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Community Management Services (CMS) Monthly Report for May 2013 A UFMCO Publication

This document provides an overview of the work undertaken by UFMCO for CMS in support of the Community

Management Services Contract for The Pearl Qatar

Compiled by Ajit Gokarn

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Executive Summary

1. The purpose of this report is to provide an overview of UFMCO’s performance during the past

calendar month, compared to the customer’s expectations for service delivery, as reflected in

the agreed-to Scope of Work.

2. Health and Safety. There were no reported incidents. Twelve work permits were issued.

3. Work Order Completion. A total of 517 out of 528 PPM work orders were completed - a

resolution rate of almost 98%. Access problems to Isolo Dana prevented this figure form being

higher. For reactive works a total of 209 work orders were raised with a resolution rate of just

over 91%. A major reason why this figure is not higher was due to resource constraints, with

some resources having to be channeled to attend to works related to the Nikki Beach sports

activities.

4. Pump Stations.

4.1 Integration. This is not going according to schedule and the end June target date will not be

met.

4.2 QQ Stations. No change in status of pumps tripping – with E&C.

4.3 PWPS-1. No change in status – with E&C.

4.2 VPS. Snag list to be provided to E&C – manuals were received.

4.3 GPS2A. Incorrect activated carbon media received – escalated to E&C.

4.4 IPS 1 & 2. Normal operations resumed in May.

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4.5 GPS5. Still errors in displayed readings – escalated to E&C.

5. Water consumption. May consumption figures show an 18.4% increase in irrigation demand

over April while potable water demand increased by 11.3% over April.

6. Landscaping. The new landscape contractor, AG Middle East, mobilized on 16 May.

7. Cleaning. Cleaning progressed as normal, and the return of the Faun road sweeper was a great

help.

8. Serco. The Serco recommendations are being implemented, and already WO/FTE ratio has

improved from the reported average of 1.16 per person for UFMCO, to over two per day. Daily

meetings are held in a structured manner, guided by an SOP.

9. CAFM System. CAFM implementation is happening, with personnel presently practicing on

dummy data – full rollout will take place during July.

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Table of Contents

Page

1. OH&S, Environment, Risk & Compliance 4

1.1 OH&S 4

1.2 Environment 4

1.3 Risks 5

1.4 Compliance 5

2. Helpdesk & PPM Report 5

3. Contract Performance Measurement 8

3.1 Building & Engineering Services 8

3.2 Open Space Services 12

3.3 Landscaping Services 31

3.4 Infrastructure Maintenance Services 33

3.5 Cleaning Services 33

3.5.1 Beaches 35

3.6 Community Management Cleaning 38

4. Program Initiatives 47

5. Issues and Concerns 47

6. Annexures 49

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List of Tables and Figures:

Table 1: High Risk Activities for May 2013 5

2: Spare Parts Requisition Summary 13

Figure 1: Reactive Work Requests 6

2: Reactive Work requests Resolution rate 6

3: PPM Year to date summary 7

4: PPM Work Orders Summary 7

5: Irrigation Water Consumption 10

6: Usage Rates 11

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1. OH&S, Environment, Risk & Compliance

1.1 OH&S

1.1.1 There were no reported NCR’s or incidents for the month of May 2013.

1.1.2 There were 12 work permits issued for CMS works, ranging from low to high risk. The high risk

operation were as follows:

- PPM works for LPG manholes – PA.

- Excavation for electric power installation in PA – Parcel 18.

1.1.3 Random safety checks are being conducted on a daily basis to make sure that the work is

conducted safely (report attached: F_019_011_MG_050613).

1.1.4 Three toolbox talks were conducted for CMS in the month of May 2013, the topics included the

following:

- Good Hygiene practices and viral infection prevention.

- Emergency response procedures in case of illness or serious injury.

- Work at height and the proper use of fall protection.

1.2 Environment

1.2.1 Eight Spill Kits were delivered. Training to UFMCO Supervisors as well as well as drivers is

scheduled for June.

1.2.2 Delayed action on proposed Waste Management Plan by UFMCO is still affecting MC, Retail,

EAD, and the community.

