Ref. : TCRC/ESTATE/RFP/0820-0040
Date : xx August 2020

Interested Participant
(To Whom It May Concern)

Dear Sir,

SUBJECT: Request for Proposal (RFP) for the Oil Palm Estate Management Services (EMS) at Ladang Air Manis, Kulai Johor

With reference to the above, you are hereby invited to participate in the request for proposal (RFP) for the Estate Management Services (EMS) of our Oil Palm Estate located at Ladang Air Manis, Kulai, Johor. The total area to manage under this RFP is 817.66 hectares.

The project consists of managing mostly the estate oil palm upstream activities & administration of the estate. Your services will cover only 817.66 acres of the Plantation area from the total overall area of 1,190.10 hectares.

The description of the scope of services & requirement of the EMS to guide the interested participant under this RFP is available at www.tcrc.com.my/ems

The RFP must be submitted before 2.00pm, 7 October 2020 to;

TEON CHOON REALTY COMPANY SDN BHD email at rfp-ems@tcrc.com.my

Proposal sent to any other email address will be deemed invalid proposal. Unsigned proposal (official cover letter) will likewise be deemed invalid RFP. The signature for the Proposal must be that of a Principal (COO/MD) or Director of the Company. Proposal must be in the format prescribed in the RFP documents and all required documents must be submitted.

Proposal may be submitted by e-mail, and must include all attachments in PDF format, signed and scanned. The onus is on the sender to obtain proof of delivery of any proposal.

All queries in relation to this RFP competition must be submitted by e-mail to rfp-ems-clarify @tcrc.com.my as soon as possible and in any event not later than 5 working days before the latest time for receipt of RFPs, although the Contracting Authority may at its discretion respond to queries raised after that date. If the Contracting Authority responds to a query, it will send the response to each candidate unless the candidate raising the query has clearly designated the query as confidential and the Contracting Authority agrees that it should be treated as confidential.

Candidates may visit the site by prior arrangement with the Estate office personnel can be contacted at 07-656 1246. The briefing on palm tree profile in our Plantation will be done during this site visit.

Thank you

Yours faithfully
TEON CHOON REALTY COMPANY SDN BHD

_________________________
Ir Mohd Nazree bin Abu Kassim
Chief Operating Officer

SECTION I – GENERAL

 

PURPOSE

 

The Company i.e. Teon Choon Realty Company Sdn Bhd (“the Owner”) intent to appoint the Managing Agent (MA) to manage its oil palm estate. The estate area to manage is 817.66 hectares located at Ladang Air Manis, Mukim Sedenak, Kulai, Johor Darul Takzim.

 

The Managing Agent is in the business of managing, administering and provision of technical and consultancy services in relation to the operations of plantations and such other services incidental and ancillary thereto.

 

Employees under the Owner at the Estate is 11 numbers, consist of the following:

Other than the above estate personnel; the harvesters, field workers & general workers all is employed under the existing MA. Considering estate labour workers all under the MA appointment, for the employment of foreign workers the MA must have a proper license & approval from the relevant authorities. The cost of obtaining & employ foreign workers is included under the Plantation direct cost.

 

OBJECTIVE

 

The objective of this initiative is to identify an oil palm plantation service provider with an experience in managing estate services that can drive and demonstrate significant reduction in the cost of operating the estate while maintaining or improving the quality and level of service.

 

The long-range achievements expected by the site, in order of importance, are as follows:

 

• Significant reductions in direct operating cost of the plantation without negatively affecting the quality and service levels depicted in the specifications;
• Significant reductions in estate operating, maintenance and repair costs without negatively affecting service quality and service levels depicted in the specifications;
• Consolidation of responsibilities relating to non-core business support services;
• Continuity in estate-related administrative and operational processes/procedures;
• Maintaining or enhancing services while increasing current levels of internal (production) satisfaction with leadership and innovation.

 

The primary objective and goal of this proposal is to reduce costs and improve the reliability of the identified operating systems of the estates (site) with a focus on less down time.

 

SECTION II – PARTICIPANT INFORMATION

DELIVERABLES

All participants are expected to prepare documentation supporting all the following deliverables:

• RFP response package (bids)

– Company Profile

– Corporate experience in facility related services

– Description of Quality Plan and operations control.

