Shazana Azian

"THERE’S MORE TO THEM THAN MEETS THE EYE" OPTIMUS (SDMC ) PRIME GREETING FROM HBMK! FOR THE EDGE MALAYSIA 2022 , OUR CREATIVE TEAM HAS COME OUT WITH AN IDEA WHERE EACH OF OUR ENTRY SUBMISSION WOULD HAVE A CHARACTER NARRATING IT (MOSTLY MOVIE CHARACTERS). WE HOPE YOU ENJOY READING OUR ENTRIES. REALLY LOOKING FORWARD TO RECEIVE GREAT NEWS SOON! WE THANK YOU FOR YOUR KIND CONSIDERATION. DISCLAIMER: PLEASE NOTE NO COPYRIGHT INFRINGEMENT IS INTENDED, AND WE DO NOT OWN NOR CLAIM TO OWN ANY OF THE IMAGES USED IN OUR ENTRY COVER & SUBMISSION. TABLE OF CONTENTS 1. INTRODUCTION 2. MAINTENANCE 2.1. Quality of M&E/Building Services 2.2. Quality of Indoor Air Quality 2.3. Cleanliness and upkeep of facilities 3. ADMINISTRATION 4. COLLECTIONS 5. FINANCIAL SUSTAINBILITY 5.1. Adherence to budget 5.2. Management initiatives and innovation 6. SECURITY 6.1. Use of Technology 6.2. Proactive measure to enhance building security 6.3. Crisis management & preparedness 7. COMMUNITY & COMMUNICATION-. Communication with Tenants Community Building Initiatives Yayasan Sime Darby Community Feedback SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 2 PREAMBLE SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 3 A catchphrase that never fails to excite. Optimus Prime, the leader of the Autobots. Known to be courageous, cool, and always does things in style. And what can be more stylish than putting all these brands in one place! Which is exactly what Sime Darby Motors has done. Sime Darby Motors , As the tagline says, “Roll out!”, Sime Darby Motors seriously rolls. Operating in nine markets across the Asia Pacific region with a core business in automotive industry which includes retails, distribution and assembly businesses. Sime Darby Motors’ retail operation offers a wide range of vehicles, from broad appeal market brands to luxury cars, as well as commercial vehicles. Some of the brands represented by Sime Darby Motors include BMW, MINI, Rolls-Royce, Porsche, Hyundai, Ford, Land Rover and Volvo. Our subject property, Sime Darby Motors City (Ara Damansara), a 8.71 acre of freehold land with six (6) units of office blocks, comprises of a show gallery at ground floor level serving the different needs of the brands. Two (2) office towers are located above the brands office blocks to cater the crowd of the corporate office with a potential food court located at Level 8 serving the daily needs of their employees. The developer of the property also gave a thorough attention to the design of the car park in the development, in which it is designed to separate visitors and servicing cars where visitors can straight away access the basement car park while the employees or pilots can drive straight up the ramp to the elevated car parks at Level 5 and Level 6. In respect of accessibility, Sime Darby Motors City (Ara Damansara) is strategically located along the Federal Highway at Petaling Jaya and it is greatly accessible via all major highways. Front View of Sime Darby Motors City (Ara Damansara) SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 4 Summary of Subject Property & The Brand Listing Aspect of Property Address Location Title Detail Property Type Description Age of Property Total Land Area Gross Floor Area Net Lettable Area Parking Space Description No. 6, Jalan PJU 1A/7, Ara Damansara, 47301 Petaling Jaya, Selangor Darul Ehsan Sime Darby Motors City is located at Ara Damansara vicinity which is easily accessible from Jalan Lapangan Terbang Subang. Surrounded with commercial, residential, international school, shopping mall, hotel, retail units and petrol station GRN 311882, Lot 81298 and GRN 311883, Lot 81299 both in Mukim of Damansara, District of Petaling, State of Selangor and measuring approximately 8.71 acres or 35,248 square meters in aggregate Commercial Buildings Six (6) blocks of commercial buildings with seven (7) storey and two (2) commercial building with eleven (11) storey which are constructed on top of two (2) levels of car park basement and the common property 4 years 379,405.95 sq. ft. 1,349,575.50 sq. ft. 2,011,417.70 sq. ft. 2092 parking bay Brand / Operating Units Network Block BMW Sime Darby Auto Bavaria Sdn Bhd 1 Used Cars Sime Darby Auto Selection Sdn Bhd 1 Ford Sime Darby Auto Connexion Sdn Bhd 2 Jaguar Land Rover Jaguar Land Rover Sime Darby Auto Connexion 4 Hyundai Hyundai-Sime Darby Motors Sdn Bhd 3 Deliver Services from Sales to Aftersales Support Sime Darby Auto Hyundai Sdn Bhd 3 Provide After Sales Service Sime Darby Hyundai Sdn Bhd 3 Porsche Sime Darby Auto Performance Sdn Bhd 5 Volvo Sime Darby Swedish Auto Sdn Bhd 6 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 5 Map Location of Sime Darby Motors City (Ara Damansara) Exterior View of