KPWKM Report

PROPERTY MANAGEMENT OF KPWKM
1.0 INTRODUCTION
The task in Property Management started with creating the objective and goals of each
of a property they manage. As property manager, their scope of work unpredictable and
different based on each objective. To achieve goals and objectives, they need to develop
strategies and strive to achieve the initial objective. The unpredictable refer to these all
operate wider economic framework which it is associated with external factors, sometimes it
can be controlled and the rest cannot be controlled.
In the real estate sector, it can be divided into two largest owners in the country which is
Private sector and Public sector. For the professional private sector, in managing property,
must be someone who registered with Board of Valuers, Appraisers and Estate Agent
Malaysia (BOVEA). While, in the Public sector such as department and minister was
manage government owned real estate. In the form of managing building, it is clear that
private sector used to follow the rules or standard in appointed Property Manager. However,
there are issues involving certain public sectors manager was not being registered by
BOVEA. It can be described by three levels of government, the federal government, the
state government, the local government and government agencies. Pressure in getting
better Property Manager in Malaysia government buildings lead to several issues in
managing sector. This study will analyze overall problem or issues that related to property
management.
Basically, high rise Government building or any high rise building, will maintained by
Facility Management. It become important for many building owner especially building or
facility in 24 hours every day operation but in KPWKM, the building only function ten hours
per day. The management that usually used in building is in-house, outsource or
combination of both approach. The approach used in the building is outsource approach
since management that involve financial will be covered by outsource management such as
Tenancy Management and facility management. The Facility Manager in KPWKM shall
undertake the Facility Management services in accordance with but not limited to the Garis
Panduan Penyenggaraan Berjadual Bangunan Kerajaan.
According to Gurjit Singh (1996), Facilities Planning process identifies user needs and
agrees service levels as the basis for designing the service. Effective planning of facilities
will ensure that they are work shaped and support work processes. Compared with our case
study, the appointed Facility Manager aims to keep the image of the building where the
KPWKMs building is equivalent height as the building of the Prime Minister. Any defect or
deficiency will affect a person's outlook on government buildings. Most of government
buildings developed do not seek a high rental income
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where
the
main
concern
in

managing its property is to give social service and maintenance of property value. Such as,
low cost housing scheme (DBKL) Government Buildings.
1.1 Scope of study
The scope area selected is Putrajaya because this area has many options for us to
choose the most intelligent building.
Figure 1: The location map of Putrajaya

To achieve the requirement of this course of work, we would like to study on the
property management in government buildings in Putrajaya. Since the Putrajaya has many
option of high rise government building. We have chosen Property Management at
Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) as our case
study which is the highest building in Putrajaya. In conducting this study also, we should
follow outlined scope given by lecturer for ensure that the objectives are achieved.
1.2 Objective of study
1. To identify the current situation of the property management and proposed action to
overcome the issues or problem.
2. To understanding towards the property to study in depth (Government Building).
3. To analyze the opportunities in enhance the business value.
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4. To help us to be more research minded by encouraging us to do more reading on
articles, journals and books in order to complete our coursework.
1.3 Importance of study
Based on objective that needs to be achieving before, we hope this study can beneficial
to those who use it. This management study on government building is important to enhance
the quality of the maintenance while kept the properties in good condition and facilities. Any
weakness encounter on management also can corrected or changed as fast as. Thus,
KPWKM building can be successful management building, give good image to public and
KPWKM will continuous choosing their old Property Manager to maintain the building.
Besides that, it is used to enhance our firm management in term of maintenance,
technology or quality of service as well as overcome any obstacle happen.
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2.0 THE DESCRIPTION OFSUBJECT PROPERTY
As requirement, we have selected the government building as our subject property.
The government building that we choose as our reference in property management is
Kementerian Pembangunan Wanita dan Keluarga (KPWKM) that located at Putrajaya. The
address of KPWKM is No. 55, Persiaran Perdana, Presint 4, 62100, Putrajaya.
Besides that, Putrajaya is also near to Cyberjaya, Puchong, Dengkil, Kajang, Bangi
and Kuala Lumpur. Putrajaya also easily access from various highway and roads. For
example, the North South Central Expressway Link (ELITE), on the edge of Cyberjaya, the
South Klang Valley Expressway (SKVE), Kajang Dispersal Highway (SILK), Sungai Besi
Highway (BESRAYA), DamansaraPuchong Highway (LDP) and Maju Expressway (MEX). It
takes 40 minutes by car, which is 38 kilometres from UITM Shah Alam to Putrajaya by using
ELITE highway.
KPWKM building also known as 4G11 Tower is the latest iconic 40-storey tower and
the Highest building in Putrajaya. The developer for this building is Hijjas Kasturi
Associates Sdn bhd but under the fully responsibilities by Putrajaya Holding (PjH) and the
budget to complete this building is RM200 million. It starts to be built on year 2004 and have
completed on year 2008. This building has 38 floors of office area, 2 rooftops and 3
basement car parks. 38 floors have been divided by two parts which are low zone and high
zone. Low zone is from level G until level 22, whereas high zone is from level 23 until level
38.
. Figure 2: The subject property and the sign
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The building materials for this building consist of steel diamond sub frame, aluminium
louvres, stainless steel rod, metal support and GI service ledge. All part of the buildings are
made up from the high level of materials which have such a good characteristics like long
lasting materials and weather resistance. It makes the building look such a prestigious
building and looks very convenience for the government servant.
The surrounding developments also the other building government that situated
around of KPWKM are Kementerian Luar Bandar dan Wilayah, Jabatan Kebajikan
Masyarakat, Kementerian Kesejahteraan Bandar,Perumahan dan Kerajaan Tempatan,
Kementerian Komunikasi dan Multimedia, Jabatan Peguam Negara, Dataran Gemilang,
Putrajaya International Convention Centre (PICC) and Taman Empangan Park. Refer to
Appendix B.
Figure 3: The developments surrounding of KPWKM.
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In KPWKM building, facilities also as the aspects that provided in the building for the
government servants use and occupants on that building. The example of the facilities that
provided in the building are as follows:Dewan Perdana Nur
Main lobby
Conference room
Surau
Cafeteria
Aerobic room
Library
Gallery
Changing room
Gymnasium
Pantry
Nursery
Figure 4: The example of facilities that provided at KPWKM.

The building of KPWKM is being managed by Bahagian Khidmat Pengurusan (BKP).
It is the department that has the authority to manage in the facilities management on that
building. They have to responsibilities to make sure that the building conditions are in a good
state of repair. Besides that, BKP must be link together with the outsource based property
management company which have selected during the open tender by Jabatan Kerja Raya
(JKR) .The selected of contractor which have been fully requirement and follow the criteria is
Lapisan Rezeki Sdn Bhd. Additional to, Lapisan Rezeki Sdn. Bhd will responsible and
cooperate to managing the building condition according to specification given by BKP and
not to breach all the terms that have been stated in the agreement.
2.1 Statement of Need
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A) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM).
Vision
The key driver for achieving gender equality, family and community development and peace
lovers as the basis for the formation of a development country fairly.
Mission
Integrating the perspectives of women and society into the mainstream of national
development and strengthening of the family institution towards improving social welfare.
Goals
Establishing a prosperous society through strategic sharing responsibilities and social
development to a service-delivery of efficient and effective.
B) Bahagian Khidmat Pengurusan (BKP)

Vision
Provide facilities management services and general administration of quality and
professional services to support the core ministries towards organizational excellence.
Mission
Provide administrative services and support the efficient and effective service to internal
customers and wildlife ministry.
Objective
Ensure that support services are provided implemented efficiently and effectively to meet the
needs of shakeholders and customers.
2.2 The Mission of Lapisan Rezeki Sdn. Bhd

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Policy is one of the aspects that usually have in one formal organization. It is more
towards the goals and achievement that they want to construct on future. Together with that
mission, the organization can predict on their future objectives for the many aspects and to
achieve the better productivity on future. The quality policy of Lapisan Rezeki Sdn. Bhd as
the good guarantees of services that be provided by the Lapisan Rezeki Sdn. Bhd. The
quality policies for the future are as follows:Quality Policy
Your satisfaction is our priority .Our Quality Policy is Your Satisfaction is Our Priority
through continuous improvement and customer satisfaction activity, to satisfy our customers
as well as to ensure Companys competitiveness.
We shall maintain and improve our Quality System to satisfy our requirements and needs.
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3.0 THE ORGANIZATION STRUCTURE OF KEMENTERIAN WANITA, MASYARAKAT DAN KELUARGA (KPWKM).
Organization structure of KPWKM
MINISTER
YB Dato Sri Rohani Abdul Karim
DEPUTY MINISTER
YB DatukAzizahMohd. Dun
DEPUTY MINISTER
YB DatinPaduka Chew Mei Fun
LPPKN
JKMM
GENERAL SECRETARY
YB Dato Sri Rohani Abdul
Karim
NIEW
ISM
JPW
DEPUTY GENERAL SECRETARY

(OPERATION)
YBhgnDato NorshamRahin
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NATIONAL
KEY RESULT
AREA UNIT
(NKRA)
CORPORATE
COMMUNICATION
S UNIT

(STRATEGY)
YBhgnDato Harjeet Singh
LEGAL
ADVISORY
UNIT
SECRETARIAT
OF THE
COUNSELOR
INTERNAL
AUDIT UNIT
INTEGRATIO
N UNIT
DEPUTY GENERAL
SECRETARY
(STRATEGY)
YBhgnDato Harjeet Singh
DEPARTMENT OF
WOMEN, FAMILY AND
COMMUNITY POLICY
DEPARTMENT OF
INTERNATIONAL
RELATIONS
DEPARTMENT OF
NATIONAL SOCIAL
POLICY (DSN)
Branches of development
policy and family
Multilateral Unit
Execution of National Social

Policy unit
Planning and research unit

Regional unit
Unit of women development
ASEAN and Bilateral Unit
Unit of family development
Branch of community
development policy
Planning and research unit
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Unit of community
development
Committee of National Social

Policy unit

(OPERATION)
YBhgnDato NorshamRahin
ECONOMIC
EMPOWERMEN
T OF
BUMIPUTERAS
UNIT
Policy and
Coordination
DEPARTMEN
TOFINFORMA
TION
MANAGEMEN
T
Unit of
development &
maintenance
Implementation
and monitoring
Unit of
operations and
Implementation
and monitoring
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DEPARTMENT
OF
DEVELOPMEN
T
DEPARTMENT
OF SERVICES
MANAGEMEN
T
DEPARTMEN
T OF
ACCOUNT
Unit of
development
Unit of security
administration &
logistics
Management
accounting
Section
Service
management
unit
Unit of
secretariat
coordination &
Legislative
and
monitoring
Unit of
performance
management
Resources
center Unit
Financial
accounting
Asset
management
unit
Administration
and Finance
DEPARTMEN
T OF HUMAN
RESOURCES
MANAGEMEN
T
Organizational
development unit
Unit of manpower
development
Psychological
management unit
(UPPal)
DEPARTMEN
TOF
FINANCE
Finance unit
Unit of

