Lotus Panache, Sec-110, Noida

Ref No: COMS/Lotus/21-22/01 Date: 27 th Nov,21

Kind Attention: Mr. Sumeet Saxena
Subject: Proposal for Integrated Facility Management Services
Sir,
We would like to express our sincere thanks for the kind courtesy extended to me and my colleagues at your esteemed premise
Furtherance, this is with reference to our discussion, we are pleased to submit our proposal for manpower Services. Details of
same category wise is herewith mentioned in the Annexure I.
Annexure I: Commercial Proposal for IFM Services
We hope our offer is in line with your requirement and considering one of the prestigious clientele, the offered proposal is
negotiable, therefore feel free to call or write me at contact no. Mob: +91-8447343565 and somesh.jha@comsindia.in
Thanking you and looking forward for long association by assuring our best attention at all times.
Yours Truly
For "Capital Outsourcing & Management Services (P) Ltd.”
ANNEXURE 1
Commercial Proposal For IFM Services

Deployment Total Cost

Sl No Services Unit Cost Per Month
Shift 1 Shift 2 Shift 3 General Reliever Total
I Resource Staff Schedule
A Management Team Qualification & Experience
Bachelor's degree in real estate, property management, business administration, or similar.
A minimum of five years' experience in real estate, project management, or similar.Experience in
property management including the coordination of housekeeping, maintenance, and renovations.
1 Estate Manager 1 73,925 73,925

2 Assistant Property Manager 1 47,725 47,725 Assisting Estate Manager in the day to day activities and supporting in preapring the documnetation
part. Having 3-5 yrs exp. In similar field with B.tech

3 Facility Engineer 1 29,355 29,355 Assisting Technical Team in the day to day activities and overlooking PPM Schedules. Having 3-5 yrs
exp. In similar field with Diploma in Electrical .

4 Accountant 2 2 30,312 60,623 Minimum educational qualification is 10+2 passed with commerce subjects like Accounts, Economics
& preferably from real estate background

5 Help Desk 1 1 1 3 19,738 59,214 Minimum 12th Pass with fair written & speaking communication. Having exp. of atleast 3 yrs in similar
industry. It will be 24*7 operations

Sub Total (A) 8 2,70,842

B Resource Overheads Remarks

1 Cell phone charges 500 500 For Estate Manager

2 Laptop & desktop 3,400 3,400 One Laptop for Facility Manager & 2- Desktop for accountanat & help desk

3 Labour License & Statutory Compliance Cost 1,000 1,000

4 Technical Log Books 2,000 2,000

Sub Total (B) 6,900

C Associated Services Remarks

1 Pest Control & Mosquitoes Spray Services 5,500 5,500 Socpe consists of rodent, spray services for moquitos

2 Fogging 5,000 5,000 It includes the fogging machine cost, diesel cost & chemical cost

3 HK Equipment cost 15,336 15,336 Single Disk for floor scrubbing of club houses & lift lobby areas -2nos, Wet & Dry Vaccum Cleaner for
suction-2nos, Flipper machine for road cleaning-2no, Back pak for channel cleaning of lifts-1, High
pressure jet machine for basement cleaning-1nos

4 HK Cleaning Consumables 27,500 27,500 All Hk cleaning consumables & chemicals

5 Horticulture Consumables 2,500 2,500 Consists of scissiors, khurpi, gardening pipes etc.

6 Engineering Tools 6,500 6,500 consists tools for electrician, plumber, carpenter, mason & painter

7 Horticulture Tools 6,087 6,087 Lawn Mover ( Diesel Operated)-2 Nos, Bush Cutter( Petrol Operated)-2 Nos, Hedge Trimmer- 1No.