Sime Darby Auto Bavaria Sdn Bhd Exterior View of Jaguar Land Rover (M) Sdn Bhd SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 6 Hyundai Sime Darby Motors Sdn Bhd Sime Darby Auto Connexion Sdn Bhd (Ford) SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd Sime Darby Swedish Auto Sdn Bhd (Volvo) Ford Showroom (Internal View) 7 Of course, every leader has a right hand man. For Optimus, it is none other than the trusted Bumblebee, a trusted companion and a loyal friend. Year 2019 A conversation between Hyundai-Sime Darby Motors Sdn Bhd and HBMK I found a planet that is well in style. You will travel there and protect it, old friend. It will be my honor. HBMK, Henry Butcher Malaysia (Mont Kiara) Sdn Bhd (HBMK), a registered property manager under the Board of Valuers, Appraisers, Estate Agents and Property Manager (BOVAEP). Originally in operation under the facilities and asset management division of Henry Butcher Malaysia Sdn Bhd, a company dedicated to world-class real estate and plant and machinery consultancy services since 1987. With the esteemed guidance of one of the Directors of Henry Butcher Malaysia Sdn Bhd, Mr. Long Tian Chek, the founder of HBMK, Mr. Low Hon Keong, and together with his experienced operations team are confident to deliver property management services as an ambitious independent entity via its corporate restructuring in 2015. With over 20-year experience in property and facility management industry and with the strength of 1000 personnel, Henry Butcher Malaysia (Mont Kiara) Sdn Bhd aims to expand its 20-million square feet portfolio to all across Malaysia. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd Mr. Low Hon Keong (Managing Director) 8 MAINTENANCE SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 9 “We can't ignore the danger. We must conquer it." As such is the cycle of maintenance. One must always be prepared for anything that comes in their way. 2.1 Quality of M&E/Building Services In order to ensure the functionality of all equipment and facilities, HBMK has established a comprehensive preventive maintenance schedule that will ensure that all equipment and facilities are being maintained at their top-notch condition in order to avoid any service disruption to the end users. This schedule consists of daily inspection, monthly inspection, yearly inspection, testing, calibrating, adjusting, and checking for wear and tear and even replacing the components, if necessary. SECURITY SERVICES PEST CONTROL LIFT & ESCALATOR SERVICES CLEANING SERVICES RUBBISH COLLECTION SERVICES SEWERAGE & GREASE MANAGEMENT MAINTENANCE . ELECTRICAL, CIVIL & BUILDING STRUCTURE BUILDING AUTOMATION SYSTEM CENTRALIZED A/C SYSTEM LANDSCAPING SERVICES ELV SECURITY SYSTEM SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd FIRE FIGHTING SYSTEM 10 ELECTRICAL HT System Description 2 incoming feeder intake from TNB connecting to 2 Consumer switchgears (11kV) thereafter stepdown to low voltage via 4 transformers Maintenance by In-house maintenance team (BO chargeman) + visiting engineer Maintenance frequency type PPM (Daily, weekly, monthly, quarterly, yearly, once in every 2 year) Regulatory Compliance ST (Sijil Pepasangan, Relay calibration) HT Room Podium 1 HT Room Podium 2 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 11 ELECTRICAL LV System Description • • • • MSB & EMSB Podium 1 is serving power supply Block 1,2,3 MSB & EMSB Podium 2 is serving power supply to Block 4,5,6 MSB & EMSB T1 is serving power supply to Tower 1 MSB & EMSB T2 is serving power supply to Tower 2 Maintenance by In-house maintenance team (A4 chargeman & technicians) + visiting engineer Maintenance frequency type PPM (Daily, weekly, monthly, quarterly, yearly, once in every 2 year) Regulatory Compliance ST (Sijil Pepasangan, Relay calibration) LV Room Podium 2 LV Room Podium 1 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 12 ELECTRICAL Generator Set Description Maintenance by Maintenance frequency type Regulatory Compliance Equipped with 800kVA Genset to provide backup power supply to essential loads in case of power failure by TNB In-house maintenance team (BO chargeman) PPM (Daily, weekly, monthly, quarterly, yearly, once in every 2 year) ST (Sijil Pepasangan, Relay calibration) Extra Low Voltage System (ELV) Description Maintenance by Maintenance frequency type The buildings are equipped with the followings ELV systems: • CCTV system • Face recognition system • Car park barrier system (EVOXEN) • Card access system • Panic button • EV chargers In-house maintenance team & outsourced service provider with monthly inspection PPM (Daily, monthly, quarterly, yearly) Panic button & Face ID SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd CCTV Surveillance 