Dated: 30-01-25

To:

Mr.Srinivasan
President
Gemini Magnolia
132, Ponmar, Polachery
Mambakkam,Chennai- 600 127

(Sub: Proposal for Integrated Facility Management Services for Gemini Magnolia)

Dear Sir,
Greetings from 4S,

We are happy to submit our proposal for rendering the Integrated Facility Management

Proposal for Gemini Magnolia, in a great manner,

We would like to gratitude the management for considering our proposal, we are

happy to associate with the management for the seamless operation in the facility. Kindly

find the commercial proposal for your kind perusal, request yourself to please feel free to

approach for any clarifications in this regard, we are happy to assist.

Right Services by Right People

Thanking you,
Yours Truly

V.S.Senthil Kumar
4SIFMS
 4S IFMS SCOPE OF FACILITIES MANAGEMENT

RESPONSIBILITIES IN BRIEF:

MAINTENANCE:

 Manage domestic and flush water supply systems

 Common area Electrical fixtures minor repair & maintenance
 Maintenance of Switch rooms
 Monitor of Diesel Engine Generators
 Coordination with AMC service provider for Diesel Engine Generators
 Monitor & daily operation of feed water pump.
 Monitor of Elevator operations
 Coordination for Elevator breakdowns with AMC vendor
 Coordination with AMC vendor for Firefighting installations & PA Systems
 Periodical monitoring of CCTV Cameras, Access systems,
 Common area Sanitary and Water pipelines minor repairs and if any major
replacement work, external agency engaged for support and agency cost will be
billed at actual to ASSOCIATION (like scaffolding / crane rental etc)
 Maintenance of following log books-Technical shift / HK / HK material inventory /
Consumption of Diesel
 Monitor and Coordination for air conditioners with AMC service providers
 Operation and maintenance of Aviation lights in Terrace
 Common area lights operations
 Minor repair works of common area door locks / floor springs / door closers /
glass door handles etc. If any major repair / replacement required, would engage
external agency, initiate approval process and complete the repair work. Bills will
be raised at actual to ASSOCIATION
OVERALL HOUSE KEEPING: Dry & Wet clean / mopping / Sweeping

 All external common areas including all car parks (Basement/Ground/Stilt levels)
 All common areas within blocks, Party Hall, Multipurpose hall
 Terrace.
 OSR and garden areas).
 Common toilets Ground floor & club house change rooms
 Daily Garbage removal from all block common collection bins
 General house-keeping prior to and after any special events.

Detailed Scope of Work – Maintenance

Water supply and drainage system

System Description: Water supply and drainage system consists of the following:

 Underground storage sumps for collection of bore well raw water and one
dedicated fire storage underground sump. The raw water from bore well pumps
stored in fire sump and the over flow water from fire sump feeds to raw water
underground sump it will be fed to WTP for filtration process.
 The filtration system consisting of sand filter, activated carbon filter and softener
vessels, apart from chemical injection.
 Bore wells, operated with periodic intervals filled in storage sump. Water
pumping through pressurized water system for all residential flats / common
areas.
 Flush system & garden watering is done through STP Treated water.
 Drainage lines from all flats and common facilities.
 Routine Inspection of installations related to water Supply System.
 Routine inspection of water supply pumps, filtration system.
 Any incidental expense towards Chennai Corporation / TNEB /
Pollution control board / Commercial taxes / Fire Services /
Insurances for Elevators / Electrical inspection charges / Elevator
 inspection charges, Lift and Fire system license renewals, etc
from all government bodies shall be borne by the ASSOCIATION.
 Incidental expenses paid to TNEB, Chennai Corporation for
Pongal Diwali, Ayudha poojai shall be borne by the Association .

External Electrical Maintenance

 External electrical maintenance covers all areas within the premises, excluding
the premises within the flats of individual owners. the common areas of all
blocks, covered car parks, OSR and service shaft areas.
 Maintenance of all external lighting, bulbs and tubes are consumables and
replaced at actual cost to be billed to Association.
 Replacement of faulty switches and sockets in common areas.
 Replacement of lighting and small power (e.g. power sockets / switches etc.)
wires, in common area premises.
 Minor repair works like Tap water leaking / Power supply input checking /
blockage removal of bathroom drains / Blockage removal of Toilet flush lines /
Electric Geyser line water line leak attending / Washing machine tap leaks
attending / Water purifier leak attending
 Replacement of any major 3 phase power cables (e.g. motor cables) – Both labor
charges and material costs to be billed to ASSOCIATION at actual. Labor
charges to be pre-agreed/approved by the management committee.

