®دمات...page 5 of 152 form of invitation to tender tender no.: 2992 tender name: integrated...

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Integrated Facilities Management

Services

Tender No. 6811002992

Bid issue date: 05 / 05 /2019 Bid closing date: 11 / 06 /2019 time @ 14:00

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C o n t e n t s

➢ Section I of V : Invitation to Tender

➢ Section II of V : Form of AGREEMENT

➢ Section III of V : Conditions of AGREEMENT and Annexes

➢ Section IV of V : Bills of Quantities / Pricing Schedule ➢ Section V of V : Attachments

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SECTION I of V

Invitation to Tender

C o n t e n t s

1. Form of Invitation to Tender

2. Form of Tenderer’s Response

3. Tendering Instructions

3.1 Instructions to Tenderers

3.2 Tendering Data

3.3 Attachments:

Attachment 1: Sealed Tender Instructions

Attachment 2: Checklist for Tender Submission

4. Tender Forms

4.1 Form of Tender

4.2 Form of Tender Security

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1. FORM OF INVITATION TO TENDER

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FORM OF INVITATION TO TENDER

TENDER No.: 2992

TENDER NAME: Integrated Facilities Management Services

SUBJECT: INVITATION TO TENDER

Dear Sir, ABU DHABI Agriculture and Food Safety AUTHORITY has the pleasure of inviting you to submit a Tender, in competition, for the provision of the above SERVICES. The Tender Documents for the SERVICES can be collected during normal office hours as per the Invitation from our offices at the following address:

ABU DHABI Agriculture and Food Safety AUTHORITY {ADAFSA} Contracts & Procurement Division CONTRACTS SECTION ADAFSA HEAD OFFICE, 12th Floor ABU DHABI, U.A.E. Attn : Contracts & Procurement Division Director

The Scope of required Service is to seek for a service partnership for Total Facilities management to ensure the integration of it’s organization processes to maintain and develop a professional Facilities Management Services to support and improve the effectiveness of ADAFSA primary activities. for detailed requirements, please refer to Section III, Annexure A “Scope of Services”. Your wax sealed and complete offer, strictly in accordance with the Tender Invitation Package, shall be submitted in our offices (as per the above address) not later than the time and date stated in here / or the newspaper advertisement. Please confirm receipt of this letter and state whether you intend to submit a Tender or not. We would appreciate being so notified in writing at your earliest opportunity in accordance with the “Form of Tenderer’s Response” enclosed in the Tender Invitation Package. Yours faithfully, Contracts & Procurement Division Director ABU DHABI Agriculture and Food Safety AUTHORITY {ADAFSA)

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2. FORM OF TENDERER'S RESPONSE

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FORM OF TENDERER'S RESPONSE [PRINT OUT THIS LETTER IN COMPANY’S LETTER HEAD]

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA} Contracts & Procurement Division ADAFSA HQ, 12th Floor ABU DHABI, U.A.E. Contracts & Procurement Division Director

RFP No: 2992 Subject: Integrated Facilities Management Services Dear Sir, We acknowledge the receipt of the Tender Invitation Package and Invitation to public Tender and :

a) You may expect to receive our TENDER on or before ......./......../2019

b) We do not intend to submit a TENDER because (check the applicable reason):

Time limitation to provide a comprehensive bid

Lack of technical details/ specifications too restrictive

Job is too big/ small

Not interested in this type of material/ service

Products / services are not within our portfolio

Working in full capacity at this moment

Cannot meet the time schedule for the completion of the job

Other (please specify) : .............................................

We (enter your Company’s Name) wish to advise you of the following:

Registration ID:

Authorised contact person:

E-mail Address: SIGNED .......................................... TITLE ............................................. DATE .............................................

*** please revert this letter to email address: [email protected]

mailto:[email protected]

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3. TENDERING INSTRUCTIONS

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3.1 INSTRUCTIONS TO TENDERER(S)

GENERAL 3.1.1 ADAFSA, as defined in the Tendering Data, hereinafter “ADAFSA”, wishes to receive

Tenders for the provision of SERVICES, as described in herein and summarized in the Tendering Data, hereinafter referred to as the “SERVICES”.

3.1.2 To facilitate tendering and Tenders evaluation, the Tender Invitation Package enclosed reflect the AGREEMENT which shall be ultimately entered into by ADAFSA and the successful Tenderer(s) hereinafter referred to as TENDERER(S) together with all the technical specifications and information and commercial terms in the order and format as ultimately envisaged.

3.1.3 The successful TENDERER(S) will be expected to complete the SERVICES within the period stipulated in the Tendering Data from the date of commencement of the SERVICES.

3.1.4 Throughout these bidding documents, the terms bid and tender and their derivatives (Bidder/ Tenderer, Bid/ Tender, Bidding/ Tendering, etc.) are synonymous, and day means calendar day. Singular also means plural.

3.1.5 No firm shall be invited to participate in the Invitation to Tender unless it is properly qualified and registered in the Commercial Register in accordance with ADAFSA policies and procedures. However, in special circumstances an unregistered firm may be invited to bid, but the contract shall not be awarded to it unless it is finally registered with ADAFSA.

3.1.6 Bidders shall, as part of their Bid: (i) Submit letter of power of attorney authorizing the signatory of the Bid to

commit the Bidder; and (ii) Update any information, which has changed, and update in any case the

information indicated in the Tendering Data. CONTENT OF TENDER DOCUMENTS 3.1.7 The Tender Invitation Package or the TENDER shall be composed of those

sections as stated below, unless otherwise specified in the Tendering Data, and should be read in conjunction with any Addenda issued by ADAFSA prior to execution of the AGREEMENT: Section I of V : Invitation to Tender, which includes:

1. Invitation to Tender 2. Form of Tenderer’s Response 3. Tendering Instructions:

3.1 Instructions to Tenderer’s 3.2 Tendering Data 3.3 Attachments:

Attachment 1: Sealed Tender Instructions Attachment 2: Checklist for Tender Submission

4. Tender Forms: 4.1 Form of Tender 4.2 Form of Tender Security

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Section II of V : Form of AGREEMENT Section III of V : Conditions of AGREEMENT and Annexes:

1. General Conditions 2. Special Conditions 3. Appendix to Conditions 4. Annexes:

Annexure A. Scope of SERVICES: Annexure B. Time Schedule and SERVICE PROVIDERT’S Resources:

1. Key Dates 2. Overall Time Schedule 3. SERVICE PROVIDERT’S Proposed Work Plans and

Methods 4. Personnel and Project Organisation 5. Technical Evaluation Criteria

Annexure C. Services Provided by ADAFSA Annexure D. Bills of Quantities/ Pricing Schedule:

1. General Provisions, Pricing Details and Notes 2. Bills of Quantities/ Pricing Schedule (Unpriced Part)

Annexure E. Form of Performance Bank Guarantee Annexure F. Completion Certificate and Release Letter:

1. Completion Certificate 2. Release Letter

Section IV of V: Bills of Quantities/ Pricing Schedule

1. General Provisions, Pricing Details and Notes 2. Bills of Quantities/ Pricing Schedule (Priced Part)

Section V of V: Attachments

3.1.8 It shall be noted that some Annexes contained in Section III are required to be completed by the TENDERER(S). The TENDERER(S) shall complete the Tender Invitation Package according to all instructions given. Non-compliance may result in ADAFSA not considering the submitted TENDER. The TENDERER(S) shall give preference to the purchase of materials, equipment and services from Abu Dhabi.

3.1.9 In addition to preparing an offer based on ADAFSA’s Tender Invitation Package, should the TENDERER(S) so wish, it may offer an alternative(s) differing from ADAFSA’s stated requirements, wherever the TENDERER(S) considers that this may be advantageous to ADAFSA In this event, the TENDERER(S) shall clearly indicate all differences of whatever nature from ADAFSA’s stated requirements.

3.1.10 The TENDERER shall acknowledge receipt of the Tender Invitation Package and its intentions to Tender by a letter/facsimile, or otherwise by returning the Tenderer’s Response Form provided herewith.

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EXAMINATION OF TENDER INVITATION PACKAGE & EXPLANATION TO TENDERER(S) 3.1.11 The TENDERER(S) shall be fully responsible for examining, with appropriate care,

the complete Tender Invitation Package including all addenda and shall be responsible for informing itself with respect to all conditions which might in any way affect the cost or the performance of SERAVICES. Failure to do so shall be at the sole risk of the TENDERER(S) and no relief can be given for error or omission by the TENDERER(S).

3.1.12 Should the TENDERER(S) find discrepancies in or omissions from the Tender Invitation Package, or should their intent or meaning appear unclear, incomplete or ambiguous, or should any other question arise relative to the Tender Invitation Package, the TENDERER(S) shall notify ADAFSA of such findings in writing at ADAFSA’S address indicated in the Tendering Data. The TENDERER(S) making such notification shall be solely responsible for its timely receipt by ADAFSA. ADAFSA shall not accept any notifications/clarification requests submitted within seven (7) days of the tender submission date. Replies to such notifications shall be made in the form of addenda to the Tender Invitation Package.

AMENDMENT OF TENDER INVITATION PACKAGE 3.1.13 At any time prior to the deadline for submission of Bids, ADAFSA may amend the

Tender Invitation Package by issuing Addenda. Any Addendum thus issued shall be part of the Tender Documents pursuant to Sub-Clause 3.1.7, and shall be communicated in writing to all bidders. Prospective Bidders shall promptly acknowledge receipt of each Addendum by cable to ADAFSA.

3.1.14 If Bidders do not have sufficient time to submit or/and implement their modifications due to amendment, ADAFSA might extend as necessary the deadline for submission of Tenders, in accordance with Sub-Clause 3.1.33.

PREPARATION AND SUBMISSION OF TENDERS 3.1.15 All TENDERS, completed as required, shall be submitted to ADAFSA in wax sealed

envelopes as outlined in Attachment I, "Sealed Tender Instructions" at the address provided in the Tendering Data. The envelopes shall bear the name and identification number of the Tender as defined in the Tendering Data.

3.1.16 The Bid, and all correspondence and documents related to the Bid exchanged by the Bidder and ADAFSA shall be written in the Bid language stipulated in the Tendering Data. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in the above stated language, in which case, for purposes of interpretation of the Bid, the translation shall prevail.

3.1.17 It shall be the responsibility of the TENDERER(S) to submit its TENDER at the address specified in Sub-Clause 3.1.15 no later than the time and the TENDER Submission date stipulated in the Tendering Data. Any TENDER received after this date shall not be accepted.

3.1.18 ADAFSA shall issue a receipt to the TENDERER(S) to verify the time and date of TENDER submission. It shall be the responsibility of the TENDERER(S) to ensure

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that this receipt shall be obtained from ADAFSA at the time of TENDER submission.

3.1.19 TENDERER(S) shall attach to the TENDER, a copy of valid Abu Dhabi Chamber of Commerce and Industry Registration Certificate and Municipality Trade License issued by the Municipality of Abu Dhabi. A photocopy of the Power of Attorney of TENDERER’S signatory or each Director or Partners authorised to sign the TENDER and AGREEMENT shall also be attached.

3.1.20 All direct and indirect costs, of whatever nature, for preparation and submission of TENDERER's offer, including costs associated with attending clarification/negotiation meetings, site visits and the like, shall be to TENDERER's account. ADAFSA will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Bidding process.

3.1.21 The Form of Tender shall show the full legal name and business address of the TENDERER(S) including the street address, and shall be signed by the official signature of the person or persons authorised to bind the TENDERER(S) and shall be duly witnessed and dated.

3.1.22 TENDERER(S) shall complete the relevant Annexes contained in Section III of the Tender Documents where indicated.

3.1.23 TENDERS shall be submitted in three separate Packages in a sealed and waxed envelopes as follows:

Package/Envelope 1: Technical – Un Priced proposal and contains: - - Submission letter – signed and stamped - stating that bidder agree on all ADAFSA

terms and Conditions mentioned in this tender package - Trade License and Copy of the power of Attorney. - Copy of the Original Bid bond. - Technical Proposal Original Copy (Printed pages) signed and stamped by bidder

(That includes method statement, key dates, key personnel, etc). - Technical Proposal Copy (Printed pages). - Two Soft Copy of Tenderer’s Technical Proposal. (2 CDs). - Conditions of AGREEMENT and all Annexes, including the un-priced Bills of

Quantities/Schedule for the SERVICES (Annexure I of Section III). Some Annexes are to be dully completed as required by the TENDERER(S)

Package/ envelop 2: Financial / Priced proposal and contains: - - One (1) Original stamped and signed, one (1) Copy and Two (2) CDS of commercial

offer. - Section IV: Bills of Quantities/Pricing Schedule for the SERVICES. The pricing should

be completed in full by the TENDERER(S). - Certification that Tender is in accordance or otherwise with Tender Invitation

Package in accordance with clause 3.1.37 of this Section. Package / Envelop 3 shall be submitted in a loose envelope, Marked "TENDER BOND” and contains: - The original Tender Bid Bond as Per the TENDER SECURITY clause 3.1.33 and

form.

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3.1.24 A Bidder who submits or participates in more than one Bid (other than alternatives pursuant to Sub-Clause 3.1.9) will be disqualified.

ADAFSA 'S RIGHT OF SELECTION 3.1.25 ADAFSA shall not be bound to accept the lowest TENDER for the SERVICES or any

other TENDER, nor shall it be bound to assign any reason for rejection of a TENDER.

CONFIDENTIALITY OF DOCUMENTS 3.1.26 The TENDERER(S) shall treat the Tender Invitation Package and the contents

therein as private and confidential. If, at any time during the TENDER preparation period, the TENDERER(S) decides to decline the Invitation to Tender, all the Tender Invitation Packages shall be immediately returned to the address for return of TENDERS.

CAUTION AND DISCLAIMER 3.1.27 The TENDERER(S) shall make its own interpretation of any and all information

included in the Tender Invitation Package. Neither ADAFSA nor its designated representative shall be responsible for the accuracy or completeness of such information or interpretation.

3.1.28 The TENDERER(S) shall be responsible for obtaining and verifying all necessary data and such information as is provided in the Tender Invitation Package shall be confirmed by the TENDERER(S). TENDERER(S) shall verify, on its own responsibility, the laws and regulations in Abu Dhabi which apply to the performance of the SERVICES, including the provisions of Boycott of Israel.

3.1.29 Any failure or neglect to carry out these verifications and investigations shall not absolve the TENDERER(S) from any of its obligations under the requirements of the Tender Invitation or any AGREEMENT subsequently executed.

PROVISIONS OF THE FORM OF AGREEMENT 3.1.30 The provisions of the Form of AGREEMENT in the Tender Invitation Package shall

not be subject to exceptions, alterations or revisions. CURRENCY OF THE TENDER 3.1.31 The currency (ies) of the Tender shall be in UAE Dirhams unless otherwise

specified in the Tendering Data. VALIDITY OF TENDER 3.1.32 The TENDER shall remain valid for the period stipulated in the Tendering Data

from the date fixed for the submission of TENDERS and may be accepted at any time up to and including that date.

In exceptional circumstances, prior to expiry of the original Tender validity period, ADAFSA may request that the Bidders extend the period of validity for a specified additional period. The request and the responses thereto shall be made in writing. The TENDERER will not be required or permitted to modify its Bid but will be required to extend the validity of its Tender security for the period of the extension, and in compliance with Sub-Clause 3.1.34 in all respects.

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TENDER SECURITY 3.1.33 The TENDERER(S) shall submit a Tender Security in the form attached herewith

in the amount and currency stipulated in the Tendering Data. The Tender Security shall be drawn on a Bank in Abu Dhabi and shall remain valid for the period stipulated in the Tendering Data from the dated fixed for submission of the TENDERS as noted in Sub-Clause 3.1.32-33. The successful TENDERER(S) shall extend the validity of the Tender Security until receipt by ADAFSA of the Performance Bank Guarantee for the amount to be defined at the time of awarding. The Tender Security shall be submitted with the "UNPRICED TENDER" and attached to Package 1 of the same.

ADAFSA shall advise the TENDERER(S), in writing, when there is a need to extend the validity of the Tender Security. The cost of the Tender Security as well as its extensions - shall be borne by the ENDERER(S).

3.1.34 ADAFSA shall return to unsuccessful TENDERER(S) their Tender Security within thirty (30) calendar days after the receipt of a formal acceptance from the successful TENDERER(S) to ADAFSA 'S letter/facsimile of award except for such amounts which shall have been forfeited in accordance with Tender Invitation Package.

JOINT VENTURE 3.1.35 TENDERER who wishes to enter into Joint Venture with other partners shall seek

ADAFSA’S approval at least two weeks prior to Bid closing date. TENDERS submitted by Joint Ventures shall comply with the following requirements:

A. The TENDER shall be signed by all Partners so as to be legally binding on each member of the Joint Venture.

B. A copy of the Joint Venture Agreement that has been entered into by all Partners, shall accompany the TENDER.

C. Such Joint Venture Agreements shall provide the following: 1. The Partners of the Joint Venture shall be liable jointly and severally for the

execution of the AGREEMENT in accordance with the terms of the AGREEMENT and in the event that any one of the Partners ceases to be a member of the Joint Venture or goes into liquidation, then the surviving Partner(s) shall have the full obligation to carry out and complete the AGREEMENT and shall be empowered to use all necessary facilities furnished by any party in the Joint Venture and shall be entitled to have any subcontract assigned to it.

2. The name of the Partner nominated to act under every respect, as Manager

of Joint Venture.

3. Extent of participation of each Partner in the Joint Venture.

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CERTIFICATION 3.1.36 TENDERER(S) shall certify in both the Un-priced and Priced proposal EITHER: - I. "Our TENDER is in exact accordance with the stated requirements of the Tender

Invitation Package with no exceptions". OR II. "Our TENDER is in exact accordance with the stated requirements of the Tender

Invitation Package with no exceptions other than as listed below". EXECUTION OF AGREEMENT 3.1.37 Subject as noted in Sub-Clause 3.1.25 above and after consideration of price and

other factors, an AGREEMENT shall be executed with the successful TENDERER. 3.1.38 The right shall be reserved, as the interest of ADAFSA shall require to reject any

or all TENDERS and to waive any informality in the TENDERS received. SITE VISIT AND CONDITIONS 3.1.39 In addition to the examination of the Tender Invitation Package, each prospective

TENDERER(S) shall make whatever other arrangements are necessary to become fully informed regarding all existing and expected conditions and matters which might in any way affect the cost or the performance of any of the SERVICES. The Bidder is advised to visit and examine the Site of SERVICES and its surroundings and obtain for itself on its own responsibility all information that may be necessary for preparing the bid and entering into a Contract for the performance of the SERVICES.

Any failure to fully investigate the SITE or the foregoing conditions however shall

not relieve the TENDERER(S) from responsibility for estimating properly the difficulty or cost of successfully performing the SERVICES.

The cost of the SITE visit including transportation shall be borne by the

TENDERER(S). 3.1.40 The Bidder and any of its personnel or agents will be granted permission by

ADAFSA to enter upon its premises and lands for the purpose of such visit, but only upon the express condition that the Bidder, its personnel, and agents, will release and indemnify ADAFSA and its personnel and agents from and against all liability in respect thereof, and will be responsible for death or personal injury, loss of or damage to property, and any other loss, damage, costs, and expenses incurred as a result of the inspection.

3.1.41 ADAFSA may conduct a Site visit concurrently with the Pre-Bid meeting referred to in Sub-Clauses 3.1.43 to 3.1.46.

PRE-BID SUBMISSION CONFERENCE MEETING 3.1.42 Where necessary, a Pre-Bid meeting shall be arranged by ADAFSA in order to

clarify issues and answer questions on any matter that may be raised by the TENDERERS during the preparation of their proposals. The bidder’s designated representative is invited to attend the Pre-Bid meeting, which, if convened, will take place at the venue and time stipulated in the Tendering Data.

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3.1.43 The Bidder is requested, as far as possible, to submit any questions in writing, to reach ADAFSA not later than one week before the meeting. It may not be practicable at the meeting to answer questions received late. Minutes of the meeting, including the text of the questions raised and the responses given, together with any responses prepared after the meeting, will be transmitted without delay to all TENDERERS.

3.1.44 Any modification of the Bidding Documents listed in Sub-Clause 3.1.7 which may become necessary as a result of the Pre-Bid meeting shall be made by ADAFSA through the issue of an Addendum pursuant to Sub-Clause 3.1.13.

3.1.45 Non-attendance at the Pre-Bid meeting will not be a cause for disqualification of a Bidder.

RETURN OF DOCUMENTS BY TENDERER(S) 3.1.46 All Tender Invitation Package, being the property of ADAFSA, shall be returned

by the unsuccessful TENDERER(S) to the address to which TENDERS were submitted as shown in the Tender Invitation.

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3.2 TENDERING DATA

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3.2. TENDERING DATA The following specific data for the SERVICES to be procured shall complement, amend, or supplement the provisions in the Instructions to Tenderer(s). Whenever there is a conflict, the provisions herein shall prevail over those in the Instructions to Tenderer(s).

Instructions to TENDERER(S) Clause Ref. No.

Description

3.1.1 NAME AND ADDRESS OF ADAFSA: ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA} P. O. Box: 52150 Abu Dhabi – U. A. E. Tel. +971 2 8181187 Fax +9712 5886666

3.1.1 SUMMARY OF THE SERVICES: Total Facility Management Services

3.1.3 PERIOD OF COMPLETION: The time to carry out the SERVICES is estimated as 3 years from the date of the letter of award and subject to yearly assessment.

3.1.6 (ii) UPDATE OF INFORMATION: TENDERERS are requested to register their firms and/or update their registration in accordance with ADAFSA’s policy.

3.1.12 & 3.1.15 ADAFSA’S ADDRESS FOR THE PURPOSE OF TENDERING AND TENDER SUBMISSION: ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA }, floor 12 P. O. Box: 52150 Abu Dhabi – U. A. E. Tel. +971 2 8181187 Fax +9712 5886666

3.1.15 TENDER DETAILS: TENDER No : 2992 TENDER NAME: Integrated Facilities Management Services

3.1.16 BID LANGUAGE: The Language shall be English Or Arabic

3.1.17 TENDER SUBMISSION DATE: The time and date shall be the same as that mentioned and given in the Facsimile or email Invitation / Newspaper advertisement and Invitation to Tender, unless subsequently amended pursuant to Sub-Clause 3.1.14.

3.1.31 CURRENCY OF THE TENDER: It shall be UAE Dirhams.

3.1.32 PERIOD OF TENDER VALIDITY:

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One Hundred Twenty (180) Days from the date fixed for the submission of TENDERS.

3.1.34 AMOUNT AND CURRENCY OF TENDER SECURITY- Bid Bond: AED 200,000.00 - “Two Hundred Thousand Dirhams”

3.1.43 PLACE, TIME, AND DATE OF THE PRE-BID SUBMISSION CONFERENCE MEETING: (Not Applicable).

3.1.12 Deadline for requesting clarifications from the ADAFSA: 15/05 /2019 Last date for issuing clarifications by the ADAFSA: 20/ 05 /2019 Site Visit Date: 13 / 05 / 2019 Deadline for submission of proposals: 11 / 06 /2019

8. ADAFSA reserves the right to amend the entire contents of the

CONTRACT by increasing, decreasing or omitting any work included

in the AGREAMENT within the limit of Thirty (30%) percent of the

CONTRACT PRICE.

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3.3 ATTACHMENTS:

ATTACHMENT 1: Sealed Tender Instructions

ATTACHMENT 2: Checklist for Tender Submission

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ATTACHMENT 1 : SEALED TENDER INSTRUCTIONS 1. TENDERS shall be submitted as specified in the invitation and subsequent

instructions, if any. 2. TENDERS shall, whenever possible, be hand delivered in the two envelopes

provided in the Tender Invitation Package, having all openings and closures sealed with wax. Packages delivered in any other fashion and without wax sealed shall not be accepted.