– Advantages and value ads of current participant.

– Plan for Implementation and Execution

– Resumes of resources that would deliver the scope including suppliers and personnel.

– Pricing

Participants should electronically submit two (2) RFP response packages to TCRC as outlined below:

• 1 priced and 1 un-priced in the PDF files format
• Bids will be broken down into the following categories.

The bids are due to Teon Choon Realty Company Sdn Bhd on xx October 2020.

PRE-BID MEETINGS

Attendance at the pre-bid meeting is mandatory. The pre-bid meeting will be held at Teon Choon Realty Company Sdn Bhd, Ladang Air Manis, KM 51, Jalan JB-Air Hitam, P.O.Box 110,  81000 Kulai,Johor Darul Takzim on xx October 2020 beginning at 10.00 am.

A Maximum of two people per Company is allowed. No subcontractors are allowed at the initial Pre-bid meeting. Please identify the people from your firm who will be attending the meeting (48) hours prior to the meeting. (The oil palm tree profile etc. will be shared with the proposaler during this meeting)

RFP TIMING

Timing for the RFP process is outlined below:

• Release of RFP
• Pre-Bid Meeting
• Facility Tour (if Required)
• Deadline for Participant Questions
• Bids due by 2:00PM on xx October 2020
• Post Proposal Clarification
• Award
• Commencement of Services

 

RFP CONFIDENTIALITY

Participants will be issued materials required to prepare a competent response to the RFP. All documents (electronic or paper) created by the supplier and/or The Owner will be the sole property of The Owner and cannot be reproduced or distributed without the written approval of The Owner.

  

CONTACT INFORMATION

During the quotation period, questions regarding this proposal shall be directed to:

Teon Choon Realty Company Sdn Bhd email at “rfp.clarification@tcrc.com.my”

SUBMITTING QUESTIONS

Questions and answers, although discussed at the pre-bid, should be submitted in writing no later than the due date and will be confirmed and answered thereafter in writing, and such writing shall supersede any oral information otherwise provided.

All questions and inquires will be answered via electronic mail and provided to all participants to ensure fairness in the process. The end date for questions is 4:00 PM on xx October 2020 .

The Owner expects all Participants to recognize and comply with the following:

(1)    The Participant has an affirmative duty to inquire about and seek clarification of any question or other item in the RFP that the Participant does not fully understand or that the Participant reasonably believes is susceptible to more than one interpretation and

(2)    The Participant shall explain in its proposal all exceptions, assumptions, and clarifications, variations, or deviations made by the Participant in responding to any requirements of this RFP.

RELIANCE ON ORAL COMMENTS

For purposes of this RFP and questions concerning the RFP, no Participant shall consider any oral representations or statements by an officer, employee, or agent of The Owner to be an official expression of its behalf unless such oral representation or statement is authorized by the Owner representative in a written communication. Any Attempt to circumvent this process may result in immediate disqualification from the evaluation process.

SECTION III – RFP RESPONSE OUTLINE

COMPANY PROFILE

Participants must provide supporting documentation that outlines the answers to all the following:

PARENT AND SUBSIDIARY OVERVIEW

• State the full name and address of your organization. If you are a subsidiary, please provide the name and address of your parent company.
• Include the name, address, e-mail address, and telephone number of the person in your organization responsible to negotiate contract terms and render binding decisions on contract matters.
• Include your corporate organizational chart with number of employees (locally, nationally, and globally).
• Detail any alliances/partnerships with any other company that will be involved with this proposal and providing service to The Owner.