13 ELECTRICAL Building Management System (BMS) Description Maintenance by Maintenance frequency type Honeywell’s BMS system where it is able to control lightings and A/C operation. This system is not only able to regulate building functions, but it also compiles data to help building managers in determining ways to further cut costs and increase the efficiency and comfort of the buildings. In-house maintenance team + Outsourced service provider (Honeywell) PPM (Daily, monthly, quarterly, yearly) Chiller monitoring in BMS AHU controller in BMS Chiller controller in BMS SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 14 MECHANICAL Vertical Transportation System Description The buildings are equipped with 22 elevators, 3 car lifts, 4 dumbwaiters and 10 escalators Maintenance by In-house maintenance team + Outsourced service provider (OTIS) Maintenance frequency type PPM (Daily monitoring by in-house team and monthly servicing by OTIS) Regulatory Compliance JKKP lift license Lift lobby in Block 1 Escalators in Block 3 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 15 MECHANICAL Cold Water System Description Maintenance by Maintenance frequency type Incoming water supply from Syabas to Basement Suction tank (370m³) and thereafter catering to roof storage tank (330,000 litres) and air-conditioning make-up tank (190,000 litres) In-house maintenance team PPM (Daily, monthly, quarterly, yearly) Water Storage Tank SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 16 CIVIL Fire Fighting System Description Maintenance by The building is equipped with adequate fire-detection and firefighting systems all approved by Jabatan Perkhidmatan Bomba & Penyelamat Malaysia (Bomba). They are as follow: • Fire Alarm System • Portable Fire Extinguisher • Intercom System • Fire-Rated Doors • PA System • Fire Hose Reels • Exit Signs • Automatic Sprinkler • Emergency Lights • Fixed Carbon Dioxide (C02) System • Smoke Spill System • Pressurization System In-house maintenance team + Outsourced service provider Maintenance frequency type PPM (Daily, monthly, quarterly, yearly) Regulatory Compliance Bomba Act, UBBL – Fire Certificate & Fire Extinguisher Certificate Fire Pump Room Panel Fire Control Panel SPKA Panel SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 17 CIVIL Building Infrastructure Description Maintenance by Maintenance frequency type General maintenance for the following building services: • Road and Drainage • Sewerage line • Reticulation Grease Traps In-house maintenance team and Cleaning team PPM (Daily, monthly, quarterly, yearly) OSD Tank drainage Grease Trap Cleaning SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 18 CIVIL Building Fabric & Finishes Description Maintenance by Maintenance frequency type General maintenance for the following building fabric and finishes: • Roofs, rainwater goods and gutter • Walls and ceilings • Floor tiles and walkway • Windows, doors, glass panels, handrails • Signage, fixture & fitting In-house maintenance team PPM (Daily, monthly, quarterly, yearly) SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 19 IMPROVEMENTS & INITIATVES Rail Painting at Ramp Basement Purpose Duration of Project Completion date To prevent rust and damage to railing 1 day for 4 locations January 2021 Painting work progress SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 20 IMPROVEMENTS & INITIATVES Nozzle Box Installation Purpose Duration of Project Completion date To prevent illegal use of host reel 3 days for 10 locations February 2021 Installation of nozzle boxes SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 21 IMPROVEMENTS & INITIATVES Waterproofing at Staircase area Purpose Duration of Project Completion date To prevent water seepage during rainy days 1 days February 2021 Waterproofing work progress at Staircase 8 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 22 IMPROVEMENTS & INITIATVES Installation of Elevator Monitoring System (EMS) by OTIS Purpose Duration of Project Completion date To monitor the performance of an elevator and tracks hundreds of system functions on elevators 1 week March 2021 EMS Elevator Status Display SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 23 IMPROVEMENTS & INITIATVES Installation of Emergency Evacuation Plan for Block 2,3,4,5 & 6 Purpose Duration of Project Completion date BOMBA requirement 1 month for 54 locations March 2021 Evacuation Plan Display SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 24 IMPROVEMENTS & INITIATVES Installation of Face ID and Motion Sensor at Ramp Access to Service Area Purpose Duration of Project Completion date To ensure only authorized staff is allowed to access to the servicing area and smooth the process of service car delivery 1 month