3. The envelope marked UNPRICED TENDER shall contain the documents listed in Attachment II hereto and which shall be the basis of the technical evaluation carried out by ADAFSA.

4. The envelope marked PRICED TENDER shall contain the documents listed in Attachment II hereto and which shall be the basis of the commercial evaluation carried out by ADAFSA.

5. TENDERER(S) shall not indicate names, stamp or other indications of origin on the outside of envelopes or package wrappings. Any indications that might indicate the identity of the TENDERER, apart from any ADAFSA’s marking shall result in disqualification of TENDERER(S).

6. Each TENDER package shall clearly show the following markings: I.TENDER No.: 2992

II. TENDER TITLE: Integrated Facilities Management Services III. TYPE OF THE ENVELOPE (UN-PRICED/PRICED) IV. TENDER SUBMISSION DATE : ___________________ V. ADAFSA’S ADDRESS (for tendering):

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA} P. O. Box: 52150 Abu Dhabi – U. A. E. Tel. +971 2 8181187 Fax +9712 5886666

Attn: Contracts & Procurement Division Director ATTACHMENT 2: CHECKLIST FOR TENDER SUBMISSION

• Confirm intention to submit a Tender by the stipulated date.

• Complete Pricing Schedules as well as Annexes of Section III as required.

• Check calculations/summations fully before transferring them to the priced section of the TENDER.

• Ensure that all pages of the TENDER are initialled and stamped.

• Provide full legal name, registered address, street address, contact names and numbers as per the Form of Tenderer’s Response.

• Complete the Form of Tender as required.

• Comply with the “Sealed Tender Instructions” as per Attachment 1. UNPRICED TENDER Envelope: The envelope marked UNPRICED TENDER must contain the following: - 1) Copy of Tender Security.

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2) Submission letter stating that bidder agree and in comply with all terms and conditions mentioned in the tender package .

3) (1) Original of the following documents: -

• Invitation to Tender (Section I) initialled and stamped.

• Conditions of AGREEMENT and Annexes (Section III) initialled and stamped, with Annexure ‘B’ requiring completion for technical evaluation.

• A complete copy of the Bills of Quantities & Price Schedule (Annexure D) of Sub-Section III-4) with NO rates or prices to be shown in the ‘RATE’ & ‘TOTAL’ columns. All pages of this un-priced BOQ should be duly stamped and initialled.

• Enclose a copy, duly stamped and initialled, of all clarification document(s), if any, issued by ADAFSA prior to the TENDER Submission Date.

• (1) Original, One (1) Copy and Two (2) CDS of the Tenderer’s technical submission (That includes method statement, key dates, key personnel. ect).

4) Copies of the following: -

• Valid Trade Licence.

• Relevant Power of Attorney with specimen signature(s).

• Joint Venture Agreement (where applicable). 5) Original Certification that Tender is in accordance or otherwise with Tender

Invitation Package in accordance with clause 3.1.37 of this Section. PRICED TENDER The envelope marked PRICED TENDER must contain the following: - 1) One (1) original, One (1) copy and Two (2) CDS of the Bills of Quantities & Pricing

Schedule (Section IV) requiring pricing for commercial evaluation. 2) A copy of Certification that Tender is in accordance or otherwise with Tender

Invitation Package in accordance with clause 3.1.37 of this Section. The original should be submitted as part of the Un-Priced Package.

3) A copy of the Tender Security. BID BOND

- The envelope marked BID BOND must contain an original Tender

Bond / Bid Bond as per the form 4.2 (Tender Security Form) with the amount specified in 3.1.34 (Tendering Data)

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4. TENDER FORMS

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4.1 FORM OF TENDER

To: Contracts & Procurement Division Director ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA} P. O. Box: 52150 Abu Dhabi – U. A. E. Tel. +971 2 8181187 Fax +9712 5886666

TENDER No.: 2992


SUBJECT: FORM OF TENDER

Dear, 1. Having carefully examined all the Tender Invitation Package as per your Invitation

Ref. ................... dated….... /.... /2019 we, the undersigned, offer to carry out the SERVICES in strict conformity with the said Documents within the sum and rates quoted by us as per Package 2 attached herewith.

2. We undertake, if our TENDER shall be accepted, to commence and complete the SERVICES at SITE within the time stipulated in Section III, Annexure ‘B’- Time Schedule, attached herewith.

If our TENDER shall be accepted, we shall obtain a guarantee from a Bank approved by you, in the sum equivalent to Five percent (5%) of the mutually agreed CONTRACT PRICE for the due performance of the AGREEMENT.

3. We agree to abide by this TENDER for a period of One Hundred Eighty (180) days from the date fixed for the submission of TENDERS and it shall remain binding upon us and shall be accepted at any time before the expiration of that period.

4. Unless and until a formal AGREEMENT shall be prepared and executed, this TENDER, together with your written acceptance thereof, shall constitute a binding contract between us.

5. We understand that you are not bound to accept the lowest or any TENDER which you shall receive.

Dated this ______________________ Day of __________________ 2019 Signature __________________________________________________ Signed by __________________________________________________ in the capacity of ____________________________________________ duly authorised to sign TENDERS for and on behalf of: Messrs. ____________________________________________________

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4.2 FORM OF TENDER SECURITY [TO BE TYPED IN ORIGINAL ON BANKER’S LETTER HEAD]

To: The Government of Abu Dhabi ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA} P. O. Box: 52150 Abu Dhabi – U. A. E.

TENDER No.: 2992


We, the undersigned, (THE BANK) whose registered office is at __________________________________ have the honour to inform you that we irrevocably and unconditionally guarantee Messrs: _________________________ to the amount of ========= (=================================) against your Invitation to Tender No. _________________ dated ___________. We undertake to pay to you the said amount or part thereof at your first written demand without warning or any restriction or condition and without recourse and notwithstanding any objection from the said Messrs: ______________________ This guarantee shall remain valid for a period of One Hundred Eighty (180) days starting from _________ being the date fixed for the submission of Tenders and all demands for payment shall be received by us within the said period. Signed and sealed this ______________ day of _______________2019 For and behalf of

THE BANK

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SECTION II of V

Form of AGREEMENT

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FORM OF AGREEMENT

TENDER NAME:

TENDER No.

(NOTE TO TENDERERS: PLEASE DO NOT FILL OUT THE BLANKS IN THIS FORM

DURING THE TENDERING STAGE)

THIS AGREEMENT MADE IS ENTERED TO AND MADE IN ABU DHABI U.A.E. THIS …....………................... DAY OF…......... YEAR TWO THOUSAND AND ……………… BUT EFFECTIVE FROM THE …………… DAY OF …………., YEAR TWO THOUSAND AND --------------------- .

BY AND BETWEEN

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY (ADAFSA) duly

organised under the laws of Abu Dhabi, having its postal address as P.O. Box 52150,

Abu Dhabi, U.A.E. (hereinafter referred to as “ADAFSA”, which expression shall, where

the context so permits, include its successors-in-interests and assignees) of the one

part;

AND

[SERVICE PROVIDERT’S NAME] M/s.………………………… duly organised under the laws

of Abu Dhabi, and operating through its branch in Abu Dhabi with Municipality Trade

License No. ________ and Commercial Registration No. _________ in Abu Dhabi Chamber of

Commerce and Industry – Membership No. __________, having its postal address as P.O.

Box …………, Abu Dhabi, U.A.E. (hereinafter referred to as “SERVICE PROVIDERT” which

expression shall, where the context so permits, include his successors-in-interest and

assignees) of the other part.

WHEREAS

1. ADAFSA desires to have certain specialised SERVICES performed as hereinafter

specified.

2. SERVICE PROVIDER represents that he has the necessary experience, capability

and competent personnel to carry out such SERVICES, and is willing to do so on

the terms and conditions herein contained.

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NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS HEREIN

CONTAINED, IT IS HEREBY AGREED AND DECLARED BY AND BETWEEN THE PARTIES

HERETO AS FOLLOWS:

1. In this AGREEMENT, words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of the AGREEMENT hereinafter referred to, except where the context otherwise requires.

2. The following documents, which are listed in accordance with their order

of priority, shall be deemed to form and be read and construed as part of

this AGREEMENT:

(i) This Form of AGREEMENT.

(ii) All post tendering correspondence, which includes, but is not limited to,

the following:

- ADAFSA’s Letter of Award Ref. No. ………………………………, dated ………. ,

and SERVICE PROVIDERT’s Acknowledgement on the Letter of Award

dated ………..

- Other relevant post tendering correspondence (PN: list any other

significant Post Tendering Correspondence, after checking with ADAFSA

Contracts Manager).

(iii) Addenda/Clarifications.

(iv) Section III : Conditions of the AGREEMENT and Annexes.

(v) Section III : Annexure A “Scope of SERVICES”.

(vi) Section IV : Bills of Quantities/Pricing Schedule (Priced

Part).

(vii) SERVICE PROVIDERT’S offered Bid (Priced and Un-priced). 3. In consideration of the payments to be made by ADAFSA to the SERVICE

PROVIDER as hereinafter mentioned, the SERVICE PROVIDER hereby covenants with ADAFSA to execute and complete the SERVICES and remedy any defects therein in conformity in all respects with the provisions of the AGREEMENT within the following periods

The time to carry out the SERVICES is estimated as.................... The detailed information of Scope of SERVICES to be performed by the SERVICE PROVIDERT, Annexure A.

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4. ADAFSA hereby covenants to pay the SERVICE PROVIDER in consideration of

the execution and completion of the SERVICES and the remedying of defects therein the CONTRACT PRICE of Dirhams __________________ (Dhs. ___________) or such other sum as may become payable under the provisions of the AGREEMENT at the times and in the manner prescribed by the AGREEMENT.

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IN WITNESS WHEREOF, THE PARTIES HERETO HAVE ENTERED INTO THIS AGREEMENT AS OF THE DAY AND YEAR ABOVE WRITTEN.

1. Signed and delivered for and on behalf of :

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY (ADAFSA) ____________________________________________________ By :

Title : Date : Signed and delivered for and on behalf of:

____________________________________________________ By : Title : Date :

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SECTION III of V

Conditions of AGREEMENT and Annexes

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SECTION III of V Conditions of AGREEMENT and Annexes

C o n t e n t s

1. General Conditions Article 1 : Definitions Article 2 : Scope of SERVICES Article 3 : Duration and Schedule Article 4 : Performance of SERVICES Article 5 : Services to be provided by ADAFSA Article 6 : Service Provider Representatives Article 7 : Financial Entitlements Article 8 : Variation Article 9 : Taxes and Duties Article 10 : Performance Bank Guarantee Article 11 : Confidentiality Article 12 : Liability, Indemnity and Insurance Article 13 : Applicable Law Article 14 : AGREEMENT Interpretation & Entire AGREEMENT Article 15 : Assignment Article 16 : Suspension Article 17 : Termination Article 18 : Subcontracting Article 19 : Independent SERVICE PROVIDER Article 20 : Conflict of Interest Article 21 : Force Majeure Article 22 : Liens and Claims Article 23 : Waiver Article 24 : Copyright Article 25 : In Case of Demise of SERVICE PROVIDERT Article 26 : Notices and Addresses Article 27 : Completion Article 28 : Bankruptcy Article 29 : Optional Items

2. Special Conditions Article 1 Interpretation of Special Conditions Article 2 Coordination Procedure Article 3 Codes and Standards Article 4 Inspection by ADAFSA Article 5 Safety Article 6 Approvals Article 7 Terms of Payments

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3. Appendix To Conditions

4. Annexes: Annexure A. Scope of SERVICES Annexure B. Time Schedule and SERVICE PROVIDERT’S Resources:

1. Key Dates 2. Overall Time Schedule 3. SERVICE PROVIDERT’S Proposed Work Plans and

Methods 4. Personnel and Project Organisation

Annexure C. Services Provided by ADAFSA Annexure D. Bills of Quantities/ Pricing Schedule:

1. General Provisions, Pricing Details and Notes 2. Bills of Quantities/ Pricing Schedule (Unpriced Part)

Annexure E. Form of Performance Bank Guarantee and Advanced Bank Guarantee Annexure F. Acceptance Certificates and Release Letter:

1. Acceptance Certificates 2. Release Letter

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1. GENERAL CONDITIONS

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GENERAL CONDITIONS

1. DEFINITIONS For the purpose of this AGREEMENT, the words and expressions listed hereunder shall

have the meanings hereby assigned to them except where the context otherwise requires:

AGREEMENT Means the agreement concluded between the SERVICE PROVIDER& ADAFSA and includes the Form of AGREEMENT, these General Conditions, Special Conditions, Annexes 'A' through 'F' together with Section IV (Priced Bills of Quantities).

ANNEXURE are those attached hereto as part of this AGREEMENT. ADAFSA/ Employer Means ABU DHABI AGRICULTURE AND FOOD SAFETY

AUTHORITY (ADAFSA) and its successors-in-interest and assigns.

SERVICE PROVIDERT Means a company (ies), jointly or separately appointed by

ADAFSA to perform SERVICES under this AGREEMENT. CONTRACT and AGREEMENT

have the same meaning.

CONTRACT PRICE and AGREEMENT PRICE

means the sum to be paid to SERVICE PROVIDERby ADAFSA under this AGREEMENT, as per Article 7.

FINAL ACCEPTANCE

CERTIFICATE means the certificate signed by ADAFSA at the end of the warranty

period(s) and after all pertinent obligations of the WORKS/SERVICES

have been fulfilled by CONTRACTOR/ SERVICE PROVIDER. PROVISIONAL

ACCEPTANCE

CERTIFICATE

means the certificate signed by ADAFSA, when CONTRACTOR/

SERVICE PROVIDER has successfully completed and handed over

the WORKS/SERVICES to ADAFSA. PARTY/PARTIES means ADAFSA and/or SERVICE PROVIDERT. SUB-CONTRACTOR (S)

means any person or persons, firm, partnership, corporation or combination thereof employed for the performance of the SERVICES by SERVICE PROVIDER other than employees of the SERVICE PROVIDERT.

RELEASE LETTER means the letter issued by SERVICE PROVIDER on

completion, releasing ADAFSA from all claims and demands. SERVICES means all SERVICES to be performed by SERVICE PROVIDER

as described in ANNEXURE "A".

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SITE means all the lands/areas and other places on, under, in or through which the SERVICES are to be executed, and any other land/areas or places provided by ADAFSA, for the purpose of carrying out the scope of SERVICES; and as summarised in the Appendix to Conditions.

SCHEDULE means the time table for implementation of SERVICES as set

out in ANNEXURE "B". CONTRACTOR means any person or persons, firm, partnership, corporation

or combination thereof (including its SUBCONTRACTOR), other than the SERVICE PROVIDERT, employed for the performance of the WORKS by ADAFSA

WORKS means such identifiable works and activities necessary to be

implemented and put into operation and to be performed by CONTRACTOR independent from SERVICE PROVIDERT.

DAY,WEEK, MONTH OR YEAR

means Gregorian Calendar Day, Week, Month or Year.

2. SCOPE OF SERVICES Subject to the terms and conditions of this AGREEMENT, SERVICE PROVIDER

undertakes to provide ADAFSA with the SERVICES as described in Annexure-A. The Scope of SERVICES may be increased or decreased by ADAFSA at any time in accordance with the provisions of this AGREEMENT.

3. DURATION AND SCHEDULE 3.1 This AGREEMENT shall come into force on the effective date above written in the Form

of AGREEMENT and shall continue until SERVICE PROVIDER has completed the SERVICES, as approved by ADAFSA and as evidenced by the signature by ADAFSA of the COMPLETION CERTIFICATE, subject to the provisions for earlier termination contained in Article 17.

3.2 The SERVICES shall be commenced and be completed in accordance with the

SCHEDULE, as set forth in ‘Annexure B’. 3.3 DELAY PENALTY FOR LATE COMPLETION a) SERVICE PROVIDER shall pay to ADAFSA, except in case of Force Majeure and /or due

to ADAFSA s default, delay penalty for his failure to meet the date of completion of SERVICES as defined in the SCHEDULE. Payment of delay penalty hereunder shall be as stated in the Appendix to Conditions.

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b) ADAFSA may, without prejudice to any other method of recovery, deduct the amount of such delay penalty from any monies due or which may become due to SERVICE PROVIDERT.

c) The payment of such penalty shall not relieve SERVICE PROVIDER from the obligation

to complete the SERVICES or from any of SERVICE PROVIDER other obligations and liabilities under this AGREEMENT.

4. PERFORMANCE OF SERVICES 4.1 SERVICE PROVIDER warrants that he shall perform the SERVICES in a professional and

highly skilled manner consistent with such good industry practices as are customarily employed and are in accordance with established codes and standards and meet the requirements stated in the AGREEMENT.

4.2 In the event of any discrepancy, error or deficiency in the SERVICES, ADAFSA shall notify

SERVICE PROVIDER in writing of the same and SERVICE PROVIDER shall: a) re-perform without delay, at SERVICE PROVIDERT's cost and expense, the

objected part of the SERVICES so as to conform to the contractual requirements, and

b) Indemnify ADAFSA for the resulting material damages, losses or costs incurred

or suffered by SERVICE PROVIDER provided that such damages, losses or costs are attributable to the discrepancy, error or deficiency in the SERVICES or the performance thereof by or on behalf of SERVICE PROVIDERT.

4.3 If SERVICE PROVIDER fails to meet his warranty obligations or to perform the

SERVICES or rectify or remedy any defects or deficiencies in the SERVICES all as specified in sub-article 4.2 hereof within a reasonable time after receipt of a written notice by ADAFSA to do so, then ADAFSA shall re-perform the SERVICES or rectify or remedy the defects or deficiencies or procure others to do so and SERVICE PROVIDER shall bear all costs incurred as a result thereof and ADAFSA shall be entitled to deduct the whole or any cost so incurred from any monies due SERVICE PROVIDER under this AGREEMENT.

4.4 SERVICE PROVIDER warrants that the personnel assigned by him under this

AGREEMENT will be skilled, experienced and specialist in their respective fields and capable of doing the work required from them. If ADAFSA ascertains that an employee of SERVICE PROVIDER or sub-contractor misbehaves or is inefficient or unsuitable in regard to his qualifications or experience, or neglects his obligations or becomes undesirable for any other reason, SERVICE PROVIDER shall immediately evict such person from SITE if required by ADAFSA, and he shall be replaced by an acceptable and qualified person. If the repatriation of such a person becomes necessary, then SERVICE PROVIDER shall incur all expenses resulting there from regardless of the reasons therefore. This action shall not exempt SERVICE PROVIDER from any of his obligations under the AGREEMENT, nor shall it entitle him to claim any compensation.

4.5 SERVICE PROVIDER shall submit to ADAFSA for review and approval the Curriculum Vitae of his personnel assigned to carry out the SERVICES. ADAFSA may then or at any time during the continuance of this AGREEMENT request SERVICE PROVIDER to

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propose substitutes for any of SERVICE PROVIDERT's personnel assigned as aforesaid and SERVICE PROVIDER shall promptly comply with such request.

4.6 SERVICE PROVIDER shall promptly review all data, information, designs and drawings

provided by ADAFSA hereunder and promptly bring to the attention of ADAFSA in writing all things which in SERVICE PROVIDERT's opinion appear to be deficiencies, inaccuracies, omissions, contradictions or ambiguities in such data, information, designs and drawings.

4.7 Where any part of the SERVICES is required to be performed in the Emirate of Abu

Dhabi, the following conditions shall apply: 4.7.1 ADAFSA shall allow SERVICE PROVIDER access to so much of the SITE where

the SERVICES are to be carried out as ADAFSA may determine and shall advise SERVICE PROVIDER of ADAFSA's rules and regulations regarding safety, personnel and vehicle movements on its properties and SERVICE PROVIDER shall comply with such rules, regulations and limitations.

4.7.2 ADAFSA normal working hours are 40 hours per week spread over five days;

Sunday through Thursday. Friday and Saturday as well as Official Holidays shall be off-days.

4.7.3 SERVICE PROVIDER shall be responsible for and shall obtain the approval of

ADAFSA prior to the performance of the SERVICES. Whenever performance of the SERVICES on ADAFSA 's property or at its facilities coincides with the activities or operations of others for ADAFSA, SERVICE PROVIDER shall first obtain ADAFSA 's prior approval of the sequence and scheduling of the SERVICES and shall not interfere with operations or facilities except to the extent of such approval.

4.7.4 ADAFSA shall have the right at all reasonable times to supervise the

performance of the SERVICES by SERVICE PROVIDERT. The supervision of the SERVICES by ADAFSA shall not be deemed acceptance thereof by ADAFSA, and shall not relieve SERVICE PROVIDER from any of his obligations set forth in this AGREEMENT.

4.7.5 SERVICE PROVIDER and his employees shall comply with ADAFSA 's rules and

regulations (including any subsequent changes or instructions as may be issued from time to time) concerning health, safety, security and welfare.

4.7.6 Unless otherwise agreed between the PARTIES, SERVICE PROVIDER hall be

solely responsible for and, where applicable, shall provide at his sole cost and expense all passports, visas, no objection certificates, work permits, residence visas, certificates of medical fitness, drivers licences, security passes, and all other permits and documentation as may be required for his employees to perform the SERVICES.

Without prejudice to SERVICE PROVIDERT'S responsibility to ensure that each

of his employees satisfies all statutory and regulatory requirements to proceed to and perform SERVICES, ADAFSA will, upon written request provide assistance to SERVICE PROVIDER in obtaining immigration and security

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permits by furnishing to SERVICE PROVIDER letters of support as may be necessary addressed to the relevant authorities.

The provision of such letters shall not relieve SERVICE PROVIDER from his

obligations to obtain the security passes, visas and to commence the SERVICES in accordance with this AGREEMENT.

4.7.7 All medical treatment or hospitalisation of SERVICE PROVIDER personnel

including, without limitation, first aid, medical examinations, vaccinations, and inoculations shall be provided by SERVICE PROVIDER at his sole cost and expense; provided, however, that in the event of emergency and without prejudice to the provisions of Article 12 of the AGREEMENT, ADAFSA will, to the extent available, provide, at the then current rates and charges, emergency medical treatment to SERVICE PROVIDERT's personnel who are performing SERVICES under this AGREEMENT.

Upon the occurrence of any infectious disease at SITE, SERVICE PROVIDER shall immediately inform the competent health authority of the name and address of the patient and shall report the absence or repatriation of the patient due to the infectious disease.

SERVICE PROVIDER shall inform ADAFSA of any accident occurring at SITE or in its vicinity, particularly in the case of death or injuries to persons or damage to property. Such notice shall contain all details and statements of witnesses. Further, SERVICE PROVIDER shall advise the state authorities concerned of such accidents.

4.7.8 SERVICE PROVIDER hall have no claim for extra payment nor shall he be

relieved or excused from any obligation under this AGREEMENT as a result of any lack of knowledge as to the nature of the SITE, means of access, local facilities, labour conditions and practices, or similar matters affecting performance of the SERVICES.

4.7.9 SERVICE PROVIDER hall give preference to the employment of UAE nationals. 5. SERVICES TO BE PROVIDED BY ADAFSA ADAFSA shall provide to SERVICE PROVIDER such services as are described in

Annexure-C. 6. SERVICE PROVIDERREPRESENTATIVES 6.1 Upon coming into force of this AGREEMENT, SERVICE PROVIDER shall designate a

competent authorised representative acceptable to ADAFSA to represent and act for SERVICE PROVIDER (hereinafter referred to as SERVICE PROVIDERT’s Representative) and shall inform ADAFSA in writing of the name and address of such representative and the scope of his authority. All notices, determinations, directions, instructions and other communications given to SERVICE PROVIDERT’s authorised representative by ADAFSA shall be deemed to be given to SERVICE PROVIDER as to all matters pertaining to this AGREEMENT and the performance of the PARTIES hereunder. SERVICE PROVIDER shall not change the SERVICE PROVIDERT’s Representative without written approval of ADAFSA.

