Work specification
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- 19 Damage to Company’s Property and Vehicles
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General The works specification shall be deemed to form and be read and construed as an integral part of the final written Agreement which the successful Tenderer (hereinafter called “the Contractor”) hereby agrees with Tan Tock Seng Hospital Pte Ltd (hereinafter called “the Company”) to provide Comprehensive Maintenance of Commercial Vehicles to the Company for the period stated in the Letter of Award. 1. Preventive Maintenance
The Contractor shall be responsible for the inspection and maintenance of vehicles, trouble shooting of faults and the quality of workmanship and services. All works shall comply with the requirements and regulations of the local automobile authorities to the satisfaction of the Company. 1.2 The Contractor shall carry out regular servicing at 3-monthly intervals to the fleet of vehicles listed in Annex A. Each vehicle shall undergo Type A, Type B and Type C servicing. The details of each type of servicing is given in Annex B. 1.3 The Contractor shall arrange for pre-LTA (Land transport Authority) inspection of vehicles for roadworthiness and all other necessary tests as required by law and any subsequent re-inspection inclusive of the required inspection fee to the fleet of motor vehicles prior to the statutory inspections and to repair/service the fleet of vehicles so as to enable it to pass the statutory inspection. Inspections shall be carried out annually and twice a year for vehicles which are more than 10 years old. 2. Compliance of Regulations, By-Laws, etc 2.1 The Contractor must comply with all existing laws, regulations and any others that may come into force, such as:- 2.1.1 Traffic Regulation 2.1.2 Anti-Pollution Regulation 2.1.3 Registrar of Vehicle Regulation 2.1.4 Factories Act 2.1.5 Safety Regulation 2.1.6 Labour Laws 2.1.7 Any future Regulation, By-Laws Act. 3. Repairs 3.1 The following automotive repairs shall be carried out at no extra cost to the Company: 3.1.1 Replacement of all faulty or blown light bulbs and sealed beams. 3.1.2 Repair/replacement of wipe motor, linkages and wiper blades. 3.1.3 Replacement of all electrical relays, switches and fuses. 3.1.4 Replacement of timing belts. 3.1.5 Replacement of speed warning devices. 3.1.6 Service, clean and recharging batteries. 3.1.7 Repair/replacement of defective air-con components and recharging of air-con. 3.1.8 Repair/replacement and overhauling of engines, clutches, transmissions, rear axle, suspension system, brake system, steering system. 3.1.9 Repair/replacement of vehicle accessories, e.g. electrical fans, beacon lamps, number plate and safety belts. 3.1.10 Repair/replacement of power tail gates./wheelchair lifter 3.1.11 Repair/replacement of ERP gadget.
3.2.2 Corrosion repairs on body work 3.2.3 Upholstery cleaning and repairs 3.2.4 Repainting 3.2.5 Repair / replacement of tyres 4. Emergency Breakdown and Towing Services (EBTS) 4.1 The Contractor shall provide Emergency Breakdown and Towing Services (EBTS) on 24-hours basis. All towing charges shall be borne by the contractor. The service shall be rendered within the two (2) hour time period after notification of breakdown. 4.2 The Contractor has to provide an appropriate breakdown recovery vehicle to operate breakdown vehicle. 4.3 All existing vehicles with their specific brand, model and quantity are listed in Annex A. The fleet of commercial vehicles shall be of the following categories: i) Ambulance ii) Van / Pick up iii) Lorry
All old or new registered vehicles acquired by the Company from time to time. 5. Warranty The Contractor shall provide a warranty of at least three months or longer if specified by original manufacturer against all defects on maintenance/repair jobs done. The warranty shall cover all labour and material costs. During this warranty period the Contractor is responsible for all eventualities arising out from the repair/servicing provided. Any vehicle breakdown on highway that towed away by EMAS cost shall be borne by the contractor 6 Duration & Extension of Contract Period The duration of the Contract shall be for a period of two (2) years with the Company having the option to extend in whole or in part for further period of one (1) year. 7. Total Vehicle Availability (TVA)/Downtime 7.1 The Total Vehicle Availability (TVA) Performance Index shall be used to assess the Contractor’s overall performance and for the purpose of imposing Liquidated Damages (LD). 7.2 The Contractor shall ensure the total fleet downtime per month shall not exceed 2% of the total vehicle availability (TVA). Downtime due to accident repair and cost-plus repairs is not inclusive. 7.3 The TVA shall be computed monthly as follows: TVA = T x 100% (to one decimal place) NxD
