive floors. 13. First Finance Head Quarters: a complete finishing and furnishing of the companys three floors head quarters from an open shell concept. The work included the ceilings (metal, mineral fiber and Gypsum), Flooring (marble, ceramic, vinyl and carpet), partitioning (gypsum dry walls, demountable partitions, furniture partitions and permanent block partitions) furniture (clusters, free standing desks, waiting areas, VIP offices and work stations) and custom
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made wooden works (doors, cladding, ceiling lining, counters, receptions and others). 14. Qatar Gas, QAFCO, QAPCO, QP, Gulf Drilling Company and Dolphin Energy are regular customers of Salam Enterprises and many of which are on Call Off agreements with Salam Enterprises to supply furniture on fixed unit rate for 2, 3 and 7 years basis a service which is also unique to Salam Enterprises. 15. Urban Planning Authority: furnishing 20 floors with open plan workstations reaching approximately 700 units and closed offices along with carpeting all the floors exceeding 15000 meter square. The project is done for the Authoritys New Headquarters at West Bay. Material delivered in record time and installation is being done at the rate of three days per floor. 16. Al Ahli Bank: Design, renovation and furnishing of various departments in the banks head quarters including the partitioning, flooring and furniture. 11. CONCLUSION We have excellent reputation with the several clients and have given professional services to them in the past. We are confident that the, we will be completing this project successfully with full satisfaction of the Engineer and the client.
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MEMORANDUM OF PROCEDURE

Identifying the scope of works:

Project Planning & Execution Plan

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