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1.2.3 Biobin was delivered during end May 2013 and installed behind the labour camp mess hall. It

will be operational in June with first batch of compost expected in July. Biobin supplier ITSA

trained the staff of Qatar Caterers and Contractors at the labour camp.

1.3 Risks

1.3.1 The below high risk activities with work permits were initiated in May.

No Task Description Location Type of Risk Remarks

1 Replace busted street

lights

TPQ CMS Site Electrical, and work at

heights

Ongoing

2 Transferring of 12m light

poles damaged in vehicle

accidents

Porto Arabia Mechanical Completed

3 Checking LPG Flame

torches

Porto Arabia Falls, Gas leak Ongoing

Table 1: High Risk Activities completed in May 2013

1.4 Compliance

1.4.1 Safety induction for new personnel is taking place the second Tuesday of every month, in

addition to the safety training and re-training schedules and toolbox talks that are carried out as

per the schedule.

1.4.2 Fire warden training completed for 79 UFMCO staff.

2. Helpdesk & PPM Report

2.1 A total of 517 out of 528 PPM work orders were completed during May for CMS - a resolution

rate of 97.92%. Full resolution could not be accomplished due to pending Isola Dana PPMs

resulting from issues related to the access for manpower and vehicles to all areas of Isola island.

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2.2 A total of 209 reactive work orders were attended to with a resolution rate of 91.12%. Reason

for the drop in the reactive works completion was mainly due to additional works at T31 for

providing permanent power to Nikki Beach security hut for which additional manpower were

mobilized to ensure work was completed to allow UDC Marketing organize sports programs at

Nikki beach. Temporary generators were provided and maintained by UFMCO during the

weekends in May.

2.3 CAFM system for which training of Supervisors and FM’s was completed in April 2013 and trial

period allowed in May and June with dummy data. Full scale implementation will occur during

July.

Figure 1: Reactive Work Request Totals

109 99

133

172 181

209

0

50

100

150

200

250

Dec '12 Jan Feb Mar Apr May

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Figure 2: Reactive Works Resolution Rates

Figure 3: PPM Year to Date Summary

100.00% 100.00% 100.00% 100.00% 100.00%

91.12%

86.00%

88.00%

90.00%

92.00%

94.00%

96.00%

98.00%

100.00%

102.00%

Dec '12 Jan Feb Mar Apr May

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Figure 4: PPM Work Order Summary

3. Contract Performance Measurement

3.1 Building & Engineering Services. Relevant Contractual Directive - Volume 2.1 Part 3

Building and Engineering Maintenance Services, clauses 3.10 Potable Water, 3.11 Plumbing

Storm water systems, 3.14 Sewerage, Wastewater &TSE Systems. The following is the list of

activities undertaken.

3.1.1 Pump stations integration. By end May work on the integration of pump stations, scheduled

for completion by E&C by end June 2013, had not yet commenced. Endress and Hauser (E&H)

revised offer for the integration of 9 pump stations was awaiting CEO approval. E&C had

informed UFMCO that E&H will be integrating only nine pumping stations and that for the

remaining they had not been provided with details by J&P enabling commencement of

integration works for those 12 stations.

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3.1.2 QQ Pump stations. Status reported during April 2013 was - There is no change in the status of

pumps in QQPS1 after UFMCO had signed DNFs with a comment “Under Observation”.

During our observation period, two out of three pumps in QQPS1were found to be tripping

soon after start-up. Matter was escalated to E&C who reported they are in discussion with the

related contractors. Status in May 2013 remained unchanged and matter was again raised

with E&C.

3.1.3 Potable Water Pump Station (PWPS-1). No progress achieved during May in the handing over

of PWPS1 to Kahramaa. E&C informed that delay was due to incomplete documentation

which is being resolved by them.

3.1.4 Vacuum Pump Station (VPS). Demonstration of VPS was carried out by Metito and J&P on

22nd May. Operation and Maintenance manuals for Vacuum Pump Station were received and

studied during the month. It was found that this station cannot operate as per description in

the O&M manuals, and contractor’s site personnel have made changes in the system which do

not comply with instructions in the O&M manuals and this is being escalated to E&C who

intends to issue TOC to the contractor. They have requested UFMCO to provide the snag list

which will be issued officially during June.