 

CORPORATE EXPERIENCE

PRODUCT AND SERVICE OFFERINGS

• Service Years. Number of years you or your team has been involved with managing oil palm plantation. Please list individual customer sites with years.
• Industries served. Provide list of markets you are currently performing services for.
• Service capabilities. Provide a brief overview of your company’s relevant business plan and product and service offering capabilities to perform the requested services and functions for all identified areas of scope. (i.e. Finance & Accounts, Human resources & Administration, Information technology, Plantation operations and advisory, Procurement and Agronomic services etc.)
• Labour Relations. Provide an overview of your company’s labour relations relevant to oil palm estate management.
• Customer Relationship. Provide an overview of your relation and experience with the owner over the past years.
• Register with MOF. To be eligible to supply products and/or services to the related Government Investment Company (GIC), the Company must be registered with Ministry of Finance(MOF). Obtaining the MOF License Treasury Registrations is a prerequisite for companies to participate in government sector and semi-government contracts and tenders. This include supplying goods and services including consultancy to government ministries, departments and agencies.

 

PROPOSAL CONTENT AND STRUCTURE

Please structure the form and content of your proposal in accordance with the requirements of this section. Participants are to utilize the same headings, numbering system and formats as specified herein.

SECTION I – EXECUTIVE SUMMARY

In no more than two (2) pages, provide a brief overview of your proposal, including the following:

• Specific approaches to be employed to satisfy what your firm feels are the most critical considerations for this assignment
• Specific advantages your firm or team has to offer in relation to this assignment. Omit generalities and vague marketing narrative.
• An itemization of any proposed options to and/or deviations from the RFP requirements.
• Provide the name, title and contact information for the individual who will serve as the focal point for proposal related inquires and your firm’s further involvement in the competitive process
• The assumptions or clarifications made, and methodology applied during the formulation of your response.

 

SECTION 2 – REQUEST FOR INFORMATION

Respond completely, accurately and succinctly to each of the items below:

• Provide the legal name of the entity submitting the proposal.

• Identify the number of years that the entity has been in existence and the number of years that the entity has been providing facility services.

• Provide the addresses of the headquarters location of the entity and of the location, if different, that would be responsible for the day-to-day performance of the services.

• Identify the form of your business of the entity (corporation, partnership, limited liability company etc…) If a corporation, identify the state of incorporation and whether the corporation is public or private

• Provide a summary of clients and properties for which you or your team are currently providing services. Indicate the number of years for which your firm has provided such services to these clients/properties.

• Of those identified in the response to the above item, provide a list of two (2) references for a similar assignment. Include the name of the client, the contact person for that client site, the contact’s titles, phone number and address. Of those two identify one (1) that the site could visit to obtain insight from the client’s point of view as to the capabilities of your firm.

• Describe your firm’s approach to the assignment.

• Detail any of your firm’s special or unique capabilities, technology or operating procedures that would be of direct benefit to the site.

• List any affiliates or joint venture partners your firm intends to utilize in the performance of this assignment. Describe the nature of that utilization and how your firm will coordinate and interact with that affiliate or joint venture partner

• Provide a listing of individual and/or company accreditations, certifications and memberships pertinent to this assignment.

• Describe the quality assurance program that your firm would utilize on this assignment (if any). Include copies of any certifications associated with the Quality program. Please identify the administrator of the program and how long it has been in effect. Discuss your process for monitoring level of service, complaint resolution and customer (occupant) satisfaction and measures to address any shortcomings. Explain and show examples of how you qualify suppliers and staff.

• Discuss your processes and policies regarding utilization of personnel on an overtime basis. Explain how your firm provides cover for personnel on vacation, leave of absence, or illness.

 

SECTION 3 – TRANSITION PLAN

The proposal shall include company’s plan for the orderly assumption of responsibility for execution of the proposed management services for the estate. This plan should address:

• Transition tasks to be performed.
• Transition responsibilities
• Timeline for all transition activities

In addition, the plan should respond to the following:

• Please describe how your firm intends to handle the transition, including details on timing, work steps, staffing issues, and critical path.
• Provide a detailed transition plan, approach, work steps, staffing, timing, inventory analysis, understanding of condition, and understanding of service requirements of the estate systems.

 

SECTION 4 – EXECUTION PLAN

The proposal must include a detailed description of your firm’s plan to execute the services that are the subject of this RFP. This execution plan should explain how your firm intends to execute the services. The plan should identify those services that will be performed by an on-site staff that your firm would employ and those that would be performed by subcontractors to your firm, if any.