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6.2 ADAFSA shall appoint and maintain an individual who shall be authorized to act on

behalf of ADAFSA (hereinafter referred to as ADAFSA’s Representative) and with whom SERVICE PROVIDER may consult at any reasonable time and whose instructions, requests and decisions will be binding upon ADAFSA as to all matters pertaining to this AGREEMENT and the performance of the PARTIES hereunder.

7. FINANCIAL ENTITLEMENTS 7.1 CONTRACT PRICE In consideration of performing the SERVICES in full conformity with the AGREEMENT,

ADAFSA shall pay to SERVICE PROVIDER e CONTRACT PRICE as specified in Section IV of V (Pricing Schedule) in the manner set forth in Sub-Article 7.2 and 7.3 below as full and final remuneration.

7.2 INVOICING SERVICE PROVIDER shall submit to ADAFSA detailed invoices in respect of the

SERVICES. Invoices should be submitted in one (1) original, clearly stamped “ORIGINAL” and three (3) copies to ADAFSA’s Project Manager.

The invoices shall:

bear the reference to this AGREEMENT clearly state the reason for which payments or phase payments are required. be supported by all the necessary documents to enable ADAFSA to review and

accept them.

7.3 PAYMENT TERMS a) Upon receipt of each invoice, ADAFSA shall review it and should the payment

deemed to be due under the AGREEMENT, ADAFSA shall approve the said invoice and payment shall be made to SERVICE PROVIDER within the time stipulated in the Appendix to Conditions, taking into consideration any advances issued by ADAFSA.

b) Should the invoice (the ‘original invoice’) be objected to wholly or in part by

ADAFSA, ADAFSA shall within fifteen (15) days from receipt thereof return the invoice to SERVICE PROVIDER for revision, specifying the item or items to which ADAFSA objects and the reasons for such objection. SERVICE PROVIDER shall promptly make out and return to ADAFSA two invoices, one invoice (the ‘un-objected invoice’) being in respect of the un-objected part of the original invoice and the other (the ‘revised invoice’) being in respect of the objected part of the original invoice. The time for payment in respect of the un-objected invoice shall run from the date of receipt by ADAFSA of the ‘original invoice’ and the time for payment in respect of the ‘revised invoice’ shall run from the date of receipt by ADAFSA of the ‘revised invoice’. If the ‘revised invoice’ is objected to wholly or in part, then the above procedure shall be repeated for the last time after which ADAFSA shall pay either the whole of the last ‘revised invoice’ or that part thereof accepted by ADAFSA.

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c) No payment shall be made by ADAFSA until receipt of the Bank Guarantee required under Article 10 and copies of insurance policies required under this AGREEMENT.

d) Without waiver or limitation of any of its rights under the AGREEMENT or at

law, ADAFSA shall be entitled to deduct from any moneys due SERVICE PROVIDER under the AGREEMENT any and all amounts of any debt due from SERVICE PROVIDER to ADAFSA.

e) The payment procedure referred to in this Sub-article shall apply mutatis

mutandis to the payment of such amounts as they become due to SERVICE PROVIDER as a result of variation or of other terms of this AGREEMENT.

8. VARIATION 8.1 If a VARIATION to the SERVICES is required, ADAFSA shall initiate such VARIATION by

forwarding to SERVICE PROVIDER a written request describing the nature of the VARIATION requested. SERVICE PROVIDER shall prepare and forward to ADAFSA a statement of the consequences of such VARIATION to: • SCHEDULE • Expenses or savings anticipated • Cost incurred by SERVICE PROVIDER for performance of such additional work.

• Anticipated benefits to be achieved.

• Impact of “not doing” the variation.

If ADAFSA decides the VARIATION should be carried out, it shall give its written acceptance of the said statement.

8.2 The prices for the VARIATION shall be established by reference to the applicable rates

specified in the AGREEMENT or if no such rates exist, a fair valuation of the work to be performed or to be deleted.

8.3 No VARIATION shall result where it is within the Scope of SERVICES or is due to

SERVICE PROVIDERT's failure to comply with this AGREEMENT. 8.4 If during the performance of SERVICES, SERVICE PROVIDER is of the opinion that any

instruction received from ADAFSA affecting the SERVICES should be treated as a VARIATION, he shall notify ADAFSA in writing within 2 days, from receipt of such instruction. The burden of demonstrating that such instruction or matter constitutes a VARIATION shall be upon SERVICE PROVIDERT. If SERVICE PROVIDER fails to so notify ADAFSA of its opinion, any work or SERVICES carried out pursuant to such instruction or any other development affecting the SERVICES shall not be construed as a VARIATION.

8.5 Notwithstanding any dispute between ADAFSA and SERVICE PROVIDER as to whether

instructions constitute a VARIATION or not, SERVICE PROVIDER shall forthwith proceed with carrying out the SERVICES in accordance with ADAFSA 's instructions pending settlement, as soon as possible, of whether such instructions constitute a VARIATION or not.

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8.6 No such VARIATION shall in any way vitiate or invalidate this AGREEMENT but the value, if any, of such VARIATION shall be taken into account in ascertaining the amount of the AGREEMENT PRICE.

9. TAXES AND DUTIES

a) Words or expressions used in this clause which are defined in the VAT Law have the same meaning in this clause.

b) The parties agree that any amount referred to in this agreement is a reference to that amount expressed on a VAT exclusive basis, unless indicated otherwise.

c) To the extent that VAT is payable by the supplier in respect of any supply made by that party (Supplier) to another party (Recipient) under or in connection with this agreement, the consideration to be provided under this agreement for that supply is increased by an amount equal to the VAT exclusive consideration (or its VAT exclusive market value if applicable) multiplied by the rate of VAT applicable to that supply.

d) Provided that the Supplier has issued a valid Tax Invoice to the Recipient in respect of the supply, the Recipient must pay the additional amount payable under clause (c) to the Supplier at the same time as the VAT exclusive consideration is otherwise required to be provided. If the Supplier has not issued a valid Tax Invoice prior to the time the VAT exclusive consideration is payable, the Recipient must pay the additional amount under clause (c) to the Supplier upon receipt of a valid Tax Invoice.

e) To the extent any of the consideration for a supply made under or in connection with this agreement is non-monetary, the parties will treat the amount of non-monetary consideration as exclusive of VAT. The VAT amount payable for the supply is to be paid upon receipt of a valid Tax Invoice or at such other time agreed between the parties.

f) Whenever an adjustment occurs in relation to any Taxable Supply made under or in connection with this agreement, the Supplier must determine the net VAT in relation to the supply (taking into account any adjustment) and if the net VAT differs from the amount previously paid under clause (c) or otherwise included in any consideration expressed to be inclusive of VAT, the amount of the difference must be paid by, refunded to or credited to the Recipient, as applicable and the Supplier shall issue a Tax Credit Note or Tax Invoice to the Recipient.

g) If one of the parties to this agreement is entitled to be reimbursed or indemnified for a loss, cost, expense or outgoing incurred in connection with this agreement, then the amount of the reimbursement or indemnity payment must first be reduced by an amount equal of any Input Tax to which the party being reimbursed or indemnified is entitled in relation to that loss, cost, expense or outgoing and then, if the amount of the payment is consideration or part consideration for a Taxable Supply, it must be increased on account of VAT in accordance with clause (c).

10. PERFORMANCE BANK GUARANTEE

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Within fifteen (15) days from the effective date of the AGREEMENT, SERVICE PROVIDER shall provide ADAFSA with an irrevocable and unconditional Bank Guarantee issued in accordance with the wording of Annexure 'E' by a bank in Abu Dhabi acceptable to ADAFSA and payable to ADAFSA on first demand and valid up to two months after the completion of obligations covered by this AGREEMENT.

Such Bank Guarantee shall be for an amount equal to the percentage stated in the

Appendix to Conditions, which amount shall be increased proportionally should the said estimated CONTRACT PRICE be increased.

Such Bank Guarantee, the cost of which shall be borne by SERVICE PROVIDERT, shall

be to secure SERVICE PROVIDERT's obligations under this AGREEMENT notwithstanding any variations, alterations or extensions of time that may be given or agreed upon.

11. CONFIDENTIALITY 11.1 SERVICE PROVIDER undertakes during and after completion or termination of this

AGREEMENT: a) to keep confidential in safe custody all ADAFSA confidential information and

not to disclose the same to any third party; b) not to use any ADAFSA confidential information for any purpose other than in

connection with the AGREEMENT; c) to limit access to ADAFSA confidential information to those of its employees

who reasonably require such information for the purposes of this AGREEMENT and to take reasonable steps to ensure that each such employee shall observe the restrictions as to confidentiality, disclosure and use;

d) to take all measures to ensure that no breach occurs as a result of SERVICE

PROVIDERT's actions with respect to the secrecy provisions of ADAFSA 's agreements with Process Licensors, Engineering Service Provider and other third parties.

11.2 For the purposes of this Article 11 "Confidential Information" shall mean any know-

how, as well as any other knowledge, data or information of a technical, commercial or financial nature which is furnished to or obtained by SERVICE PROVIDER directly or indirectly, under this AGREEMENT and which is not in the Public Domain.

11.3 SERVICE PROVIDER shall indemnify ADAFSA against all claims, liabilities, actions or

costs, (including legal expenses) arising out of infringement or alleged infringement of any patent or copyright in connection with the SERVICES rendered under this AGREEMENT which may be claimed by third party.

11.4 SERVICE PROVIDER all keep harmless and indemnify ADAFSA at all times from and

against all claims, proceedings and actions for or on account of any infringement by SERVICE PROVIDER of any patent rights, design, trade mark or name or other protected right, licensed process in respect of any part of the SERVICES and from and against all claims, demands, proceedings, damages, costs, charges and expenses whatsoever in respect thereof or in relation thereto.

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11.5 The obligations contained in this Article shall continue notwithstanding the completion

of the SERVICES or the termination of this AGREEMENT.

12. LIABILITY, INDEMNITY AND INSURANCE 12.1 SERVICE PROVIDER shall exercise all reasonable skill, care and diligence in the

discharge of its obligations under this AGREEMENT but in respect of any loss or damage which in any way arises out of or is connected with the performance or non-performance by SERVICE PROVIDER of such obligations the liability of SERVICE PROVIDER shall be limited to any case of negligence or default on its, part and shall consist solely on satisfactory performance or re-performance, as the case may be, by SERVICE PROVIDER and at no cost to ADAFSA of the obligation in question, to the exclusion of all other liability.

12.2 SERVICE PROVIDER shall keep ADAFSA, its servants or agents indemnified and hold

harmless against any claims, costs , actions or proceedings brought or instituted against ADAFSA, its Employees servants or agents by any of SERVICE PROVIDERT'S employees, servants or agents or any other party in connection with, relating to or arising out of the performance of the SERVICES under this AGREEMENT.

12.3 Without limitation to its obligations and responsibilities during the whole period of this

AGREEMENT, SERVICE PROVIDER shall obtain and maintain at its Parent own expenses, in the joint names of ADAFSA, SERVICE PROVIDER and its SUB-CONTRACTORS ( if any ) .

A Workmen's Compensation and EMPLOYER’s Liability Insurance Policy with a limit

of liability as stated in the Appendix to Conditions and shall cause his Insurers or Underwriters thereof to waive their rights of subrogation against ADAFSA, its employees, servants, agents, representatives, subsidiaries and all other companies in ADAFSA 's Group.

12.4 ADAFSA shall have no responsibility whatsoever for any loss of or damage to any

property or personal effects belonging to SERVICE PROVIDERT's employees, his servants or agents or to those of SERVICE PROVIDERT's SUBCONTRACTOR(S).

12.5 SERVICE PROVIDER shall prior to commencement of services under the Agreement

submit all original insurance policies to ADAFSA Insurance and Risk Management Department for examination and approval, together with the evidence that the policy premium has been paid to Insurers and shall be maintained in force throughout the duration of the AGREEMENT. Approval by ADAFSA of any Insurer or Terms and Conditions of Insurance submitted by SERVICE PROVIDER shall not relieve the SERVICE PROVIDER from any of his obligations and liabilities under or arising from this AGREEMENT or general at law.

12.6 All deductibles or liabilities in excess of the indemnities provided under the insurances

effected by SERVICE PROVIDERT/SUBCONTRACTOR shall be for the account of and paid by SERVICE PROVIDER or its SUBCONTRACTOR ( if any ).

12.7 The arranged insurance shall be affected with National and/or International Insurance

Company (ies) officially operating under the applicable law of UAE.

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12.8 INSURANCE CLAIMS PROCEDURE SERVICE PROVIDER shall notify ADAFSA, or person appointed, of any occurrence likely

to give rise to a claim under sub-articles above as soon as possible but in any event within seven (7) days of such occurrence. SERVICE PROVIDER shall also submit all the claim documents to the Insurers directly as soon as possible and in any event within thirty (30) days of such occurrence and shall handle all claim negotiations directly with the Insurers in co-ordination with ADAFSA for settlement of the claim. Actual settlement of the claim/claims shall be effected by the Insurers directly to ADAFSA 's account. Once the claim amount is settled by the Insurers, ADAFSA shall reimburse SERVICE PROVIDER the claim amount due to SERVICE PROVIDERT.

12.9 Service Provider hereby indemnifies ADAFSA against all claims, demands, costs, charges

and expenses arising from and in respect of the risks and liabilities assumed by SERVICE PROVIDER or SUB-CONTRACTORS( if any ) stated in the above sub-articles wherever or not such claims, demands, costs, charges and expenses are covered under insurances effected by SERVICE PROVIDEROR its SUB-CONTRACTOR'S ( if any ).

13. APPLICABLE LAW 13.1 The construction, validity and performance of this AGREEMENT and legal relations of

the PARTIES hereto shall be governed by the laws of Abu Dhabi and the U.A.E. Such laws include without limitation any ordinance, rule, decree, regulation or order of any governmental authority or agency of Abu Dhabi or the U.A.E. (state, national, municipal, local or other).

13.2 SERVICE PROVIDER acknowledges that the laws of the Emirates of Abu Dhabi and the

U.A.E. comprise, inter-alia, laws prohibiting the importation of products or components originating in or manufactured, produced or furnished by nationals or residents of or companies incorporated in Israel.

13.3 Any dispute, claim or difference arising out of or related to this AGREEMENT or breach

thereof shall first be referred to the parties for an amicable settlement and shall, in the event such referral fails, be finally settled by the courts of Abu Dhabi in accordance with Abu Dhabi laws.

14. AGREEMENT INTERPRETATION AND ENTIRE AGREEMENT 14.1 The Articles of these General Conditions and the Annexures attached hereto shall be

read and construed as a whole and as complementing one another, but if there should be any conflict or discrepancy between the Articles and the said Annexures, the Articles shall prevail. Headings are given for guidance and convenience only and shall not affect the interpretation of the AGREEMENT.

14.2 This AGREEMENT, including the Annexures attached hereto, embodies the entire

agreement between SERVICE PROVIDER and ADAFSA with respect to the SERVICES. The PARTIES shall not be bound by or be liable to any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein. No changes, amendments or modifications of the terms or conditions of the AGREEMENT shall be valid unless reduced to writing and signed by the PARTIES.

15. ASSIGNMENT

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15.1 SERVICE PROVIDER shall not assign or transfer the AGREEMENT or any part thereof nor shall he assign or transfer any share or interest therein in any manner or degree without the prior written consent of ADAFSA. Notwithstanding any assignment to which ADAFSA has given consent, SERVICE PROVIDER shall remain responsible to ADAFSA for the proper performance by the assignee of the SERVICES.

15.2 ADAFSA shall have the right to assign or transfer the AGREEMENT or any part thereof

or any share or interest therein without the consent of SERVICE PROVIDER but ADAFSA shall inform SERVICE PROVIDER of such event.

16. SUSPENSION 16.1 ADAFSA shall have the right to suspend partly or as a whole at any time the

performance of the SERVICES. In such event, ADAFSA shall pay to SERVICE PROVIDER any justified costs incurred by SERVICE PROVIDER by reason of such suspension to the exclusion of any other direct, indirect, or consequential damages or loss of anticipated profits which may be occasioned on account of such suspension.

16.2 Notwithstanding any dispute arising between SERVICE PROVIDER and ADAFSA during

the execution of the SERVICES, SERVICE PROVIDER shall bind himself not to suspend or delay for any reason the performance of all or any part of the SERVICES.

17. TERMINATION

17.1.1 ADAFSA shall have the right to terminate this AGREEMENT by means of issuing a thirty (30) days’ notice by a registered letter to be served by ADAFSA to SERVICE PROVIDERT, at his address stated in AGREEMENT, in, but not limited to any of the following cases:

a. SERVICE PROVIDERbecomes bankrupt or insolvent or commits any act that may cause it to become bankrupt.

b. SERVICE PROVIDERis in material breach of any of its obligations under this Agreement and either such breach is incapable of remedy or is capable of remedy and SERVICE PROVIDERwill have failed substantially to remedy that breach within thirty (30) Working Days of receipt of written notice from Employer specifying the breach and requiring its remedy. For the avoidance of doubt the following shall, without limitation, constitute a material breach:

(i) If SERVICE PROVIDER stops or suspends the WORKS/SERVICES totally or any part thereof for a period of fifteen (15) successive Working Days without appropriate and valid justification.

(ii) If SERVICE PROVIDER withdraws from or abandons the WORKS/SERVICES.

(iii) If SERVICE PROVIDER refuses or omits to apply the written instructions issued to him by Employer without reasonable justification which should be duly submitted in writing, at the time, to Employer within thirty (30) Working Days after receiving a written notice from Employer.

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(iv) If SERVICE PROVIDER tries to deceive or defraud in its dealings with Employer.

(v) If SERVICE PROVIDER offers, or tries implicitly or explicitly, to bribe any public officer concerned with these WORKS/SERVICES or Employer or any of its assistants or if the SERVICE PROVIDER or any of its Sub-Contractors offers, to such persons, any donations, gifts, rewards to seduce such person or persons to do or to abstain from doing any act.

(vi) If SERVICE PROVIDER assigns this Agreement or any part thereof without the consent of Employer for the same.

c. In the case that ADAFSA and the CONTRACTOR/ SERVICE PROVIDER came to an agreement on how to remedy the defect within the notice period, then the termination shall be considered as void. However, if ADAFSA refuses the suggested remedy then the notice period shall be in full effect and clause 12.1.2 shall be applicable at the time of the expiry of the notice period.

17.1.2 Results for Termination for Cause

In the event of termination for cause by Employer the following steps shall be followed:

17.1.2.1 The Payments to the SERVICE PROVIDER shall be calculated in accordance with the provisions of the Agreement and up to the date on which notice of termination of the WORKS/SERVICES is served on Contractor.

17.1.2.2 ADAFSA shall directly execute the incomplete WORKS/SERVICES or any part thereof, at the expense of CONTRACTOR/ SERVICE PROVIDER, or the remaining WORKS/SERVICES may be re-tendered or awarded to any other CONTRACTOR/ SERVICE PROVIDER. CONTRACTOR/ SERVICE PROVIDER shall pay the price difference and will not be eligible for any savings that may be realised. Further, CONTRACTOR/ SERVICE PROVIDER is to meet the administration costs arising from such procedures which are estimated at ten per cent (10%) of the value of the WORKS/SERVICES not completed by CONTRACTOR/ SERVICE PROVIDER.

17.1.2.3 ADAFSA has the right to evict CONTRACTOR/ SERVICE PROVIDER from the SITE and seize all temporary structures, buildings, constructional plants, equipment, materials, goods, etc., which are at SITE, and use them for the completion of the WORKS/SERVICES without being responsible to CONTRACTOR/ SERVICE PROVIDER or any other party for any damage or loss, for whatever reason, that may be inflicted thereupon or pay rent for the same. ADAFSA may retain such structures, buildings, constructional plants, instruments, materials and goods even after the completion of the WORKS/SERVICES, in security of its rights, and sell them without being answerable for any loss that may be incurred by CONTRACTOR/ SERVICE PROVIDER as a result of this. ADAFSA also has the right to recover all expenses and charges incurred in excess of the value of the CONTRACT from any amounts due to CONTRACTOR/ SERVICE PROVIDER from ADAFSA or

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from any other government authority, in addition to its right to claim any compensation for any damages that may be incurred by ADAFSA.

17.1.2.4 ADAFSA may withdraw and negotiate the Performance Bank Guarantee and deposit the same in favour of ADAFSA until the final settlement of the account of CONTRACTOR/ SERVICE PROVIDER.

17.1.2.5 ADAFSA may act on behalf of CONTRACTOR/ SERVICE PROVIDER in agreements concluded by CONTRACTOR/ SERVICE PROVIDER for the supply of any materials or execution of any WORKS/SERVICES provided for within the scope of the CONTRACT.

17.1.2.6 The above provisions shall not prejudice ADAFSA's right to delete the name of CONTRACTOR/ SERVICE PROVIDER, from whom the WORKS/SERVICES have been terminated, from CONTRACTOR/ SERVICE PROVIDER's register kept at ADAFSA or suspend dealing with him for a limited period determined by ADAFSA.

17.1.3 Consequences of Termination

17.1.3.1 All rights and obligations of the Parties will cease to have effect immediately upon termination of the Agreement except that termination will not affect:

17.1.3.1.1 ADAFSA shall make an inventory, within fifteen (15) days from the date of the notice of termination of the WORKS/SERVICES, of all the WORKS/SERVICES completed together with all constructional plants, instruments, equipment and materials supplied to the site by CONTRACTOR/ SERVICE PROVIDER. CONTRACTOR/ SERVICE PROVIDER shall be informed, through a registered letter, of the date of the inventory.

17.1.3.1.2 A minute of the inventory shall be made in the presence of both PARTIES or the representatives of both parties. If CONTRACTOR/ SERVICE PROVIDER or his engineer does not participate or refuses to sign the minute of the inventory, the same shall be noted therein and CONTRACTOR/ SERVICE PROVIDER informed at the address mentioned in the AGREEMENT. If CONTRACTOR/ SERVICE PROVIDER does not inform ADAFSA, in writing, of his comments thereon, within seven (7) days of the receipt of such notice, such a failure shall be considered as agreement of CONTRACTOR/ SERVICE PROVIDER in respect of the correctness of the inventory and the decision of ADAFSA in regard to any objections or comments made by CONTRACTOR/ SERVICE PROVIDER in this connection shall be final.

17.1.3.1.3 Delay penalty shall be calculated in accordance with the AGREEMENT and up to the date on which notice of termination of the WORKS/SERVICES is served on CONTRACTOR/ SERVICE PROVIDER.

17.1.3.1.4 Any retentions from or amounts due to CONTRACTOR/ SERVICE PROVIDER may be withheld until the final settlement of CONTRACTOR/ SERVICE PROVIDER's accounts.

17.1.3.1.5 Settlement of CONTRACTOR/ SERVICE PROVIDER's account shall be made and the dues to him, after the deduction of all dues and amounts resulting from the termination of the WORKS/SERVICES, shall be paid to CONTRACTOR/ SERVICE PROVIDER.

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17.1.3.2 SERVICE PROVIDER will provide exit assistance in accordance with arrangements to be agreed pursuant to the termination.

17.1.3.3 Each Party will return to the other Party all its Confidential Information and other data belonging to the other Party and warrant in writing that no copies of any such Confidential Information or other such data have been retained.

17.1.3.4 The Parties agree that they will endeavour to resolve all disputes arising under the Agreement in an amicable manner. All disputes between the Parties arising out of or relating to the Agreement shall be solved.

17.2 Termination for Convenience

17.2.2 ADAFSA shall also have the right at its absolute discretion to terminate this AGREEMENT for any other reason. In such event of termination, ADAFSA shall pay to SERVICE PROVIDER for the work already performed up to termination plus reasonable costs incurred on account of such termination.

In case of applying Termination of Convenience, Both parties are required to follow the procedure set out in Sub Clause 14.1.3.

In case that ADAFSA decides to resort to courts a notice shall not be required to be issued by ADAFSA, and legal proceeding and processes will be applicable.