March 2021 Servicing area entrance and exit ramp equipped with Face ID & motion SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 25 IMPROVEMENTS & INITIATVES Imprint tiles Repainting at SDMC Purpose Duration of Project Completion date To maintain the aesthetic looks of SDMC 1 month April 2021 Imprint tiles repainting work progress SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 26 IMPROVEMENTS & INITIATVES Road Curb Repainting at SDMC Purpose To maintain the aesthetic looks of SDMC Duration of Project Completion date 1 month May 2021 Road curb repainting work progress SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 27 IMPROVEMENTS & INITIATVES Ramp Down Painting Purpose Duration of Project Completion date To improve the aesthetic looks of BMW 1 week July 2021 Basement wall painting work progress SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 28 IMPROVEMENTS & INITIATVES Road Hump Installation Purpose Duration of Project Completion date Road user safety improvement 2 days for 4 locations December 2021 Installation of speed hump in front Porsche Installation of speed hump next to Volvo Installation of speed hump in front Ford Installation of speed hump in front Volvo SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 29 IMPROVEMENTS & INITIATVES Covid-19 Disinfection Purpose To ensure the working places are safe to work and lower down the transmission rate Duration of Project Daily Disinfection Activity to be conducted by in-house cleaners Daily Sanitization by in-house Cleaners SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 30 IMPROVEMENTS & INITIATVES Service Ramp Re-Painting Purpose Duration of Project Completion date Maintain the image of SDMC 1 month December 2021 Service Ramp Re-Painting Work Progress SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 31 IMPROVEMENTS & INITIATVES Relay Calibration with tripping test Purpose Duration of Project Completion date Suruhanjaya Requirement to do relay calibration every 2 years 1 day December 2021 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 32 IMPROVEMENTS & INITIATVES Road Signage Installation Purpose Duration of Project Completion date Road user safety improvement 1 week November 2021 Road signage installation SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 33 IMPROVEMENTS & INITIATVES Convex Mirror Installation Purpose Duration of Project Completion date Road user safety improvement 1 week November 2021 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 34 2.2 INDOOR AIR Quality In compliance with general duties of occupier prescribed under Section 15, 17 and 18 of the Occupational Safety and Health Act 1994 (Act 514) – to provide so far as it is practicable, the safety, health, and welfare at work of all occupants, an Indoor Air Quality (IAQ) Assessment was conducted in Sime Darby Motors City. The objective of this assessment is to evaluate the occupants’ comfort survey as well as to comply with the Green Building Index (GBI) requirement. This assessment will be conducted as follows: 1. Legionnaire bacteria test for air-conditioning system 2. Ensure AHU filter system frequently maintained and cleaned 3. Encourage cleaners to use environmentally friendly cleaning detergent 4. Installation of Co2 sensor for car park 5. Improve the IAQ by basing on the guidelines from JKKP’s industrial code of practice In order to maintain good indoor air quality, we have reduced the humidity by: a) Turning on the air conditioners at a comfort level b) Actively using the exhaust or ventilation fans c) Fix any leaking pipes d) Keeping the gutters clean e) Ensuring air circulation by installing exhaust fan SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 35 2.3 CLEANLINESS &UPKEEP OF FACILITIES In Sime Darby Motors City, different cleaning approaches and frequencies are applied, in accordance with the needs and necessity. METHODS / TASKS FREQUENCY SWEEPING FLOOR Daily 3 times MOPPING FLOOR Daily 2 times DUSTING CEILING EXAMPLE SPIDER WEB Once a week - TOILET CLEANING BASIN, FLOOR, MIRROR, TOILET BOWL, URINAL BOWL Daily more 3 times COLLECT RUBBISH Daily 2 times SCRUBBING FLOOR Twice per month WALL GLASS CLEANING Once a week WINDOW AND DOOR GLASS Daily 2 times POLISH ALL THE STAINLESS STEEL FITTINGS , EXAMPLE LIFT, ESCALATOR RUBBISH BIN, LOGO Daily 2 times or more OFFICE CARPET VACUUM Daily 1 times FLOOR CARPET CLEANING Once a week SANITIZING WIPE - SEAT, TABLE Daily 2 times or more REPLENISH ALL TOILETRIES, HANDWASH SOAP AND SANITIZER Daily checking and apply when is needed SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 36 The external hygiene services by supplier as per table below: METHODS / TASKS FREQUENCY AIR FRESHENER Once a month SANITARY BIN WITH SANITATION ALERT Once a week URINAL SCREEN Once a month Apart from routine cleaning schedule, we have conducted close monitoring on the cleaning works as follows: 1. Pandemic hygiene and prevention: Daily sanitization is conducted, and the cleaners will update this action by sending the photos via WhatsApp for reporting. A report will also be submitted on a weekly basis. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 37 2. Hygiene and toilet functionality checklist: Daily toilet functionality will be updated by the cleaners. The cleaners’ team leader will then submit a weekly report to the management to update on any malfunction equipment or arising issues. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 38 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 39 1. Cleaners Reporting System: Cleaner to report issue to manageme nt office (MO) MO to verify and get maintenance team to check and fix Maintenance team to revert to MO the status of repair with photo. MO to update the status to cleaner. Case Closed Report from cleaners via WhatsApp SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 40 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 41 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 42 Special Features HBMK team has established a strong connection with the client and also the service provider to ensure SDMC is managed and maintained properly, especially as one of the Smart Building in Malaysia. There are six (6) special key features in Sime Darby Motors City: Key Features • Remote Monitoring system (RMS) • CCTV • Facial recognition • EV charger • UVSS • ANPR SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 43 EV Chargers •A machine that supplies electric energy for the recharging of plug-in electric vehicles including electric cars, neighborhood electric vehicles , and plug-in hybrids. ANPR •ANPR systems read the plate text and identify the plate type from a preselected set of captured images. Automated recognition involves several steps like image normalization and enhancement, detecting the vehicle in the image, then finding the plate on the image. Remote Monitoring System (RMS) •A 24-hour system that can be accessed by all the brands including Facilities Management Team to get the latest updated diagnosis via multiple outputs. RMS also provides continuous monitoring and automatic adjustments for air-conditioning systems. UVSS •Under Vehicle Surveillance System work as the vehicle arrives at the main entrance/exit and drives over the imaging unit, the cameras embedded in the UVSS system capture the images and send them over to the control room and view on the monitor. CCTV •A centralized CCTV surveillance system that has full coverage of the common driveways, parking and also lift lobby. Facial Recognition •A system that allows the user to access lift, service ramp, and limited access area by only using Facial Recognition System. This system is a kind of access control device with a large screen, which supports face, fingerprint, and card authentication. This feature can import data to the device and can save 20,000 face capacity, 5,000 fingerprint capacity and 100,00 event capacity. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 44 ADMINISTRATION SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 45 It is true what Optimus has said, “Fate rarely calls upon us at a moment of our choosing.” Just like the fate of the awesome team of HBMK to be able to work with the amazing team of Sime Darby Motors Sdn Bhd. HBMK facilities management team (FM team) currently managing Sime Darby Motors City is made up of twelve (12) management personnel which consists of one (1) Facilities Manager, one (1) Assistant Manager, one (1) Building Executive, one (1) Admin Executive, six (6) technical personnel and three (3) control room personnel. In an effort to provide the best service for our clients, this team is also supported by a Senior Area Manager, Ms. Kathrine Yong, as well as the Managing Director, Mr. Low Hon Keong. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 46 PROCEDURE AND COMPLIANCE The FM team always works closely with the Operating Units (OUs), as the backbone of the building, to maintain and manage Sime Darby Motors City, hence Standard Operating Procedures are put in place to ensure transparency of the operations as well as procurement matters. For limited common area upgrading works, The FM team will ensure that the procurement process in terms of expenditure will be submitted and are being acknowledged with a Purchase Order before any works are commenced. Once the works are completed, a joint inspection will be arranged with testing and commission witnessed by the client. Should there be no issues, the Service Sheet is to be