Your firms intended on-site staff shall be fully detailed in a staffing plan or organization chart and supported with management resumes that follow the requirements listed in job descriptions. The staffing plan shall identify all positions and number of personnel and shall include the following:

• Number of titles or functional descriptions of each position;
• An internal organization chart indicating the individuals and reporting structure your firm proposes to implement this assignment;
• Provide a complete description of the proposed organization that will be onsite and off-site in support of this service. Include all job titles, job descriptions and how they will interface with each other.

 

SECTION 5 – DOCUMENT SAMPLES REQUESTED

The execution plan should include a detailed discussion of how your firm will execute the scope of services your firm or team intends to provide. Discuss the technology and any innovative methods that your firm would utilize. Please address the predictive and preventive management programs that would be implemented.

Proved samples of the following documents you propose to utilize for this service:

• Samples of financial reporting format
• Samples of assets maintenance schedule format
• Sample of cost estimation detail and format
• Sample of scope of work for service
• Sample of web-based reports (Communication network)
• Sample of Quality Control Plan table of contents.
• Sample of Supplier Pre-qualification program w/printout.

 

 

SECTION IV – SCOPE OF SERVICES

 

The MA in general shall manage, administer and provide technical and consultancy services in relation to the operations of the Plantations and such other services incidental and ancillary thereto including and not limited to the following:

 

(a) using all reasonable skills, due care and diligence, in a professional manner acceptable by industry standards to co-ordinate and administrate all facets of the operations of the Plantations and ensure compliance of the Company with all applicable laws, legislation regulations, rules, guidelines and directive (including without limitation, the receipts of any relevant licences, consents, approvals and permit) required in respect of the operations of the Plantations by coordinating and liaising with the relevant governmental authorities or bodies on behalf of the Company in matters in relation thereto;

 

(b) maintain an appropriately equipped office necessary for the provision of Services pursuant under this Agreement;

 

(c) employ or engage estate manager or assistant as it may at its sole and absolute discretion deem necessary to enable it to carry out and perform the Services;

 

(d) attend to finance matters, examine reports and conduct all correspondence and shall do all other work usually performed by a managing agent and necessary for the efficient management of the Plantations. The Managing Agent shall as far as possibly check the annual estimates of revenue and expenditure of the Plantations and shall as soon as practicable submit these to the Board at the close of each financial year of the Company;

 

(e) maintain all financial accounts of the Plantations as may be reasonably required by the Company in connection with the business of managing the Plantations including the compilation and submission of monthly returns and the Budget for the consideration of the Company for each financial period of the Company during the Term of the Agreement.

 

(f) recommend suppliers and price quotes for the consideration of the Company to purchase store items and operating equipment of the Plantations on its own accord;

 

(g) use its reasonable skills, due care and diligence, in a professional manner acceptable by industry standards to dispose of such produce to the best possible advantage and account promptly for the net proceed thereof after deductions of such allowable commissions, brokerages, out-of-pocket expenses and charges as are payable hereunder;

 

(h) prepare and submit to the Company within thirty (30) days from the date of this Agreement the Budget setting out the estimated costs and expenses of the Plantations;

 

(i) use its reasonable skills, due care and diligence, in a professional manner acceptable by industry standards to approve any revenue expenditure in relation to the operations of the Plantations;

 

(j) shall have full and complete control of its personnel engaged in the performance of the Services and shall ensure that its personnel conduct themselves in a fit and proper manner;

 

(k) where the Managing Agent is required to provide any or other services deem necessary but does not fall within the Services or part of the Services, the Managing Agent shall subject to prior consent and approval of the Company, use all reasonable skills, due care and diligence, in a professional manner acceptable by industry standards employ or engage third party agents, consultants and/or advisers from reputable companies at the costs and expenses of the Company from time to time to advise and perform such part of the services, including without limitation the setting up, design, supervision and construction of other buildings as may be required and checking and inspection of any aspects of management of the Plantations. The Company shall reimburse the Managing Agent in full for all costs and expenses incurred by the Managing Agent in connection with the appointment of any such third party in the performance of the said services, including without limitation the fees of such third parties. Notwithstanding anything to the contrary, the Managing Agent shall not be liable for any loss that may happen through the act, omission, default or negligence of any such third parties; and

 

(m) any other services which is appropriate and necessary for the Managing Agent in carrying out the Services under this Agreement.