3.1.5 Sewage Pump Station GPS2A. UFMCO will escalate to E&C the issue of wrong supply of

activated carbon media for odor control in sewage pump stations after contractor failed to

replace the carbon media even after this issue was escalated to E&C in the past. Contractor

had supplied 6.5 tons of incorrect activated carbon media as part of spare parts for pump

stations under their contract CP2-1.

3.1.6 Irrigation Pump Station PS1 & PS2. Four sets of spare impellers for pump stations ordered in

January 2013 were received during May and were used for three irrigation pumps in PS2 and

one irrigation pump in PS1, all of which had been out of operation. Normal operation of PS1

& PS2 was restored during May 2013.

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3.1.7 Maintenance of irrigation lakes. UFMCO continued dosing chlorine in the lakes for

disinfection and prevention of algae. Floating debris was also being removed from the lakes to

prevent blockages in the suction line of the pumps.

3.1.8 Sewage pump stations GPS1 – No issues in this station.

3.1.9 Sewage Pump Station GPS5 – No change in the status reported in April 2013 - Errors in

displayed readings for Conductivity and Temperature traced to design issues which

contractor is liable to rectify on the basis that contractor should have pointed it out prior to

accepting the contract, as per E&C who is pursuing the issue with the contractor.

3.1.10 IDCP Pump Station - E&C is in discussion with Metito in finalizing the O&M of IDCP pump

station by Metito. However this station cannot be operated until SWRO is commissioned and

HDPE lake liner is replaced. No decision has been made yet on who is responsible for the

replacement of the HDPE liner which has holes in several places and is beyond repair.

3.1.11 Summary of Operations:

QQPS-1, QQPS-2, QQPS-3, QQPS-5, GPS-7, GPS-04, SWPS = 7 pump stations operated

by UFMCO.

GPS-1, GPS-2, GPS-2A, GPS-5, PS-1, PS-2, PS-3, PWPS-1, VPS = 9 pump stations

operated by Metito.

GPS-1A, GPS-1B, GPS2B, QQPS-4 = 4 x stations has no power supply provided.

IDCP-1 - O&M contractor not finalized yet.

Total pump stations = 7+9+4+1 = 21 pump stations.

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3.1.12 Water Consumption Data for May 2013

During the month of May, average daily consumption of potable water in TPQ was

11453m3/d (10151 m3/d in April) and the total demand for irrigation water was 9123m3/d

(7440 m3/d in April) comprising 6318m3/d (5266m3/d in April) for Phase 1, 837m3/d

(349m3/d in April) Phase 2 &1968m3/d (1825m3/d in April) for Phase 3 of which 3079m3/d

(3010m3/d in April 13)m3/d was treated sewage effluent from STP and the remaining

4222m3/d (3079m3/d in April) made up with Kahramaa supplied potable water. May

consumption figures show an 18.4% increase in irrigation demand over April while

potable water demand increased by 11.3% over April.

Reason for high irrigation demand in Phase 1 compared to irrigation demand for Phases 2

and 3 was investigated and the reason was traced to the operation of the zonal valve

between Phase 1 and Phase 2. The zonal valve prevents water from one phase to transfer

to the other phases if not intended. However it was observed that Al Nakheel ground staff

normally keep the zonal valve open causing flow from PS1 (Phase 1) to transfer to Phases

2 and 3 resulting in lesser water outflow from irrigation pump stations PS2 and PS3. Al

Nakheel engineer has been notified by UFMCO with instruction not to tamper with zonal

valves.

Graphs below indicate the irrigation water consumed during May 2013 for Phase 1

(served by Irrigation pump station PS1), Phase 2 (served by PS2) and Phase 3 (served by

PS3).

There is also graphical data provided below for the total volume of irrigation water

consumed per day during May and the portion of TSE and potable water which make up

water applied for irrigation. During May irrigation water was made up of 33% potable

water and 66% treated sewage effluent.