18. SUBCONTRACTING SERVICE PROVIDER shall not sub-contract any part of this AGREEMENT without the

prior written consent of ADAFSA. Such consent shall not relieve SERVICE PROVIDER rom any of his obligations hereunder nor shall it create any contractual relations between ADAFSA and the SERVICE PROVIDERT’s SUB-CONTRACTOR’S ( if any ).

19. INDEPENDENT SERVICE PROVIDERT SERVICE PROVIDER shall act as an independent SERVICE PROVIDER in performing the

SERVICES, maintaining complete control over his employees and shall in no case represent ADAFSA or act in its name without its prior written approval.

20. CONFLICT OF INTEREST

20.1 Service provider shall conduct his operations in a lawful manner and in a manner which is consistent with the highest ethical standards of the business community.

20.2 SERVICE PROVIDER warrants that he has submitted to ADAFSA prior to signature of

this AGREEMENT, a description of all current contracts, undertakings, bids, letters of intent/award, relationships, business associations, joint ventures, partnerships or other arrangements relating to any involvement by SERVICE PROVIDER or any of his affiliates, directly or indirectly with any aspect of the SERVICES.

20.3 Neither SERVICE PROVIDER nor any of his affiliates shall undertake any such

arrangement except for those submitted pursuant to Sub-Article 20.2 above with respect to the SERVICES without the prior written approval of ADAFSA.

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20.4 If ADAFSA deems (at its absolute discretion) that any arrangements by SERVICE PROVIDER under Sub-Articles 20.2 and 20.3 to be prejudicial to its interest, ADAFSA shall instruct SERVICE PROVIDER in writing to take steps to terminate such arrangements or not to proceed with implementation of the same and Service provider shall promptly comply with the said instructions.

20.5 Neither SERVICE PROVIDER nor any of his affiliates shall undertake any such

arrangement except to the extent any such arrangement has been heretofore disclosed pursuant to Sub-Article 20.2 above or specifically permitted pursuant to Sub-Article 20.3 above.

20.6 The sums to be paid to SERVICE PROVIDER pursuant to Article 7 hereto shall constitute

the only sums he shall receive in connection with this AGREEMENT and the performance of the SERVICES. Any remuneration, compensation or other benefit received by SERVICE PROVIDER from third parties in connection with the performance of the SERVICES (whether by way of gratuity, commission, finder's or agent's fee or otherwise) may be deducted by ADAFSA. Service provider shall keep ADAFSA informed of all such remuneration, compensation or other benefit.

21. FORCE MAJEURE

21.1 No failure or omission by either PARTY to carry out or observe any of the terms or conditions of this AGREEMENT shall, except as herein expressly provided to the contrary, give rise to any claim against the PARTY in question or be deemed a breach of this AGREEMENT if such failure or omission arises from any cause which is unpredictable, insurmountable and beyond the control of the PARTY and is generally considered as Force Majeure (excluding strikes occurring among the employees of SERVICE PROVIDER or its SUB-CONTRACTORS) and provided a well founded notice of the occurrence and ending of the cause relied upon is given by the PARTY affected to the other PARTY within three (3) days of the occurrence and ending of the same.

21.2 Should a Force Majeure event continue for more than sixty days beyond the notice given pursuant to Sub-Article 21.1, either PARTY shall have the right to terminate this AGREEMENT.

22. LIENS AND CLAIMS 22.1 Service provider shall protect, indemnify and hold ADAFSA harmless against any

claims, liens, or charges whatsoever made, exercised or asserted against ADAFSA or its property by SERVICE PROVIDERT's employees or its SUBCONTRACTORS ( if any ), or by any other person whomsoever resulting in any stoppage and/or delay of SERVICES whether by judicial action or not and arising from or in respect of SERVICE PROVIDERT's performance of SERVICES.

22.2 ADAFSA shall promptly advise SERVICE PROVIDER of any such claim as is referred to

in sub-article 22.1 above and shall allow SERVICE PROVIDER a reasonable period within which to settle or otherwise dispose of the same at no cost to ADAFSA. If SERVICE PROVIDER is unable to settle or otherwise dispose of the claim as aforesaid within such period, it shall upon receiving written demand from ADAFSA, immediately reimburse ADAFSA all sums which ADAFSA may actually pay in respect of the said

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claims together with all costs and expenses, including all legal fees and expenses whatsoever on a full indemnity basis, incurred in connection with such claims.

22.3 Without prejudice to Sub-Article 22.2 above, Service provider shall, on receiving

written notice from ADAFSA, or on otherwise becoming aware of any asserted lien or charge which is of the kind described in Sub-Article 22.1 and which interferes with ADAFSA 's free control of assets or with due and timely performance of SERVICES, immediately procure the release or discharge of such lien or charge at its own expense, and shall reimburse ADAFSA for any cost or expense suffered or incurred as a result of the imposition of the lien or charge.

Should SERVICE PROVIDER fail to procure the release or discharge of the lien or charge

within 30 days of first receiving ADAFSA 's said written notice or otherwise becoming aware of the lien or charge, ADAFSA may procure the release or discharge of the lien or charge at its own expense and Service provider shall indemnify and hold ADAFSA harmless against and immediately reimburse ADAFSA for all losses, costs and expenses whatever (including all legal costs and expenses whatsoever on a full indemnity basis) incurred in doing so.

22.4 Prior to release of the COMPLETION CERTIFICATE, Service provider shall issue a

“Release Letter” as per the format contained in Annexure F. Without prejudice to such other rights as ADAFSA may have against SERVICE

PROVIDERT, ADAFSA shall be entitled to set off any monies due to them from SERVICE PROVIDER under this Article against any monies due or to become due to SERVICE PROVIDER from ADAFSA under this AGREEMENT.

23. WAIVER None of the terms or conditions of the AGREEMENT shall be considered waived by

ADAFSA or SERVICE PROVIDER unless such waiver is given in writing to the other party. No such waiver shall be a waiver of any past or future default, breach or modification of any of the terms or conditions of the AGREEMENT unless expressly stipulated in such waiver.

24. COPYRIGHT

All documents pertaining to this AGREEMENT shall be the exclusive property of ADAFSA and it shall be entitled to use such documents in any works outside the scope of this AGREEMENT and Service provider shall have no right to use such documents beyond the scope of this AGREEMENT.

25. IN CASE OF DEMISE OF SERVICE PROVIDERT

25.1 In the event of the death of SERVICE PROVIDERT, ADAFSA may terminate the AGREEMENT and refund the performance bank guarantee to the heirs if there are no obligations towards ADAFSA. ADAFSA may allow the heirs to continue with carrying out the duties under the Contract provided that they appoint their representative who is to be approved by ADAFSA.

25.2 If the AGREEMENT is one that has been concluded with more than one Service Provider

and in the event of the death of one of them, ADAFSA may terminate the CONTRACT

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and refund the performance guarantee after deducting all dues, or request the remaining Service Provider to continue with the performance of the CONTRACT.

25.3 In both the above cases the termination of the AGREEMENT shall be made by a

registered letter with acknowledgement due, provided that it has been settled and resorted according to the courts of Islamic and Shari’ at law of Abu Dhabi.

26. NOTICES AND ADDRESSES

All notices required or permitted hereunder in writing shall be deemed to have been properly given and delivered by either PARTY hereto when sent by air mail, cable, telex or fax to the other PARTY at the addresses specified in the Appendix to Conditions or at such address which may be notified from time to time by either PARTY to the other in writing.

Any notice given by air mail shall be sent by certified air mail (return receipt requested)

and shall be deemed to have been delivered at the date shown on the receipt. Any notice sent by cable, telex or fax shall be deemed to have been duly served on the

date following or on the same day of transmission respectively.

27. COMPLETION The SERVICES shall be deemed to be completed and all the SERVICE PROVIDERT's

obligations fulfilled under the AGREEMENT when the FINAL ACCEPTANCE CERTIFICATE has been issued by ADAFSA in the form attached hereto in Annexure F.

28. BANKRUPTCY

Should the SERVICE PROVIDER become bankrupt or insolvent, or have a receiving order made out against him, or compound with his creditors or, being a corporation, commence to be wound up, not being a member’s voluntary winding up for the purpose of amalgamation or reconstruction, or carry out on its business under a receiver for the benefit of its creditors ADAFSA shall be at liberty: - To terminate the CONTRACT forthwith by notice in writing to the SERVICE

PROVIDERT, or the receiver or liquidator, or any person in whom the CONTRACT may be vested.

In such event, ADAFSA shall be entitled to seize and take possession of and have free use of all equipment, materials, tools, tackle or other items which may be on the SITE, for use in connection with the execution of such SERVICES and without being responsible to the SERVICE PROVIDER for normal wear and tear of the same. ADAFSA shall also be entitled to retain and apply any balance which may otherwise then be due the SERVICE PROVIDER under the CONTRACT, or such part thereof as may be necessary, to effect payment of the cost of execution of such aforesaid SERVICES.

- ADAFSA may at its sole discretion elect not to terminate the CONTRACT, but to give

such receiver, liquidator or other person the option of carrying out the CONTRACT subject to his providing a guarantee for the due and faithful performance of the CONTRACT up to an amount to be agreed upon.

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29. OPTIONAL ITEMS:

ADAFSA at its own discretion and upon a written confirmation may request the contractor to perform any optional item specified in the Bill of Quantities. ADAFSA shall not be held liable for any claims or works performed by the contractor for any optional works without prior written confirmation from ADAFSA

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2. SPECIAL CONDITIONS

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2. SPECIAL CONDITIONS 1. INTERPRETATION OF SPECIAL CONDITIONS

The following Special Conditions are specifying contractual requirements linked to the special circumstances of the overall project, and the Works contract. They form part of the GENERAL Conditions of AGREEMENT, and in the event of any conflict between the General Conditions and the Special Conditions, the provisions of the General Conditions complement and take precedence over those of the Special Conditions.

2. CO-ORDINATION PROCEDURE

This procedure outlines the various responsibilities of the Representatives nominated by ADAFSA and SERVICE PROVIDER for the AGREEMENT. Service provider shall carry out proper execution of the SERVICES , under supervision of ADAFSA’s Representatives.

2.1 COMMUNICATION

The English language shall be used for all correspondence, reports, instructions, drawings, specifications, etc. As far as possible, all written communication shall be directly between ADAFSA and SERVICE PROVIDERT. All efforts shall be made to keep the correspondence to the minimum. If, for expediency, telephonic conversation shall be used, this shall be confirmed in writing within two(2) working days, by both PARTIES.

Notwithstanding the provisions of Article 26 of the AGREEMENT, hand delivery shall be an approved means of exchange of letters.

Service provider shall prepare and issue the Minutes of all its meetings with ADAFSA and shall be responsible for obtaining approval of these minutes prior to release within two (2) working days.

2.2 SITE INSTRUCTIONS

Instructions shall be confirmed in writing by ADAFSA. Service Provider’s representatives shall be required to sign one copy of each instruction as confirmation of its receipt.

2.3 REPORTS/ DELIVERABLES

According to the SERVICES described in Annexure A: Scope of Services,

2.3.1 The deliverables shall be as described under this agreement.

2.3.2 Oral Advice: The Service provider shall answer enquiries over the telephone or in meetings, on an

informal basis. As these may involve an immediate answer to a complicated problem in respect of which the Service Provider may not have received full and accurate information, the Service provider shall have no liability to the Employer in contract or

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tort (including negligence) for the answers. The Employer should neither act nor refrain from acting on the basis of such answers unless they are confirmed in writing by the Service Provider

2.4 PERFORMANCE AND PLANNING

At the commencement of the agreement, when applicable, Service provider shall detail its programme with actual dates shown on the bar charts.

Such activity on this bar chart shall indicate and meet requirement for target assessments.

A meeting with ADAFSA shall be held on regular basis when Service provider shall report Programme status at that time and planned activities for the coming week. The minutes of such meetings shall be written by SERVICE PROVIDER and approved by ADAFSA. All planning documents shall be updated weekly and submitted to ADAFSA as part of the progress report.

2.5 PERMITS / PERMISSIONS a. When undertaking work requiring a permit, Service provider shall assist and

co-ordinate with ADAFSA to comply with requirements for safety and operation until the permit shall be obtained, in strict compliance with ADAFSA procedure, each morning, before commencing work in the designated area. work permits shall be in accordance with ADAFSA Safety/ Security Regulations.

b. Any delay or expenses for securing necessary permission/permits from the concerned

authorities shall not entitle SERVICE PROVIDER to any claim for extension of completion date or payment.

c. It shall be the responsibility of SERVICE PROVIDER to arrange for the security passes

for its personnel and vehicles assigned to the Works under this AGREEMENT. In this respect Service provider shall make himself aware of the latest rules and regulations applied by the relevant authorities for the issue of such passes.

3. CODES AND STANDARDS

Quality control, inspection and testing shall conform to the latest edition of the applicable internationally accepted standards.

4. SAFETY

A copy of ADAFSA Safety Regulations shall be furnished to the SERVICE PROVIDERT. Additional rules or amendments to the existing Regulations may be made as and when required and Service provider shall abide by these. Service provider shall be responsible for providing the SERVICE PROVIDER with all necessary information regarding safety and to ensure these Regulations are implemented by the SERVICE PROVIDERT’s employees.

5. APPROVALS

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Technical Documents (other than reports of recommendatory nature) to be prepared by SERVICE PROVIDER under this AGREEMENT shall be subject to ADAFSA approval within a period not exceeding Seven (7) days unless otherwise stated. However, the fact that any technical documents have been approved by ADAFSA shall not release SERVICE PROVIDER from the responsibility for correcting errors, omissions or other defects in said documents or drawings which are disclosed after such approval.

6. TERMS OF PAYMENT

All fees for SERVICE PROVIDER Services, as under, shall be deposited in UAE Dirham in the SERVICE PROVIDER Account with any local bank in Abu Dhabi, as requested by SERVICE PROVIDER in his invoices. Each invoice shall be checked and paid by ADAFSA within thirty (30) days of the date of SERVICE PROVIDER submission of a correct invoice. In case of mistakes on any invoice, it shall not be paid unless such mistakes are corrected. Amounts specified in the BOQ will be paid upon successful delivery for each item.

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3. APPENDIX TO CONDITIONS

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1. The Appendix to Conditions is forming part of the General Conditions (Section III). It incorporates information that specifies and complements the provisions of the General Conditions. It also amends and/or supplements the provisions of the General Conditions. The provisions of the Appendix to Conditions take precedence over those of the General Conditions (Section III).

GENERAL CONDITIONS OF AGREEMENT ARTICLE

DESCRIPTION

Definitions: SITE 1. All locations where SERVICES to be performed for GIS – Annual Support and Maintenance

AMOUNT AND LIMIT OF DELAY PENALTY

3.3.a) 2. One (1%) percent of Total Lump-Sum Price of Section IV per week (or pro rata on a daily basis) to be applied for as required. The limit shall be ten (10%) percent of the Total Lump-Sum Price.

PAYMENT PERIOD

7.3.a) Thirty (30) days from the receipt of correct invoice by ADAFSA.

PERFORMANCE BANK GUARANTEE

10. The Performance Bank Guarantee shall be in an amount equivalent to Five (5%) percent of the initially estimated Contract Price in the form of an “unconditional irrevocable bank guarantee”.

Insurance 12.3 The limit of Workmen’s Compensation and EMPLOYER’S Liability Insurance shall not be less than 1 Million Dirhams per occurrence.

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NOTICE AND ADRESSES

26. EMPLOYER’S/ ADAFSA’S address is: ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY {ADAFSA } P. O. Box : 52150 Abu Dhabi – U. A. E. Tel. +971 2 8181187 Fax +9712 5886666 Attn: Contracts & Procurement Division Director The SERVICE PROVIDERT’s address is:

…………………… P.O. BOX ………. ABU DHABI UNITED ARAB EMIRATES FAX …………..

[The successful (selected) SERVICE PROVIDER should insert the name and address of his firm]

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ANNEXES

Annexure A. Scope of SERVICES Annexure B. Time Schedule and SERVICE PROVIDERT’S Resources:

1. Key Dates 2. Overall Time Schedule 3. SERVICE PROVIDERT’S Proposed Work Plans

and Methods 4. Personnel and Project Organisation

Annexure C. Services Provided by ADAFSA Annexure D. Pricing Schedule:

1. General Provisions, Pricing Details and Notes 2. Pricing Schedule (Unpriced Part)

Annexure E. Form of Performance Bank Guarantee and advanced bank

guarantee Annexure F. Completion Certificate and Release Letter:

1. Acceptance Certificates 2. Release Letter

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ANNEXURE ‘A’

SCOPE OF SERVICES

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1. General Service Description and Objective

1.1 ADAFSA is seeking for a service partnership for Total Facilities management to ensure the

integration of it’s organization processes to maintain and develop a professional Facilities

Management Services to support and improve the effectiveness of ADAFSA primary activities. 2. Service Standards and Code of Practices

2.1 The SERVICE PROVIDER shall comply with all Local Statutory Requirements to deliver a

legislative and competitive professional service. As part of the same, the SERVICE PROVIDER

shall ensure the below standards and Guidelines as minimum requirements:

• ISO 22000 International Food Safety Management Standards.

• ISO 41000 Facility Management Standards.

• ISO 22004 Food Safety Management Standards (FSMS).

• AD EHSMS Regulatory Framework - V2.0-February 2012 (OSHAD-SF) • HACCP Principles when applicable.

• ADFCA Regulation No (6) of 2010 FOOD HYGIENE THROUGHOUT THE FOOD CHAIN.

• ADFCA related Code of Practices (CoP).

• ADFCA EFST Program.

• British Institute of Cleaning Science (BICS) Standards.

• UK SFG 20 “Standard Maintenance Specification for Building Services” or similar

international standard.

• USA Facilities Management and Maintenance Standards, such as but not limited to: The

Commonwealth of Massachusetts.

3. EHS Standards and Requirements.

3.1 As a main part of ADAFSA’s goal is to have a comprehensive safe and secure sites, ensuring the

high level standards of Environment friendly safe and secure practices, demonstrating a full

commitment to all related EHS and Abu Dhabi Occupational Safety and health requirements.

Pertaining to the same, ADAFSA gives a significant worth priority in the event of evaluating and

qualifying the SERVICE PROVIDERs for tender proposals. However, only qualified SERVICE

PROVIDERs shall be invited.

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3.2 The SERVICE PROVIDER shall - at all matters - abide by all international and Local related EHS

Regulations that are applicable to the services, such as but not limited to:

• Occupational Safety & Health Administration (OSHA) Requirements and code of Practices.

• Occupational Safety & Health Center (OSHAD) Requirements and code of Practices.

When any assumed confliction between Code of Practices or Requirements, SERVICE PROVIDER

shall abide by The Local Practices and Requirements.

3.3 The SERVICE PROVIDER shall be responsible for reporting full HSE progress on site, also to

report all (Accidents, Incidents, Near Messes and Lost Time), or any violation to any EHS

regulation on site, and carry the required investigation related to EHS.

3.4 The SERVICE PROVIDER shall ensure that all staff have received all required EHS introduction

courses, and relevant EHS requirements, especially the required training for specialized

presumed activities such as but not limited to (Hot Work, Cold Work, Lock-Out and Tag-Out,

…etc).

3.5 The SERVICE PROVIDER shall submit a monthly EHS report that shows service performance

from EHS point of view, additional to the Accidents, Incidents, Near Misses and Lost Time

reports. All reports shall include (existing condition, root of cause if applicable, temporarily

action if done and recommended further action).

3.6 The SERVICE PROVIDER shall submit a business continuity plan for his operations that shall

ensure no service interruption.

3.7 EHS Minimum Requirements

Provide a company specific manual that meets the following minimum

requirements, detailing how the company/organization manages the following,

and provide evidence for each category.

• Site specific EHS induction training for new employees.

• Task/equipment specific basic work rules/standard operating procedures

(SOP’s)

• Identification and control systems for hazards and risk.

• First Aid/Fire and Emergency response.

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• Procedure to ensure safe plant, equipment and tools are installed, used and

maintained, including competency training, inspection and defect reporting

system.

3.9 BUSINESS CONTINUITY Requirements:

The Contractor shall ensure service provision and interruption free by providing the following:

▪ Provision of business/services continuity plan (a set of procedures that are developed to

enable the organization to continue its vital activities at a pre-determined acceptable level if

the business is expected or disrupted)

▪ Provision of risk register (risk assessment for the operations and activities of the company,

corrective and preventive measures)

▪ Provision of business/services impact analysis (business process analysis process and

identify the impact that business disruption may have on value and priority impact, which

illustrates the infrastructure needed to support critical business activities and enterprise

functions)

▪ Provision of business/services continuity strategy (a structured approach that enables the

planning process for recovery and continuity after interruption and disruption of activities)

3.8 The following Records shall be provided in the Operating Manual

• Personal Protective Equipment (PPE) Register.

• Employee EHS Training Register.

• Occupational Injuries Register.

• Hazardous Substances Register (as appropriate).

• Incident Investigation Records.

4. General Compliance Regime

4.1 This agreement SOW covers the requirements of ADAFSA for Integrated Facilities Management

Services.

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4.2 This agreement is totally managed by a pre-nominated ADAFSA team and Project Manager

whom shall be responsible for all day-to-day business. The SERVICE PROVIDER shall only

contact the nominated team for any service related tasks and contractual obligations.

4.3 The SERVICE PROVIDER shall always ensure best service practices with regards of all UAE and

Abu Dhabi relevant statutory, legislative and licensing requirements applicable in the areas of

operation, and shall comply with all relevant updates and changes. In the same respect,

compliance shall be commenced to Regulations and Legislations requirements of but not

limited to: (OSHAD, ADWEA, AD Municipality, Department of Health, Tadweer, ADAFSA, UAE

Labor Law “Federal Law No.8”, Gulf Standards as Listed in GS1580/2002, Civil Defense … etc).

It is the SERVICE PROVIDER sole responsibility at all times to comply with any Federal or Local

law and notify ADAFSA with any future update. All liabilities of SERVICE PROVIDER will remain

permanence regardless of his awareness and without any additional cost.

4.4 The SERVICE ORIVIDER shall explore future potential innovations or changes to the service

delivery that will be essential to the improvement of services.

4.5 For Any reason, SERVICE PROVIDER shall always present a valid clarification for any

contradiction against service provision that shall be revised by ADAFSA Project Representative.

However, the SERVICE PROVIDER shall continue the provision of the service as per the

contractual agreements until further notice.

4.6 The SERVICE PROVIDER shall not assign this AGREEMENT or any part thereof without the prior

written consent of ADAFSA. Notwithstanding any assignment to which ADAFSA shall give

consent, SERVICE PROVIDER shall remain responsible to ADAFSA for the proper performance

by the assignee of the WORKS.

4.7 ADAFSA shall have the right to assign or transfer the AGREEMENT or any part thereof or any

share or interest therein without the consent of SERVICE PROVIDER. In this event, ADAFSA shall

inform SERVICE PROVIDER in due time. The SERVICE PROVIDER shall stay liable to provide the

services until official handover process is completed.

4.8 The SERVICE PROVIDER shall be fully responsible for any part of the WORKS performed by his

SUB-SERVICE PROVIDERS and for their acts and omissions and those persons either directly or

indirectly employed by them to the same extent as he shall be for the acts and omissions of

persons directly employed by him.

4.9 It is assumed that all SERVICE PROVIDERS have read the terms and conditions of this contract,

as a result; the SERVICE PROVIDER shall bear the sequel costs due related to high quality service

provision.

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4.10 ADAFSA reserves the right to amend and change on (plus or minus) quantities mentioned in this

agreement after an official notification to the SERVICE PROVIDER by ADAFSA Representative.

5. Project Team (Staffing requirements and standards)

5.1 The SERVICE PROVIDER shall ensure at all times that only qualified and competent staff are

mobilized on site and holds an appropriate and applicable Certificate.