Sub Total (C) 68,423

Total Operating Cost 346,165

Management Fees 216,789

PM Monthly Cost 562,954

II Manpower

D Technical Services Shift Details (8 hrs / 12 hrs)

1 Technical Supervisor 1 1 2 27,229 54,457 12 Hrs Shift

2 Electrician 3 3 1 7 19,846 138,924 12 Hrs Shift

3 DG Operator 1 1 2 19,846 39,693 12 hrs Shift

4 Plumber/Pump Operator 3 3 1 7 19,846 138,924 12 Hrs Shift

5 Fire Technician 1 1 2 19,846 39,693 12 Hrs Shift

6 Helper (Technical Assistant) 2 2 15,538 31,077 12 Hrs Shift

7 Lift Operator 1 1 2 19,846 39,693 12 Hrs Shift

 8 Welder 1 1 16,940 16,940 9 Hrs Shift

9 Mason 1 1 16,940 16,940 9 Hrs Shift

10 Carpenter 1 1 16,940 16,940 9 Hrs Shift

11 Painter 2 2 16,940 33,880 9 Hrs Shift

Sub Total (D) 29 567,161

E HouseKeeping Services Shift Details (8 hrs / 12 hrs)

1 Housekeeping Supervisor 1 1 17,885 17,885 8 Hrs

2 Head Boy 1 1 15,185 15,185 8 Hrs

3 Houseboy/Chambermaid 25 2 1 6 34 12,183 414,211 8 Hrs

4 Pantry Boy 1 1 13,326 13,326 8 Hrs

5 Horticulture Supervisor 1 1 16,904 16,904 8 Hrs

6 Gardener 8 8 12,441 99,526 8 Hrs

Sub Total (E) 46 5,77,037

F Security Services Shift Details (12 hrs)

1 Security Officer 1 1 2 29,500 59,000 12 Hrs

1
2 Security Supervisor 1 1 3 28,500 85,500 12 Hrs

3 Gunman 1 1 2 25,000 50,000 12 Hrs

4 Security Guard 22 20 8 50 20,500 10,25,00 12 Hrs

Sub Total (F) 57 12,19,500

TOTAL (Sub Total D+E+F) 132 23,63,698

PM Monthly Cost 29,26,652

VALUE ADDED SERVICES:

Matting at each Tower so reduce the dust control on the lobbies
Polishing & Buffing of each lift to keep it always shinning like new on quarterly basis
Will provide energy audit & Thermography of all equipment once in a year
Sanitization of towers as & when required

Terms & Conditions

GST will be charged as per the government norms
The above cost is based on State Minimum wages. As & When minimum wages of State Govt. increases,
the same percentage of hike will be incorporated in next monthly invoice.
The above quote includes all Statutory Cost viz PF, ESIC, Bonus etc. Any subsequent amendment which
would result in increased liability will be charged on actual.
Payment Terms: The payments should be made within 15 days of the submission of the invoices.

Electricity & water will be provided by client

Gratuity will be charged at Actual
1. SCOPE OF SERVICE:
Housekeeping services:
Sl. No Nature of works to be executed Frequency
1 Tower floors, Stairs and railing(Alternate day), Lift cleaning, Ground, Daily
Basement lift lobby cleaning, Lobby area doors, lift doors and channel
cleaning, Tower outer area, lower & skirting Cleaning, Tower reception,
Club , Club shop area, Club toilets, Outer periphery road, Basements and
utility area, Main gate cabin & FM office, Central lawn, Amphitheater and
park benches, Lawn Tennis, kids play area & multipurpose court
2 All tower terrace cleaning, All tower shaft cleaning, Canopy cleaning, Weekly/fortnightly/
Reception area facade glass cleaning, FHC Box Cleaning, Tower floor monthly/quarterly job
scrubbing, moping , polishing, and washing, Basement washing with STP
water, Drain line cleaning (Basement and outer area), Chairs and rugs
cleaning, Dustbin cleaning, Sump pit cleaning, Basement overhead pipe
dusting & cobweb removing, STP/WTP area cleaning

3 Arrangements during festive party, GBM, Sanitizing, Helping painter, On demand

mason, Extra work of horticulture, Hilti, soil work, debris removing, Swage
manhole cleaning, Water logging in basement during rain

4 Removal of small, medium and large scale debris/unwanted stuff from Basic known requirement
stairs, Basically need a policy around this, Club male
& female HK staff during swimming pool hours (6-10 am, 5-9 pm).
Tennis court and kids play area cleaning post 9:30 pm or early morning like
6 am, Few staff for evening shift for the job of fogging and sanitization.
One staff for night shift (emergency cleaning), Can be used for other job
work during night, Waste collection vendor is separate so this is not to be
included in scope of work