 

 

SERVICE SCOPE OUTLINE

 

Proposals are to be based on management coordination of the detail functions listed:

1. Program Outline and Scope

1.1. Request for Quote – Program Overview

1.2. Outline and Scope Descriptions

2. Service Check Lists

2.1. Estate Management Services

2.1.1. Finance & Accounts for:

1. Bookkeeping & Statutory Accounting
2. Account receivable management
3. Account payable management
4. Cash management
5. Treasury Management
6. Accounting transactions
7. Financial Statement report
8. Depreciation & Amortisation scheduling

 

2.1.2 Human resource & administration

1. Human resource planning
2. Recruitment & selection
3. Performance appraisal
4. Compensation planning
5. Remuneration
6. Motivation
7. Welfare
8. Health & Safety
9. Payroll management

 

2.1.3. information Technology

1. Networking – computers & telecommunication
2. Servers maintenance
3. trouble shooting
4. hardware & software assets maintenance & services
5. Office Equipment Communication (Copier, Fax, Video)
6. Computer Management
7. Communications
8. Energy Management (if applicable)
9. Remote Monitoring (if applicable)

 

2.1.4. Plantation operations and advisory

1. General Charges
2. Upkeep & Cultivation
3. Manuring
4. Collection
5. Despatch
6. Nursery
7. Depreciation
8. Security
9. Report
10. Buildings repair & maintenance
11. Vehicles repair & maintenance
12. Office equipment (copiers, Fax, Video)
13. Housekeeping
14. Despatch & logistic Management
15. Store Management
16. Livestock Plant Management
17. Drinking Water
18. Mechanical Maintenance – HVAC, Plumbing, Fire Protection, Wastewater, Fuel Station
19. Electrical Maintenance – Low, Medium, & High Voltage, Fire Alarm, Lighting, UPS
20. Mobile equipment management
21. Waste management – Trash, Recyclables, Medical, Batteries, Print toners and Cartridges
22. Utility Management, Energy management & Environmental Management

 

2.1.5. Procurement

1. Maintain vendor registration & pre-qualification
2. End user requirement
3. Selection & sourcing
4. Tender & Contract
5. Vendor performance & relationship management
6. Value creation & operational excellence

 

2.1.6. Agronomic services

1. carried out once a year (before year end)
2. Determining nutrient status of the palm
3. Fertiliser recommendation
4. Frond length measurements and Black bunch count
5. Reporting

 

2.2. Fire and Security Services and Frequencies

2.3. Housekeeping Frequency Matrix

 

3. Programming Data

3.1. Map Site

3.2. Map Building Layout

3.3. Arial Photo Site

3.4. List of Assets (Appendix 2)

 

4. Schedule

4.1. RFQ and Sourcing Timeline

4.2. Services Timeline

 

5. Job Descriptions (guidelines only)

5.1. Estate Manager

5.2. Field Officer

5.3. I.T. Tech Support

5.4 Business Administrator/Help desk

5.5 Safety Officer

5.6 Security Personnel

 

6. Specifications

6.1. Building Maintenance

6.2. Landscape and Roads, Bridges Maintenance

6.3. Janitorial Maintenance

6.4. Office Equipment Maintenance

6.5. Pest Control

6.6. Assets Repair Maintenance

6.7. Engineering

 

7. Supporting Exhibits (provide related item only)

7.1. Organization Chart

7.3. Roles and Responsibility Matrix

7.4. Environmental Guidelines & Emergency Plan

7.5. Safety Guidelines

7.6. Code of Conduct Requirements

7.7. Gate Access Procedure

7.8. The Owner Terms and Conditions

7.9. The Owner Site Conditions

7.10. Fire Suppression Systems

7.11. Employee Termination Process

7.12. Score Card Example

7.13. Crisis Management Plan

7.14. Stockroom Procedure

7.15. Best Practice Form

 

8. Pricing

8.1. Pricing Form

 

9. Questions and Answers

 

10. Addendums

 

 

ESTATE MANAGEMENT SERVICE

 

THE MANAGING AGENT RESPONSIBILITIES

The following is an outline of basic management service tasks expected of the EMS.