Based on the organization above, there area five (5) members of Ministry Of Women,
Family and Community which is Minister, Deputy Minister, General Secretary, Deputy
General Secretary (Operation) and Deputy General Secretary (Strategy). Kementerian
Wanita, Keluarga dan Masyarakat now oversees four (4) agencies under its direct
jurisdiction which include Department for Women Development (JPW), Social Welfare
Department of Malaysia (JKMM), National Population and Family Development Board
(LPPKN) and Social Institute of Malaysia (ISM).Then, under General Secretariat, there are
six (6) units such as National Key Result Area Unit (Nkra), Corporate Communications Unit,
Legal Advisory Unit, Secretariat of the Counsellor, Internal Audit Unit and Integration Unit
For Deputy General Secretary (Strategy) ,there are three (3) departments which are
Department Of Women, Family and Community Policy, Department Of International
Relations and Department of National Social Policy (DSN).
While, for Deputy General Secretary (Operation), there have seven (7) departments
which include
Information
Economic Empowerment Of Bumiputeras Department, Department of
Management,
Department
Of
Development,
Department
Of
Services
Management, Department Of Account, Department Of Human Resources Management and

Department of Finance.
3.1 Scope of Work
Management Services Department (BKP)

Management Services Department (BKP) is responsible to control all the
activities and services which include event management, asset management, and
secretariat & quality coordination where they will appoint property manager of
Lapisan Rezeki Sdn. Bhd to monitor and control any activities and programs that will
be held in KPWKM. Other than that, BKP will manages and give an approval to any
matters that relating to government including, booking meeting rooms and food
preparation and management of files and records. It also manages the purchase,
control, maintenance and disposal of assets and inventory of office.
Bahagian Khidmat Pengurusan (BKP) also responsible to supervise the
check list of maintenance, cleaning and security undertaken by the Lapisan Rezeki
Sdn. Bhd either it fulfill the specifications and scope of work that has been agreed. If
there has any complaint from the occupants, BKP will take an action for that
complaint by instruct the Lapisan Rezeki Sdn. Bhd to get a replacement or repair.
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Secretariat & Quality Coordination Unit.

Secretariat and quality coordination has 3 units which are Quality unit,
Parliament unit and the Council Secretariat Official ceremonies. The role of
Parliamentary unit is to coordinate matters pertaining to Parliament include questions
of Representatives and the Senate, debate and winding-up and presentation of the
Bill. Besides, the units will serves to manage the quality of Total Quality Management
(TQM) of KPWKM. The Secretariat of the Councils Official is responsible to make a
maintenance work of secretariat and official functions of government.
Logistics and Asset Management Unit.

Logistics Unit is responsible for managing the logistics office and government
assets such as maintain the records of capital assets, inventories and stationery.
Besides that, it also managing the planning and asset purchases of capital assets
and arrange for disposal and loss of government assets and the management and
maintenance cost (store) of KPWKM building.
Safety and General Administrative Unit

Safety and general administrative unit is responsible for managing the
cleanliness and beauty of office space, physical security, manage all documents, files
and correspondence system and coordinate the use of document. In addition, they
also are responsible to make maintenance of official vehicles and the management of
childcare in workplace.
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Resource Centre Unit

Resources Centre Unit serves as a reference centre related data and
information as well as being a resource centre interactive to all citizens and target
groups Ministries, Departments and Agencies to support the development and
research in the field of Women, Family and Community.
Asset Management Unit

Asset management unit is responsible to manage all Mobile Asset
Government in the Kementerian Pembangunan Wanita, Keluarga dan Masyrakat
(KPWKM) and the agencies under it which include Acceptance, Registration, Use,
Storage and Inspection, Maintenance, Disposal, Loss and Write-offs. They also have
to manage the appointment of Examiners Board and Investigators committee and
serve as a secretariat for Government Asset Management Committee Meeting
(JKPAK) Ministry level.
Asset management also responsible to coordinate the preparation which
include the Capital Assets and Inventory, Examination of Capital Assets and
Inventory, Disposal of Government Mobile Asset and Action Surcharge and
Discipline.
Event management
BKP will appoint Facility Management (LR) to manage and controls all the
programs after the client obtain an approval to use the auditorium or hall. Any
decision is under BKP, so that facility management should get the approval from the
BKP such as an arrangement for the chairs, the preparations of audio visual and also
monitoring the event.
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3.2 ORGANIZATIONAL STRUCTURE OF LAPISAN REZEKI SDN. BHD
VERIFIER
Mohammad Firdaus Bin Mat Din
FACILITY
MANAGER
Juliana Idayu Abdullah
ENERGY
MANAGER
Vacancy
QUALITY
OFFICER
Chew KweeLan
ADMIN CLERK
Amirah Fatonah Azmi
HELPDESK
&CMMS
Fatin Aqilah Abd
Rahim
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HSE &
RISK
OFFICER
Muhammad
Hazmi Bin
CHARGEMEN (HT)
BO
Ahmad Abdullah
CHARGEMEN (LV)
A4
Vacancy
WIREMEN (PW4)
1) Muhammad Nazim
b.Mohtar
2) Syahriman b.Harun
WIREMEN (PW2)
1) Mohd Safwan Bin
Din
2) Vacancy
COMP.VISITIN
G ELECTRICAL
ENGINEER
Loo Keah Ching
ELECTRICAL
ENGINEER
Vacancy
ELECTRICAL
SUPERVISOR
Amirul Naaim b.Abdul
Halim
ELECTRICAL
TECHNICIAN
1) Muhammad Muzani
b.Jarjis
2) Muhammad Ashraf Bin
Abdullah
3) Vacancy
4) Vacancy
MECHANICAL
ENGINEER
Muhammad Haziq b.
Ramlee
ASST.MECH.ENGINEE
R
Vacancy
MECH.
SUPERVISOR
Mohd Farid b.Talib
MECH. TECHNICIAN
1) Mohamad Ridzuan Bin
Mohd Zulkefly
2) Muhammad Faizsal Bin
Riswan
3) Mohamad Hasif Hilmi Bin
Sanusi
4) Mohammad Hafizuddin
Bin Mohd Arif
5) Nasrul Afiq Bin Addenan
6) Mohd Naim Bin Hashim
7) Vacancy
8) Vacancy
9) Vacancy
CIVIL ENGINEER
Muhamad Khairul
Azam b. Ibrahim
CIVIL
SUPERVISOR
Mohd.Zulkifli
b.Ghafar
CIVIL TECHNICIAN
1) Nurmala Binti Yunus
2) Nur Azizah bt.Mohd
Basir
3) Latif Bin Sodarman
HANDYMAN
1) Mohamad Afandi
Bin Ideris
2) Ahmad Luqman
Bin Muhammad
Razali

Based on the organization structure above, the Facility Management which is Lapisan
Rezeki Sdn. Bhd has seven (7 departments of organization. There are:
i.
ii.
iii.
iv.
v.
vi.
vii.
Energy Manager,
Quality Officer,
HSE & Risk Officer,
Compt. Visiting Electrical Engineering,
Electrical Engineering,
Mechanical Engineering,
Civil Engineering,
3.3 Scope of work

Facility management, Lapisan Rezeki Sdn. Bhdis responsibility include control all the
maintenance of services, security, engineering services, and managing the whole of the
building. Besides, it also creates an environment that encourages productivity which is safe,
pleasing to clients and customers, meets building regulations, and efficiently.
i.
Energy manager
Energy manager is responsible for overseeing and carrying out energy and
sustainability objectives for an assigned account in accordance with management
agreements and client requirements. Besides, it will maintain the records of energy
suppliers, transportation and metering companies, and regulatory bodies also maintain
the links with current and potential energy suppliers. Energy manager take an action to
conduct or arrange energy audits and surveys, performance tests and investigations and
to assist in the development of energy-conscious design, maintenance, and operation
policies in KPWKM building.
ii. Quality Officer

Quality officer is responsible for ensuring that all managers, process owners and
supervisors for developingand maintaining their part of the quality management
system.They also monitors and advises on how the system is performing, which may
often include how the workers perform their skill in management of the building, the
schedule of management systems and so on. In addition, quality officer will promoting
the quality achievement and performance improvement across the organization in the
building.it also responsible in setting up, maintaining controls of the documentation such
as the schedule of work in the building.
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iii. HSE & Risk Officer
It provide the Health Safety Environment improvement proposals stating such as
the non-conformance, proposed corrective action, required resources for corrective
action and plan of implementation. Besides, they will review and analyze accidents and
near miss incidents and making corrective action recommendations to make sure the
building is in good condition. they also supervises the regular inspection of firefighting,
safety and emergency response equipment.To ensure regular emergency response
exercises and drills are conducted to ensure the highest level of preparedness in any
emergency andmaintains the records of such drills, providing recommendations for
emergency response improvements of the building.
iv. Computer Visiting Electrical Engineering
Computer visiting Electrical Engineering are responsible to interpret all the
information such as the design, analysis data, and operation of electrical and electronic
systems in computer. They also will operate computer-assisted engineering and design
software and equipment to perform engineering tasks to perform the detailed
calculations of establish construction, and installation standards and specifications.
v. Electrical Engineering
Electrical engineering is to perform the system such for electrical power systems
load flow, voltage drop, motor starting, short circuit studies, and relay coordination
instalment. They also develop test requirements and assist in electrical equipment to
check out, start up, review and check all assigned project electrical installation drawings
for compliance with all company and project instructions. For example, One-line
diagrams, electrical equipment location drawings, plan drawings, details, schematics,
wiring diagrams, of technical vendor submittals for installation requirements in the
building.
Besides, electrical engineer will take an action to create technical schedule to
ensure the major electrical equipment is going smoothly and systematic. They also do
an inspection to ensure that all staff and manpower do their work as stated in work
schedule and review the technical vendor submittals for installation requirements. In
addition; they will manage, maintain, and improve electrical instruments, equipment,
facilities, components, products, and systems in the building. Also inspect completed
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installations and observe operations, to ensure conformance to design and equipment
specifications and compliance with operational and safety standards.
vi. Mechanical Engineering
Mechanical engineering is to ensure that all instalments of plant and machinery
in the building in good condition through do an inspection the condition of the machinery
to ensure there has no breakdown or damaged such as air-conditioner, lift and so on.
besides, they also responsible to analyze and test the different of machine and their part
to ensure their function is flawless and oversee all the instalment, operation,
maintenance, and repairing of machines and equipment is functioning according to
specifications. Then, they will monitor and commissioning plant and machinery systems
in the building.
vii. Civil Engineering
Civil engineering is to estimate quantities and cost of materials, equipment, or
labor to determine project feasibility and prepare or present public reports, such as bid
proposals, deeds, environmental impact statements, and property and right-of-way
descriptions. Furthermore, they take an action in doing inspection the system that
provide in the building such as drainage and sewage disposal systems, septic systems
and so on.
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3.4 ORGANIZATION STRUCTURE THAT RELATED OF KPWKM AND LAPISAN REZEKI
SDN. BHD
PUTRAJAYA
HOLDING
KEMENTERIAN PEMBANGUNAN
WANITA, KELUARGA DAN
MASYARAKAT(KPWKM)
BAHAGIAN KHIDMAT
PENGURUSAN(BKP)
JABATAN KERJA
RAYA (JKR)
FACILITY MANAGEMENT, LAPISAN
REZEKI SDN.BHD
ADMINISTRATIVE
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ELECTRICAL
ENGINEERING
MECHANICAL
ENGINEERING
CIVIL ENGINEERING