5 Garbage including dustbins of staff to be cleaned and removed from the Daily
premises every day
Landscaping and Gardening
Area to be covered for landscaping and gardening is outer peripheral road, 15 tower gardens and once
central garden. Requirements: There is high requirement to uplift the ambience, Good skilled gardeners/horticulture staff Super
Sl. No Nature of works to be executed
1 Clean walkways and paths, Empty trash cans and replace liners
2 Straighten plant identification signs and clean Remove cob webs from plants,
tables and benches.
3 Deadhead flowering plants as needed.
4 Mop or squeegee excess water from the floor of the Recycle Zone within one
day of a rain event.
5 Clean all signs throughout garden, front and back. This includes plant
identification tiles and all garden information signs throughout the garden area.

6 Recycling, preferably March, May, first week of August, and November, and
before large events. (Vendor will be notified in advance of event(s)

Mechanical, Electrical and Plumbing (MEP) Services

Services: Electrical Distribution System (LT and HT Section)
Vendor responsibility Frequency of Service Required Service Level
All in all O&M of the various Vendor has to keep the  Minimum down time, coordination with the power
Electrical installations specified trained Operators for Proper supplier for uninterrupted power supply round the clock.
including all Spares, and operation and observation  Log electrical meter readings.
manpower. round the Clock.  Track the consumption of all consumables.
 Ensure all indication bulbs in panels are functional.
 Ensure ventilation in LT
/Transformer / DG room is proper and adequate.
 Ensure all ACBs / MCCB are healthy.
 Ensure that Capacitor panels are functional.
 Check all electrical installation viz. Panel rooms, LT /
HT Room / DG Room for any abnormality.

Service: DG Supply
Vendor responsibility
Frequency of Service Required Service Level
All in all O & M of the DG set as Vendor has to keep the trained  Carry out NO LOAD testing of DG sets daily
per manufacturers’ guidelines, Operators and Helpers in shifts  Check DG set ON LOAD on a weekly basis
service book, POL etc for proper upkeep and operation  Keep records of diesel & lubes consumption
of the DG sets  Ensure adequate Diesel in the fuel tank at all
times
 Ensure all batteries are healthy.

Service: Operation and monitoring of Elevators' Operation & Plumbing

Vendor responsibility
Frequency of Service Required Service Level
Assist and guide users in the Vendor has to keep the trained  Minimum down time, coordination with the OEM
operation of passenger elevators. Operators to run the Service /supplier for uninterrupted service round the clock.
Operate Service elevators. Ensure elevators and assist users on  Ensure smooth operation through coordination.
that all the elevators are the use of Passenger elevators  Check on working of various indications.
operational all the time. in shifts for proper use of  Periodically check on operational features of safe
Elevators landing, automatic hall call registration, false call
cancelling, power on relabeling etc. as may be
applicable.
a. All in all Operation and Maintenance of all Round the clock monitoring  To be checked on defined intervals to
Water Supply and distribution system including of the system installed. ensure no Complaints are received.
RO plant, WTP, Hydro-pneumatic System, STP,  Ensure availability of water at all times.
Fire Fighting Equipments, Fire Hydrant System,  Ensure storm water lines are not cogged.
Pumps and Motors, Fountain System, Irrigation  Ensure all sanitary fittings installed within
System in accordance with the Manufacturer's common area are in good working
Instruction Manual. condition at all times.
b. Periodic checking of all storage tanks of  Periodically check the condition of
treated water tanks, Fire tanks etc. charging wells.
c. Maintain pre-defined water levels in fire
tanks.
d. Ensure that the pressure of the water supply
for the firefighting system is maintained at the
required level.
e. Attend to complaints for choking
/ clogging of drainage system.
f. Maintenance of all valves, taps, basin,
commode, urinal etc. and other plumbing and
sanitary fittings of common areas.