N = number of vehicles (as at beginning of the month) D = number of calendar days in that month Total downtime include once vehicle leaving TTSH and back to TTSH. 8. Documentation 8.1 Provision of supporting administrative services such as documentation of vehicles maintenance records, scheduling for routine servicing, preparation of management reports on fleet maintenance. 8.2 The Contractor shall submit monthly vehicles downtime records for comprehensive maintenance and cost plus repair to the Company. 9 Body Panel / Corrosion Repair All bodywork, corrosion repairs are to be protected with rust proof agents supplied by the Contractor. The Contractor is to provide a warranty of 6 months from the date of completion of such repairs against defects caused by corrosion resulting from poor workmanship. 10. Inspection 10.1 Vehicle which are less than ten (10) years old are to be inspected annually and vehicles which are more than ten (10) years old are to inspected quarterly by an authorised inspection centre as required by LTA. All costs shall be borne by the Contractor 10.2 The Contractor shall remove and dismantle all structures, fixtures, extra bumper, rear structure canopy, wooden bench, lighting, ladder rack etc from vehicles, if any, for the purpose of the annual statutory inspection and reinstate all structures, fixtures etc after inspection. Such removal, dismantling and reinstatement costs shall be deemed to have been included in the contract price. 10.3 Where vehicles fail the statutory inspections, all subsequent inspection fees are to be borne by the Contractor. 10.4 Inspection Certificates shall be handed to the Company within seven (7) days before the expiry of the road tax. Filling which the Contractor shall be fully responsible to pay any penalties imposed by LTA for the renewal of road tax. 11. Accident Repair In the event of motor accidents, the Contractor shall be obliged to provide quotation for the repair (s) with or without initiating accident claims. Such quotation shall include the downtime period required to complete such repairs. It shall be accompanied with qualified assessor’s report for submission to the Company before the commencement of the work. The quotations must be raised within three (3) days from the date the accident vehicle is in the Contractor’s workshop. The Contractor shall also administer all motor insurance claims on behalf of the Company with others or with the Company’s insurance broker. 12. Scheduling of vehicles 12.1 The Contractor shall prepare and submit the schedule of vehicles for preventive and comprehensive maintenance to the Company, at least one month before the work commences. Once the schedule is approved, the Contractor shall liase with the Company’s representative from the Transport department for the release of vehicles for preventive maintenance and other maintenance works to be sent to the Contractor’s workshop on the scheduled date & time. The Contractor shall arrange for another vehicle if the vehicle on schedule is not available due to operational demand. 12.2 The Contractor shall not schedule more than one (1) vehicle for servicing within the same day. 13. Spare Parts/Materials 13.1 The Contractor shall use only genuine or original manufacture parts for all replacement of components of the vehicles. Locally fabricated/assembled parts with overseas made components will not be accepted. Such replacement parts shall become the property of the company once the company takes delivery of the motor vehicle (s) after servicing or repair works are completed. The Contractor shall return all used parts together with the original packaging for the replacement parts to the company for the purpose of verifying the authenticity of the replacement parts used. 13.2 The Contractor shall ensure that all spare parts and materials used (e.g. lubricants, filters & hoses) conform to the quality and standard set by the vehicle manufacturers. 14. Testing of Works Prior to Hand-over of Vehicles. The Contractor shall certify all repairs are rectified and that each vehicle on repair is tested for its roadworthiness. Notwithstanding the above, the Superintending Officer shall verify and conduct random checks to determine each vehicle roadworthiness. 15. Cleaning of Vehicles All vehicles that are sent for repairs / servicing must be thoroughly washed and cleaned ie all interior and exterior surfaces, engine compartment and undercarriage to the satisfaction of the Superintending Officer. 16. Standard of Automotive Repair / Acceptance 16.1 The vehicle repair job shall comply to the manufacture standard recommendation, eg Renewal of high tension cable shall be in a set replacement of the door lock or ignition switch, shall be in a complete set (door locks & ignition switch). The level of automobile repairs required shall also be of a standard acceptable by the Superintending Officer. 16.2 Where there is a dispute on the level of repair and acceptance of the repairs done, the Superintending Officer decision shall be final. 17. Provision of Sending/Collection of vehicle for Repair 17.1 The Contractor shall collect the scheduled vehicle from the Company to their workshop for maintenance servicing and repairs. After each repair of servicing is completed, the Contractor shall deliver the vehicle back to the Company. 17.2 Prior to collection of the motor vehicles from the owner, the Contractor shall conduct an external inspection of the vehicles and report any defects or damage ascertainable by external examination to the owner. Such defects or damages not reported shall be deemed to have been sustained whilst in the possession of the Contractor. 18. Trade Plate 18.1 Any vehicle on road test or on tow shall be covered by a Trade Plate License. 18.2 The Contractor shall at his own cost and expense effect and maintain a Trade Plate license for purpose of performing such services with insurance coverage against all liabilities and risk arising from such services provided. 