 

Primary Tasks

Provide the management and coordination of all existing activities of the estate, Buildings and Grounds.

 

Estate & grounds activities include:

• Monitoring workers under General Charges
• Upkeep & Cultivation
• Manuring
• Collection
• Despatch
• Nursery
• Depreciation
• Security

 

Most of buildings activities involving maintenance include:

• Preventative Maintenance
• Predictive Maintenance
• Minor Repair Maintenance
• Major Repair Maintenance (will be added to contract per event)
• Monitoring of Equipment/Systems working condition, performance and status;
• Procurement of parts associated with the maintenance activities;
• Scheduling
• Tracking
• Reporting

 

EXECUTION

The EMS on-site staff will work under the general direction of the Estate Manager and report to the Chief Operating Officer of TCRC at Corporate Office. The EMS shall provide the following support function.

1. Manage daily activities of the operations of overall plantation area 817.66 hectares
2. Provide Preventive and Predictive maintenance for Plantation permanent assets.
3. Schedule work, prepare work schedules;
4. Assign work tasks;
5. Follow-up work tasks;
6. Procure and obtain parts and supplies for self-performed work
7. Produce reports detailing work performed, costs, man-hours and personnel.
8. Establish plantation budgets and make annual projections;
9. Maintain equipment inventories;
10. Create and maintain an electronic and filing system.
11. Execute work orders, place purchase orders.

 

The MA is required to utilize the current estate software (if any) and lists equipment in and on buildings, lists building systems and identifies a master maintenance schedule.

 

The MA will be responsible to maintain the most current system available, including software and hardware, with anticipation to upgrade to the web-based system.

 

FINANCE & ACCOUNTS

The MA will work closely with the Owner account staff stationed at the Estate who is in-charge of Account Receivables & Account Payables in the estate. The MA is required to supervise the Owner personnel, monitor and evaluate the staff performance. The MA will compile all of the data provided by the Owner accounts staff and prepare the monthly & yearly statutory financial statements as follows:

1. Balance sheets
2. Income Statement
3. Note to the accounts
4. Cash Flow Statement

 

HUMAN RESOURCES & ADMINISTRATION

The MA is required to provide human resource planning such as maintain staff record, identify job requirement (needs & level of expertise). Data from the job requirement analysis will be used for the recruitment plan & selection for the suitable personnel. At the end of the period the MA will do the performance appraisal for each staff including the Owner estate staff in determining their annual performance and recommendation for the quantum of bonuses if any.

 

The MA must also recommend for compensation planning and remuneration for staff especially for new recruitment and promoted staff.

 

To sustain key staff the MA is required to plan motivation, adopting welfare for employee according to the market standard, ensure health and safety for all estate staff.

 

The MA to administer& maintain payroll processing system and records by gathering, calculating and inputting date and computes employee take-home pay based on records, benefits and taxes (prepare monthly salary pay slip, pay allowances, salary deductions, prepare statutory deductions from staff gross pay i.e EPF,SOCSO,LHDN, Zakat, tabung haji etc. & subsequently make payments to the relevant authority). The MA has to attend to employee query about wages, deductions, attendance and time records etc.

 

INFORMATION TECHNOLOGY (IT) SERVICES

The MA shall verify, maintain and manage a complete and current information system of estate facility data, including but not limited to pertinent property, site information respective responsibilities, critical maintenance dates, and cost/performance standards. Maintain well organized property files and a library of estate facility documents. Provide standard and ad hoc reporting as required by the site.

 

Monitoring existing hardware and software utilise onsite at the estate administration office and other buildings on-site, create helpdesk online services, for the estate staff to report any IT related problems, so that the MA will be able to attend and fix the problem promptly. To perform disaster recovery solutions, the MA to make recommendation and proposal to the Owner, on the existing IT backup data system and the storage of the data. The IT expense plan shall be included in a yearly plantation budgets, and up to a two-year forecast.