Executive Summary
As the leading provider of Property Management Services, we very well understand the importance of
managing the property. It is the ability to transfer the knowledge which will help the property to develop an
Our systems, processes and technology are unrivalled in the industry; we believe that it is our people
and our constant ability to retain our talent pool that sets us apart from our competitors. Our commitment to
Our Systems and processes are appropriately customized as per Indian conditions to provide best in the
Industry to our Client.
COMS Group has proposed management team apexes by senior staff with the objective of building the
foundations for growth whilst establishing Best Practice Systems and processes in all aspects of the Prope
TRANSITION PLAN FORMAT
MOBILISATION & TRANSITION PLAN DOCUMENT
S.No. Action Item Start Date End Date Responsibility Status Remarks
1 Pre transition

i Layout of facility shared with COMS ii Transition Checklist distribution

iii Commercial Proposal iv Issue of LOA/PO
v Signing of Contract
vi Formation of Transition Team

vii Escalation matrix at Corporate & Site level for service delivery viii 1st Kick off Transition Meeting with Client
2 Hiring & Recruitment Plan

i Retaining existing manpower (subject to internal screening and verification)

ii Proposal of Manpower count with shift timings

iii Arrangement of ID Card , Joining formalities, PF,Bank account etc. for site staff

iv EFS will submit list of employees and their details for access cards for entry in Client premises.
v Report on Hiring and Recruitment status

vi Confirm HR Policies & Procedures available vii Induction Training

viii Identify Training Needs & create Training Plan
3 PRODUCT- Equipment, Tools, Consumables

i Procuring and Deployment of basic Tools & PPE at sites

ii Procuring and placing cleaning and maintenance Equipment iii IT Equipment / Communication Equipments
iv Procuring and deploying of Uniforms at site.
4 Transition/Take-Over of Services

i Go Live Date

ii Schedule Internal Mobilisation Completion Meeting iii Schedule Go-Live Meeting with Client
iv Training to site team on service delivery

v Formats of MIS report and shift handover to be finalized in coordination wIth Boeing
vi Organize Training with HR, and other related departments

vii Prepare 52 week training calendar based on site scope of work and publish of execution
5 Review and Audits

i Internal Review of Transition checklist (Once in 2 days) ii Review of Transition checklist with (Once a Week)
6 Billing

i Formalization of billing process, billing certification, billing cycle, documents required for billing
7 Compliance

i To be discussed with the client team during Transition

TRANSITION DOCUMENTS
Name Of The Site:
Hand Over Date : Hand Over Given By :

Sr. No. Description Availability Status (Yes/No/NA)

Details Remarks
1 Area Covered under the scope
2 Strength of team on site / shift wise
3 Manpower deployment sheet (allocation / location & shift wise)
4 Is deep cleaning schedules in place
Frequency of cleaning of Utility rooms, Technical equipments &
5 assets where HK assitance required
6 Is supervisors checklist in place
7 Do supervisors maintain daily report (shift wise Log book)
8 Is daily briefing & De-briefing carried out by supervisors
9 Is attendance register maintained on site
10 What are safety practices followed by the HK team (is PPE used)
11 Are proper chemicals & PPE used on site
Are job responsibilities of individual housemen defined (Job card)
12
13 Is there any training conducted & records available
14 Is office & common area checklist in place and followed
15 Frequency of toilet Cleaning
16 Is the schedule for the daily special cleaning activity in place Pattern of tracking consumption of consumables & reporting the
17 same to FM
18 Housekeeping Supervisor Daily Checklist
19 Weekly Deep Cleaning Checklist
20 Monthly Deep Cleaning Checklist
21 Daily Washroom Checklist
22 Conference Room Checklist
23 Cleaning Specifications
24 Daily Cleaning Schedule
25 List of Chemicals used
26 Housekeeping Consumables Stock Register
27 Job card
28 Checklist for common area
29 Weekly, Fortnightly & Monthly Housekeeping Schedules
30 Stock register
31 Machine movement register
32 Log book
33 List of daily registers to be presented to FM
34 Staff PF details
35 Staff ESIC details
36 Staff PCC/ Background checks
37 List of material & machinery procured
HOTO CHECKLIST
Site Name

Address

PROCEDURE FOR HAND OVER & TAKE OVER

When Site Is Handed Over To Operation’s Team

Handover Date: Handover Given By : Handover Given To:

Objective:
To establish a procedure for proper Hand Over and Take over when the site is Handed Over to the
Operations Team.
Policy:
The proper procedure of handing taking over should be followed for smooth and trouble free operations.
Responsibility:
Transition In charge
Procedure:
 Handover of all activities undertaken - role & Responsibilities undertaken
 Any Pending issues that need to be highlighted
 Handover of Assets – Machinery ,Material & Consumable Store, Computer, Data card, Files & Content
 Handover of Access cards/ID Cards/Keys
 Handover of schedules/registers/rosters
 Handover of any petty cash and reconciliation of the amount
 Signature of acceptance by person taking handover
Date:
I …………………………………have taken the handover of the site from …………………………….
on………………, I have physically checked and verified all the assets and documents system as mentione
the handover takeover document.
A Brief Introduction of the site “ Followed By Scope of Work “
1
2 Scope of work –
3 Agreed Manpower:

4 Sub Vendor Engaged:
None.

Asset & Equipment list handed over

 Description Qty

6 Physical verification of listed documents

1. Monthly attendance register
2. Daily Checklist of Area under scope
3. Uniform& Shoes distribution register.
Pending issues
7 Labor License
Communications
8 1. There is no computer system available at the site, need an approval for the same.

Handed Over By – Taken Over By -

Sign. Sign.

MOBILIZATION PLAN:
A new initiative need to be formed for a well trained team, with an objective to meet the uncertain
challenges during the project startup and site operations.
It helps:
 To start the project in transition phase with a well trained people, to set a bench mark.
 To meet the unpredictable short fall at sites.
 To improve the quality at various stages, such as Visits /Audit & Deep cleaning of the sites.
This initiative will help in meeting all the challenges and providing better services to clients.
OBJECTIVES TO HAVE MOBILIZATION TEAM:
 INCREASE PRODUCTIVITY THUS INCREASING PROFIT
 KEEP THE MORAL OF ALL EMPLOYEES HIGH WITH
 RIGHT SUPPORT AT RIGHT TIME
 COVER ABSENTEEISM BY PROVIDING A BACK UP
 REDUCE THE BURDEN OF REGULAR WORKERS
 HAVING AN ADDITIONAL TEAM THAT CAN PLAN , ORGANIZE ,MONITOR, ACT AND REVIEW THE
EMPLOYEE PERFORMANCE APPRAISAL PROGRAM:
 Every Month one employee from each gender and category & will be recognize & rewarded with
certificate and cash award as the best employee of the month.
The parameters of evaluation will be based on the following
 Grooming
 Attendance
 Discipline
 Work knowledge
 Documentation Client Feedback
 Subsequently at the end of 1 year completion, the employee with highest no of recognition would
be trained and elevated to next level as a token of recognition for their consistent performance.
 Date: 27 th Nov,21

e and my colleagues at your esteemed premise.

ur proposal for manpower Services. Details of

stigious clientele, the offered proposal is

43565 and somesh.jha@comsindia.in
ntion at all times.

Qualification & Experience

Bachelor's degree in real estate, property management, business administration, or similar.
A minimum of five years' experience in real estate, project management, or similar.Experience in
property management including the coordination of housekeeping, maintenance, and renovations.

Assisting Estate Manager in the day to day activities and supporting in preapring the documnetation
part. Having 3-5 yrs exp. In similar field with B.tech

Assisting Technical Team in the day to day activities and overlooking PPM Schedules. Having 3-5 yrs
exp. In similar field with Diploma in Electrical .

Minimum educational qualification is 10+2 passed with commerce subjects like Accounts, Economics
& preferably from real estate background

Minimum 12th Pass with fair written & speaking communication. Having exp. of atleast 3 yrs in similar
industry. It will be 24*7 operations

Remarks

For Estate Manager

One Laptop for Facility Manager & 2- Desktop for accountanat & help desk

Remarks

Socpe consists of rodent, spray services for moquitos

It includes the fogging machine cost, diesel cost & chemical cost

Single Disk for floor scrubbing of club houses & lift lobby areas -2nos, Wet & Dry Vaccum Cleaner for
suction-2nos, Flipper machine for road cleaning-2no, Back pak for channel cleaning of lifts-1, High
pressure jet machine for basement cleaning-1nos

All Hk cleaning consumables & chemicals

Consists of scissiors, khurpi, gardening pipes etc.

consists tools for electrician, plumber, carpenter, mason & painter

Lawn Mover ( Diesel Operated)-2 Nos, Bush Cutter( Petrol Operated)-2 Nos, Hedge Trimmer- 1No.