5.2 The SERVICE PROVIDER’s staff should be educated on a regular basis to a minimum level of

understanding ADEHS policy, rules and regulations and site requirements, any written

instruction in English and should be able to orally communicate in English.

5.3 The normal service working Hours is as following:

Category Category description Days Working Hours Remarks

Category

(1)

All staff apart from Category

(2) and Category (3)

Saturday to

Thursday 06:30 to 16:30

All staff have one-hour

lunch break Category

(2)

Management Team, Office

Boy, Messenger, Porters,

Engineers

Sunday to

Thursday 08:30 to 15:30

Category

(3) Security Staff All week days

24 hrs.

(Two shifts)

Security Supervisor

shall arrange the

lunch break

5.4 The SERVICE PROVIDER shall provide any required Service out of the service working hours on

overtime basis as specified in the Schedule of Rates (SOR) upon an official request from

ADAFSA.

5.5 The SERVICE PROVIDER shall ensure that all staff mentioned in this contract agreement are

dedicated only for this Project, NO additional tasks shall be assigned to any of the staff related

to this project apart from the additional staff provided by SERVICE PROVIDER on own expense.

Any observed violation of the same shall be considered under the contractual breaches and may

lead to strict contractual liability.

5.6 All proposed candidates for this agreement are subject to approval by ADAFSA Project Manager

after the provision of the Curriculum Vitae if requested.

5.7 The SERVICE PROVIDER shall ensure the provision of the staff requested from the “Schedule of

Rates” by ADAFSA Representative as minimum requirements to deliver the service, however

any expenses of added staff by SERVICE PROVIDER without ADAFSA request shall not be

claimed.

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5.8 After the staff are approved by ADAFSA Project Representative, the SERVICE PROVIDER shall

not remove or replace any of the staff before approval is taken in advance. Any staff removed or

replaced without ADAFSA Representative approval in advance shall be considered absent and

penalties shall be applied.

5.9 All Project Management Team shall be interviewed and might be regularly evaluated for

conformity purposes. All other staff shall be interviewed upon request by ADAFSA

Representative. Any un-qualified or un-matching personnel shall be replaced within five

working days after official notification.

All absence penalties will be applicable after the official notification period is expired.

5.10 The SERVICE PROVIDER shall be responsible for food, transportation, uniform, and

accommodation of SERVICE PROVIDER’s personnel assigned for the works under this

AGREEMENT according the laws of Ministry of interior & Ministry of Labor. All staff shall be

equipped with the suitable PPE (Safety shoes, gloves, masks, etc) as per OSHAD & ADAFSA

safety rules. All personnel at all times shall present clean, smart, suitably dressed, wearing an

approved uniform with both ADAFSA & SERVICE PROVIDER's (name and Logo) with SERVICE

PROVIDER’s identification badge during daily working hours. All staff will at all times be in

possession of a current UAE Ministry of Labor Card.

5.11 Any removed or replaced staff without clear approval in advance from ADAFSA Representative

shall be considered as absent and all penalties shall be applied.

5.12 The SERVICE PROVIDER’s personnel must sign-in immediately upon arrival and prior to any

services being provided and sign-out prior to leaving the building. The SERVICE PROVIDER must

provide daily attendance sheet to ADAFSA Representative.

5.13 Attendance sheet to be maintained at all times signed by ADAFSA's Representative on daily

basis, a copy of the same to be attached with the monthly invoice.

5.14 The SERVICE PROVIDER's staff are prohibited to leave ADAFSA's offices during working hours

without prior written approval from ADAFSA's representatives.

5.15 The SERVICE PROVIDER 's staff are not allowed to:

• Use Mobile Phones on duties unless are requested by ADAFSA representative (only the

management team are allowed to do so).

• To carry out of the building any items or documents unless by approved security gate pass.

5.16 Should any of the equipment of ADAFSA be damaged due to the action of any of the specified

service staff, the SERVICE PROVIDER shall have to attend immediately to its

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replacement/remedial action, irrespective of the cost involved. Failure to do so will lead to the

recovery of the cost from any sum due to the SERVICE PROVIDER.

Reasonable precautions shall be taken at all times during the progress of the works to avoid any

unnecessary inconvenience to the occupiers of the building(s) and the general public.

5.17 The SERVICE PROVIDER shall be responsible for the payment of all employment costs both

direct and indirect in respect of the personnel provided for the service.

The SERVICE PROVIDER's staff are not allowed to use illegal drugs and liquor during working

hours or showing bad behavior in the location. At all times staff are not allowed to smoke or use

alcohol. Neither to eat, sleep or conduct personal business. 5.18 The SERVICE PROVIDER's staff are not allowed to do activities not related to job responsibilities/

description or disturb others.

5.19 The SERVICE PROVIDER shall ensure the health, safety and hygiene of all staffs are constantly

maintained at a high standard in conjunction with ADAFSA. The SERVICE PROVIDER shall

provide a report on hygiene practices and training to all his staff whenever requested by

ADAFSA.

5.20 The SERVICE PROVIDER shall ensure all sickness or suspected sickness amongst staff especially

catering staff is reported immediately and such staff is immediately relieved from duty.

5.21 The SERVICE PROVIDER shall ensure that a competent medical practitioner certifies all his staff

as free from infection, before they commence the work and after returning from leave prior to

rejoining. The list of medical exams will be submitted by the SERVICE PROVIDER during the

mobilization period.

5.22 The SERVICE PROVIDER shall comply with hygiene quality assurance practices in accordance

with Food Safety regulations both local and international.

5.23 ADAFSA reserve the right to review all staff pay slips under this contract, to ensure and verify

that all staff are paid. The SERVICE PROVIDER shall pay all staff monthly salaries not later than

6th of each month. Failure any of staff salaries on 6th of each month shall be considered as a

breach and shall lead to penalties and deductions.

5.24 ADAFSA has the right to inspect (invoices of suppliers, hygienic conditions in camp and all

related conditions at any time).

5.25 The SERVICE PROVIDER shall provide a full price list of the items mentioned in SOR “Schedule

Of Rates“. The Schedule Of Rates price list shall be submitted as part of the Tender Financial

proposal. All SERVICE PROVIDERs wave the submittal of the same will be totally excluded

from the Tender.

The Tenderers have the right to add any cost to the Schedule Of Rates relevant to his operations.

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5.26 Project Management Team qualifications:

• Facilities Manager: the (FM) will responsible for the day to day management of all staff

falling under this contract and maintaining high level standards of service provision in all

area of scope of work. The (FM) shall ensure proper compliance and adherence to all related

contractual terms and conditions. Below are the minimum requirements for Facilities

Manager Title:

▪ Relevant Facilities Management experience as Facilities Manager for minimum of 3

Years.

▪ Bachelor’s Degree in business administration/Engineering

▪ Project Management skills.

▪ Valid UAE Driving License.

▪ High Customer services skills.

▪ Root cause analysis and troubleshooting skills.

▪ Reviews the activities required for the compliance of the contract.

▪ Sub-SERVICE PROVIDERs management skills.

▪ Bilingual (Arabic and English).

▪ (IFMA / MEFMA) courses is an advantage.

▪ Full authority to discipline project staff.

▪ Ability to deliver toolbox talk workshops for staff under his supervisory.

▪ Shall maintain up to date knowledge of Hard Services, Soft Services, Statutory,

regulatory and legislative requirements to deliver the service.

▪ Shall maintain up to date knowledge of best practices on all areas of scope of work.

▪ Contract financial recording, tracking and controlling skills.

▪ Staff appraisal and performance skills.

▪ Visual presentation skills.

▪ Service scheduling and planning for Planned Preventive Maintenance, Reactive.

▪ Asset Management skills.

▪ Ability to communicate and coordinate between various parties such as Client, Sub-

SERVICE PROVIDERs and other third parties.

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• Facilities Engineer: Below are the minimum requirements for Facilities Engineer/Civil

Engineer Title:

▪ Relevant experience in relevant field for minimum of 2 Years.

▪ Bachelor’s Degree in Engineering (Master is an advantage).

▪ Project Management Professionals certificate is as advantage.





▪ Sub-SERVICE PROVIDERs management skills.

▪ Technical reports preparation.

▪ Team Work and staff lead skills.

▪ (IFMA / MEFMA) courses is an advantage.

▪ Ability to deliver toolbox talk workshops for staff under his supervisory.

▪ Shall maintain up to date knowledge of best practices on his scope of work.

▪ Provide any required support to ADAFSA FM team.

▪ Visual presentation skills.

▪ Service scheduling and planning for Planned Preventive Maintenance, Reactive

Maintenance and Predictive Maintenance.

▪ Asset Control management skills.

▪ Scheduling and planning for new projects execution requirements.

▪ Ability to communicate and coordinate between various parties such as Client, Sub-

SERVICE PROVIDERs and other third parties.

• Hard Services Supervisor:

▪ Relevant Supervisory experience for minimum of 2 Years.

▪ Formal Electrical or Mechanical qualification.



▪ Appropriate knowledge in MS office.

▪ Administration and documents control skills.

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▪ Ensures all Hard Services activities are carried by the team as per required and on time.

▪ High Customer Services Skills.

▪ Technical reports preparation skills.

▪ All Relevant Documents Preparation and recording.

▪ Formal essential relevant EHS Training.

▪ Related root cause analysis and troubleshooting skills.

• Soft Services Team Leader:

▪ Relevant Supervisory/Team Leading experience for minimum of 2 Years.




▪ Administration and documents control skills.

▪ Assistance to the Facilities Engineer and Client. ▪ Team Work and staff lead skills.

▪ High Customer Services Skills.

▪ All Relevant Documents Preparation and recording.


▪ Related root cause analysis and troubleshooting skills.

• Store Keeper:

▪ Relevant experience in inventory management for minimum of 2 Years.

▪ Knowledge of standard practices, procedures, and equipment storing, requisitioning,

and disbursement of supplies and materials.


▪ Knowledge of the occupational hazards and safety precautions applicable to the

work.

▪ Ability to maintain work schedules and uphold work standards.

▪ Ability to monitor and evaluate service consumption performance

▪ Ability to maintain records and prepare reports.

▪ Ability to communicate effectively with others, both verbally and in writing.

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• Architecture Drafter

▪ Relevant experience in architectural drafting for minimum of 2 Years.

▪ Diploma of architectural design.

▪ Possess excellent communication, organizational and analytical skills.

▪ AutoCAD and computer skills with MS office.

▪ Good understanding of building specifications, codes, space to create architectural

design.

▪ Ability of visiting different sites to collect measurements and dimensions as needed.

▪ Ability of creating architectural drawings based on specifications, sketches.

▪ Ability of drafting technical details.

▪ Ability to specify dimensions, materials, and procedures.

▪ Documentation of designs electronically and filing

▪ Ability to prepare variety of designs.

▪ Ability to explain concepts to execution team.

• Quantity Surveyor

▪ Relevant experience as Quantity Surveyor, minimum of 2 Years.

▪ Diploma in Quantity surveying

▪ Driving License




▪ Good communication with Sub-SERVICE PROVIDERs.


▪ Ability to Prepare cost analysis based on the architectural drawings, engineering

estimates, materials required and labor involved.

▪ Ability to Prepare cost plans to enable design teams to produce practical designs for

construction projects, which involves liaising with architects, engineers and

subcontractors.

▪ Ability to Prepare tender and contract documents, including bills of quantities.

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▪ Ability to Evaluate tenders from contractors and subcontractors and, where

appropriate, negotiate with the contractors.

5.27 ADAFSA reserve the right to inspect and check the validity of below list for all staff dedicated for

this contract at any time:

▪ Passport and/or UAE ID card.

▪ Company ID.

▪ Qualifications.

▪ Police clearance letter.

▪ Health Certificate.

▪ Health Insurance.

All staff shall hold all above documents valid, failure to provide the same at any time shall be

considered a contract breach and penalties shall be applied.

5.28 The SERVICE PROVIDER shall provide continuous training for his personnel to ensure the

provision of the highest standard of service. The Training plan is to be submitted along with the

TENDER proposal.

5.29 The SERVICE PROVIDER personnel shall adhere to ADAFSA policies, procedures and maintain

highest level of customer service.

5.30 The SERVICE PROVIDER shall arrange necessary replacement of unqualified staff, Terminated

or replaced staff shall not return or transfer to any ADAFSA offices. Unqualified staff will NOT

be allowed to be transferred to any other ADAFSA projects or sites. While to ensure an

appropriate staff replaces the unqualified, the SERVICE PROVIDER will provide the CV attached

to the request letter for any new employee or replacement, that whom ADAFSA Representative

shall approve.

5.31 The SERVICE PROVIDER shall provide an immediate reliever for any absent staff due to sickness

or annual/emergency leave. All annual/emergency leaves shall only be granted to staff after

ADAFSA Representative approval in advance.

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5.32 At all times, all SERVICE PROVIDER staff shall maintain short hair apart from females and off

the face, with no rings or neck chains are worn. Tattoos are to be covered at all times.

5.33 The SERVICE PROVIDER shall ensure that all his staff use deodorant regularly, aware of

hygiene practices, and their uniforms are well ironed, neat, clean, in good order, and shoes are

to be polished daily.

5.34 The SERVICE PROVIDER is responsible for all keys and cards issued to its staff and are liable for

any incidental loss and costs incurred if any keys or cards are lost or otherwise misused. Any lost

card shall be charged as per the current cost.

5.35 ADAFSA reserve the right to add or remove sites, tools, equipment, consumables, staff and

services fall under Integrated Facilities Management services upon official request from ADAFSA

Representative. Failure to provide any additional requirement shall be considered as contract

breach.

5.36 The SERVICE PROVIDER shall ensure that members of its staff are not accompanied into the

Building by unauthorized persons.

5.37 ADAFSA reserves the right to instruct the SERVICE PROVIDER without explanation to relocate

any of its staff from any site to other. Quotation for additional cost shall be shared with ADAFSA

if applicable.

6. Tools and Equipment

6.1 The SERVICE PROVIDER shall supply all required personal tools & equipment and to deliver the

services meeting ADAFSA expectations and requirements. The cost of tools and equipment shall

be included in staff cost as per the SOR. The SERVICE PROVIDER shall NOT order any tools or

equipment for his staff to deliver the service.

The utilities provided by ADAFSA will be limited to electricity, water and storage areas.

6.2 The SERVICE PROVIDER shall provide the appropriate tools and equipment to the tasks. The

SERVICE PROVIDER shall only supply and provide Environment friendly tools and equipment

with high quality.

6.3 ADAFSA reserve the right to order any tools or equipment in SOR apart from staff tools.

7. Site Physical Inspection

7.1 All Tenderers shall commence a site inspection prior to submitting tender documents for

ensuring clarity of scope of work and gathering all information relevant to SOW.

7.2 All Tenderers shall submit a physical inspection report, explains the current physical situation

of: (Building walls and partitions, Ceilings, Floors, Cladding and roof where applicable, Internal

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and external doors, WC tiles and fittings, Windows, Internal decoration, Life safety and Fire

Fighting equipment, MEP equipment and fittings, Emergency lights… etc.

7.3 It shall be sole responsibility of each Tenderer to reach the site of scope of work. However,

ADAFSA shall be responsible for arranging the proper required site access.

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Part (1) Mobilization

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7. Introduction:

7.1 The main service provision aim is to ensure that all Mobilization requirements are delivered

according to the “Mobilization Deliverables Phases” mentioned in clause (7.3).

7.2 The TENDERERS shall submit the mobilization fees for the “Mobilization Deliverables

Phases” against the period to be achieved on each phase and as per Deliverables resources if

applicable. The SERVICE PROVIDER has the right add any deliverable cost not mentioned in the

SOR.

7.3 Mobilization Deliverables phases:

Deliverable title Deliverables details Latest week of delivery

Transition (1):

Project Preparation

Kick off meeting.

Escalation matrix.

Sub-contractors list proposal.

Management team office (prepared by

ADAFSA).

documents format approval.

First week

Transition (2):

Management team and

uniforms art work

Management Team list proposal and

approval.

Uniforms Art work proposal and approval.

Proposed fast moving spare parts stock.

Second week

Transition (3)

Tools and equipment supply.

Fast moving spare parts stock supply.

Cleaning consumables Supply.

third week

Transition (4):

Site and services handover

Team on site for handover.

Sub-contractors on site.

Site Snag list.

Physical condition survey.

Asset Survey Plan.

Forth week

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Uniforms & PPE.

Uploading data on CAFM system.

Transition (5):

Service commencement Full Service commencement. Fifth week

7.4 The SERVICE PROVIDER shall one-week minimum overlapping with previous SERVICE

PROVIDER NOT later than forth week for service and site handover purposes.

7.5 Providing any Mobilization Deliverable before the required period in clause (7.3) shall be

considered as an advantage.

8. Contract Essential Documents:

8.1 The SERVICE PROVIDER shall prepare and submit the contract essential documents that

determine the service records and performance. The essential contract documents are as

following:

• Standard Operating Procedures Manual.

• Quality Assurance & control Manual.

• Environment, Health & Safety Manuals

• Business Continuity Plan.

• Asset Survey Plan.

• Asset Register.

• Asset Risk Register.

• Work Request documents.

• Monthly invoices.

• Physical condition survey.

• Monthly/ Quarterly/Yearly Service reports.

• Security Daily, and monthly reports.

• ADAFSA End-Users Satisfactory Survey (Quarterly).

• Inventory stock and consumption (Monthly).

• Water & Energy consumption report (Monthly)

• Stock Control.

• Any additional documents required for service quality purpose.

Note: All documents format will be agreed to during the mobilization period

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8.2 The SERVICE PROVIDER shall submit the following documents for all Civil Works:

• Current condition assessment.

• Detailed Scope of work.

• Milestone breakdown, phase wise.

• Diagrams and plans.

• Execution staff.

• Risk Assessment.

• Method of Statement.

• Execution equipment.

• Photos (before) for any physical changes (Photos after to be attached at end of work).

• Initial handover report.

• Final handover report.

8.3 The SERVICE PROVIDER shall execute the works only after an official Permit To Work (PTW)

document is signed by ADAFSA Representative and EHS Section Representative.

9. Physical Condition Survey:

9.1 The SERVICE PROVIDER shall carry a full site condition survey during the Mobilization period

and to be maintained on yearly basis with a full report to be submitted to ADAFSA for the related

items that falls under the Maintenance SOW, such as but not limited to:

• Building walls and partitions.

• Ceilings.

• Floors.

• Cladding and roof where applicable.

• Internal and external doors.

• WC tiles and fittings.

• Windows.

• Internal decoration.

• Life safety and Fire Fighting equipment.

• MEP equipment and fittings.

• Video and Audio systems.

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• Monitoring and surveillance systems.

• Emergency lights… etc.

9.2 The Physical condition survey shall include the following information:

• Item Description.

• Item location (Site – Floor – Room).

• Current physical condition with photos.

• Recommendations with estimated cost when applicable.

10. Asset Survey Plan

10.1 The SERVICE PROVIDER shall generate an “Asset Survey Plan” that shall be submitted to

ADAFSA during the Mobilization period. The “Asset Survey Plan” shall explain the following:

• Information gathering methodology.

• Total period of execution.

• Detailed Asset Survey period.

• Required resources.

• Required resources provision period.

• Execution staff.

10.2 The “Asset Survey Plan” shall be made under the full supervision of a nominated SERVICE

PROVIDER’s (Senior Manager above Facilities Manager Level) to ensure the high commitment

for the full correct and appropriate execution.

10.3 The “Asset Survey Plan” shall be categorized on “Asset Group type” wise and shall be conducted

as specified in Part (2) of this agreement.

10.4 The provision of the resources required for asset survey execution is the SERVICE PROVIDER’s

prime responsibility, apart from the utilities provided by ADAFSA.

10.5 The “Asset Survey Plan” shall include three chapters:

• CHAPTER (1): Methods of gathering Assets information.

• CHAPTER (2): Asset gathering time table.

• CHAPTER (3): Asset Register Documents.

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Part (2) Hard Services

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11. Introduction:

11.1 The main service provision aim is to ensure that all related systems/items/equipment are fully

serviceable with reliability, efficiency and safety according to legal and legislative requirements

and all related information are gathered and properly documented in the “Asset Register” and

complying with Asset Management System standards (ISO:55000, ISO:55001 and ISO:55002).

11.2 The Services that falls under (Part 2) shall be included under the term “Asset Management” are

as following:

• Planned Preventive Maintenance

• Predictive Maintenance

• Reactive Maintenance

• Asset Registry.

• Fit out and refurbishment.

• Additional services upon request.

11.3 The Liability of Planned and Un-Planned Hard Services shall be under the liability of the SERVICE

PROVIDER un-less agreed by ADAFSA Representative.

11.4 The Type of Assets that fall under this agreement shall include all physical and non-physical

items that has a potential or actual value to ADAFSA, which is as following:

• MEP equipment.

• Life Safety and Fire Fighting Equipment.

• Audio and video systems.

• Furniture.

• Toilet appliances.

• Kitchen appliances and equipment.

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• Plant Pots.

• Any type of asset to be added upon official request from ADAFSA Representative.

11.5 Starting from first day of the service, the SERVICE PROVIDER shall hold a full record of any

observed failure in any asset. The record shall be used for future risk or performance analysis.

11.6 All materials with specifications shall be approved by ADAFSA Representative before supply and

installation.

11.7 The Life Safety and Fire Fighting maintenance services is will be provided to Weshah Hay

Distribution Center and any other site upon official request from ADAFSA Representative.

11.8 The SERVICE PROVIDER shall coordinate with the building lessor to maintain the Life Safety and

Fire Fighting maintenance services in ADAFSA HQ Building.

12. Asset Registry:

12.1 The SERVICE PROVIDER shall develop an “Asset Registry” according to “Asset Survey Plan” in

clause (10) for ADAFSA Assets listed in clause (11.4).

12.2 The SERVICE PROVIDER shall gather all below mentioned information to ADAFSA assets, and to

be recorded in the “Asset Registry” as minimum requirements:

• Item Description.

• Item location (Region + Site name + Floor + Room number).

• Unique item code.

Health Score Rating

Score Condition Required Action

very good All asset parts and operation condition like new No repair action is required

Good

Asset parts and operation condition is meeting

satisfactory in consideration of Asset age and

normal usage.

No repair action is required.

under satisfactory

One or more part(s) is/are observed not-

functioning /damaged/poor maintained and

needs repair

- Root cause analysis.

- Quoted Technical recommendation to

re-operate the asset to good or very

good condition.

Poor

One or more part(s) is/are not-functioning

/damaged/poor maintained with one or more of

the following observations:

Root cause analysis found Asset can be

repaired with persistent of under

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• Item group type. The “group type” defines the type of general operation or purpose of use

(e.g. Electrical, Fire Fighting … etc).

• Item make/brand.

• Serial Number when applicable.

• Expected Life Cycle.

• Failure Root cause when applicable.

• Any additional valuable information.

• Health score as per following description:

12.3 The Asset survey shall be conducted for ADAFSA HQ building and Weshah Hay Distribution

Center. Further Asset Survey can be conducted upon official request from ADAFSA

Representative.

12.4 The Unique item code shall be specified as following:

• First two digits indicates for region of the site = (Abu Dhabi = AD), (Al-Ain=AA), (Al-Dhafra

Region = DH) and (North Emirates = NE).

• Next two digits indicates for site number: (ADAFSA HQ = 01), (Weshah = 04).

• Third two digits for floor number (e.g.: for ground floor = 00) and (e.g.: for first floor = 01).

• Forth two digits for room code (mentioned on drawings).

• Fifth (two to four digits) for Asset Group (e.g.: Air conditioning = AC), (Fire Fighting = FF),

(Furniture = FR), (Closed Circuit Television = CCTV) … etc.

• A dash (-) between every two attributes.

• Example: AD-01-12-A22-CCTV-001

- Asset can’t be repaired.

- Asset can be repaired with persistent of under

satisfactory operation.

- Asset can be repaired with high cost in

consideration of replacement.