Putrajaya Holdings as a corporate company that is responsible for developing all the
administrative buildings in Putrajaya. The buildings will be leased to ministries to manage the
building and running the administrative work. KPWKM building is one example of building
leased by PJH. There have a department in the ministry who will manage the building known as
Bahagian Khidmat Pengurusan (BKP) that involve in facilities management. Jabatan Kerja
Raya (JKR) is a government body that will appoint a contractor to manage and maintain the
administrative building at Putrajaya. Lapisan Rezeki Sdn. Bhd is the contractor that has been
selected upon the open tender and has been selected by JKR for managing and maintaining the
wear and tear of KPWM.
At Lapisan Rezeki Sdn. Bhd arrangement, there has four (4) main of department which
including Administrative, Electrical Engineering, Mechanical Engineering and Civil Engineering.
Administrative department is responsible to prepare the record keeping, filing and
documentations of the building checklist or maintenance preventive planned form in operating
and maintaining in the KPWKM. There are 3 parts of maintenance such as civil, electrical and
mechanical engineering. All the checking form and checklist will be separated into the different
types of maintenance. Besides that , any recommendations by the Lapisan Rezeki Sdn. Bhd,
must refer first to the Bahagian Khidmat Pengurusan (BKP) to get an approval before the action
will be taken.
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4.0 PROCESS OF TAKING OVER IN PROPERTY MANAGEMENT OF KPWKM.
A) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) and
Putrajaya Holding (PjH).
The building of KPWKM developed by Putrajaya Holding (PjH) which was completed in the
year 2011. Putrajaya Holding (PjH) is the Master Developer of Putrajaya where they were
responsibility of designing and developing the comprehensive highly strategic 20-year Putrajaya
Masterplan. Today, with more than 20 signature development projects in Putrajaya comprising
office building, commercial hubs and residential included this building of Kementerian
Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM).
Figure 5: Putrajaya Holding (PjH) Tower at Putrajaya

Putrajaya Holding (PjH) will control all building structure and condition in Putrajaya . Then, if
any building wants to make the renovation that can give an effect on the structure, the must be
under consent of PjH and get an approval from them. The renovation works usually include
either minor or major building. But, the transition process is not give a permission to make any
renovation as the KPWKM just a leased property to use on this government building.
This building is fully 100% belongs to government and Putrajaya Holding (PjH) also open
and developed other develop office building for another sector such as private sector. After the
building of currently known as Kementerian Pembangunan Wanita, Keluarga dan Masyarakat
(KPWKM) completed built in 2011 then Putrajaya Holding (PjH) has rent out for the building.
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The building and land owned by Putrajaya Holding (PjH) where the term of leasing
mentioned in contract is 10 year and the status of the building as leasehold tenure. For the
rental paid, Kementerian Pembangunan Wanita, keluarga dan Masyarakat (KPWKM) will paid
the amount by annually to Putrajaya Holding (PjH) in a few million (total rent private and
confidential). Besides that, Kementerian Pembangunan Wanita, Keluarga dan Masyarakat
(KPWKM) also has lease the building with all immovable assets and fully furnished upon
entering the building.
Figure 6: The Example OF My SPATA at discussion room and cafeteria.

All the immovable asset that installed on that building have its own code and the record on
My SPATA. According to the briefly explain by Puan Nurazlina, she said that My SPATA is one of
the proper recording immovable asset that currently provided by the Putrajaya Holding (PjH)
when they give the leased on that building to KPWKM. This also as a change of ownership of
the asste and the KPWKM staff has authority to use on that asset. All the immovable asset that
stated in My SPATA has its own code. All code also is under consent of Putrajaya Holding (PjH)
and Ministry of Finance (MOF).
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B) Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) and
Lapisan Rezeki Sdn. Bhd
In property management in KPWM, there is the taking over process happen in terms of
management. Lapisan Rezeki Sdn. Bhd is Facility Management company that has taking over
the maintenance work for KPWM building from the previous facility management company
which Global Facility Manager (GFM). GFM is the company that has end their contract on
February 2014.The example of transition form between this two company are private and
confidential and cannot be exposed to the public.
The Global Facility Manager also the example of list of contractor that have been selected
upon the open tender by Jabatan Kerja Raya (JKR). The Global Facility Manager (GFM) is the
example of company that have started their contract in managing and maintaining of KPWKM
building on November 2011. They responsible to provide the Integrity Facility Management on
that building. It involves from the aspects of operation and maintenance.
Upon the transition management, Lapisan Rezeki Sdn. Bhd shall ensure that the facilities
management are provided continuously without interruption. Beside that, Lapisan Rezeki Sdn.
Bhd shall undertake with appropriate resources, conditions survey of facilities, open spaces,
infrastructures and services to be handed over. During our interview session, Encik Khairul
Azzam has told us that, the Global Facility Management (GFM) is not provide any updated
consolidated updates, extracted from its condition survey and ongoing monitoring of the defects
rectification work that has been undertaken. Then, the Lapisan Rezeki Sdn. Bhd should
undertake the inspection and identify the condition of building upon wants to executed the
maintenance work.
During the transition period, Lapisan Rezeki Sdn. Bhd shall provide appropriate personnel to
attend all training sessions as to make sure that there are very effective and competent workers
to do such maintenance jobs. 2011. A full time team comprising of Management and Technical
staff is deployed for the execution of the works. The priority for the team is in ensuring the
functionality and working condition of the built environment is in keeping with the client
expectation.
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The Lapisan Rezeki Sdn. Bhd as a new company that meet a criteria and expectation by the
specification given by Jabatan Kerja Raya (JKR). It is the selected company that starting the
contract on March 2014. They have done their joint inspection for the whole building to know the
current condition and part of building as they does not get any taking over documentation from
the previous facility management company. The term of period for the contract is 4 years and
given an allocation of RM 24 Million. The site office also has provided for the Lapisan Rezeki
Sdn. Bhd which situated at the 24th Floor of KPWKM building. It easy for them to go to the
siteand can rectify any defects and damage as soon as possible.
After entered in this company, Lapisan Rezeki Sdn. Bhd. need to do a division work and
prepare on their management plan. They should identify the preparation of checklist and also
the list of contractor that can meet the criteria and done the job perfectly. From example,
Lapisan Rezeki Sdn. Bhd. need list insurance coverage details, who are person in charge and
the contact number. Furthermore, they also need to make are detail budget of the current year
and any breakdown of expenses incurred to date and at the same time must audit their account
or statement of account.
Lapisan Rezeki Sdn. Bhd. will control and cover all things as civil, mechanical, electrical,
housekeeping and included any event. For example event management as the use of Dewan
Perdana Nur is exempted for any charge (FOC) for all event that wants to be held on that hall.
Kementerian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM) has put a condition
for the tenant to use the hall for any event the purpose for and related to the event that closely
linked to education, community activities, and childrens festival and formal meetings.
Lapisan Rezeki Sdn. Bhd. must seek approval if they wish to make any maintenance
involving the occupants of the building should be during in working hours. For example making
pest control sprays have to announce a week earlier to the Bahagian Khidmat Pengurusan
(BKP) and after that they must serve the notice to all the occupants on that building as they can
alert and vigilant when spraying especially for the any occupants that have an illness and
allergic. .Lapisan Rezeki Sdn. Bhd. need to followed all the standard of procedure when they
get an approval from Bahagian Khidmat Pengurusan (BKP). The Bahagian Khidmat
Pengurusan (BKP) also have to check and monitor all the works done by Lapisan Rezeki Sdn.
Bhd. every time to make sure the condition inside the building are in a good condition and can
provide the best services for their workers and visitor.
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5.0 TENANCY MANAGEMENT AT KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA
DAN MASYARAKAT (KPWKM).
5.1 Introduction.
To conduct the tenancy management in KPWKM, the first important thing that should
have is tenancy agreement before enter to another step. Based on National Land Code (Act
56) of 1965, tenancy agreement is govern this tenancy agreement in part 15, part 1 chapter 7
and the sixth schedule. The tenancy agreement is one of main contractual document between
the owner and the tenant that content the contractual right and obligation of both parties.
According to our case study, Pn. Nurazlina state that this KPWKMs building is
developing by Putrajaya Holdings Berhad (Developer under Government). Although the
KPWKM is also under government building, it also should pay some of money to recover the
cost involve in developing this building.
KPWKM has only let one of the levels to tenant for managing the cafeteria in their
building. This cafeteria are maintained and controlled by the outsource company which
appointed by top management and not appointed under Facility Management (Lapisan Rezeki
Sdn. Bhd). Any agreement made regarding to the managers letter of appointment for tenancy
must be based on permission and the approval from Jabatan Khidmat Penggurusan and
Jabatan Kerja Raya (JKR).
The location of rented space is on the second floor where the place is divided into 3
parts. The second part is reserved for VIP, VVIP and guests specially brought to the ministry.
The following is the photo that has been taken:-
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Figure 7: The view at cafeteria
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The entrance to the cafeteria can enter through two doors. The first door is near to part 3
while the second entrance (main entrance) is between the part one, two and three. The picture
below shows the plan for level 2:-
Figure 8: The floor plan at 2nd Floor

Facilities provided at this level such as toilet as well as Surau for muslime workers. The
figure below shows the comfort facilities provided for public use or employees.
Figure 9: The surau located at the same level of cafeteria
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Figure 10: The toilet at cafeteria

Kiosk, which was provided to tenants, is seven kiosks. Moreover, competition between
the kiosk is also high because the number of dealers who crowded. For the entire kiosk (level
two), Tenancy manager must pay RM 2400 per month to a top manager to ensure cafe is in a
controlled manner and to pay certain bills. However, the price is likely to be increased up to RM
3500 for some reasons. In addition, the tenancy manager is also responsible for ensuring that
the controlled price for each sale is not too high and not too low. The price for any sale must be
according to the standards stated by Bahagian Khidmat Pengurusan (BKP). For example the
price of a piece of chicken must be ranged between RM2.50 to RM 3.00.
5.2 Food and beverage kiosk.
The charged imposed for entirely to the tenancy manager is RM2400 between the tenant
and the owner (KPWKMs). Thus, traders kiosk manager hired under the tenancy with the
amount that tenancy manager was satisfied with. Rental payments payable not include any
service charge due to the buildings function, not for profit. As Pn Nurazlina said, the rental
expected around RM 500- RM 1000 per month for every kiosk must pay to tenancy manager.
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Figure 11: The charts for cafeteria management
terian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM)

(Owner)
Zaquan Catering
(Tenant)
Kiosk Trades
Consequently, all maintenance, cleaner and others, is under the responsibility of facility
manager (Lapisan Rezeki Sdn. Bhd) to manage the entire building. Facility manager will monitor
them in managing property in level 2. In terms of diet, any complaint to his superiors about the
food sold as example it contains substances that affect health will be fined or penalty.
5.3 Appointment of Tenant Process.
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Before signing the contract between the tenant and the owner, tenant had through this following:
5.4 Term in Tenancy Agreement
Fill out a rental application from portal site KPWKM
Unit Pengurusan Bangunan received a rental application
Review of the application
Preparation Minutes pieces for consideration and approval of the officer involved
Tenancy Approval Application to the Perbendaharaan
Application for Approval of rental if the area exceeds (464.50mp / 5,000kp)
pplications submitted to Bahagian Pengurusan Hartanah for consideration Office Space Committee Meeting
Tenancy approval is received and will be notified
Provision of documents Agreement Penyewaan
The agreement is finalized