Maintenance of Switch rooms

 General tidiness of switch rooms at all times.

 Ensure all panels cleaned and dust free.
 Ensure all parts of the switchgears must be in a fit condition to operate
 Ensure all panel doors / Shaft doors / Meter rooms closed condition to prevent
any unauthorized entries and incidents.
 Ensure storm water trenches always clean and water flow smooth and closed
with metal grills with the external vendor shall be billable to client on actuals.
  Ensure Storm water Trenches cleaned periodically .External labor will be
engaged with the approval of ASSOCIATION if necessary to remove sludge and
bills will be raised at actual along with our monthly invoices.
 Coordinate with Electricity Board officials in the event of full or partial power
failures; any incidental expenses towards the restoration of power will be borne
by ASSOCIATION.
Operation of Diesel Engine Generator

 Daily general inspection of all generators and check its condition, any oil leaks,
fuel leaks, lube oil, diesel level and battery status.
 Test run of all generators on daily basis
 Ensure DG running in the event of loss of EB power, operate transfer switches
and ensure availability of power to all flats as per the design supply.
 Maintain DG Log book
Maintenance of water pumping.

 General checks of power supply panels and observes for abnormalities & report
system will be followed
Maintenance of Lift

 General cleanliness inside the lift car.

 Report if any abnormalities to the AMC vendor
 Coordinating with AMC vendor during their maintenance for electrical isolations
and cleaning duct chambers during their maintenance after getting access
clearance from them.
 Tracking of complaints and coordinate with AMC vendor for any abnormal
operations
Detailed scope of work for overall house keeping

 Ensure the whole Campus maintained in tidy and liter free zone on all 365
 Follow scheduled cleaning / scrubbing / mopping activities and log all events as
per the checklist
 Any incidental expense incurred for clearance of garbage or cleaning of the
frontage of the complex by Municipal / Chennai Corporation will be borne by
ASSOCIATION.
 If found any breakages or due to wear and tear of temporary assets like Jumbo
garbage bins, Concave mirrors or any other assets damaged, will be procured post
approval of ASSOCIATION
 All monthly housekeeping consumables & Office stationeries like – Mop sticks /
Mop stick refills / Easy mops / Toilet cleaning brushes / Cleaning chemicals /
Safety gloves / Plungers / Naphthalene balls / hand wash liquids / hand wash
towels / tissue rolls / Colin / Detergent soaps / Soap oil / and many other item list
attached with this proposal for your kind reference. A separate reimbursement bill
will be raised along with our monthly services invoice
Security

 Entry passes for House-maids / Drivers / Car cleaners / Laundry man and any
other regular vendors, as recommended by Physical Security Supervisor identity
cards will be issued with authorized signature of FMS Manager and permitted
through gate keeper App
 Support extended for Security Gate Keeper for data entry/correction if required.
Monitor and control of personnel movement:

 All in house Residents movement in the following areas logged as the

recommended timings by ASSOCIATION.
 Residents Terrace movements logged as per recommended timings by
ASSOCIATION
 Any unforeseen maintenance incidents logged , same will be reported to
ASSOCIATION
  Suggested for AMC :
 lifts
 Diesel Generators
 Water pumps –
 STP/WTP system
 Split & Cassette type air conditioners
 PA System
 Firefighting Extinguishers

Supplies and Requirements:

 Client shall supply, Basic Stationeries, Major tools like large wrenches, hammers,
drilling machines, Safety belts, ladders, for the team.
 Welfare of providing drinking water, hot or cold beverages two times in a day for
our employees.

Observations and initial findings:

 Barbering fence has to be installed in the rear side of the property

 Boom barrier shall be installed at the main gate with RFID
 Installing of CCTV display at the Main Security Room
 Bar screen ss trolly has to be installed
 Enough aeration required for aeration tank
 Odor smell in stp water has to be removed
 Locking of Terrace doors accessible for service personal only
 Installation of cctv at the vulnerable areas
 Information of enough boards at the facility
 Display of emergency contact numbers
 Escape route signage’s with radium back lit