- Asset recommended to be replaced in

consideration of Asset age and normal usage.

satisfactory operation or high cost of

repair.

Submit quoted recommendation.

Risk

Asset operation can consequently procure

potential business discontinuity or potential

danger to occupants.

Immediate action to be obtained to

mitigate/eliminate the potential

business discontinuity or danger

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12.5 The SERVICE PROVIDER shall only conduct the Asset information gathering after identifying

asset group types and after granting ADAFSA Representative approval. The asset gathering shall

be made through the following guide lines:

• Receive all required approvals for (site visit time & date + access permission).

• Conduct the Visual inspection.

• Identify all types of asset groups available on site.

• Identify the Asset Type: (System / asset / sub-asset).

• Conduct the operational inspection after ensuring no service disturbance.

• Identify the Health Score Rating for each asset.

12.6 The SERVICE PROVIDER will be responsible for proper and appropriate Asset Survey. In case of

items found waved, ADAFSA reserves its right at any time to have a new partial or full asset

survey.

12.7 The SERVICE PROVIDER shall upload all gathered asset information to the CAFM System.

12.8 Any update on any asset shall be uploaded immediately to the system.

12.9 Apart from the “Asset Registry” held on CAFM system, The SERVICE PROVIDER shall develop

an “Asset Risk Register” for any asset found with repeated unlikely failures identifying the “Risk

+ likelihood + consequences + potential impact”.

13. Building Fabrics and Fit-Out maintenance:

13.1 The aim of this service is to provide a safe and healthy working environment for ADAFSA

employees, for new Fit-Outs or maintain the available Building Fabrics and Fit-Outs.

13.2 The SERVICE PROVIDER shall maintain high-level service quality according to all local

standards, requirements and regulations. The services shall be as following:

• New Building Fit-Outs.

• Building modifications.

• Building parts demolition.

• Civil repairs and refurbishment.

• IT Infrastructure.

• Electrical extensions and appliances.

13.3 The services required under this clause shall be provided upon official request only and to be

quoted for each task. All materials and consumables shall be quoted according to approved SOR

when applicable. Materials and Consumables not priced in SOR shall be quoted separately.

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13.4 The SERVICE PROVIDER must clarify to ADAFSA Representative any changes that can succeed a

building structure influence or can make a permanent building effect such as: (holes for fixings,

additional columns, material load effect, works that might weaken building structure, etc).

13.5 The SERVICE PROVIDER shall be required for the provision of any service under clause (15) in

any ADAFSA site.

14. Life Safety and Fire-Fighting systems

14.1 The SERVICE PROVIDER shall ensure ADAFSA aim of occupational safety, health and

environment, conforming all related legislative and statutory requirements. Only approved by

Civil Defense Sub-Contractor shall participate in service provision.

14.2 The Life Safety and Fire Fighting systems that falls under this agreement are as following when

applicable:

• Fire Extinguishers.

• Fire alarms.

• Fire pumps.

• Fire hose reels.

• Battery operated Fire detectors.

• Electrical Smoke/Fire detectors.

• Emergency doors.

• Emergency lights.

• Fire smoke vents and shutters.

• Fire sprinklers.

• Fire water Tank.

• Fire resistant doors.

14.3 The SERVICE PROVIDER shall only supply and install approved Civil Defense equipment. Any

Civil Defense un-approved equipment shall be removed with immediate replacement.

14.5 Referring to clauses (11.8), the life safety and fire-fighting systems maintenance service provided

by SERVICE PROVIDER will be exclusive for Weshah Hay Distribution Center. Any additional

item for any ADAFSA site shall be provided upon official request on cost plus basis.

15. Mechanical, Electrical and Plumping (MEP) maintenance:

15.1 The services under clause (15) are as following:

• Reactive Maintenance.

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• Planned Preventive Maintenance.

• Planned Predictive Maintenance.

15.2 Reactive Maintenance

15.2.1 The Reactive Maintenance shall include all repair tasks for any recognized fault.

15.2.2 The labour cost of the Reactive Maintenance is part of the maintenance financial threshold and

shall be carried without any additional Manpower cost.

15.2.3 The Reactive Maintenance shall be carried in accordance to below “Response Scale”:

Reactive Maintenance Response Scale

Priority Description Site

Attend

Temporarily

Fix

Complete

Fix

High

(Priority 1)

Issues affecting the Environment,

Health and Safety or Security 15 minutes 1 Hour

Medium

(Priority 2)

Issues affecting any Service continuity,

but not affecting EHS or Security 1 Hour 2 Hours 4 Hours

Low

(Priority 3)

All requests not affecting EHS, Security

and service continuity 1 hours 3 Hours

1 working

day

Fit-Out, Civil

and additional

works

(Priority 4)

All types of Fit-Out, Civil works any

other additional works.

2 working

days As per approved scope

15.2.4 The “Site Attend” indicates for the concerned worker to be available onsite and ready for

investigation and fix.

15.2.5 The “Temporarily Fix” indicates for the time for bringing back the issue to temporarily service,

however it needs further rectification.

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15.2.6 The “Complete Fix” indicates for the complete issue treatment that shall not require any further

action and the period shall only be effective after receiving the required approvals when

applicable.

15.2.7 All Reactive maintenance shall be logged in the SERVICE PROVIDER’s CAFM/CMMS system.

15.2.8 All types of failures shall be contained and rectified without ADAFSA approval unless spare parts

replacement and installation is required.

15.2.9 An approval in advance shall be granted by ADAFSA Representative for Spare Parts replacement

or installation and shall be invoiced accordingly. All replacement parts and materials shall fit for

purposes and shall be suitable according to technical standards and quality consistent with the

original installation and the manufacturer’s specification unless approved by ADAFSA

Representative.

15.2.10 The SERVICE PROVIDER shall always aim to have the least probability of failure, in addition to a

mitigation process to be conducted when un-applicable. All potential failures and failure

consequences shall be avoided.

15.2.11 At all types of High or Medium Priority equipment failures, the SERVICE PROVIDER shall submit

a professional Root Cause Analysis (RCA) report, that shall include (current status, root of

cause, temporarily action if required and recommendations). Root Cause Analysis might be

provided for Low Priority Failures upon request.

15.2.12 Any item, equipment or element installed at the building and still covered by a warranty by third

party during this contract period, shall be the responsibility of the SERVICE PROVIDER to contact

the original supplier/contractor and monitor the overall process and shall be held responsible to

make sure that the works are done and obtain ADAFSA approval on the completed works.

15.2.13 The SERVICE PROVIDER shall keep ADAFSA appraised of problems or developments in the

Services.

15.2.14 In Case of failure after second attempt, ADAFSA reserve the right to assign the job to a third party

at the cost of the SERVICE PROVIDER, without waiving the rights to apply the agreed penalties

specified under the terms and conditions of this contract.

15.3 Planned Preventive Maintenance (PPM)

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15.3.1 The SERVICE PROVIDER shall submit a Yearly plan for PPM for all relevant assets based on Asset

Factory recommendations if available. Else the PPM can be conducted as per SFG 20. The

SERVICE PROVIDER shall always ensure the availability of PPM tools and consumables along

with maintenance team. The cost of PPM tools and consumables shall be considered as part of

labour fees.

15.3.2 All PPM maintenance services should reflect the actual needs of systems and equipment at the

facility. The goal of the PPM Maintenance service is to effectively and efficiently support the life

cycle of the facility by eliminating unplanned shutdowns and realizing life-cycle cost savings.

15.3.3 At all times, the SERVICE PROVIDER shall commit to Lower Operating Costs and control large

spending inflation by avoiding a deferred maintenance approach and incorporating the planned

Budget approach.

15.3.4 All FIRST AID KIT contents shall be inspected by the SERIVCE PROVIDER on monthly basis and

submit a checklist to be signed by ADAFSA Representative. If any item found missing, a

notification shall be sent immediately to ADAFSA Representative and the SERVICE PROVIDER

shall be responsible to procure the missing item from a pre-approved by ADAFSA supplier.

15.3.5 The SERVICE PROVIDER shall be responsible for maintenance of building sign board outside of

ADAFSA HQ Building and ensure keeping the signs illuminated.

15.4 Planned Predictive Maintenance

15.4.1 The SERVICE PROVIDER shall schedule a yearly plan for detecting failures probability of MEP

equipment and systems that shall include inspections and measurements for the condition of

equipment for future failure expectations, taking appropriate action to avoid the consequences

of such failure. The first Predictive maintenance shall be done during the first three months of

the contract and updated yearly.

15.4.2 The Predictive Maintenance shall include all relevant health indicators such as parameters,

lubrications, thermal imaging, cabling, mechanical accessories operations, leakage detection …

etc.

15.5 Computer Aided Facilities Management or Computerized Maintenance Management

System:

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15.5.1 The SERVICE PROVIDER shall log all relevant and applicable information to service provision in

a CAFM or CMMS system such as (assets, asset information, tasks, PPM, Reactive maintenance,

Predictive maintenance, energy assessment, invoices, warranties, spare parts, consumables,

inventory, etc) that shall be tracked, managed, reported, analyzed and planned through the

system.

15.5.2 The SERVICE PROVIDER shall provide ADAFSA with (Two Users) that shall be granted with full

access in order to follow and retrieve any required information and reports related to the scopes

of work mentioned in this contract. The access shall not hide any required information by

ADAFSA related to this contract.

15.5.3 SERVICE PROVIDER shall customize the CAFM system based on reactive maintenance response

scale in clause (15.2.3). All tasks shall be closed in the CAFM system by ADAFSA representative

only.

15.5.4 The SERVICE PROVIDERS system must have a complaints option (module) against service

requests that were not completed properly by the SERVICE PROVIDER or his sub-SERVICE

PROVIDERs. All response SLAs shall be applied to any complaints after it is received in the

system and shall not be closed unless it is evaluated again by the ADAFSA Representative.

15.5.5 SERVICE PROVIDER shall customize the CAFM system for Planned Preventive Maintenance

tasks that shall be closed in the CAFM system by ADAFSA representative only after verification.

15.5.6 The SERVICE PROVIDER’s system shall include the defined KPIs (key performance indicators) to

measure the performance level of each task under the “Scope Of Work”.

15.5.7 It is the prime responsibility of the SERVICE PROVIDER to ensure that the system is protected at

all times and a Backup Data is available in order to prevent data loss under any circumstances.

The back-up and any other stored data are deemed to be ADAFSA’s property and is copyrighted

to ADAFSA only unless authorized by ADAFSA.

15.5.8 spare parts replacement or provision falls under this agreement shall be logged and uploaded

against each ADAFSA asset.

15.5.9 ADAFSA reserves the right at any time to retrieve any required information from the system

related to this agreement.

15.5.10 The SERVICE PROVIDER shall manage an electronic record of all consumed items and materials

related to each scope of work mentioned in this Contract.

15.5.11 The SERVICE PROVIDER shall advise ADAFSA on the ideal consumption rate based on the

international best practice and based on the SERVICE PROVIDERS experience.

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Part (3) Water and Energy

Management

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16 Water and Energy Management:

16.1 The purpose of this service is to ensure feasible and adequate water and energy consumption

methods are practiced at all times, helping to protect the environment and mitigating harmful to

natural resources. All current available equipment shall be maintained, and all additional

installation shall be made upon official request from ADAFSA Representative.

16.2 The SERVICE PROVIDER shall identify the common technically recognized as (high or

abnormal) water and energy consumption issues and provide an alternative feasible

recommendation.

16.3 The SERVICE PROVIDER shall start the assessment from the first week of service and shall submit

a technical report on quarterly basis that shall include (quoted recommendations) for the

development of the water and energy conservation. Daily meter reading is mandatory for record

and analysis.

16.4 The SERVICE PROVIDER shall identify the level of risk of all relevant equipment with regards to

the equipment life expectancy, age, operating hours, structural surroundings, human occupancy

and any significant practices.

16.5 The SERVICE PROVIDER shall Monthly Water & Energy Management report shall define any

abnormal consumptions. The record shall consider (short or long term recommendations) when

either is applicable and shall be updated on monthly basis.

The “Water & Energy Management report” shall be clear and obvious for third party audit

purposes when required.

16.6 All provided reports, plans and recommendations falls under this service are subject to ADAFSA

Representative official approval.

16.7 When requested by ADAFSA, the SERVICE PROVIDER shall provide any required awareness

relevant to Water & Energy conservation local or International best practices.

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Part (4) Soft Services

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17. Cleaning

17.1 The aim of this service is to provide professional cleaning services with all required materials,

equipment, machines and vehicles.

17.2 The SERVICE PROVIDER shall apply the most up to date effective & safe cleaning procedures

according to the British Institute of Cleaning Standards BICS or equivalent. The SERVICE

PROVIDER shall deploy only modern equipment, high quality cleaning materials, chemicals,

solvents and disinfectants.

17.3 At all times, the SERVICE PROVIDER shall practice BICS standards color coding for cleaning

equipment and items.

• Red Color: to be used in high bacteria areas, in the mean of but not limited to: General wash

rooms/toilets/ shower rooms.

• Yellow Color: Health care and clinical use.

• Green Color: General food and kitchen use.

• Blue Color: General low risk area such as: offices, desks, corridors, walls … etc.

Caution: The items are used in a place shall NOT be used in another place before washed and

sterilized properly.

17.4 Air conditioning ducts and grills casings in all the rooms of all the buildings must also be cleaned

properly when required.

17.5 All related activities should be handled according to EHS highest standards and conformities.

18. Cleaning Procedures:

18.1 Floors

• Stains from surface areas should be removed with approved solvents before cleaning any

surface.

• Concrete surface shall also likewise be cleaned. They shall be thoroughly brushed for

removal of dust, debris and stains and then cleaned by wet mops and other suitable

mechanical means and would then be dried and polished.

• Hand railings shall be thoroughly cleaned and polished in order to remove all finger marks

and smears.

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• All furniture, tables, chairs, cupboards, waste paper baskets etc. Shall be wiped and cleaned

using approved cleaning agents.

• All flat concrete roofs of the building stated in the scope of work including their drainage

pipes, water tank surfaces etc. Shall be swept down once every fortnight.

• Wet floors shall be sign-posted with caution signage.

• Inaccessible areas (edges, corners and around furniture) shall be free of dust, grit, lint and

spots.

18.2 Toilets

• Toilets, sinks and wash basins shall be cleaned and disinfected daily and scoured in order to

keep them free from stains and discoloration. De-scaling of all sanitary wares shall be carried

out to remove the offensive odors.

• Floors, walls, tiles, wash basins, toilet bowls, mirrors shall be cleaned and polished and

maintained free of stains and grime.

• All the metal fixtures and fittings like taps etc, in the toilets shall be maintained always clean

all the cabinets in all the toilets shall be thoroughly cleaned in order to remove all stains and

smudges.

• Toilets shall smell fresh and free from unpleasant or distasteful odors.

18.3 Windows

• All windows shall be cleaned, wiped and polished from inside by using adequate detergents

and glass cleaners or similar solvents, with window squeegees/window washers etc, in order

to keep them free from dust, dirt, finger marks, stains, water marks and smudges etc.

18.4 Removal of rubbish

• The rubbish including but not limited to, waste materials, miscellaneous debris, litter, (metal

& non-metals, wood), empty and useless drums (plastic, metallic. empty or filter if declared

useless), bags, cartons, tins, wood. Broken concrete and all other useless and waste items

shall be collected from the building, and areas as defined in the Scope of work.

• All such rubbish shall be collected by the SERVICE PROVIDER, as per Schedule given in the

Scope of Work as directed by ADAFSA; any item declared by ADAFSA as reusable shall be

properly stacked at one place nominated by ADAFSA.

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• Emptying and disposal of rubbish bins, drums, waste paper baskets etc, would be the entire

responsibility of the SERVICE PROVIDER which should be performed daily as & when

required.

• Waste Disposal Quantities Reports; (Daily, Monthly … etc) categorized based on type of

disposed items

• Waste Management Requirements shall be followed as per local authorities regulations and

the international standards for the same

• All waste segregation shall be ensured to identify the maximum volume of recyclable waste.

• All waste bins shall be emptied if level of waste reaches 75 % of the bin, else wise to be

emptied once a day.

• The SERVICE PROVIDER shall be responsible for the collection of all types of waste in open

yards and stores apart from the Hays waste in Weshah Center.

• All collection of waste is subject to Center of Waste Management laws compliance, and any

new identified laws shall be part of the agreement if not reflected any changes of scope of

work.

• The SERVICE PROVIDER shall submit a monthly report for the volume of each type of

applicable to be recycled waste in Kilograms, and shall maintain a record for the same.

18.5 Cleaning Equipment

• The SERVICE PROVIDER shall identify and supply all the required equipment and materials

for the professional service. It is the SERVICE PROVIDER’s sole responsibility to comply with

the staff required training for the safe use of equipment.

• The safety and safeguard of the cleaning equipment is a prime responsibility of SERVICE

PROVIDER.

• The SERVICE PROVIDER shall provide all the proper attachments, hoses and fitting to all his

vacuum and wet cleaning equipment for the cleaning of elevated piping, walls and

windows.

18.6 The SERVICE PROVIDER shall comply with the below mentioned cleaning frequencies as

minimum for the service provision. Any further required cleaning due to any unintended

circumstances shall be carried without any additional expenses:

Service Description frequency/level

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OFFICES

Waste Removal DAILY

Vacuum Carpet WEEKLY

Sweep Desks DAILY

Full Mop Hard Floors WEEKLY

Damp Wipe and Polish Fixture and Fittings WEEKLY

Dust Low Level Area FORTNIGHTLY

Dust High Level Areas MONTHLY

Spot Clean Walls MONTHLY

Windows, Glass and Doors WEEKLY

TOILETS

Removal of waste DAILY

Sweep and Mop Floors AS REQUIRED

Clean Walls and Doors FORTNIGHTLY

Wash Toilets DAILY

Wash Sinks DAILY

Damp Wipe Mirrors DAILY

Damp Wipe Dispensers DAILY

Check and Replace Consumables DAILY

Machine Scrub Floors MONTHLY


CORRIDORS

Sweep FORTNIGHTLY

Spot Mop FORTNIGHTLY

Full Mop FORTNIGHTLY

Spray Clean FORTNIGHTLY

Dust Low Level Areas FORTNIGHTLY

Dust High Level MONTHLY

Spot clean walls and doors FORTNIGHTLY

KITCHEN

Remove All Waste

AS REQUIRED Sweep Floor

Dust Low Level Areas

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Dust high Level Areas

Spot clean Walls and Doors

Clean Sink

MEETING ROOMS

Removal of Waste DAILY

Sweep DAILY

Full Mop WEEKLY

Full Vacuum MONTHLY

Dust Low Level Areas MONTHLY


Spot Clean Walls and Doors MONTHLY

Shared facilities floors

Including but not limited to (Gym,

Canteen, Archive room, Theatre, prayer

rooms.. etc)

DAILY

19. Pest Control Service (NOTE: This service is limited for Weshah Hay Distribution Center)

19.1 The aim of this service is to provide professional Pest Control services with all required materials

and equipment according to Local and Federal laws.

19.2 The SERVICE PROVIDER shall undertake pest control services for all internal and external areas.

19.3 The pest control services shall include scheduled and reactive pest control services for such as

but not limited to: Insects, Arthropods, Rodents, and Snakes as per approved procedures.

19.4 The SERVICE PROVIDER shall be responsible for the supply of pest control equipment,

chemicals, traps and consumables.

19.5 The SERVICE PROVDER shall submit a monthly Pest Control Report that shall include

frequencies of service, quantity/type of consumables and insecticide.

20. Security

20.1 The aim of this service is to provide professional Security services with all required materials and

equipment.

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20.2 The SERVICE PROVIDER shall provide professional Security service with high standards,

following the latest best practices and guidelines aligned with all relevant obligations to Local

Authorities and Federal Authorities, such as:

- Federal Law (37) of year (2006).

- Ministerial Decision no. (557) of year (2008).

20.3 The SERVICE PROVIDER shall be responsible for maintaining all relevant documents of the

services applicable in the area under this agreement.

20.4 Only approved Sub-Contractors by concerned authorities shall be assigned to the Security

Services, and only vetted and passed guards shall be allowed onsite.

20.5 The SERVICE PROVIDER shall submit a Security Patrolling Checklist to ADAFSA during the

Mobilization period for review and approval.

20.6 The Security Supervisor shall perform his primary job duties including supervision, scheduling

and managing assigned Guards on duty, certifying Guard time records, collecting Guard reports

for each shift and submitting all service documents to ADAFSA.

20.7 All Security Guards shall be trained & equipped with “Two Way Communication Radios”.

20.8 All Security Guards must be trained provide appropriate Fire Marshal and First Aid procedures.

20.9 Within AFDCA premises, all Security Guards are authorized to question any suspicious person

and ask for his ID.

20.10 The Security service shall include the following:

• Perform patrolling tours and checks according to the approved checklist and frequencies.

• Report all damages to properties in verbal and official format.

• Report all incidents on site within maximum 12 hrs from incident, in verbal and in official.

• All issues related to EHS shall be reported in one hour maximum in verbal and in official

format.

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• A full control on site access, to ensure that only authorized personnel to be permitted to

the site with official security passes.

• Accurate and auditable records for: Site keys and lost properties handover and/or

reclaiming records (if applicable as per site requirements).

• All prohibited materials not to be permitted to the sites.

• Personnel and Vehicles Inspection when approved or requested by ADAFSA.

• All emergency issues shall be attended within maximum one minute and contained (when

applicable) according to maximum possible practices, unless requires other intervention

from Civil Defence, Police or any relevant third party.

• All materials entering or exiting the site shall be allowed according to an official approved

document that shall be signed and stamped by ADAFSA representative.

• All un-operational FF, FE, FA, CCTV and other surveillance systems shall be reported in verbal

and official format.

• Maintain all daily and monthly Service Reports in the official agreed stamped and signed

format, that shall include the daily activities and incidents.

• Help and coordinate in Emergency Evacuations and drills.

• Investigate behind triggered alarms.

• Receive any visitors Security Pass cards after the front desk working hours.

• Support during events with the existing staff as much as possible and any additional staff

shall be provided with additional cost according to the approved BOQ.

• Perform a daily (twice) inspection at the beginning of the shift duty.

• Submit Daily and Monthly reports for the Service.

• All Security Guards and Security Supervisor shall report directly to ADAFSA Representative

only.

20.11 Working Hours for Security Guards:

• The daily timing shall be based on (2 shifts x 24 hours x 7 days a week) first shift (6:00 Am

– 6:00 PM), second shift (6:00 PM - 6:00 AM).

21. Office Boy Service

21.1 The aim of this service is to provide professional Office Boy services with all required materials and

equipment.

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21.2 The SERVICE PROVIDER shall provide beverage service to ADAFSA’s staff and visitors.

21.3 The SERVICE PROVIDER shall supply to ADAFSA the items specified in the SOR as minimum

requirements.

21.4 The SERVICE PROVIDER shall not provide the beverage services during the holy month of

Ramadan.

21.5 The Office Boys should have minimum knowledge for handling soft office requirements such as

but not limited to: copying documents, binding document, filing, using printing machines,

receiving and delivering hard copy documents.

21.6 The SERVICE PROVIDER shall provide Arabic Coffee Men whom shall be bi-lingual and wearing

UAE traditional dress (Kandura and Shemag).

21.7 All Office Boys and Arabic Coffee makers shall be familiar with traditional Arabic Coffee serving

habits.

22. Plants Care Service

22.1 The aim of this service is to provide professional Plants care services with all required materials,

equipment and machines.

22.2 The SERVICE PROVIDER shall provide the Plants Care Service in a monthly basis visits apart from

the weekly watering that shall be done by existing Office Boy according to appropriate training.

22.3 The SERVICE PROVIDER shall ensure that all plants appears healthy and free of diseases with all

required precautions. A regular fertilizing and composting shall be maintained when required.

Any signs of disease or infection shall be treated according to professional practices.