According to this study, it would be hard in getting the information of term in tenancy
agreement since the contract is between the Putrajaya Company and Tenancy Manager. Even
thought, the tenant was appointed by the KPWKM, the power in tenancy management is limited.
There is certain general information that we could used:-
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1. Identification of parties
The owner of this building is Putrajaya Company while the tenant is Zaquan Catering.
2. Identification of property
The location of the property is building Kementerian Pembangunan Wanita Keluarga dan
Masyarakat (KPWKM) which is level 2 only. Besides that, the catering was operated in
office building.
3. Time of payment and amount of rental
Every monthly, the tenant manager will pay RM 2400 to KPWKM.
4. Use of premise
Provide Food and Beverages Only.
5.5 Fee of Service Charge
Whether the service charges is fixed or variable, the cost of services were included in
rental payments, but as costs and inflation escalated, top management wanted to make sure
they recovered all their cost every year. Some old lease still provide for a fixed charge to be
levied. These chargers cannot be varied, regardless of the actual costs to the landlord.
However, most service charges are based on the actual or estimated cost of the services and
thus vary from year to year. These are known as variable service charge.
The term of service charge commonly associated with tenancy agreement where it
levied by landlord or owner to recover the costs they incur in providing services to a dwelling. In
the tenants lease or tenancy agreement set out, is the way in which the service charge is
organised. The charge normally used to covers the cost of such matters as general
maintenance and repairs, insurance of the building and, where the service provided, central
heating, lifts porterage, lighting and cleaning of common areas etc.
There exists a larger gap between the above situation and our case study where the
services provided within the lettable area were not imposed any charges. Based on our
interview, they said that the service provided in government building is only to give satisfaction
and comfort to employees KPWKM. Furthermore, the ministry building was built not for profit,
and it was built to make a difference in government buildings. For reference, the only statutory
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instrument related to the term of service charge is only in section 16 of Schedule H of the
Housing Developer ( Control and Licensing ) Act 1966, and regulation 1989 (Amm). However,
this act only covers residential strata type developments.
According to Gurjit Singh (1996), Many Property Manager defined that Service charge can be
defined as
the amount of contribution levied by the owner or developer complex on an occupier for
providing services, common facility and the maintenance and upkeep of common property.
And they go further to say:
Generally in practice service charge is a term used loosely to cover for both items of service
charge and maintenance charges
The results of our interviews in the KPWKM, in government buildings Pn.Nurazlina
inform that does not impose any charge against employees or guests used. Any facilities that
offer such as a gymnasium, prayer room, toilets and other facilities are provided such below
photo is provided for free to staff employees. Dewan Perdana Nor also available for free of
charge to any reservation occasions other than weddings. All the facilities provided is a free
service given such as taska, library and computer training room. The example of service
provided also are as follows:
Figure 12: The gymnasium
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Figure 13: The Aerobic room
Figure 14: Dewan Perdana Nur

6.0 MAINTENANCE MANAGEMENT : MAINTENANCE WORKS IN KEMENTERIAN
PEMBANGUNAN WANITA, KELUARGA DAN MASYARAKAT.
6.1 Background of Study
Nowadays, facility management plays an important role in building industries in Malaysia. It
involves for 24 hour operation while becomes as an important aspects for the building owners
especially towards the building or facility on that particular building. For this reasons, it should
have a good maintenance services to sustain the function of all facilities in building whereby it
will fulfill the building users need. A planning, supervision, and organization management
contribute towards to maintaining a better quality performance all the times. In order to to
determine the maintenance aspects in facility management, a case study was conducted at
Kementerian Pembangunan Wanita, Keluarga dan Masyarakat.
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The approach of this government building are based on the agency solely occupied concept
which have managed the property management process of the building with have their own
administration and department. The major maintenance may be appoint from the outsource
while the minor maintenance may be by their own management. We have determined while
several work of maintenance have been taking over by an outsource maintenance company that
have been appointed by Jabatan Kerja Raya (JKR). Most of the government building are using
the outsource company together to the professional ethic and also have a really competent
contractor that can do that particular job efficiently.
The contract involve between JKR and Lapisan Rezeki for 4 years and the duration may
continue on the next terms of duration. Based on the information via interviewed inform that the
starting of the contract have just been begun on the last 9 months. It was the taking over for the
whole facilities management of the building from the Global Facilities Management (GFM) and
Lapisan Rezeki Sdn. Bhd. The contract from GFM has terminated on February 2014.Once the
contract have been terminated, Jabatan Kerja Raya (JKR) has opened the tender to others
contractors then Lapisan Rezeki Sdn. Bhd has been choose to manage the facilities
management at KPWKM.
On the contract given, there are specification job and duties for the tenderer and must be
followe it.For example:i)
The tenderer should include stimulation covering all the services stated in the scope
ii)
of work.
A timetable shall be produced to cover the whole space as in the contract throughout
iii)
the contract period

Planned maintenance which comprise of Planned Preventive Maintenance (PPM)
iv)
and condition base replacement.

Unplanned maintenance which comprises of breakdown maintenance and predictive
maintenance.
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Figure 15: Document tender between Jabatan Kerja Raya (JKR) and Lapisan Rezeki Sdn
Bhd.
Based on the case study, it found that the facilities management implemented in the several
process planning, maintenance work system, scheduling of work and work record. Services are
including such as electrical, lift and elevator, fire security system, air conditioning system, water
pumps, housekeeping and others. They have to follow the guidelines given by JKR as informed
during signing the tender and contract with JKR.
In this study, most of the work recording, scheduling maintenance of work, standard
procedure of requirements on the proper recorded and recognized by both parties which the
client itself KPWKM and also the Lapisan Rezeki Sdn. Bhd. It is useful as a guidelines for the
effectives facilities and maintenance management and can contributed toward to maintain the
prestigious image of this Tallest building in Putrajaya and it sentimental value.
There are some indicators that must follow by the tenderer as the rules and regulation
provided by JKR. Follow the information given by Puan Nurazlina who is a Administer at
Bahagian Khidmat Pengurusan (BKP) of KPWP told that Lapisan Rezeki Sdn. Bhd has to make
sure that all the specification job done according to the term and agreement whereas if the fail
to done according to the specification then they will have a penalty for that company call
Assertained Performances Deduction (ASP) which the deducted sum of money calculated
when for the contractor are failure to meet the standard of KPI.
The parties hereby agree that it is not possible to quantify with any degree of precision the
amount that will be lost by the Government in the event the Contractor fails to meet the standard
36 | P a g e

in KPI. KPI is a key performances indicators based on the services that must be provided as
stated based on terms and agreement. The imposition of APD are stimulates when if the
Lapisan Rezeki Sdn. Bhd fails to meet the KPI and do not prepare based on the Monthly
Performances Report.
6.2 Aspect of Maintenance
There are several aspects of maintenance that should be considered as to make sure that
all the maintenance work are doing properly. The decision making are based on the clients
objectives and also to the current implementation of the building which require more productivity
and high level of manpower. The Contractor shall perform all of its obligations under its own risk
and release. From the interview via En. Khairul Adzam, he told that the Lapisan Rezeki Sdn.
Bhd has expressly agreed that in the absence where any such act, omission or negligence as
aforesaid the Government shall have no responsibility or liability whatsoever in relation to such
accident, damage, injury or death.so, the Lapisan Rezeki Sdn. Bhd have to take full
responsibilities and shall indemnify, protect and defend at its own cost and expense, the
Government and its agents and servants from and against all actions, claims and liabilities
arising out of acts done by the Contractor in the performances based on the contract.
The Contractor may also take the insurance for personnel injuries and damage of properties
for the purpose of death, damage, or loss to property, movable or immovable property the
reason of the execution of the Services and cause by any negligence, omission, and breach of
contract or default of the contractor or of any sub-contractor. The type of insurance taken by
Lapisan Rezeki Sdn. Bhd is private and confidential.
6.3 Concepts of Maintenance
In this case study, as the government building need proper maintenance and facilities
management then the expertise from the sub-contractor company have been appointed to these
management. Beside that, they also appoint for the other contractors who have their good
requirement and have an ability to maintain on that building. Such requirements are as good
track record, high technology of manpower and also their tools, good communication and
interaction between the client and the facility management teams itself and others.
In a case study, the Lapisan Rezeki Sdn. Bhd also have make such appointment and offer
the other sub- contractor in certain maintenance management such as pest control, using of
gondola and hygiene system. They will provide the equipments on certain maintenance work to
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ensure that the standard and also the specification job are done perfectly because it can give
effects to the building healthy and to the occupants of the building. The term and agreement
between the Lapisan Rezeki Sdn. Bhd and other sub-contractors for certain maintenance work
is binding using the application form called a wok permit. On that particular form will indicate
the specification job and also the detail which work activity, potential emergency happen, safety
precaution, work authorization and also the specific detail for the inspection.
Figure 16: The work permit prepare by Lapisan Rezeki Sdn. Bhd .
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6.4 Maintenance of work
Facilities management involve the evaluation of building quality that measure commonly.
Facilities are the part of the services involve in the managing of public use property such as
government building. There are several ways and important act to be taken to make sure that
the building in a current good state of repair. Besides that, in managing of facilities management
are taken several factors to be taken consideration such as maintenance management.
According to Othman (1996), maintenance management is a management system, or
procedure, designed to allow buildings owners or managers to look after their buildings in an
efficient, well organized and cost effective manner. Therefore maintenance covers most of the
buildings operation and also maintenance function. The scope of maintenance are divided into
many aspects such as maintenance working hour, maintenance personnel, types of
maintenance, process of building system and also to the maintenance budget. Besides that,
form our observations shows that there are 4 main aspects for maintenance such as civil &
structure, mechanical and also the electrical.
6.4.1 Working Hour.
According to the interview via Encik Khairul Adzam, the working hour among the
maintenance personnel at Lapisan Rezeki Sdn. Bhd is based on twenty-four (24) hours a day.
All the maintenance staff is divided into 8 hour working per day but it can be as a office hour
basis or in the shift arrangement. All the workers will supervise according to their responsibilities
working place. The contractor will be entitled to station relief staff of equal qualification for
Sundays and public holidays with prior authorization to all parties. Beside that, the Lapisan
Rezeki Sdn. Bhd will ensure there are suitably qualified staffs that will be deployed immediately
as a temporary replacement to fill if any emergency maintenance happens. There have full 24
hour control and there are the workers that will monitor and supervise all that building control
system.
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6.4.2 Maintenance personnel
From our observation and identifying of site visit on the inspection at Kementerian
Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM), we noticed that there are 19
personnel that involve in the personnel management that lead by Facility Manager named Puan
Juliana Idayu Binti Abdullah and also the civil engineer named Encik Khairul Adzam and also
the mechanical engineer named Encik Muhammad Haziq bin Ramly. There are also other
important position that get along in this facilities management structure such as Competent
electrical engineer, quality officer, assistant engineer, clerk and other related position. There are
responsible to manage and monitor all their maintenance personnel and sub-contractor. It is to
make sure that all the supervision and services are in a good state and condition.
While, the numbers of maintenance personnel involve in the Lapisan Rezeki Sdn. Bhd
are 78 workers which added of 38 workers for housekeeping. All these workers are instructed to
make sure all their part of services and job are done according to the schedule and monitoring
by their personnel management. The positions are supervisor, chargeman, wireman, electrical
technician, Building Control System technician, handymen, housekeeper and gardener
.
Figure 17: The example of the Lapisan Rezeki Sdn. Bhd maintenance personnel uniform
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The Lapisan Rezeki Sdn . Bhd shall ensure that Facilities Management staffs are
stationed at the site during the following hours:No.
Services
Electrical
2
3
Mechanical Services
Civil Works
Housekeeping
and
Monday to Friday
Saturday/Sunday and
0700 to 1800
Public Holiday
As and when required
0700 to 1800
0700 to 1800