Shift Details (8 hrs / 12 hrs)

12 Hrs Shift

12 Hrs Shift

12 hrs Shift
12 Hrs Shift

12 Hrs Shift

12 Hrs Shift

12 Hrs Shift
 9 Hrs Shift

9 Hrs Shift

9 Hrs Shift

9 Hrs Shift

Shift Details (8 hrs / 12 hrs)

8 Hrs

8 Hrs

8 Hrs

8 Hrs

8 Hrs

8 Hrs

Shift Details (12 hrs)

12 Hrs

12 Hrs

12 Hrs

12 Hrs

terly basis
r

wages of State Govt. increases,

y subsequent amendment which

bmission of the invoices.

Frequency
Daily
 Weekly/fortnightly/
monthly/quarterly job

On demand

Basic known requirement

Daily

wer gardens and once

Good skilled gardeners/horticulture staff Supervisor can be excluded if regular SME visit is there or soft service in charge if can handle this
Frequency
Daily
Daily

Daily
Daily

Weekly

vice Level
 own time, coordination with the power
interrupted power supply round the clock.
cal meter readings.
e consumption of all consumables.
indication bulbs in panels are functional.
ntilation in LT
DG room is proper and adequate.
ACBs / MCCB are healthy.
at Capacitor panels are functional.
electrical installation viz. Panel rooms, LT /
G Room for any abnormality.

Service Level

NO LOAD testing of DG sets daily

G set ON LOAD on a weekly basis
ords of diesel & lubes consumption
dequate Diesel in the fuel tank at all

ll batteries are healthy.

Service Level
down time, coordination with the OEM
or uninterrupted service round the clock.
mooth operation through coordination.
n working of various indications.
ally check on operational features of safe
utomatic hall call registration, false call
power on relabeling etc. as may be
 To be checked on defined intervals to
ensure no Complaints are received.
Ensure availability of water at all times.
Ensure storm water lines are not cogged.
Ensure all sanitary fittings installed within
common area are in good working
condition at all times.
Periodically check the condition of
charging wells.

well understand the importance of

ich will help the property to develop and maintain genuine competitive advantage.
ry; we believe that it is our people
om our competitors. Our commitment towards training and education ensures that our values and ethics permeate a
ndian conditions to provide best in the

taff with the objective of building the

nd processes in all aspects of the Property Management Cycle right from transition phase. We have qualified enginee

ponsibility Status Remarks

 Given To:

n the site is Handed Over to the

r smooth and trouble free operations.

, Computer, Data card, Files & Content

rom …………………………….
ets and documents system as mentioned in

Work “
 Qty

ns
n approval for the same.

gn.

bjective to meet the uncertain

to set a bench mark.

Deep cleaning of the sites.

etter services to clients.

E ,MONITOR, ACT AND REVIEW THE WORK

ill be recognize & rewarded with

 h highest no of recognition would
heir consistent performance.
ervice in charge if can handle this. Horticulture equipment which can provide automation and reduce manual work like Cutting tools, Digging
alues and ethics permeate all levels of the firm. In emerging markets, there is no substitute for experience; over the p

e. We have qualified engineers and domain experts who ensure that every minute component of the process of servi
ual work like Cutting tools, Digging tools, Shovels, Spades, Forks, Watering tools, Hose pipe, sprinklers, watering cans, Reliever for staff wh
ute for experience; over the past 10 years we have become the premier provider of quality real estate services to our

onent of the process of services are captured and well monitored through physical means and technology.
watering cans, Reliever for staff who will be on holiday Recommending and arranging of Seasonal plants, Manure and fertilizer and For SME
ty real estate services to our clients.

ns and technology.
Manure and fertilizer and For SME visit Pesticide requirement & Soil treatment.