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Figure 5: Irrigation Water Consumption

Figure 6: Usage Rates

0

1000

2000

3000

4000

5000

6000

7000

PS1

PS2

PS3

0

1000

2000

3000

4000

5000

6000

7000

8000

9000

10000

Apr May Jun Jul Aug Sep Oct Nov DEC JAN Feb March April May

Potable water

TSE

Irrigation water

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3.2 Open Space Services. Relevant Contractual Directive - Volume 2.1 Part 4 Open Space Services,

clause 3.5 Irrigation System.

3.2.1 GPS-01. In CM April 2013 Monthly Report we had reported that the likely date of

commencement of transfer of sewage from GPS1 to Lusail and receiving TSE from Lusail will

be June 2013. This now appears unlikely after it was discovered by UFMCO that power

supply to the motorized valve (MOV) on the TSE line from Lusail to TPQ has not been

arranged by E&C who are still trying to locate the drawings and the control philosophy for

the operation of the motorized valve and the flow meter without which Lusail team will not

accept transfer of sewage from GPS1 and supply of TSE.

3.2.2 Irrigation pump station PS1 & PS2. One defective impeller of irrigation pump in PS-01 was

replaced during May 2013 enabling restoration of normal operation of all pumps in these two

irrigation pump stations.

3.2.3 PS-02

Defective impellers in three out of six irrigation pumps were replaced in May enabling

all pumps to be in operation in PS2.

Bladder for hydro pneumatic vessel is being procured by UFMCO through Metito after

SCM failed to supply the same during past 11 months due to payment issue with the

supplier. The bladder is expected to be received and installed during June.

3.2.4 Vacuum Pump Station (VPS)

DNF list will be prepared in June and will be submitted to E&C only after TOC has been

issued to the contractor.

Investigations on the cause of frequent failure of air conditioners in the pump room of

VPS was done and reported to E&C as well as Community Management. Frequent

start/stop operation of the vacuum pump was found to be the cause as it increased the

heat load beyond the capacity of the air conditioners causing them to trip frequently.

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Final O&M manuals for VPS were received and reviewed by UFMCO. It was observed

that the operation of the VPS by Metito was not in accordance with the instructions in

the O&M manuals hence VPS operation will not be accepted by UFMCO.

3.2.5. QQPS1

There has been no change in the status of operation in this station managed by UFMCO

where only one out of three pumps is operational. The other two pumps are not

operational due to error in the programming in the variable frequency drive. Matter had

been officially reported to E&C in the past.

Spare parts requisition summary for the pumping stations-May-13

PR NO Material & Station Request

Date

Delivery

Status

1212712 Fire Extinguishers For QQ Pump Stations 1-Nov-12 Pending

1212566 Spare Potable water pump Homa ( Model -TCV

514W 1 1.4kW, Single phase). 7-Oct-12 Pending

1212179 Spare Bladder for irrigation pump station PS2 - 500

LTR Pressure Vessel 09-Aug-12 Pending

1310832 Compressors and fan motor for A/C Units 16-APR-

2013 Pending

1310937 Spare parts for Irrigation pump station Dosing

pumps.

28-APR-

2013 Pending

1311181 Spare parts for irrigation Pump station 28-May-2013 Pending

Table 2: Spare Parts Requisition Summary

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Sewage Line blokage reparing works near BVN-38

Concrete Removing and Excavation works

Using Tanker Pressure hose to Identify Line Blockage Missing Pipe area

Pipe cutting and Re fixing Works

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GPS-05 Toilet Shifted Storm water manholes PPM Completed.

Storm water manholes cleaning using pressure hose and Tanker

QQ Pump station Cable try painting and Inspection works completed

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Pump station Air-condition PPM works Completed

QQ Pump station Electrical Cable tray and supports PPM and painting works

QQ Station dry well painting works completed Takleen Filter cleaned in all Irrigation stations.

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Float switch cleaning& Insp works completed Valve inspection and cleaning works

Irrigation pump station strainer cleaned NRV inspection Works

Main Gate TSE Main line motorized valve has no power GPS-04 NRV Repairing works.

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QQ-05 Pump station Wet well and Dry well before cleaning works.