Services
Figure 17 : Schedule for working hours
The Building Control System (BCS) room to be manned 24 hours. The Lapisan Rezeki
Sdn. Bhd have required minimum 30% of the overall staff working on Saturday, Sunday and
Public Holiday as and when required. But BCS technician will not involve in corrective or
preventive maintenance work outside the room. At all other time , the staff always on call and
responds as per KPI when required. The Contractors have to make sure that its staff wear a
clean uniform at all times. Besides that, it also as the responsible to provide appropriate
equipments for all staffs successfully perform their duties. It is important to make sure that all
the staffs are suitably experienced, licensed and qualified to undertake their respective duties.
6.4.3 Maintenance budget
The main instrument of financial control is the budget. Maintenance will be planned
some time in advance of execution and that resources are limited. Most budgets are established
on an annual basis. For example, for maintenance, the longer term budget is more desirable.
While, the shorter term budget that monthly basis are necessary to accommodate unforeseen
work of changed condition. According to the Puan Nurazlina said, the maintenance provision
budget by Jabatan Kerja Raya (JKR) is RM twenty-four (24) million for 4 years terms of contract.
The Lapisan Rezeki Sdn. Bhd should use accordingly to the provision stated by JKR.
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The provision for maintenance budget are as follow:-
1)
2)
3)
4)
5)
6)
7)
Maintenance aspects
Civil & Structure
Housekeeping
Pest Control
Mechanical
Electrical
Operation Management
Others
Figure 18: The provision of maintenance budget
RM
2.5 Million
2.5 Million
1 Million
3 Million
3 Million
10 Million
14 Million
Most of the maintenance aspects will spend it budget according to the list and items that
included such as for the civil structure, the budget include in the floors and flooring, internal
partition, built in furniture, signage, carpets, , reinforced concrete structure, painting and others.
While for the housekeeping such as cleaning of public area, restroom, control room, waste
disposal system, hygienic system, landscape area and water feature.
All the budgets are divided into the major aspects and must use of that budget efficiently
and reasonably. Any budget maintenance that are exceed or out of term agreement must get an
approval from Bahagian Khidmat Pengurusan (BKP) and that propose budget and plan must be
reasonable and can give benefit towards the building healthy and benefit for occupants. The
Lapisan Rezeki Sdn. Bhd must ensure that the financial performances and liabilities reports are
accurate and delivered in a timely manner. From the information given, each year the Lapisan
Rezeki Sdn. Bhd shall undertake a rolling 5 year-forecast cost estimate for the scheduled capital
replacement of all assets. Beside that, the financial management should included such as:
i.
A description on how the Lapisan Rezeki Sdn. Bhd will ensure the financial system used
ii.
shall remain transparent to the Bahagian Khidmat Pengurusan( BKP).

A detail of expenditure limits for capital expenditure and operation expenditure
iii.
procurement including internal staff expenditure delegation limits.

A process for requesting funds from the Bahagian Khidmat Pengurusan (BKP) for capital
expenditure or operation expenditure above the Lapisan Rezeki Sdn. Bhd expenditure
limits
6.5 Scope of Maintenance
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Based on our findings shows that the facilities management by Lapisan Rezeki Sdn. Bhd
has make an effective schedule and scope of work for the management teams. There are four
(4) main aspects in the maintenance scope such as civil & structure, mechanical and electrical
and other operation maintenance. The engineers are responsible to carry out the
comprehensive Facility Management according to their scope and expertise. Such as the
mechanical engineer will monitor and supervise all the mechanical system in Building Control
System (BCS) and the process and system involve to maintain the system and ensure the all
the building system process are run smoothly. The scopes of maintenance include the
management of within the assets boundaries. Besided that, the system of implemented by
Lapisan Rezeki Sdn. Bhd also have recognized and compliance with MS ISO14001.
The Lapisan Rezeki Sdn. Bhd shall administer and manage the operation, maintenance,
and metering utilities for the provided services such as electricity, domestic water supply, chilled
water supply, and other utility services. The Contractor shall liase with all utility providers from
time to time and manage all enquiries relating to Facility Management. The Lapisan Rezeki Sdn.
Bhd have prepared the appropriate management plans for every components of the Facility
Management. Each management plan should be submit and referred to in the Scope of Work
for review, comment and approval by Bahgian Khidmat Pengurusan (BKP).
There are two types of maintenance that monitor or supervise by Lapisan Rezeki Sdn.
Bhd which are Planned Preventive Maintenance (PPM) and Corrective Maintenance (CM).the
specific plans and procedures for the maintenance of each facility will be specified at the
Maintenance Plans (SOPs). All the description of the maintenance jobs will be specified at the
maintenance plans include the description, facilities components and maintenance frequency.
The Plans also relate to reference documents such as the manufacturers manuals and
standards.
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Type of Maintenance
Planned Maintenance
Unplanned Maintenance
Emergency
Maintenance
Corrective
Maintenance
Preventive
Maintenance
Figure 19: The classification of maintenance

i.
Corrective Maintenance
The corrective maintenance is the work/repairing/servicing or testing that carried out after
failure has occurred and is intended to restore an item to a state in which it can perform to
its required function as per designed. From the information given, the corrective
maintenance that usually done by the Lapisan Rezeki Sdn. Bhd always as a minor
maintenance such as exchange the head pipes
Ii Preventive Maintenenance.
The Preventive Maintenance is the planned and scheduled work done/repair/servicing and
testing carried out at pre-determined intervals period to prescribed criteria, intended to
reduce failure, environmental damage or the performance degradation of an item to prolong
the life expectancy of the equipment. Besides that, it usually involve the work to carried out
to prevent major repair and before stoppages of the equipment can happen.
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Figure 20: The example of Planned Preventive Maintenance checklist for Daily
Housekeeping works.
6.6 Maintenance Schedule for Mechanical Works.

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The Lapisan Rezeki Sdn. Bhd shall carry out the operation and maintenance of the mechanical
services and systems of the Kementerian Pembangunan, Wanita dan Keluarga. It shall replace
all damage or worn out items due to wear and tear in the system upon finding. The works
include the following services but not limited to the:
Air conditioning and Mechanical Ventilation system

Fire alarm and Fire fighting system comprising of:-Hose reel, wet riser, sprinkler, fire alarm, monitoring and detection system, portable fire
extinguisher
Lift, Gondola
Cold Water Supply and Booster Pump System
Building Control System (BCS).
The Lapisan Rezeki Sdn. Bhd will supervise all the work done by the technician and the total
number of personnel to be provided to undertake this works sufficient numbers and it should get
an approval from Bahagian Khidmat Pengurusan (BKP). All the services and maintenance
works will be keep on the maintenance book and the contains should briefly details the services,
maintenance, repairs carried out on the system or equipment for checking purposes. All the
works will utilize the records to produce a summary of the works carried by personnel and
submitted to the BKP at the end for each month.
No.
Description
1.
1.0 Operation
The Lapisan Rezeki Sdn. Bhd will monitored through
Maintenance Frequency
Daily
Building Management System and response to any

complaints with regards to day to day operation. The
inspection also be done include works such as visual
inspection, checking, monitoring, cleaning, etc.
The monitoring to ensure the readings in Building Control
System are corresponding to the actual reading at site
using digital thermometer.
2.0 Maintenance
The maintenance of Air Conditioning shall carry out as
following :46 | P a g e
Daily
Air Handling Unit (AHU) and Fan coils

Monthly
-Inspect AHU and all fan and fan bearings.
Replace if trace fault and rectify.
Take reading of
current,
voltage, pressure,
Daily
temperature and etc. Compare with design

readings.
2.
2.0 Fire Fighting System

General
Manage and supervise the Fire Detection and
Daily
Alarm, Fire Monitoring and Fire Fighting System

-
Operation which shall include:Control and operating for all fire system
Man the fire control room during and after office
hours.
Inspect, repair/replace and test the operation of
the complete fire fighting system

Attend to any complaint, urgent request by BKP
Daily
Third month
Daily
Daily
2.1 Maintenance
Sprinkler System
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Inspect that sprinkler heads are obstruction free.

Inspect any missing, damaged or deteriorated

parts on the sprinkler head. Repair or replace as
necessary.
Daily
Daily
Fire Detection and Alarm System

-
Inspect Fire Detection and Alarm System. Trace
the faults and rectify as necessary.

Inspect and test the functionality of break glass
unit or manual call point. Repair or replace as
necessary.
Inspect and test the functionality of detectors.
Monthly
Daily.
Monthly
-
Fire Intercom System

-
Inspect and test the control wiring and circuitry.
Random test of the call, talk and fault mode.

Inspect the condition of the panel and its housing.
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Monthly
Monthly
Portable fire Extinguisher

-
Inspect any missing, damaged or deteriorated

parts on the cylinder, pressure gauge, hose
connector, discharge
valve,
handle,
cylinder
safety pin, seal and cylinder holder.

Inspect the condition of the content. Refill or
replace as necessary.
Monthly
Monthly
3.
3.0 Lift and Escalator

-
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The contractor personnel shall man Building
Monthly

Management System control room and respond to
any complaint with regards day to day operation
and carry out rescue operation to any person
trapped in the lift and on the escalator.
3.1 Maintenance
Lift Car
-
Inspect riding comfort, abnormal noise, vibration
Monthly
and leveling. Adjust as necessary.

Inspect alarm bell, intercom, voice synthesizer.
Inspect button, switches and indicators condition.
Monthly
Building Control Room

-
Inspect operation of master intercom

Inspect operation of key switches.
Inspect operation of monitor, CPU and keyboard.
Repair and replace as necessary.
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Monthly
Monthly
Monthly
4.
Water Pumps
-
Inspect and monitor the Domestic Cold Water

inclusive of booster pumps, distribution pumps,
drinking water pumps.
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Monthly
Figure 21: Schedule of Maintenance work for Mechanical Services.
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6.7 Maintenance Schedule for Housekeeping
6.7.1 Scope of Works.
The scope under housekeeping services are as follows:1)
2)
3)
4)
Cleaning services
Hygienic services
Waste disposal services
Exterior cleaning
The cleaning services done by in-house which provided by Lapisan Rezeki Sdn. Bhd itself. It
to ensure the quality of cleanliness of all office spaces and all external area that is associated
with the building that will be done once a year depend on condition of gondola and weather
except internal area of kitchen, restaurants and cafeteria area which done by the respective
operators themselves. All the mechanical equipment and chemicals using by the employee must
get an approval by Bahagian Khidmat Pengurusan (BKP). The total cleaner at the KPWKM
based on the information given by Encik Khairul Adzam was around 40 person.
All the sanitary fittngs inside the rest room such air air freshner, antiseptic, toilet tissue and
supply sanitary bins for female toilets must adequately supply and replace as necessary. For the
waste disposal at KPWM under the responsibility of Authority such as Indah Water. Besides
that, there have a clinic at Level 4 for the use of government servant if there need to meet with
the doctor. All the waste clinical disposal will be done by the Pantai Medivest as it need proper
way to dispose all that kind of things from spread the sickness to all the occupants in the
building.
A schedule programme for all the housekeeping that stated in the scope and specification
shall provide and follow the schedule and frequency the service approved. The maintenance
schedule for housekeeping are as follows:No.
1.
Description
Public Area
-Sweep, wash and buff all lobby floor, covered ways,
Daily
areas to ensure the maintaining of high luster and the

highest quality floor.
- Spot clean all doors, door frames, door handles,
walls and light switches to remove fingerprints, spills
and other markings.
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Daily

- Empty all waste bin and replace plastics bags
Daily
where required. Plastic bag are to fit waste bin in

such manner as to not overhang the top by more
than two (2) inches.
2.
3.
4.
Elevators
5.
-Clean the elevators doors to remove fingerprints
Daily
- Clean and polish all elevator door threshold.
Daily
- Clean all the elevators walls and wipe down all
Daily
buttons on the interior.
Passageway and Coveredway

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-Sweep and damp mop all areas, spot clean all walls.
Daily
Refuse bin center

-Sweep and keep the area free from litter and
Daily
spillage.
Hall and Auditorium.
-Sweep and mop parquet floor.
- Wipe to remove dust to table, chair and sofa.
No.
Description
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Daily
Daily

1.
Public Area
-Edge vacuum carpeted area of corridors.
Weekly
- Vacuum all carpeted area, remove stains with
Weekly
carpet stain remover and any gum should be

removed.
2.
Elevators
-Wash freight elevator walls and wipe lobby and
Weekly
garage elevator walls with treated cloth.