19 Damage to Company’s Property and Vehicles19.1 During the execution of the contract, the Contractor shall protect all property and vehicles belonging to the Company left under his custody from damage or loss. 19.2 Any damage or loss of properties and vehicles belonging to the Company, as a result of the carelessness, negligence or otherwise of the Contractor’s workmen, shall be made good or replaced by the Contractor to the entire satisfaction of the Company. 19.3 Should the Contractor fail to make good the damage or loss within the period specified, the Company shall, without further reference to the Contractor, have the damage repaired or loss replaced and all expenses incurred shall be deducted by the Company from the payment due to the Contractor. 20. Terms of Payment Payment shall be made within sixty (60) days upon receipt of an invoice, in duplicate from the Contractor, and subject to the maintenance work being certified satisfactorily performed by the Company. 21. Non-compliance 21.1 IT IS HEREBY FURTHER AGREED by both parties hereto that in the event of the Contractor failing to abide by the terms of this contract or breach of any of the stipulations herein contained and on the part of the Contractor to be observed or performed, the Contractor shall be liable to: 21.2 Pay the Company as liquidated and ascertained damages and not as penalty based on the following method of calculation, for which payment is due from the Company to the Contractor during which the breach occurred: a) Failure to achieve the target of 2% or less, on the total fleet downtime (210 hours per month based on 10 number of vehicles) for comprehensive maintenance work excluding repairs and cost plus repairs: $100.00 for every 0.1% increase subject to a maximum of $2000.00 per month. b) Failure, during working hours to provide Emergency Breakdown and Towing Services within the two (2) hours notification period: $100.00 per hour. c) Failure to repair in time within period mutually agreed: $50.00 for each day of delay per vehicle. 21.3 Reimburse the Company if another contractor (hereinafter referred to as “the substituted contractor”) is employed to carry out and complete the contract task within the stipulated time allocated for the assigned tasks (without prejudice to the right of the Company to recover from the Contractor any sum of money or payment due to the Contractor by the Company under this Contract) whereby the Company has to pay to the Contractor charges higher than the rate as agreed in this Contract. The Contractor shall reimburse the Company the difference at the rate charged by the substituted contractor for the period during which the substituted contractor carries out the work task and the amount of such reimbursement may be deducted from the performance Bond paid by the Contractor to the Company by virtue of “Non-Compliance” of this Contract. 22. Termination 22.1 The Company may upon one month’s notice in writing to the Contractor terminate the agreement at any time. The Contractor shall be entitled to any expenses that have been reasonably and properly incurred in connection with the performance of the agreement up to date of termination. 22.2 The Company may also terminate this Contract forthwith, by notice sent by registered post to Contractor if the Contractor: a) Wholly suspends the works without reasonable cause. b) Commits an act of bankruptcy or becomes insolvent or compounds with or makes any assignment of this Contract for the benefit of his creditors. Offers or gives or agrees to give any person any gift consideration of any kind as an inducement or reward for doing or forbearing to do or for having done any action in relation to the obtaining or execution of this Contract with Company or for showing or forbearing to show favour disfavour to any person in relation to this Contract or any other agreement or contract with the Company, or if the like acts shall have been done by any person employed by the Contractor or acting on his behalf (whether with or without the knowledge of the Contractor) or if in relation to this Contractor or any Person employed by him or acting on his behalf shall have committed any offence under the Penal Code or Prevention of Corruption Act (Chapter 104, 1970 or shall have attempted to commit such an offence or shall have given any fee or reward the receipt of which is an offence under the said Acts. The Company shall be further entitled to recover from the Contractor the amount of any loss resulting from such termination, In the event of any of the above occurring the Company may carry out the work by other means and all costs so incurred shall be payable by the Contractor. 23 Addition / Subtraction of vehicles
24. Quality Assurance The Contractor shall perform all works in accordance with good engineering practice and in compliance with the terms and conditions of this agreement. The Contractor acknowledges that the Company relies completely on the knowledge, skills and judgement of the Contractor under this agreement in the performance of works. For the purpose of ensuring compliance with this agreement, the Company shall be granted access at all times to the premises of the Contractor. The Contractor shall ensure that reasonable assistance is rendered to the Company at all such visits. Annex AServicing Package For A Total Of Commercial Vehicles For Tan Tock Seng Hospital Based On 4 Servicing Per Year
Annex BSERVICING PROGRAMME FOR TTSH FLEET OF VEHICLEScope Of Work For 4 Servicing Per Year Only At 90 Days or 5.000km interval between each servicing whichever comes first.
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