QQ-05 Pump station cleaning works QQ-05 Float switch cleaning works

QQps-2 Wet well cleaning works

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LPC Villa Potable water line leakage repaired TSE LAKE-01&2 Motorized valve Painted.

Potable water meter installation works for Site office cabins

TSE Diversion inspection team from Lusail STP. DNF List prepaid for Vacuum Pump station

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Parcel 7 outdoor Water Feature Cleaning work in progress.

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Parcel 10 outdoor Water Feature Cleaning on Process.

Cleaned and water feature working properly

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Parcel 17 outdoor Water Feature NO:1 Cleaning work in progress

Parcel 17 outdoor Water Feature NO:2 Cleaning work in progress

Cleaned and working properly.

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Arranging Power Supply to Nikki Beach Security Hut

As per request by Community Management, UFMCO arranged power supply to security hut in Nikki

beach. The power supply is taken from tower 31 Generator room where UFMCO used a 10 mm dia and

length of 70m armored cable as the median for power supply. Power cable is laid across the finger road

and the landscaping area in between security hut and tower. UFMCO allocated additional man power to

execute the work.

Excavation of landscaping area

Marked the area before excavate

UFMCO did not close the finger road while executing the work, instead UFMCO closed half of the road

and excavated the required trench laid cable sleeves with nylon ropes inside which will make easy to pull

the cable. UFMCO backfilled the initially excavated area within three days after laying two cable sleeves

(extra one is for future use as requested by community management).

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Excavating of half way of finger road while excavating the landscaping area

UFMCO used portable generator get the power supply for drilling equipment and properly barricaded

the area during the work

UFMCO used barricade warning lights to ensure the safety of road users during the night time

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After laying the cable sleeves backfilled sleeve surrounding area by soft sand with the aim of preventing

future penetrations to cable sleeve which could damage to power cable. (Photos shows installed two cable

sleeves)

After compacting the soft sand layer laid the caution tape and backfilled with soil

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Backfilled and compacted the soil in to several layers in the excavated trench. UFMCO laid cable sleeves

and back filled the excavated area quickly which allowed replace back removed grass.

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After compacting the soil, concrete has been placed on the road side.

After placing the concrete interlocks have been placed back.

UFMCO used exciting cable trunking to lay the cable inside the tower and fixed a new cable trunking

from store room to outside of the building.

Cable trunking is laid with hangers fixed in to the wall.

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After painting the cable trunking to match with building color

Excavated landescaping area after completion of work

Excavated finger road area after completion of work

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After energizing the cable

3.3. Landscape Services

3.3.1 The new landscape contractor, AG Middle East, mobilized on 16 May. The kick-off meeting

with the provider took place on 13 May 2013 and the contractor has been familiarized with

TPQ policies, procedures and requirements including PPM’s, reactive works, monthly reports,

work permits as well as the contract deliverables (Refer to letter no. 1720).

3.3.2 The new landscape contract has been forwarded from SCM to Legal department for review.

3.3.3 The landscape maintenance works has been completed from Parcel 01 to Parcel 18 and the

Mosque area (Refer to below photos). Starting next month, we are planning to commence the

rectification of the irrigation leaks at the pots level.

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3.3.4 The summer seasonal plants which have been planted last month are performing, growing and

blooming.

3.3.5 Ruellia ciliosa and Wedelia trilobata ground covers which were planted around date palm trees

during February and March 2013 have been trimmed in order to promote quicker growth and

coverage of the planter box (Refer to below photos).

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3.3.6 Monthly landscape site inspections were carried out during May (refer attached reports) and

all the snags which have been picked up during the inspections have been rectified and

reported.

3.4. Infrastructure Maintenance Services

3.4.1 UFMCO repainted the manhole covers in Parcel 04 and 05 finger roads as requested by

TCAD, using bituminous paint.

3.4.2 A report was submitted to Community Management, but rectification works have not yet

started for the water leak incident in BVS, as tiles must be removed before excavation and we

are awaiting Community Managements response on this matter.