22.4 At all times, disposal of all residue from pruning shall be maintained.

22.5 All required soil, mulch, compost, vitamins and sterilize to be provided as per requirements.

22.6 The SERVICE PROVIDER shall report any damaged, diseased and dead plants immediately and

submit report for the same.

22.7 Any additional plants shall be provided on additional cost upon an official request from ADAFSA.

22.8 The SERVICE PROVIDER shall submit a monthly plant care service report. The report shall be

reviewed and approved by ADAFSA representative.

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Part (5)

Material Stock

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23. Introduction

23.1 The purpose of this service is to have an appropriate control on the Stock receiving and

dispatching procedure.

23.2 The SERVICE PROVIDER shall maintain a full record of materials received and dispatched

under this contract agreement. All goods shall be managed properly and always maintained

according to high quality standards.

23.3 The Store Keeper will be responsible for the receive and dispatch of all goods under the

supervision of the Facilities Manager.

23.4 The Store Keeper shall receive the goods and items through the following procedure:

• An order of goods shall be sent to the concerned ADAFSA representative before the

goods are procured and supplied.

• After the goods are received onsite, Security Supervisor shall thoroughly check. A

delivery note for received goods shall be signed by Security Supervisor and ADAFSA

representative.

• All goods not been checked by Security Supervisor shall not be invoiced.

• Incorrect or damaged goods shall be rejected and shall be replaced on urgent basis.

• After goods are received, checked and approved, the Store Keeper shall be fully

responsible for maintaining the goods and carefully storing them.

• All goods relevant documents shall be maintained and ready for unexpected inspection.

• The Store Keeper shall check and confirm on daily basis that proper amount of stock is

available. An overall stock for minimum of 15 days of consumable shall be maintained

at all times.

23.5 The Store Keeper shall dispatch the goods and items through the following procedure:

• A separate stock record for each store shall be maintained individually and an updated

copy of stock record shall be maintained at all times in each store.

• When confirming that the store is approaching minimum stock, the Store Keeper shall

submit a release request to ADAFSA Representative for dispatching approval.

• The Security Supervisor shall confirm the amount and type of released goods.

• An update shall be made on store against receive and release.

• A weekly stock record report shall be sent to ADAFSA representative on Weekly bases.

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24. Porterage Service

24.1 The Porters shall provide an appropriate Porterage service for transferring and relocating all

required goods and items related to this contract and support relevant operations.

24.2 The Porters shall be responsible for the distribution of all required goods from store.

24.3 The Porterage Service includes the relocating and moving of furniture, materials, equipment,

hospitality items, cleaning consumables, newspapers… etc.

24.4 The Porters shall be responsible for the cleanliness and tidiness of all stores under the

supervision of the Store Keeper.

24.5 When required, the Porterage service shall be provided to additional ADAFSA sites either

with the existing porters or additional porters.

24.6 At all times, the Porters shall report any damaged items to the Store Keeper for the

appropriate action.

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Part (6)

Special Terms

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25. Innovation

25.1 ADAFSA bears a huge attention to the Innovation in the business, aiming to have high world

class services.

25.2 The SERVICE PROVIDER shall adopt the relevant innovation methods or practices that shall

meet the aim of this requirement.

25.3 All innovation ideas shall consider the core objective and mission under this agreement and

shall only be adopted upon a previous approval from ADAFSA Representative.

25.4 The SERVICE PROVIDER shall always prioritize the innovation ideas according to areas of

focus whether financially or operationally.

25.5 It assumed at all times that the SERVICE PROVIDER shall consider that Innovation ideas are

meeting Sustainability in (Economy, Environment and Society).

26. Added Value Services

26.1 In the context of building long term partnership and relationship, the SERVICE PROVIDER is

expected to provide added value services on own cost.

27. Meetings & Reports

27.1 The SERVICE PROVIDER shall be responsible for organizing (Weekly / Monthly / Quarterly/ Half

Yearly / Yearly) meetings to discuss the service performance.

27.2 The SERVICE PROVIDER shall be responsible for preparing the meeting agenda, taking minutes

of meeting, circulating the minutes of meeting, preparing a brief presentation of the service… etc.

27.3 The Meetings attendees shall be minimum as following:

Type of meeting Frequency Minimum Attendees

Project Meeting Weekly Project Management Team

Senior Management

Meeting Monthly

Operations Manager + QHSE Manager + Facilities

Manager

Executive Management

Meeting

Quarterly / Half Yearly /

Yearly

Executive Director + Operations Manager + Facilities

Manager

27.4 The SERVICE PROVIDER shall submit a monthly report to ADAFSA Representative, not later

that the 5th day of the month, that shall include the following parts:

• Part (1): Management:

This part shall include: (Executive summary of services + financial records + changes in

services and manpower according to approvals).

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• Part (2): QHSE:

This part shall include: Quality progress + EHS executive summary + incidents,

accidents, time lost + staff training + EHS non-conformity observations +

recommendations.

• Part (3): Hard Services:

This part shall include: CAFM service reports + Reactive tasks + PPM progress.

• Part (4) : Water and Energy Management:

This part shall include: Monthly water and electricity consumption, abnormal

observations on consumption and recommendations.

• Part (5): Soft Services:

This Part shall include: Service frequencies compliance documents.

• Part (6): Stock report:

This part shall include the service stock records + inventory receive & dispatch records.

• Part (7): Added Value services and Innovation recommendations:

This part shall include any provided added value services and/or innovation

recommendations.

28. Service Exclusions

28.1 The SERVICE PROVIDER shall extend the services to all premises of ADAFSA HQ and

Weshah Hay Distribution Center, apart from the following locations / systems in ADAFSA

HQ unless officially requested by ADAFSA Representative:

• Emergency Staircase.

• Elevators lobby areas.

• Elevators.

• FE, FA and FF systems in HQ.

• Building roof top.

• IT systems and servers.

• IDF rooms.

• Chillers.

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Part (7)

Penalties

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27. Penalties and Deductions

27.1 The SERVICE PROVIDER shall always comply with the terms and conditions of this agreement

apart from the Force Majeure cases that required to be reported to ADAFSA Representative to

study the possibility of acceptance or refusal.

27.2 without any breach of any service requirements of this Agreement, below mentioned sanctions

against service breaches shall apply to the SERVICE PROVIDER in the event of any deficiencies:

Type of Breach Description Sanction

Delay in Mobilization

Deliverables

Deliverable period not abide by (5%) of the mobilization

fees

Repeat of Deliverable period not

abide by

(10%) of the mobilization

fees

Staff overlap and handover delay (15%) of the mobilization

fees

Service not commenced on time (20%) of the mobilization

fees

Staff absence

Cleaner or Office Boy (300 Dhs) per day

Technician (400 Dhs) per day

Team Leader (800 Dhs) per day

Security Supervisor (800 Dhs) per day

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Security Guard (600 Dhs) per day

Facilities Manager (1500 Dhs) per day

Not committed with daily working

hours

Hourly rate deduction

Monthly rate / total

working hours per month=

one-hour rate

Change or replacement of any of staff

without approval Considered absent

Staff Uniform Not wearing the complete uniform

during the daily working hours. (100 Dhs) per day

Service Quality Any service was not found satisfactory

as per the agreed KPI matrix

(500 Dhs) per each service

per day

Equipment

equipment not provided in any single

day against the minimum required

number

(300 Dhs) per day

EHS

Not obeying/following ADAFSA or

local Environment, Health and Safety

laws & requirements or Business

Continuity Requirements

(1000 Dhs) Per observation

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Part (6)

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Evaluation Breakdown Evaluation Description Evaluation

Criteria

-Submitting the forthright Technical

proposal aligned with the SOW = 20

points

Understanding of the project's requirements and the

suitability of the solutions to the extent meets

ADAFSA needs as outlined in the SOW.

Understanding

Requirements

(20 points)

-Experience = 10 points

-Previous End-Users and Financial

impact References = 15 points

-International accreditations (e.g. ISO) =

10 points

Vendor’s background and experience on projects of

similar nature.

End-Users References for last (5 years).

Financial inputs of business that shall clearly

demonstrate impact in terms of quality and financial

benefits.

Qualifications

(35 Points)

-Staffing = 20 points

-Tools and Equipment = 5 points

Commitment of providing the minimum required

personnel with the minimum required qualifications,

skills and experience.

Provide the list of tools and equipment with brand

name that shall be used during the operations.

Staffing

(25 points)

Mobilization Plan and required

documents = 15 points

The details, adequacy and timetable of the

management plan for the activities and the proposed

solution.

Any academic studies and publications.

Quality Assurance & Control manual.

Business Continuity plan.

HSE Requirements & relevant documents.

Standard Operation Procedures.

Management

Plans &

documents

(15 points)

5 points (1 point per each service)

Tenderer Provide added value services in addition to

the required SOW, on Tenderer own cost during the

service provision.

Added Value

Services

(5 points)

Note:

- Only proposals with average scores of at least 75 points qualify for the financial evaluation.

- Overall total score = 100 points

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ANNEXURE ‘B’

TIME SCHEDULE & SERVICE PROVIDERT'S RESOURCES

(TO BE COMPLETED BY THE TENDERERS)

1. Key Dates 2. Overall Time Schedule 3. SERVICE PROVIDERT’S Proposed Work Plans and Methods 4. Personnel and Project Organisation 5. Technical Evaluation Criteria

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1. KEY DATES

• The Effective Date for the project as a whole shall be the effective date of the LETTER OF AWARD.

• Service provider shall detail here below the proposed milestones for the

performance of the SERVICES relating to the project taking into consideration the Key Milestones listed previously given in Annexure A.

•

STAGE ACTIVITY Timeline

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2.0 OVERALL TIME SCHEDULE

Service provider shall prepare and submit for ADAFSA’s approval its anticipated schedule for the project, in the form of a bar chart, preferably using Primavera or Microsoft Project, covering the various areas and activities required to complete the SERVICES. This schedule shall take due account of ADAFSA’s information provided elsewhere in this document. The program shall show the work by SERVICE PROVIDER from the effective date to the issuance of the Final Report and relevant Training {if any}. 3.0SERVICE PROVIDERT’S PROPOSED WORK PLANS AND METHODS

The Service provider shall detail herewith below the proposed work plans and methods. This shall be an essential parameter to technically evaluate the proposals and not only the total fees. The SERVICE PROVIDER should highlight, among others, all aspects related to scoping of the project, developing policy and regulation documents, and recommending communication and engagement plan, as described under the Methodology and Approach section in Annexure A herein. 4. PERSONNEL AND PROJECT ORGANISATION

4.1 Shall prepare and submit for ADAFSA’s approval an Organisation Chart indicating its proposed staff for the SERVICES (indicate full time or part time, Abu Dhabi or elsewhere). Support services available at SERVICE PROVIDERT's home office or elsewhere shall also be indicated.

4.2 Service provider shall also provide full details of total estimated man-days to be spent at ADAFSA’s SITE and/or at all other Site locations for each of its assigned personnel.

4.3 Service provider shall identify all disciplines required to undertake the SERVICES. As highlighted in the Annexure A herein.

4.4 To implement the services, Service provider shall establish a Site Organisation in Abu Dhabi. Service provider shall delegate and provide through adequate qualified and thoroughly experienced resident staff approved by ADAFSA. Their exact number and duration of services will be determined by mutual consultations. Prior to delegation of such staff, detailed qualifications and experience of such staff shall be submitted to ADAFSA for its approval.

4.5 Service provider shall not transfer assignments of staff

working for the SERVICES without prior approval from ADAFSA.

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ANNEXURE ‘C’

SERVICES PROVIDED BY ADAFSA

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ANNEXURE - C

SERVICES PROVIDED BY ADAFSA The following facilities shall be provided by ADAFSA free of charge to SERVICE PROVIDERT: 1. Without prejudice to the other provisions of this AGREEMENT, ADAFSA shall

provide SERVICE PROVIDER with all available information that may be required for the performance of the SERVICES.

2. Letters to assist SERVICE PROVIDER in securing necessary licences, visas, work

permits, security passes, documentation for immigration and egress of personnel, equipment and operations (if applicable) in Abu Dhabi in connection with this AGREEMENT.

The provision of such letters of assistance shall not be construed so as to hold

ADAFSA liable for delays in the obtainment of the said licences, visas, work permits and security passes or non-obtainment of the same for any reason whatsoever.

3. SERVICE PROVIDERT’s own arrangements shall be made for medical services

which shall not be provided by ADAFSA. However, in the event that ADAFSA medical facilities are availed, the actual cost of the same will be back charged to SERVICE PROVIDERT.

ADAFSA shall be responsible for and shall provide only those items which are expressly stated in this AGREEMENT.

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ANNEXURE ‘D’

PRICING SCHEDULE

(UNPRICED PART)

Contents

1. General Provisions, Pricing Details & Notes (Preamble) 2. Pricing Schedule (Unpriced Part)

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1. GENERAL PROVISIONS, PRICING DETAILS AND NOTES 1. All prices are in U.A.E. Dirhams. 2. The prices entered in the following Tables/Schedules shall cover the execution

and completion of all SERVICES in connection with such items as defined in Annexure-A: Scope of SERVICES finished complete in every respect in strict compliance with the AGREEMENT.

3. All prices and rates shall be fully fixed for the duration of the AGREEMENT and

no fluctuations shall be permitted for any changes in any of the SERVICE PROVIDERT's costs or inclusions, currency variations or any other reason unless expressly provided for elsewhere in this AGREEMENT.

4. The Service provider shall notify ADAFSA in writing within Forty Eight (48)

hours of the start of such works, for any additional expense to which the SERVICE PROVIDER may consider itself entitled from ADAFSA. Service provider shall submit in writing giving full details as much as possible for any claim, within Twenty Eight (28) days from the start of such works. No SERVICES shall be postponed or delayed by SERVICE PROVIDER when instructed by ADAFSA subject to the acceptance and finalisation of payment of amount or time for such particular SERVICES for which SERVICE PROVIDER intends to make its claim.

5. PRICES: The Service provider shall submit the quotation in the following

manner:

• Estimated Lump-Sum Prices (calculated by utilizing the applicable Percentage and /or Unit Rate, respectively, set forth in Section IV of V) for carrying out all of the Services indicated in Annexure-A: Scope of SERVICES

6. The quotation shall cover, among others, all costs related to the reviewing and

updating of draft and Final Report , meetings, salaries, local transport, accommodation, printing, binding, telephone, telexes, facsimiles, office expenses, all design approvals, follow up, and any other expenses to fulfil the requirements of services.

7. The CONSULTAT shall only employ suitable qualified person(s) processing the

relevant qualifications and experience. All the staff shall be subject to the approval of ADAFSA .

8. The quoted prices are deemed to be inclusive of all charges, costs and expenses to carry out the SERVICES in accordance with the AGREEMENT other than free of charge facilities and expenses reimbursable by ADAFSA. The quoted prices, unless otherwise indicated, are deemed to include for, but not be limited to:

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• Office expenses

• Salaries, bonuses, profits, duties, overhead, social benefits.

• Training costs.

• International and local travel, local accommodation, transportation, living expenses and leaves

• Medical expenses, hospitalisation and insurance.

• Administration expenses of all staff assigned fully or partly to SERVICES.

• Engineering materials ( if any ) , postage, telephone & faxes and other expenses of similar nature.

• Cost of reproduction of documentation and reports, computer hardware and software, and other support costs related to SERVICES.

9. CONSULTNAT shall provide, for each stage, a detailed breakdown showing man-month costs for each Specialist/Person.

10. The terms of payment of the Lump-Sum amount will be as stated in Article (10):

Terms of Payment of Section III (Special Conditions).

11. ADAFSA has the right to carry out audit visits to SERVICE PROVIDERT’s Head Office to verify the number of allocated persons/specialists.

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3. UN PRICE SCHEDULE 3.1 Mobilization: No price shall be mentioned

Deliverables

Transition (1)

No data

Transition (2)

Operation staff and inventory

Site and Services Handover

Other mobilization fees (specify)

Other mobilization fees (specify)

Total Mobilization Fee

Deliverable title Deliverables details Latest week

of delivery

Transition (1)

Kick off meeting First week

Management team office

Office already

prepared by

ADAFSA

Physical site condition survey

Second week Escalation matrix

Service documents format approval

Uniforms Art work

Sub-contractors Sub-contractors list review and approval Third week

Transition (2) Management Team Fourth week

Operation Staff and Inventory

Tools

Fifth week

Equipment

Fast moving spare parts stock

Cleaning consumables

Uniforms & PPE

Site and services handover

Team on site

Sixth week Sub-contractors on site

Site Snag list

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Physical condition survey

Service commencement Service commencement Eighth week

3.2 Manpower: Table 1 – General

Sn Job Title

Price

1 Facilities Manager

No data

2 Project Administrator

3 Store Keeper

4 Quality Assurance

5 Support Services officer

6 Sr. Support Services

Table 2 – Civil Team

Sn Job Title Total

1 Civil Engineer

No data

2 Foreman

3 Quantity Surveyor

4 Architect Drafter

5 Construction Workers

7 Mason

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Table 3 – Hard Services Team

Sn Job Title Total

1 FM Engineer

No data

2 Team Leader

3 Electrician

4 HVAC Technician

5 BMS Operator

6 MEP Technician

Table 4 – Soft Services Team

Sn Job Title

1 Soft Services Supervisor

No Data

2 Cleaner

4 Arabic Coffee Maker

5 Messenger

6 Office Boy

7 Porter

Table 5 – Security Team

Sn Job Title Total

1 Security Supervisor No data

2 Security Guard

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Notes:

• The Monthly employee salary shall be meeting exactly the payslip that shall be submitted along with the monthly invoice.

• Any invoice does not include the payslips for all employees shall be rejected.

3.3 Specialized Services :

Type of Service

Monthly

Cost L/S Remarks

Plant Care

No data

Price shall include all required tools and

consumables for service delivery

Pest Control Price shall include all required tools and


Life Safety and Fire

Fighting



Planned Preventive

Maintenance



Other (please specify

if any)




if any)




if any)



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3.4 Spare Parts:

S.No Description Brand/Make UOM

Remarks

1 Regulator For A/C noisy area

2 1" Paint Brush

3 1" Rubber Insulation Sleeve

4 1.5 mm cable

5 1.5 mm cable wire connecter

6 10w Halogen Lamp

7 10x10 LED light set

8 1¼ Gate valve

9 1½"Bottle trap

10 13 Amps Double socket

11 13 Amps Fuse

12 13 Amps Single socket

13 13 Amps Single socket

14 14w T5 Neo slim

15 15Amps Single socket

16 18 wats CFL 2 pin type


18 2 Gang one way switch

19 2 Gang two way switch

20 2 way valve set

21 2" Paint Brush

22 2"Aluminum Tape

23 2"Black insulation tape

24 2"Gray insulation tape

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25 2"Masking tape

26 2.5 mm 3 core Flexible Cable

27 2.5 mm cable

28 2.5 mm cable wire connecter

29 2.5 mm Copper Leg

30 2.5 mm Copper Ferrule

31 20 Amps DP switch

32 20 mm DD Bend

33 20 mm DD Pipe

34 20 mm DD Socket

35 220 0.14 Amps Axial Fan (For Server)

36 220x24V Transformer

37

22W LED lamp concert M Flex (Model-

CNMFX3KW)

38

24w x 3K/830 2000 DLM (White Croft

lighting)

39 25 mm DD Bend

40 25 mm DD Pipe

41 25 mm DD Socket



44 2way valve 24v motor

45 13w G24 sq 220v

46 3 Gang one way

47 3" Magic Hose for WC

48 3.5" Concrete cutting Disk

49 3.5" Steel cutting Disk

50 3.5" Wooden cutting Disk

51 32mm Antivibration Flexible (FCU)

52 3x3 Gi Box

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53 3x3 Pvc Cover

54 4 mm 3 core Flexible Cable

55 4 mm cable

56 4 mm cable wire connecter

57 4 mm Copper Leg

58 4 mm Copper Ferrule

59 6 mm cable

60 60 cm Glass Door handle

61 6mm Fisher

62 6x3 Gi Box

63 6x3 Pvc cover

64 A/C diffuser return (30x30 size)

65 A/C diffuser return (52x52 size)

66 A/C diffuser Supply (42x52 size

67 Aluminium Window Hinges

68 Aluminium Window Handle with lock

69 Angle valve ½"

70 Ballast 2x 18w

71 Ballast 2x 26w

72 Ballast 2x 36w

73

Ballast for Auditorium Led lamp (25w

0.7Amps) Philips

74

Ballast for Led lamp cooper safety (13w:

Model- EVG 13.3 V-CG-S)

75 Ballast 30W Dimming LED driver

76 Bison kit

77 Fire Break Glass

78 Cable Tie 20 mm

79 Office Carpet ( As per Sample)

80 Cat 6 internet cable

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81 CFL Light 55 W/840 warm white

82 CP nipple ½"

83 CP nipple socket ½"

84 CRC Cleaner

85 Cupboard Lock

86 Diffuser 30 X 30 Cm

87 Domino Round Light 2x18w

88 Domino Round Light 2x26w

89 Door Closer

90 Door handle

91 Door Handle screw

92 Door Fixed handle

93 Door Hinges

94 Door Lock

95 Door Stopper

96 Double End insulation Tape

97 Double Regulating valve

98 Electrical Insulation Tape

99 Emergency light 8w

100 Exit Light 8 w Fluorescent white

101

FCU Blower motor 220 V (522SH8MBFT

95 W)

102 White glue

103 Fire Alarm Cable 2.5mm

104 Fire Extinguisher (Co2 -2 Kg)

105 Fire Extinguisher (Dry Power- 6 Kg)

106 Fire Sprinkler

107 Flexible hose ½

108 FLOOR BOX (30X30)

109 Flush tank (Concealed Type)

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110 Flush tank Mechanism (Concealed Type)

111 Foam Tape

112 Gate valve

113 Glass door closer (Dorma BTS 65)

114 Glass door hinges

115 Glass door Stopper

116 Grey Mat Paint 1 Gal

117

Grey Wooden skirting 11mm x10Cm x 1

Mtr

118

Grey Wooden skirting 17mm x12Cm x 1

Mtr

119 Gypsum Fisher

120 Gypsum Putty 1 Gal

121 Handicap Safety Alarm Belt

122 Handicap safety Alarm Panel

123 HDMI cable

124 HDMI Converter set

125 Laminate Sheet

126 LED light

127 Led Light roll for Auditorium step

128 LED Spot light 220V /4w

129 Light Switch one gang

130 Light Switch two gang

131 Light Switch two gang two way

132 Linear Slot Diffuser (1.65 M X 10 CM)

133 Linear Slot Diffuser (5.88 M X 10 CM)

134 Linear Slot Diffuser (65 M X 15 CM)

135

LIVAL Electronic ballast for compact lamps

: MBQ 218/2 -220V , 18W output

136 Long Cupboard lock

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137 Long Tube light 35 W (1.45 m)