-Strip and wax all elevator flooring.
3.
Weekly
Passageway and coveredway

-Dusting to remove cobwebs, foreign materials and
Weekly
dirt to all areas.

4.
Signage
-Damp wide clean.
5.
Weekly
Curtain and blinds

-Dust to remove cobwebs, foreign materials and dirt
Weekly
to all areas.
-Clean with wet cloth (for blind only)
Weekly
Refuse bin center
Weekly
6.
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-Wipe wall to remove dirt, stain and foreign materials
using approved chemical where permissible
No.
Description
1.
Public Area
2.
3.
Maintenance frequency
-Wash all interior lobby glass windows
Monthly
-Wipe all doors and door frame
Monthly
Elevators
-Wipe elevator light fixtures and frames.
Monthly
-Wipe all mirror work on ceiling of elevators
Monthly
Basement car park

-through sweeping using sweeper machine, remove
Monthly
oil spillage when necessary.
4.
Passageway and coveredway

-Wash all glass and tempered glass for roof or walls,
Monthly
or both sides.
Hygenic services
5.
-Automatic air freshner for each toilet.
Monthly
-Supply of sanitary bins for female toilet with bacterial
Monthly
vapour action disinfects the sanitary disposal.
6.8 Maintenance Work for Pest Control

6.8.1 Scope of Work
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Pest Control Services is done to provide an effective control and preventive action to all
types of pest inside and outside the building. For example for timber structure or the
surrounding area that is associated with the buildings to ensure the building is free from pests.
The equipments and chemicals used must be safe, good quality and in accordance with the
specification and relevant standards. For the Pest Control Services will be provided by the subcontractor and they must get an approval from BKP and serve the notice before a few days to
make a pest control
The scope of Pest Control Services Provided are:
Fogging
Rat baits
Spraying and baits for ants and coackroaches.
No.
Description
1.
-Fogging
Maintenance frequency
using
resigen,
aqua
resigen
and
Two times per month
sumithion.
-Rat baits
Monthly
-Spraying and baits for ants and coackroaches.
Two times per month
Figure 22: Maintenance Schedule for Pest Control
6.9 Maintenance for Electrical Works

Based on the standards 5 in Malaysian Property Management Standards said
maintenance is key aspect of property management and it is essential that the building is kept in
good condition and facilities in an optimum operable state. Building maintenance defined as
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work that can be undertaken in order to repairing, restore its services and surround to a
currently acceptable towards statutory requirement and to sustain the utility and value of the
building towards retaining the highest return of investors.
6.9.1 Maintenance Electrical Personnel
CE
oe
mc
pr
oc
na
eE
n
tg
Ve
in
ie
ie
n
g
l
t
i
l
s
t
i
r
Figure 23: The Organizational Structure of Electrical Maintenance
This building supervised by Lapisan Rezeki Sdn Bhd has a group of expertise in
overseeing Kementerian Pembangunan Wanita, Keluarga & Masyarakat (KPWKM) Putrajaya
Buildings. It is divided into three which is Civil, Mechanical Maintenance and Electrical
Maintenance.
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This specification for Electrical Services forms part the Specification and together covers
the supply of all materials, equipment, plant, labor and necessary incidentals for the
management, operation and comprehensive maintenance of the Electrical Services of the
Bangunan Pejabat Kerajaan Lot 4G8, Presint 4 Putrajaya.
According to Mr. Muhammad Khairul as a Management Reprehensive stated that every
department play as a major role in maintaining the building especially government building.
They need to maintain the image of the building so that it remains as building prestige. All the
equipment has been prepared by government, so they just to manage and keep maintain. He
said the competent Electrical Maintenance teams shall carry out regular twice a month
inspection of the whole of the Electrical services and carry out all testing, major fault
investigations, etc and submit the necessary reports.
6.9.2 Operation and Maintenance works.
Before do this work, all security aspects should be taken by all employees because this work
high risk and can be fatal if no security measures. So the company has prepared a General
Guidelines prior to maintenance work as follows:
I.
II.
III.
IV.
Ensure the safety of all protective personnel equipment (PPE) by following of safety
rules and regulation.
The work shall be executed by competent person.
Permit to work shall be obtained before any shutdown or testing work is done.
Display of safety signage during maintenance activities shall be done at all times
In addition to responsibilities of the Property Manager as spelt out in the specification the
Contractor shall also carry out regular periodical testing on all electrical installation including
recalibration of all protection relays. The calibration of protection relays shall be carried out by
an approved Electrical Services Contractor and Electrical Services Engineer. Equipment used
for testing and calibration shall have been calibrated by an approved and accredited laboratory.
6.9.3 Routine Maintenance plans

The aims of maintenance plan as follows:
The cost of maintenance will be reduced

The property has been structured and maintenance in a systematic matters
The emergency situation can be cope with proper ways
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There are having two maintenance plans which is Planned Maintenance and Unplanned
Maintenance.
The Planned Maintenance is a routine maintenance that has been planning for specific
schedule. Plan maintenance has organized at the initial stage that can control the damage or
avoid unexpected damages. Plan Maintenance works its depend on situation. For example in
term cleaning, administration work and etc
The Unplanned Maintenance is an unexpected of maintenance that occur within the
stipulated time. This type of maintenance occurs such as plumbing, air-conditioner not function
well, lighting and electrical. The purpose to prepare this is to minimize the cost during
maintenance work. So the damage can be fixed immediately before it make worst situation.
So, Lapisan Rezeki Sdn. Bhd has done Periodic Maintenance Schedule and Planned
Preventive shall be as recommended by the Property Manager. Before that, Property Manager
shall liaise and obtain the necessary Permit-to-Work (PTM) and shutdown permission from all
the staff which in Kementerian Pembangunan Wanita, Keluarga & Masyarakat (KPWKM) prior
to any servicing, maintenance works, testing and shutdown.
6.9.4 Schedule of Maintenance Works.

The maintenance team shall follow strictly the maintenance frequency as listed and such
inspection/ repair/ replacement record shall be verified by Facility Manager. This report shall be
submitted to the Standard Operation (S.O.) as a supporting document for the monthly payment
together with the monthly invoice. The S.O. shall be entitled to deduct payment for any
maintenance works not carried out according to the stated frequency.
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The amount deducted shall be according to the stated frequency. The amount deducted
shall be according to the contract price or fair market rate. All work mentioned in the schedule
shall inclusive of repair and replacement works. The Maintenance Schedule in this Specification
for Electrical Services, together with relevant manufacturers recommended maintenance
schedule shall for routine maintenance work schedule of the Supervisor.
Lapisan Rezeki Sdn. Bhd. Has their own specified schedule of the maintenance work
within the building itself. According Mr. Amirul Naim as a Supervisor of Electrical Maintenance,
the schedule has been creating as required Fire Department and also fulfills standard ISO1900.
It is important to ensure all electricity works are functioning without any unsuspicious and to
achieve the standard of quality with comply statutory requirement. Based on the schedule we
received, the schedule below shows the timetable works for Electrical Preventive Maintenance
in October 2014.
1) High Voltage System Section:
No.
1,
Description
Metering (Voltmeter and Ammeter)

- Ensure that the Analog Meter pointer is at zero
Daily
when not in use

- Record voltmeter and ammeter maximum readings
Daily
to ensure correct readings and no occurrence of

overload.
Direct Current
2.
-Check
and
clean
terminal,
link
from
acid
Weekly
- Premeasured and record cell output voltage after
Weekly
corrosion/dust/oxidation.
3.
D.C Supply
maintenance
4.
Switch/ Equipments rooms

- Cleaning of switch rooms
- Cleaning of cable trench (ensuring it is clean, water
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Weekly

free and slab cover and well positioned)
- Ensure no water flowing into switch rooms (repair if
faulty)
5.
High Voltage Switchboard (11kv and above)

-Check and ensure all connection, conductors, fuse
Yearly
is in working properly
2) Main Switchboard / Sub-Switchboard and Low Voltage Components Section:

No.
6.
Description
Monthly frequency
Main Switch Board (MSB)/ Sub Switch Board (SSB

-
Check
all
indicator
light,
selector
switches,
Daily and Weekly
voltmeter, ammeter, are working properly ( replace if

faulty )
- Inspect and verify the condition of cables for burn
mark,
insulation
leakage
and
other
abnormal
conditions.
7.
Air Circuit Breakers (ACB)
Weekly
- Inspect and retighten all control wiring and

connections inclusive of sliding contacts.
- Test tripping mechanism to ensure that it is in good
working condition.
- Clean all insulating parts
- Adjust and calibrate circuit breaker
Weekly
Every 6 Month
3) Electrical Testing Section:

No.
8.
Description
Fluorescent Luminaries
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- Check condition of components of light fitting e.g.
Daily
Cable, lamp holder, lamps( replace if faulty)

- Check and ensure that the tube is in good condition.
- Ensure that Keluar sign is in good working condition (
Weekly
repair/replace if faulty )
- Inspect and ensure that no burnt marks at both ends of
the tube
Monthly
- Test emergency light fittings

9.
Switches and Switch Socket Outlet

- Ensure no damage from visual inspection
Weekly
- Ensure all Switch Socket Outlet are functioning ( repair
Monthly
if required )
10.
Fan ( Ventilating and Exhaust )

- Ensure continuous rotation/ functionality
Daily
- Ensure that no noise Being generated (repair if noise/

faulty )
- Ensure all the fan are functioning including ventilation
and exhaust fan
Monthly
- Ensure that the exhaust fan is not blocked.