3.4.3 The repeat failures of foot bridge elevators on the Boardwalk are a matter of grave concern.

UFMCO with Community Management consent has initiated a process of appointing a third

party auditor to evaluate the root cause of these failures.

3.5. Cleaning Services. Cleaning works were executed as per requirement.

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3.5.1 Road Sweeping – The return of the Faun Road sweeper to site from the repair shop due to the

accident allowed us to conduct the road sweeping very well for the month of May showing

great results on the roads. Few spills from accident and cement tankers were also attended to.

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Cement Spill Cleaning

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3.5.2 Beach Cleaning and Raking – Raking was also done routinely for May. Use of the walk-

behind machine that is available was also increased. More frequent visits to Nikki Beach for

the sporting events were also undertaken.

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Beach step cleaning

3.6 Community Management areas – Cleaning for the month of May involved works provided

for litter picking, pole cleaning, railings cleaning, pathway sweeping, mosque cleaning, pet

bin maintenance, and others. Training was also provided for our staff.

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4. Program Initiatives

4.1 Morning Sessions.

4.1.1 Based on SERCO recommendation for optimizing operational planning, daily morning

meetings were launched according to a structured agenda to ensure better interaction between

the Technicians, Supervisors and Managers. The entire ground staff comprising Technicians,

Trades Assistants, Drivers, Supervisors, FM, personnel from Help Desk, HR, HSE, Cleaning

team, Transport personnel as well as senior Managers attend these meetings to boost the morale

of the staff at the start of each day.

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4.1.2 Prior to commencing these morning sessions, productivity for Work Orders was averaging

approximately 1.16 WO/FTE per day. By end May the figure had increased to a minimum of 2

WO/FTE with a maximum recorded being 2.4 WO/FTE (Serco recommendation was to aim for

1.86 as a stretch target).

4.1.3 Apart from this improvement, several bottlenecks involving material issues and transport

problems were resolved through these morning meetings while senior Managers also helped

improve living conditions in the labor camp by improving the variety of food served while

encouraging sports and Community feelings. HR, with the support of senior Managers also

managed to resolve personal issues for some ground staff. These morning sessions are intended

to be a daily occurrence throughout the year.

4.2 CAFM/EAM/FMS: Training and practice session are being completed by Supervisors using

dummy data. Final implementation will happened during July.

4.2 GPS tracking. Completed and daily tracking of vehicle movement is helping resolve major

transport hurdles besides optimizing utilization of manpower and vehicles.

4.4 UFMCO has been given the Letter of intent to award for Pest Control services already and an

initial meeting with EAD and Community Management with UFMCO was conducted where a

mobilization plan was presented. UFMCO has already started attending call outs and

complaints and will commence initial audit inspection on the 1st week of June.

5. Issues and Concerns

5.1 Backing up of sewage in Villa 38 at BVN indicated lack of supervision of contractors work

which was signed off as fully completed by the consultants while portion of underground

sewer pipes were found missing.

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5.2 Approval of Community Management is sought in appointing a reputed third party contractor

to attend to emergencies to avoid delays resulting from raising PR’s and PO’s for equipment

hire as well as materials like asphalt and cement. Lessons learnt from the recent water leakages

in QQ6B and Marsa Malaz indicate urgency in implementing it.

5.3 Increased number of underground cable faults resulted from heavy rain in April 2013 causing

flooding in many areas of TPQ. Since facility to detect cable faults is not currently available, it is

advisable to appoint a third party experienced contractor equipped with advanced cable

detection tools for locating cable faults enabling early resolution if rectification work.

Annexure Index Description

A May 2013 Invoice

B May 2013 Invoice Supporting

Documents

C Pump Stations Monthly Report –

May 2013.

D BDC Liebert units Monthly

Report

Askar Industries elevator

maintenance report

Helpdesk CM May 2013

Monthly Report

E Letter reference 1720_150513_BR

Landscape Snagging Report of

16.05.2013

Landscape Taking Over Report

of 20.05.2013

F ENVAC May 2013 Monthly

O&M Report

G

KPI 04 - Financial

KPI 02, 03 & KPI 5-21 - Helpdesk

KPI 11 & 12 – QHSE