138 MCB 10 Amps

139 MCB 20 Amps

140 MCB 32 Amps

141 MCCB 63 Amps

142 Mirror 1.33 CM X 95 Cm x .06mm

143 Mirror 1.41 Cm X 67 Cm x 8 mm

144 Mirror Light 50 Cm

145 Mixture flexible hose

146 Ms. Dummy Plug "

147 MS. Elbow 1"

148 MS. Elbow 1¼"

149 MS. Nipple 1"

150 MS. Nipple 1"x¾

151 Ms. Reducer 1"x ¾"

152 Ms. Reducer 1¼" x 1"

153 MS. Socket 1"

154 MS. Socket 1¼"

155 Ms. Strainer 1¼"

156 MS. Tee 1"

157 MS. Tee 1¼"

158 MS. Union 1"

159 MS. Union 1¼"

160 one Gang one way switch

161 one Gang two way switch

162 Paint Roll Brush

163 Plastic Emulsion 800 white 1 Gal

164 Plug top 13Amps

165 Plug top 15Amps

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166 Polyethene Sheet Roll

167 PPR Elbow 25mm

168 PPR Gate valve 25mm

169 PPR Socket 25mm

170 PPR Tee 25mm

171 PPR Union 25mm

172 PVC Glue

173 RCCB 40 Amps

174 RCCB 63 Amps

175 Red Oxide Paint 1 Gal

176 Roller Blinds (window curtain)

177 Sand Paper

178 Self Tapping Screw 1"

179 Shellac

180 Silicone Clear

181 Silicone White

182 Smoke Detector

183 Soap Dispenser (For wash Basin)

184 Spot light 12v Ballast

185 Spot light 50 w

186 Super Glue

187 Table Lock

188 Teflon Tape

189 Telephone & internet Socket

190 Thermostat (Honeywell) (Date Code:1427)

191 Toilet Door Lock

192 Toilet Roll holder

193 Toilet spray hose with hose

194 Transformer 220 x24 V

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195 Tv wall bracket

196 W/C seat cover

197 Wall Paper ( As per Sample)

198 Wall Paper Glue

199 Warning Chain

200 Wash basin (counter type)

201 Wash Basin Bottle trap 1¼"

202 Wash basin Mixture

203 Washing Sink

204 Washing Sink Mixer

205 Water heater

206 Water heater air release valve 3/4

207 WC

208 WD-40

209 Window Handle

210 Window Hinges

211 Stainless steel floor trap cover 15x15 cm

212 Stainless steel floor trap cover 20x20 cm

213 PVC Elbow 11/2inch x 45 degree

214 PVC Elbow 11/2inch x 90 degree

215 PVC Elbow 4inch x 45Degree

216 Man Hole Cover 30 x 30

217 Manhole Cover 30 x 30

218 Manhole Cover 60 X 60

219 Manhole Cover 90 x 90

220 Exhaust Fan 6 inch Auto Shutter

221 Exhaust Fan 8 inch Auto Shutter

222 PVC Box 3 x 3

223 20A MP DP Switch

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224 20 Pair Telephonic DB Complete Set

225 PVC Reducer 4inch x 3inch

226 Shattaf

227 Water Proof 1 Gang DP Switch

228 125A Isolator 4 Pole

229 160A Isolator with Box

230 13A Single Sockets Metal

231 13A Double Socket Metal

232 Data Socket Double White

233 100A TP MCCB

234 MCCB 125A SACE

235 32 TP MCCB 240V

236 160 Amp MCCB

237 Isolator 32A

238 MCB 63A 2P

239 Metal Halide Light Fitting 70W G12

240 Metal Halide light 2000W

241 ELCB 63A / 2P

242

Electrical Isolator Box Metal Box 300 x 250

x 150

243 Mercury Lamp 160W / E 27

244 Halogen light 1000watt

245 2.5mm Single Core Wire (Heat Proof)

246 Data Cable CAT 6E

247 Cable joint kit

248 Rubber cable 1.5x3 core

249 Tape 23 inch 3m

250 16mm 4-core Armoured Cable

251 6mm 4 core armed cable

252 6mm Single core wire

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253 Fire proof cable

254 CO2 fire extinguisher horn

255 CO2 Fire Extinguisher 4 kg

256 FLOURSCENT LAMP 5FT 35W SLIM TYPE

257 GYPSUM JOINT TAPE 2 inch

258 GLOSS PAINT WHITE (20 Ltr Drum)

259 GLOSS PAINT OFF WHITE (20 Ltr Drum)

260 First Aid Mid Box (Oshad Standards)

Note: On all (replaced/installed) spare parts, one-year warranty is applicable

3.5 Cleaning Consumables: -

SR. Cleaning Items Brand UOM Remarks

1 Maxi Roll. 6 pc/ carton. (15c)

2 Kitchen Towel /2 rolls

3 Dish Wash Liquid, 500ml.

4 Hand Wash Liquid, 250ml.

5 Dettol Antiseptic Disinfectant 500ml.

6 Garbage Bag Black. Big 80x110

7 Cleaning Sponge, (85x110)

8 Soap Powder, 450g. Tide

9 Tissue Box, 200*ply ( without ADAFSA Logo)

10 Tissue Box, 200*ply ( with ADAFSA Logo)

11 Clorox. 1 gallon.

12 Dust Pan Set with rubber

13 Furniture Polish Pledge

14 Soft Brush (Floor) Cartoon 12pc, with stick

15 Toilet Brush with stand

16 Toilet Roll.100 roll/ carton .silver

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17 Cotton Mop. (Floor) with Clip & Handle 60c

18 Floor Wiper with Wood Stick

19 Hard Brush.

20 Air Freshener

21 Auto Air Freshener ( Refill)

25 Feather Brush

3.6- Equipment:

Equipment type Abu

Dhabi Weshah Brand Remarks

Heavy duty vacuum cleaner (2500 w)

or more 5 1

Scrubbing machines 5 1

Extension ladders of various lengths

for elevated areas 2 1

Notes:

• All the equipment shall be provided with sufficient cable reels to connect with available power supply points.

• The SERVICE PROVIDER guarantees to provide all the above-mentioned equipment in numbers as stated.

• Service provider should acknowledge that above equipment shall be ADAFSA assets at the end of the contract

3.7 Kitchen Equipment: -

SN Description Brand UoM Unit

Rate Remarks

1 Water boiler

2 Water kettle

3 Water Cups (white paper drinking

water)

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4 Hot plate (2 eyes)

5 Coffee Flask

6 Arabic Coffee Dalla

7 Tea Cups & Saucers

8 Turkish coffee Cups & Saucers

9 Arabic Coffee Cups

10 Turkish Coffee Maker

11 Istikana cups with saucers

12 Service Tray

13 Sugar bowl

14 Goblet Glasses

15 Hi Ball Glasses

16 Tea spoons

17 Milk Pot (Creamer)

18 Tea Strainer

22 Electric Jug Kettle

23 Table Stove, Double Hot Plate

24 Thermos Flask 0.5 LTR

Notes:

• The above-mentioned equipment shall be in a high quality as requirement to provide the Hospitality services in every kitchen.

• The SERVICE PROVIDER shall ensure his requirements to provide the service and any additional necessary equipment to deliver the service.

• The above-mentioned equipment shall be provided upon an official request only after the service commencement, and as per the requested quantities. The request shall be for whole items or in part.

3.8 Hospitality Items: _

Sn ITEM DESCRIPTION BRAND UoM Remarks

1 Rainbow Milk

(condensed) Box (96 pcs)

2 Sugar Bag (2 Kg)

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3 Lipton Tea Bags Packet (100

bags)

4 Zaatar Packet (25 bags)

5 Green Tea Mint Packet (25 bags)

6 Ginger Packet (25 bags)

7 Turkish Coffee Packet (500

Grams)

8 Nescafe Classic Bottle (200

Gram)

9 Arabic Coffee Packet (500

Grams)

10 Cappuccino Packet (10 pcs)

11 Coffee Mate Bottle (400

Gram)

12 Cardamom Powder Packet (500

Grams)

13 Mineral Water 200 ml(Box)

14 Water Bottle (5 Gallon)

Notes:

• The above-mentioned items shall only be supplied upon an official request from ADAFSA and shall be supplied upon the requested quantities only.

• The SERVICE PROVIDER shall submit the official request and approval along with the monthly invoice.

• Site visit

Location Date Coordinator Contact info.

ADAFSA HQ – Prestige Tower 16

13/05/2019 Ibrahim Al Messabi

0529790696

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ANNEXURE ‘E’

FORM OF PERFORMANCE BANK GUARANTEE

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ANNEXURE - E FORM OF PERFORMANCE BANK GUARANTEE

(NOTE TO TENDERERS: PLEASE DO NOT FILL OUT THE BLANKS IN THIS FORM

DURING THE TENDERING STAGE)

The Government of Abu Dhabi

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY ( ADAFSA ) P.O. Box No. 52150 Abu Dhabi United Arab Emirates

SUBJECT: PERFORMANCE BANK GUARANTEE No. DATE: AMOUNT AGREEMENT No. Dear Sirs, Whereas ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY (hereinafter referred to as “ADAFSA”) has entered into an agreement with ..................……………………….….. (hereinafter referred to as “SERVICE PROVIDERT”) for ..................………………………........................., and whereas SERVICE PROVIDER is required under the AGREEMENT to procure a Performance Bank Guarantee issued by a bank in favour of ADAFSA in support of the due and proper performance of the obligations undertaken by SERVICE PROVIDER in respect of the above-mentioned AGREEMENT; Therefore, in consideration of the above, we [Name of the Bank] established in Abu Dhabi and having our address at P.O. Box ....... , Abu Dhabi, U.A.E. hereby irrevocably and unconditionally guarantee and undertake to ADAFSA, without any right of defence set off or counterclaim whether on our behalf or on behalf of SERVICE PROVIDER to pay to ADAFSA a sum not exceeding (Figures) (Letters) or any lesser sum specified by ADAFSA upon receipt of ADAFSA’s written request addressed to us in the event that SERVICE PROVIDER fails to perform or fulfil any of his obligations set forth in the AGREEMENT, by transfer to an account in ADAFSA’s name at such bank in Abu Dhabi as ADAFSA shall stipulate or in such other manner as shall be acceptable to ADAFSA. Such written request shall be conclusively binding on us for all purposes under this Performance Bank Guarantee. We agree that any changes, modifications, additions or amendments which may be made to the AGREEMENT, or in the work to be performed thereunder, or in the payments to be made on account thereof, or any extensions of the time for performance or other forbearance on the part of either ADAFSA or SERVICE PROVIDER to the other or to any other guarantor of the obligations of either of them, shall not in any way release us from our continuing liability hereunder, and we hereby expressly waive our right to receive notice of any such changes, modifications, additions, amendments, extensions or forbearance.

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We further agree that any payment made hereunder shall be made free and clear of and without deductions for or on account of any present or future taxes, levies, imposts, duties, charges, fees, deductions or withholdings of any nature whatsoever and by whomsoever imposed. This Performance Bank Guarantee shall come into force on the date hereof and shall continue until the issue of FINAL ACCEPTANCE CERTIFICATE. This Performance Bank Guarantee shall be governed by and interpreted under the laws of Abu Dhabi and the U.A.E. Yours faithfully, ________________________________ Authorised Signature and Stamp of Bank

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FORM OF ADVANCE PAYMENT BANK GUARANTEE – not applicable

THE GOVERNMENT OF ABU DHABI

ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY

P.O. Box No. 52150

Abu Dhabi

United Arab Emirates

SUBJECT: ADVANCE PAYMENT GUARANTEE NO. DATE:

AMOUNT DHS.

AGREEMENT NO. ____________

Dear Sirs,

Whereas ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY (hereinafter referred to as

“ADAFSA”) has entered into an agreement with ________________________ (hereinafter referred to as

“CONTRACTOR”) for ______________., and whereas you have agreed to make an advance payment of Dhs.

_________ (Figures) (Letters) to our above client upon receipt of a Bank Guarantee issued by a bank in

favour of ADAFSA for an equivalent amount.

Therefore, in consideration of the above and based on the request of our client, We ___________ [Name of

the Bank] established in Abu Dhabi and having our address at P.O. Box ____________, Abu Dhabi,

U.A.E. hereby irrevocably and unconditionally covenant and agree as primary obligator and not as Surety

merely as follows:

(1) We undertake to pay to you the said amount or part thereof at your first written demand, by transfer to

an account in ADAFSA’s name at such bank in Abu Dhabi as ADAFSA shall stipulate or in such other

manner as shall be acceptable to ADAFSA, without warning or any restriction or condition and without

recourse and notwithstanding any objection from the said Messrs: ____________.

(2) We further agree that any payment made hereunder shall be made free and clear of and without

deductions for or on account of any present or future taxes, levies, imposts, duties, charges, fees,

deductions or withholdings of any nature whatsoever and by whomsoever imposed.

(3) We agree that any changes, modifications, additions or amendments which may be made to the

AGREEMENT, or in the work to be performed thereunder, or in the payments to be made on account

thereof, or any extensions of the time for performance or other forbearance on the part of either

ADAFSA or CONTRACTOR to the other or to any other guarantor of the obligations of either of them,

shall not in any way release us from our continuing liability hereunder, and we hereby expressly waive

notice to us of any such changes, modifications, additions, amendments, extensions or forbearance.

(4) As and when the advance payment is recovered against progress payments made by you to

CONTRACTOR, then this guarantee shall automatically stand reduced to the extent of such recovery.

(5) This Bank Guarantee shall come into force on the date hereof and shall remain valid until such time as

it is called up or you inform us that it is cancelled.

(6) This Bank Guarantee shall be governed by and interpreted under the laws of Abu Dhabi and the U.A.E.

Yours faithfully,

_________________________________

Authorized Signature and Stamp of Bank

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ANNEXURE ‘F’

ACCEPTANCE CERTIFICATES AND RELEASE LETTER

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1. PROVISIONAL ACCEPTANCE CERTIFICATE

Format No: F5-CPD-CON-04-03 Issue No: 03 Issue Date: 31.08.2016

Provisional Acceptance Certificate Form (PAC)ستـــالم اإلبتــدائي اإلشهــادة

Contract No (_________)عقد رقم تاريخ إصدار الشهادة :

Project title عنوان المشروع Project Service Providerإستشاري المشروع Project contractor مقاول المشروع

Completion date as perتاريخ اإلنجاز وفقًا للعقد Project start date ية المشروع تاريخ بدا

contract

Date of PACتاريخ اإلستالم اإلبتدائي Actual comp. Dateتاريخ اإلنجاز الفعلي Delay periodمدة التأخير الكلية Project warranty periodمدة ضمان المشروع

أيام التأخير )مبررة / غير مبررة( Project durationروع مدة المش

Days of delay (Justified/Un justified)

Attachments If Justifiedالمرفقات )في حالة مبررة( Planned FACتاريخ اإلستالم النهائي )المقرر( Amount paid till dateالمبلغ المدفوع Original contract valueقيمة العقد األصلي

:إجمالي المبالغ المستقطعة / المحجوزة

Total Amount on Hold / Retention قيمة الدفعة الختامية

Value of final payment

Total contract value after modificationقيمة العقد النهائية بعد التعديل Value. Of V.O’s األوامر التغييريةقيمة No. Of V.O’sعدد األوامر التغييرية

ن الدفعة الختامية. نشهد بأن الخدمات المبينة في العقد أعاله تم إنجازها و إستالمها إبتدائيًا حسب ما هو محدد في التعاقد. وعليه ال مانع من اإلفراج ع

We agree that the above project have been provisionally accepted and handed over according to the contract's specifications. Therefore, there is no objection to release the final payment.

ADAFSAProject Manager المشروع بالجهاز مدير Service ProviderProject إستشاري المشروع

االسم/ Name

التوقيع والختم

Sign & Stamp

االسم/ Name


Sign & Stamp

ADAFSAApproved by finance division إعتماد إدارة المالية بالجهاز Project Contractorمقاول المشروع

االسم/ Name


Sign & Stamp

االسم/ Name


Sign & Stamp

Approved Byإعتمــــــاد

End User Division Directorمـــدير اإلدارة المعنية

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المرفقات :

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Format No: F3-CPD-CON-04-03 Issue No: 03 Issue Date: 31.08.2016

Final Acceptance Certificate (FAC)النهائي ستـــالم اإلشهــادة Contract No )_____________( عقد رقم

تاريخ إصدار الشهادة :

Project title عنوان المشروع

Project Service Providert إستشاري المشروع Project contractor مقاول المشروع Planned completion dateتاريخ اإلنجاز األصلي Project start date تاريخ بداية المشروع

Date of PAC تاريخ اإلستالم اإلبتدائي Actual completion dateتاريخ اإلنجاز الفعلي Total delay durationمدة التأخير الكلية Final acceptance dateتاريخ االستالم النهائي

أيام التأخير )مبررة / غير مبررة( Project durationمدة المشروع

(Justified / Un justified) Delay Days

Attachments If Justifiedالمرفقات )في حالة مبررة( Warranty Priodمدة الضمان قيمة العقد األصلي

Original Contract Value المبلغ المدفوع إلى اآلن

Amount paid till date

:إجمالي المبالغ المستقطعة / المحجوزة

Total Amount on Hold / Retention قيمة الدفعة الختامية

Value Of Final Payment

Total contract value after modificationقيمة العقد النهائية بعد التعديل Value Of V.O’s قيمة األوامر التغييرية No. Of V.O’sعدد األوامر التغييرية

الكفالة البنكية و جميع نشهد بأن الخدمات المبينة في العقد أعاله تم إنجازها و إستالمها نهائيًا حسب ما هو محدد في التعاقد. وعليه ال مانع من اإلفراج عن بعد توقيع هذه الشهادة.بحيث ال يحق لمزود الخدمة المطالبة بأي مستحقات مالية أخرى في المستقبل و ذلك مستحقات المقاول

We witness that services mentioned in above contract has been finally Completed and accepted according to contract specifications Therefore we have no objection to release the final payment and all dues to Service provider. Service provider has no right to any additional claims or future claims once this certificate is signed.

Division Project Manager المشروع بالجهازإدارة مدير Service ProviderProject إستشاري المشروع

ADAFSA

االسم/ Name


Sign & Stamp

االسم/ Name


Sign & Stamp

Approved by finance divisionإعتماد إدارة المالية بالجهاز Project Contractor لمشروعامقاول

ADAFSA

االسم/ Name


Sign & Stamp

االسم/ Name


Sign & Stamp

(حسب اإلدارة المعنية ) المدير التنفيذي لقطاعتوقيع

Executive Director of (as per end user)

Approved By عتمــــــادإ

الخدمات المؤسسيةالمدير التنفيذي لقطاع

Executive Director of Corporate Services

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3. RELEASE LETTER

(TO BE TYPED IN ORIGINAL ON SERVICE PROVIDERT’S LETTER HEAD) AGREEMENT No. ............................................... DATE: ................................... KNOW ALL MEN BY THESE PRESENTS, that ..................................., P.O. Box ......, .................., ......... (hereinafter referred to as “SERVICE PROVIDERT”) for and in consideration of the receipt of the sum U.A.E. Dhs. ............. (U.A.E. Dirhams .............) from ABU DHABI AGRICULTURE AND FOOD SAFETY AUTHORITY (hereinafter referred to as “ADAFSA”), representing the final payment under this AGREEMENT dated the ............. day of ................ 20.... and subsequent amendments between SERVICE PROVIDERand ADAFSA, hereby releases and forever discharges ADAFSA, its successors-in-interest and assigns and their property from all claims and demands whatsoever in any manner arising out of, or related to, the said AGREEMENT or labour performed or materials and equipment furnished by SERVICE PROVIDERin connection with, or incidental to, the execution and completion of the SERVICES. In consideration of, and for the purpose of inducing ADAFSA to issue the COMPLETION CERTIFICATE and make the aforesaid final payment, SERVICE PROVIDERhereby represents, warrants and agrees that: 1. all sums due or to become due and all debts, accounts, damages, obligations, claims and

demands of every nature and kind whatsoever in any manner arising out of, or related to, labour performed or materials and equipment furnished in connection with, or incidental to, the AGREEMENT have been paid and satisfied,

2. there are no unsettled claims for injuries to, or death of any person or damage to, or

destruction of, property in any manner arising out of, or related to, the AGREEMENT. 3. he shall indemnify and hold harmless ADAFSA and its successors and assignees from

and against any claims, demands, liens, judgements, attachments and costs related hereto in any manner, arising out of, or related to, the AGREEMENT, and

4. he acknowledges his continuing liability to ADAFSA for executing without further

payment all works as may have been or be required in writing by ADAFSA during the Warranty Period or within fourteen (14) days after its expiration, in connection with, or incidental to, the SERVICES.

IN WITNESS WHEREOF SERVICE PROVIDER has caused this instrument to be executed this ............................ day of ....................... 20...... For and on behalf of SERVICE PROVIDERT: Messrs. ______________________________ (Name of SERVICE PROVIDERT) Official Seal ___________________________ _____________________________________ Authorised Signature Name: ______________________________

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SECTION IV of V

Pricing Schedule

C o n t e n t s

1. General Provisions, Pricing Details & Notes (Preamble) 2. Pricing Schedule (Priced Part)

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1. GENERAL PROVISIONS, PRICING DETAILS AND NOTES 12. All prices are in U.A.E. Dirhams. 13. The prices entered in the following Tables/Schedules shall cover the execution

and completion of all SERVICES in connection with such items as defined in Annexure-A: Scope of SERVICES finished complete in every respect in strict compliance with the AGREEMENT.

14. All prices and rates shall be fully fixed for the duration of the AGREEMENT and

no fluctuations shall be permitted for any changes in any of the SERVICE PROVIDERT's costs or inclusions, currency variations or any other reason unless expressly provided for elsewhere in this AGREEMENT.

15. The Service provider shall notify ADAFSA in writing within Forty Eight (48)

hours of the start of such works, for any additional expense to which the SERVICE PROVIDER may consider itself entitled from ADAFSA. Service provider shall submit in writing giving full details as much as possible for any claim, within Twenty Eight (28) days from the start of such works. No SERVICES shall be postponed or delayed by SERVICE PROVIDER when instructed by ADAFSA subject to the acceptance and finalisation of payment of amount or time for such particular SERVICES for which SERVICE PROVIDER Intends to make its claim.

16. PRICES: The Service provider shall submit the quotation in the following

manner:

• Estimated Lump-Sum Prices (calculated by utilizing the applicable Percentage and /or Unit Rate, respectively, set forth in Section IV of V) for carrying out all of the Services indicated in Annexure-A: Scope of SERVICES

17. The quotation shall cover, among others, all costs related to the reviewing and

updating of draft and Final Report , Meetings, Salaries, local transport, accommodation, printing, binding, telephone, telexes, facsimiles, office expenses, all design approvals, follow up, and any other expenses to fulfil the requirements of services.

18. The CONSULTAT shall only employ suitable qualified person(s) processing the

relevant qualifications and experience. All the staff shall be subject to the approval of ADAFSA .

19. The quoted prices are deemed to be inclusive of all charges, costs and expenses to carry out the SERVICES in accordance with the AGREEMENT other than free of charge facilities and expenses reimbursable by ADAFSA. The quoted prices, unless otherwise indicated, are deemed to include for, but not be limited to:

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• Office expenses

• Salaries, bonuses, profits, duties, overhead, social benefits.

• Training costs.

• International and local travel, local accommodation, transportation, living expenses and leaves

• Medical expenses, hospitalisation and insurance.

• Administration expenses of all staff assigned fully or partly to SERVICES.

• Engineering materials ( if any ) , postage, telephone & faxes and other expenses of similar nature.

• Cost of reproduction of documentation and reports, computer hardware and software, and other support costs related to SERVICES.

20. CONSULTNAT shall provide, for each stage, a detailed breakdown showing man-month costs for each Specialist/Person.

21. The terms of payment of the Lump-Sum amount will be as stated in Article (10):

Terms of Payment of Section III (Special Conditions).

22. ADAFSA has the right to carry out audit visits to SERVICE PROVIDERT’s Head Office to verify the number of allocated persons/specialists.

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2. PRICING SCHEDULE The total amount payable to The CONTRACTOR, for the services to be provided under the

contract shall be detailed as follows:

“MUST BE FILLED IN AS PER THE ATTACHED DOCUMENT – COMMERCIAL TEMPLETS”

Total Contract Price in Words: XXXXXXXX

This Total Contract price is inclusive of all the costs which shall be incurred by the Contractor for the

successful execution of the entire Scope of SERVICES strictly according to all terms, conditions and

requirements mentioned in the specification. No other costs, expenses, contingency or otherwise shall be

requested or claimed by the Contractor.

For and on behalf of service provider:

Messrs. ______________________________________ (Name of service probvider)

Signature of Authorized Representative(s) ______________________________

STAMP

Name of Authorized Representative(s): ______________________________ Date:

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SECTION V of V

ATTACHMENTS- Commercial Templates