Figure 24: Schedule maintenance for electrical work.
6.10 Maintenance for Civil Works, Structure and Architecture Works,

Based on our interview, Mr. Khairul Azam is responsible to carry out maintenance for
civil, structure and architecture works. He with his team is very committed to do their job with full
responsibilities. He said that, in Lapisan Rezeki Sdn Bhd, there are specific jobs of maintenance
were carried out by each team. In managing the building of Kementerian Pembangunan,
Wanita, Keluarga dan Masyarakat (KPWKM), there is several condition that must they manage
well in order to keep this building is managing professionally, well maintained, utilizing trend
analysis, condition based systems and predictive techniques.
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The civil, structure and architecture works are not restrict on building structure only, but
it must keep along with installed asset, machinery, equipments, fixtures, fittings and finishes.
The civil, structure and architecture works are included a building element such as follows:
External including a fencing and gates, walls, swimming pools, signage and drainage.
Interior including a decoration and paintwork, carpets, partitions, ceiling and windows.
Exterior including a handrails and grilles, roofing and rain water goods.
However, the main works that they must really care are as follows;
Structural Framework.
Roads, Hard Standing and Road Furniture.
Monsoon Drains, Culvert and External Drains.
Plumbing and Sanitary Systems.
Slopes and Earth Retaining Walls
Cold Water Tanks.
Based on interview with Mr. Khairul Azam, since KPWKMs building was newly built, the
framework structure is in good condition. Then, all systems and building structure are well
maintained make easier for them in preserving this building. With the cooperation of his
teammates, they can do their work effectively and efficiency to keep this building well
maintained. Mr. Khairul Azam said again, he and his team are supervise by Bahagian Khidmat
Pengurusan(BKP) which controlled by top management. Their tracking record and works done
were checking with the top management every end of the month.
BKP were provided them a schedule for guiding them in order to keep this building well.
The schedules are dividing by day, weekly, monthly, yearly and seasonally. The schedules are
as follows:
Number
Details
D
1.0
W
M
3M/6M Y/2Y
Roofing
- Inspect of roof trusses.
2Y
- Type of roof structure.
- Roof finishes for cracks and leaks.
3M
- Water proof and vapor barrier.
3M
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- concrete flat roof
Schedule 1
In Schedule 1, Mr. Khairul Azam and his teammates are checking the condition of roof.
Firstly, they will inspect the integrity of roof trusses along Professional Engineer with directed by
Safety Officer. This inspection occurs once in 2 years. Then they inspect all type of roof
structure and replace if any broken happen, then they inspect roof finishes cracks and leaks and
replace immediately if necessary. For this inspection occurs every quarterly in a year. Same
goes to water proof and vapor barrier is change if it leaks. Lastly is inspection of concrete flat
roof to detect cracks and leaks and repair and replaces if necessary. This inspection basically
occurs once in a year.
Number
Details
D
2.0
W
M
3M/6M Y/2Y
Rainwater Goods(Inclusive Of Gutter)

- Inspect members including hanger and
bracket
3M
- Rainwater goods.
3M
- Ceiling board.
- Concrete gutter.
Schedule 2
X
Y
Schedule 2 shows that the maintenance of rain water guts and the maintenance
frequency. For hangers and brackets, they will inspect integrity to check whether the hangers
and brackets were lost. it is check once in a three months. Then, they also check rainwater
goods if any leakage and repair or replace if necessary. Then, the team will inspect a ceiling
66 | P a g e

board if any cracks are happen there. They are check once in a month regarding ceiling board
are not a waterproof. Lastly in this schedule, they are inspecting the concrete gutter to detect
any deformities, cracks, and current status of screedings.
Number
Details
D
3.0
W
M
3M/6M Y/2Y
Ceiling
- Inspect ceiling structures
3M
- Ceiling finishes.
Schedule 3
In Schedule 3, it is all about ceiling. Regards on Mr. Khairul Azam, his team will inspect
ceiling structures including brackets and hangers once in a three months. It is to prevent from
ceiling slide from the top. Then they inspecting ceiling finishes inclusive a cornices and if any
damages, they will replace it quickly. This inspection occurs once in a month.
Number
Details
D
4.0
Walls
4.1
Brick
W
M
3M/6M Y/2Y
-inspect for cracks and deflection.

-defective finishes.
4.2
6M
X
Curtain Wall, Window and Glazing

- inspect for deflective glass plate.
- inspect for corrosion

Schedule 4
3M
6M
Schedule 4 state that the maintenance of walls including the brick wall and curtain wall,
window and glazing. The main inspection of brick is to check whether the brick are crack and
deflect. If these things occur, the inspection team will replace with new brick and occurs once in
a half of a year. Then once in a month, they also check a finishes which had a defect and repair
67 | P a g e

it. For curtain wall, window and glazing, the team is inspect the defective glass plate quarterly of
a year and repairs it if any damage happens. For corrosion, they replace with new items and
basically inspect once in a half of a year.
Number
Details
D
5.0
W
M
3M/6M Y/2Y
Floor
- Inspect surface of floor
3M
- inspect any leakages.
Schedule 5
In Schedule 5, it is focusing on floor maintenance. In floor maintenance, the team is
inspecting the floor surface. If any cracks or deflection of the floor surface, the floor should be
repair. It is necessary to inspect the floor once in six months. Every floor has to tend a water
rising problems, so it is necessary to inspect any leakages once in a month. The civil team
inspects any leakages then repair with planting a water proof material in the floor.
Number
Details
D
6.0
W
M
3M/6M Y/2Y
Internal Partition
- maintain all accessories, fixtures and
3M
finishes.
-
inspect
accessories,
fixtures
and
3M
finishes.
Schedule 6
Schedule 6 state that the focusing on Internal Partition such as accessories, fixtures,
fittings and finishes in the building. So the schedule state that once in three months, the team
must maintain all accessories, fixtures and finishes in a good condition and repair or replace if
necessary. It is important because it will destroy the inner beauty of this building if do not
reconditioned.
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Number
Details
D
7.0
W
M
3M/6M Y/2Y
Door (includes Fire rate door)

- maintain door finishes.
- inspect alignment of door frame.
Install lock for all the service room.
3M
Schedule 7
Next schedule is door. Fire door also included in this type of maintenance. The team is
responsible to maintain door finishes in a good condition. If the door looks obsolete, they shall
repainting the door or vanish it. it can be done once in a month. Next is inspecting the alignment
of door frame. The misalignment of doors can be happen caused by movement of structure that
can be inspecting once in a year. Lastly is supply and install lock for all service room. It is
important because in term of security can prevent them from dangerous and create privacy.
Number
Details
D
8.0
W
M
3M/6M Y/2Y
Plumbing and Sanitary System

- check domestic water pump.
-inspect
broken
accessories.
toilet
fittings
X
and
X
Schedule 8
Schedule 8 state that the important to maintain plumbing and sanitary system since it is
the accommodation for the occupant of the building. Since it is important, it takes immediately
action and at least one week to solve the problem. As example, the team shall inspect the
domestic water pump and related components, adjust or repair and replace if necessary. Then
immediately repairs when the broken toilets fittings or accessories happen here.
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Number
Details
D
9.0
W
M
3M/6M Y/2Y
Signage
- Inspect all signage.
Schedule 9
In Schedule 9, the civil team shall make sure that all signage in good condition and
there are not any misunderstanding to occupants. The signage shall in proper way, not
dangerous and at right place. This is important because easier to building user move freely
within this building.
Number
Details
D
10.0
W
M
3M/6M Y/2Y
Painting touch-up
- Inspect painted surface.
Schedule 10
Lastly, Schedule 10 states that maintenance of painting touch-up. Painting touch-up is
necessary when the stains and defects had on the surface of something. Then the civil team
shall touch up painting to much existing which the maximum area is equal to 10m2.
There are have also schedule maintenance for carpet, reinforced concrete structure,
timber structure and finishes, sewer lines and manholes, grease trap and other that can be
include in this maintenance. Every schedule is important. It is because it will keep this building
well, preserved and a long lasting of the building age. Basically, maintenance must compliances
with a suitable act. In civil works, it is compliances with Uniform Building By-Laws 1984 so the
building has its own rule to be obeyed by the team management and occupant of the building.
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7.0
STRENGTH,
WEAKNESS,
OPPORTUNITIES,
AND
THREATS
ANALYSIS
AT
KEMENTERIAN PEMBANGUNAN WANITA, KELUARGA DAN MASYARAKAT.

1) Identification of the Strength
The location within strategic area is the first strength of Kementerian Pembangunan
Wanita dan Keluarga (KPWKM) building. The location of KPWKM is within the vicinity of
administration centre located at Putrajaya.. The KPWKM building is located in a systematic area
where there has the facilities, infrastructures and amenities in surrounding of the building such
as Masjid Tuanku Mizan Zainal Abidin or known as Masjid Besi, Putrajaya International
Convention Centre (PICC), The GALLERIA, Perbadanan Putrajaya and also recreational park
such as Dataran Gemilang to do the recreational activities and also the restaurants and others.
In addition, this building can be seen directly from the prime minister's office (JPM)
building. The light will directly spot to the JPMs building if there have any programme or events.
It also near with another government buildings such as Jabatan Pendaftaran Negara (JPN),
Kementerian Komunikasi dan Multimedia (KKM), Kementerian Kesejahteraan Bandar,
Perumahan dan Kerajaan Tempatan (KKBPKT) and others. Therefore, if there are any
programme or events held by KPWKM , the surrounding development will noticed and come to
join on that program.
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The second strength is the accessibility. The location KPWKM building within a good
accessibility because the location of the building located at a government administration center
place and near to the other commercial area which is such as Cyberjaya, Puchong, Kajang,
Bangi, Dengkil and Kuala Lumpur. Besides, it is easily accessible from various highway and
roads. For example, the North South Central Expressway Link (ELITE), on the edge of
Cyberjaya, the South Klang Valley Expressway (SKVE), Kajang Dispersal Highway (SILK),
Sungai Besi Highway (BESRAYA), Damansara-Puchong Highway (LDP) and Maju Expressway
(MEX). Therefore, the easy access can be other factors for the visitor to come to Putrajaya to
manage affairs concerned with government and to spend the time with family.
The road
highway that provided will give the people convenience to come with the car and public
transport such as Bas Nadi Putra.
During our site inspection, there are ongoing works for installation the solar energy. The
installation of the solar energy can be a third factor for the strength of subject property. The
KPWKM building will be installed the solar energy systems in which it will save energy of
electricity in the building especially during the day. Besides, it will reduce the cost of
maintenance of the building because the lighting is from the solar system which directly through
into the building. It can be another specialty for Therefore, they no need to use more electricity
in the building and the system can be maintained smoothly.
As a KPWKM building is very well established and known as Tallest Building in
Putrajaya. It have a prestigious name and can be represented for the country. It can be one of
the factors that will attract foreign investor and can be as attraction to the tourist. The building
also can produce the good images for Malaysia and the building will look luxury. Another
strength is the good raw material made up to construct on that building. From the information
given, the building materials used are more toward the good weather resistance, durable, and
high strength of material to cover the plate glass and also the metals.
2) Identification of the weakness
The weaknesses of the building are the issues/ problems that we have been identified while
doing the site inspections. The weaknesses of the building can be recovering from the adequate
plan for the short, medium and long term plan. The first weakness that we have been identified
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was the lack of parking provision at KPWKM. The KPWKM building has only 3 levels of
basement parking for the staff and seasonal parking only. The visitors have to park their car at
the outdoor area that is not well maintained and the safety for the visitor will be threatened. The
terrain for the car parik is undulating and grassy. Therefore, the visitors feel insecure and
worried with their car and also will harm the visitor, especially for the women who has parked
their car alone.
As we know the Lapisan Rezeki Sdn. Bhd is the new facilities management company that
experiencing in maintain the government building. The lack of experiences is the second
weakness in terms of operating on that building. It because of the KPWKM is the large and high
building so that it need an expertise to manage on that building. The Lapisan Rezeki Sdn. Bhd
only have experience in managing and maintaining for the small building before get a tender
from Jabatan Kerja Raya (JKR) in managing the facilities management for such KPWKM
building.
The third weakness is the low level type of materials constructed the building. The
KPWKM building is the highest building in Putrajaya and the glass of materials are being
installed from ground floor until the uppest floor. The glass materials usually install for the
windows and wall apportions. So, it will be hire an expertise maintenance personnel to handle
and use the gondola in high places. The provision for high cost of maintenance also will be
occur. Moreover, the cleaning work will depend the weather.
3) Identification of the Opportunities.
The first opportunities for the Kementerian Pembangunan Wanita, Keluarga and Masyarakat
(KPWKM) is it can be the tourism attraction for the visitor that comes to Putrajaya. The
KPWKM building is the highest building in Putrajaya and the new iconic building. Those
specialities will attract people to come and visit KPWKM building. KPWKM provides an aesthetic
value with their beauty, modern and elegant design and structure. KPWKM were listed in
nominees of the tallest building on year 2013. This nominee will attract people around the world
to come and visit KPWKM, then indirectly will increase Malaysia economy in tourism sector.
The second opportunities is the KPWKM authority can organize an event to attract people
to come to this building. Many events have organized by KPWKM and the event must suitable
to all different stage of age. All the events must relate to the development, women, family and
community. Other people who stay near to Putrajaya can also attend to this event with their
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family. They also can use the facilities in the building and can know about the design of the
building.
The third opportunity is the function and important role by Kementerian Pembangunan
Wanita, Keluarga dan Masyarakat (KPWKM). The KPWKM is government building that
provides many services to community such as community welfare and right of individual in
community development. Any person or parties who want to link with government can come to
this building. It can be a good opportunities to promote the KPWKM building.
4) Identifications of the Threats.