 

Develop, manage, maintain and operate a complete networking services, including monitoring server switches, routers and load balancers (if any). Network cable and/or fibre optics solutions should deploy according to market standard. Perform trouble shooting from time to time to test the workable of the networking system, ensure that the networking is stable and secure. The system firewall must be applied at all time as a network security.

 

PLANTATION OPERATIONS AND ADVISORY

The MA will be managing the overall operations of the plantation area 817.66 acres. To manage:

• General charges, includes monitoring direct cost from general workers, field workers, harvesters up to supervision level such as salaries, EPF,SOCSO, bonuses, medical, travelling, agency fees, buying commission, holiday pay/gratuities, workers quarters, welfare, electric supply, water supply). Others expense such as Quit rent, Govt. & other fees, office expenses, telephone, mics. building, security expenses, general insurance, foreign workers expenses, OSHA & RSPO expenses, Entertainment expenses, workshop etc,
• Upkeep & Cultivation – manage, administer & monitor weeding, lallang, drainage, pest & diseases, soil conservation, pruning/windfall damage, palm sanitation, census & thinning, road & bridges, boundaries & fences, supplying, tools, water gate & bunds
• Manuring, to perform effective fertiliser management & application
• Collection, manage & monitoring harvesting activities (labour, supervision, tools & internal transport)
• Despatch, manage and monitor external transport (FFB transportation & logistic) and others. existing external mills/buyers i.e Sg. Kachur Palm Oil Mill, Ulu Sibol Palm Oil Mill & Hadapan Palm Oil Mill)
• Nursery, manage & monitor pre-nursery & main nursery activities such as site preparation, no of polybags filled, manuring, seedling transplanted, nursery culling, transplanting, seeds material, watering, weeding & others
• Security Services, manage the Aux. Police/Security personnel to patrol the estate boundaries and manning the post guard & manage the boom gate to monitor egress and ingress activities is safe and secure
• Reporting, – The report content must include area statement under management, production summary & analysis, rainfall monitoring (monthly & to date comparison, including 5 years rainfall analysis), Operating profit report from area under services, employee & workers statistic report vs budget, workers attendance & turn-over), field upkeep report completed month & YTD, manuring & fertiliser report (Program vs Completed), Pest & Diseases application report, water management etc.

 

PROCUREMENT

The MA is required to maintain vendor registration & pre-qualification. To maintain the current vendor list and up date for the new vendor new registration according to the end user requirement. All vendor must pass all the pre-qualification criteria (experiences, registered with MOF etc., deliverables track record, client satisfaction rating etc.) set by the MA to be included in the vendor lists. Maintain current procurement system or improve or established the new (if necessary) Purchase Requisition (PR) form, Purchase Order (PO) form to be used for purchasing purposes.

 

The selection of vendors must at least 3 quotations, of which the lowest bidder should be consider unless justification is provided to select not the lowest quotation. For single purchasing of more than RM50,000 and/or not included in the approved budget must be conducted via tender or contract, of which will be decided at the Board level.

 

After sales receipts/deliverables, the MA is required to evaluate the vendor performance, such as establishing vendor black lists. For the perform vendors/suppliers, the good relationship must be maintained at all time.

 

Overall, the procurement system maintained and/or newly establish must be effective that create value creation and operational excellence to the Owner.

 

AGRONOMIC SERVICES

The MA must carry-out agronomic services once a year, it must be carried out and completed before year end, as the data will determine the cost of fertiliser next year and will be included in the coming year budget plan.

 

To services includes collect samples from the plantation sent for analysis to determine the nutrient status of the palm and recommend fertiliser.

 

Frond Length Measurements and Black Bunch Count must be included in the agronomic services package, such as foliar sampling for oil palms which will indicate growth and yield projections.

 

The MA will produce final report and submit to the Owner before end of the year.

 

POLICIES AND PROCEDURES

Provide estate on-site Policies and Procedures Manuals. Attach table of contents with proposal. Prepare, maintain and distribute manuals to the estate Manager, detailing the procedures for interfacing with the facility staff and detailing the MA responsibilities to the site. All such information shall be consistent with the site standards and procedures. Copies of the Manual shall be made available to all Estate personnel, kept in an identifiable location on site and updated as required.