Threats also can be as an obstacles or problems towards the building. The first threat is the
factor of weather. The weather of Malaysia that uncertain becomes the dangerous for the
building condition which can effect to the healthy, structure and also to the building condition.
Besides that, all the maintenance work also can affect and have to postponed when the weather
in a good condition. For example, if wants to clean the plate glass depending on the weather on
that day. If it rainy day, it may becomes the dangerous for maintenance personnel. The example
of the weather phenomenon such as typhoon, heavy rain and so on.
Another threat that we have identified when going on site inspection is the possibilities to
maintaining the good reputation of building. The KPWKM facilities management should take
a responsibilities to ensure that the building in a good condition. Besides that, they need to
maintain the good images as the buildings that receive recognition from the International Award
and Nation.
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8.0 THE RECOMMENDATION ACTIONS FOR SHORT, MEDIUM AND LONG TERM OF
SUBJECT PROPERTY.
The property management process including managing and operational basis which will be
operate in a systematic and effectives way for the benefits of the building occupants.
Maintenance of physical asset is an ongoing process which have divided into several types of
maintenance such corrective and preventive maintenance. There are example of several action
that recommend should be taken by the property manager to make sure that building can be
use by the occupants convenience and smoothly. For the short term basis usually involve on
the day-to-day operation that implemented by the property management team to make sure that
all building under a good condition and in a good state of repair. The property manager should
joint and make an inspection to know the current condition of the building. It is to identify the
building defects so that the building rectification can be done as soon as possible as the
corrective maintenance also to prevent the defects from continuously.
Besides that, the team of Lapisan Rezeki Sdn. Bhd with Bahagian Khidmat Pengurusan
(BKP) should have a good communication and operational management that can solve all the
problems occur during the managing work for that particular building can be solving
successfully. They should always have regular discussion to enhance the building management.
More than that, the property management team of Lapisan Rezeki Sdn. Bhd should prepare the
proper checklists that describe the detail of the side prospective on the building and in terms of
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management. The proper recording and managing should be implement to make sure that all
the document can be refer in case of future and emergency cases.
Additional to, the responsibilities of Lapisan Rezeki Sdn. Bhd to make sure and identify
all list of contractor that have such a good performances and good service quality on that
building. The list of contractor will act as a third parties that will help in managing the
maintenance based outsource that need for other expertise beside the in-house team only. The
monitoring and conducting for the sub-contractor work are need to ensure that all the
maintenance work are done proper and follow the rule and specification.
All the corrective maintenance should be repair and completed as soon as possible if
there are some defects occur on that property. It is to make sure that defects can rectify and will
reduce the further damage. For the example, the property manager should responsible to repair
and tear at the early stage like plastering the wall with the cement to prevent any longer
cracking. The lapisan Rezeki Sdn. Bhd maintenance team should supervise and monitoring for
the building by checking with the building plan and floor plan of the building. It will also be easier
for them to know the environment and also observe on that building.
Basically for medium term basis, there are involving a program that can be measured
based on annually only. In this term, usually the property management rearranges the new
budget and expenses that can be determine along with the market condition. The importance of
medium term programs usually to assist managers to determine the allocation of the annual
maintenance budget. This is because, from year to year, the cost of maintenance are slightly
increase due to increasing price of raw material, increase of labors salary and the various
service provided by some company.
Lapisan Rezeki Sdn Bhd as a property management company should take in action with
the increasing of cost of raw materials because the budget allocation maybe limited due to the
market condition. In this term, the property management shall plan the way of the expenditure
will occur in the most effective and appropriate way. It is because, the plan is so important due
can help this management to control their expenditure in the right way as example, Lapisan
Rezeki Sdn Bhd can hire the cleaning company with lump sum of money when contract was
declared rather than bear all the cost of cleaning stuff that they must provide. However, when
the lump sum of money was given, there is must has the assisting from any supervisor to
supervise their cleaning works.
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Medium term also must include the annually maintenance such as repair any damage or
defect of minor part of building that not too important to like day to day maintenance such as the
maintenance that need a higher budget of money like maintenance of sanitary fittings. Lapisan
Rezeki Sdn Bhd need to manage their maintenance programs efficiently without any wastage of
labor cost and money. In this term also, the property management shall the request or feedback
from occupants of building. It is important to take into consideration because occupant is the
end user of the property management service. Any recommendation from the occupant should
review wisely in order to preserve the buildings image and name. Once in a year, Lapisan
Rezeki Sdn Bhd should distribute the questionnaire to review the occupants satisfaction and
need. If there is the demand of swimming pool, Lapisan Rezeki Sdn Bhd shall consider it along
with the top management before decide an action.
Lastly, the medium term shall include the revising of maintenance report and budget.
This revising can be done when the end year report are complete. The property management
along with management shall have an end year meeting to review the property situation and the
maintenance budgets need for next year. In this meeting, the property manager can voice out
the opinion to enhance in managing of the property. So, the top management can concern and
consider the suggestion from property managements team and will tolerate and discuss if the
suggestion is good for their building. Lapisan Rezeki Sdn Bhd can voice out the improvement or
a new implement so the top management can consider their suggestion.
Lastly, Based on our observation, there have different long term recommendation due to
different side of management in KPWKMs buildings. Therefore, we have separated this long
term recommendation into a few parts to give a clear picture of our recommendation. Basically,
property manager has their own plan for long term, middle term and short term plan in order to
produce good quality and services. Long-term planning typically involves establishing goals that
you expected to achieve five or more years ahead. It also focuses on activities that start now
and continue well into the future.
Firstly, in our long term plan is provide systematic technology and innovation where it is
are most essential for delivering value to organizations. To achieve this planning the manager
also should concerned more on modern knowledge economy in order to know current demand
and supply trend of people. Thus, we can compete with other intelligent building
In enhancing the technologies, the number of professionalise in new technology also can
be added in the future where the existing manager may be less knowledgeable in advance
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technology. So that, with new professionalise they can introduce and implemented their skill to
that building they manage as well as help their team to improve or enhanced the building
management. The professional that should be hired by the company must be a person who has
the experience in conducting or using the new advance machine or equipment.
Next recommendation in terms of quality of property management service is also will be
improved in year to year consistently according to current time situation. Therefore, the building
in future will remain strong even the age of the building is too old. This recommendation is more
to conserve the building rather to conserve the value of the building.
Moreover, for the longer term also, it is possible that KPWKM will also move to new
intelligent building. If the KPWKM is move occurs, we propose that in the future the use of the
building will change into the highest and best used. Besides that, the building also can
redevelop again into other properties that profitable and benefit to public used as well as
exploitation of asset & land (rehabilitation, alteration & modernization).
9.0 CONCLUSION.
As a conclusion, the property management is the important aspects that should be
considered to ensure the building in the good current condition. It also to maintain the well
established and prestigious image of the building. The description of the property is presenting
the identity on that building and the details for that building. The Property Manager should
recognise all the characteristics of the building. He must know the specification or specialty for
that building.
The organizational structure is the chart that can conclude all the responsible parties and
person who involve in one organization. It is important to describe and represent their
responsibilities. All related parties and personnel should do the maintenance work efficiency and
have an expertise and professionalism. Process of taking over is the process where the
management of the building are transferred to another parties.
The new property management should take an action like doing the joint inspection and
checking the surrounding area to identify any defects and to familiarize with the condition of the
building. All the types of maintenance should take a consent and consideration by the property
management. Any corrective maintenance should rectify as soon as possible to make sure that
the defects can be preventive as possible. The identification of the SWOT Analysis is a good
plan to determine the current condition which the strength, weakness, opportunities and threats.
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The recommendations can solve all the swot analysis plan and can provide to a better quality of
management and the occupants of the building.
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PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

Figure 1: The location map of Putrajaya

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

. Figure 2: The subject property and the sign

PROPERTY MANAGEMENT OF KPWKM

Figure 3: The developments surrounding of KPWKM.

PROPERTY MANAGEMENT OF KPWKM

Figure 4: The example of facilities that provided at KPWKM.

2.1 Statement of Need

PROPERTY MANAGEMENT OF KPWKM

B) Bahagian Khidmat Pengurusan (BKP)

2.2 The Mission of Lapisan Rezeki Sdn. Bhd

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

DEPUTY GENERAL SECRETARY

DEPUTY GENERAL SECRETARY

PROPERTY MANAGEMENT OF KPWKM

Execution of National Social

Planning and research unit

Planning and research unit

Committee of National Social

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

Economic Empowerment Of Bumiputeras Department, Department of

Management, Department Of Account, Department Of Human Resources Management and

Management Services Department (BKP)

PROPERTY MANAGEMENT OF KPWKM

Secretariat & Quality Coordination Unit.

Logistics and Asset Management Unit.

Safety and General Administrative Unit

PROPERTY MANAGEMENT OF KPWKM

Resource Centre Unit

Asset Management Unit

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

3.3 Scope of work

ii. Quality Officer

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

Figure 5: Putrajaya Holding (PjH) Tower at Putrajaya

PROPERTY MANAGEMENT OF KPWKM

Figure 6: The Example OF My SPATA at discussion room and cafeteria.

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

PROPERTY MANAGEMENT OF KPWKM

Figure 7: The view at cafeteria

PROPERTY MANAGEMENT OF KPWKM

Figure 8: The floor plan at 2nd Floor

Figure 9: The surau located at the same level of cafeteria

PROPERTY MANAGEMENT OF KPWKM

Figure 10: The toilet at cafeteria

PROPERTY MANAGEMENT OF KPWKM

terian Pembangunan Wanita, Keluarga dan Masyarakat (KPWKM)

5.3 Appointment of Tenant Process.

PROPERTY MANAGEMENT OF KPWKM

Unit Pengurusan Bangunan received a rental application