issued with an invoice sent to the client for payment purposes. All works completed will be summarized in the monthly meetings with the client as well as the quarterly update with the OUs. From time to time, the OUs will comment and share their ideas and together, we work better to make the building better. Quotation to be approved/ acknowledged with Purchase Order issued before works starts Joint Inspeciton / Testing & Commisioning with Client followed by Service Sheet and Invoice Monthly FM Report SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd Quarterly Meeting with Operating Units Customer Survey 47 Respective Block Expenditure Minimum Survey RM 2,500 and below RM 2,501 and above Approving Authority At least (1) written quotation Operating Unit to sign the quotation from HBMK with Purchase Order issued to HBMK Quotation to be acknowledged with At least (3) written quotations Purchase Order issued to HBMK Limited Common Expenditure Minimum Survey RM 2,500 and below At least (1) written quotation from HBMK RM 2,501 and above At least (3) written quotations Approving Authority Remarks Quotation to be acknowledged and signed by Will be compiled in Client. Monthly Report & Quotation to be Quarterly Meeting acknowledged and signed by Client. Approval Limit for Procurement & Repair / Ad Hoc (OPEX) Cheque Signatories For facilities management, a summary payment listing for all services rendered such as security, cleaning, tea lady, air-conditioning, hygiene services and etc. will be submitted to the client on a monthly basis. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 48 WHAT MAKES US DIFFERENT IN THE ASPECT OF PROCEDURES & COMPLIANCE Attendance counts and minutes are issued for every meet up or virtual meeting in order to ensure that the information cascade down to all the colleagues in Sime Darby Motors City. The FM team in SDMC works very closely with the OUs on day-to-day operations via WhatsApp and calls. The committed response time indicated in the Service Level Agreement (SLA) is 5 minutes daily, hence, 24-hours local technician will standby in the Control Room to assist in case of any emergency during off-operation hours. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 49 On top of that, there is a centralized WhatsApp group setup to gather all respective block’s representatives for their first-hand information, ideas sharing, incidents occurred, or any other matters that needs to be communicated. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 50 There are two (2) property managers in Sime Darby Motors City, and as the HBMK FM team is covering most of the area in Sime Darby Motors City, there is also a WhatsApp group created between both managers to assist on the daily coordination works requested by the OUs. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 51 COLLECTIONS SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 52 • There are two (2) type of billings to clients in SDMC; one is the monthly summary payment according to the contract and the other is the ad-hoc request by respective OUs. The percentage of collection for the monthly summary payment is between 85% to 100% and the duration given is 60 days. As for ad-hoc billing to respective OUs, below is the procedure on payments follow-up: Statement of Account (SOA) to be sent to OUs on monthly basis to remind them about the pending payment After 7 days of the SOA sent, a call will be made to the PIC to follow up the update 03 days after the call, FM team will whatapps the PIC to follow up the update 03 days after the whatapps, FM team will follow up via email on the outstanding SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 53 FINANCIAL SUSTAINABILITY SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 54 5.1 ADHERENCE TO BUDGET The expenditures for the year 2021 reduced due to the Movement Control Order (MCO) for several months in which the hygiene purchases of jumbo roll, hand paper towels, hand soap and etc. was not required as well as the reduced usage of the air-conditioning system which resulted in the budget being underutilized and that the FM team has worked within the budget submitted to the client on a monthly and yearly basis. For repair and maintenance upgrading works, due to most of the mandatory traffic signage has been completed in the year 2020, hence the actual expenditure is lower than as budgeted. Budget Actual Fix Expenditure 100% 78% Licensing 100% 100% Repair & Maintenance/ Upgrading 100% 90% SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 55 5.2 Management Initiatives and Invocation The FM team collects daily reading for analysing purposes such as DPM reading for VRV, Chiller, MSB, and the BTU meter reading as well. On top of this, the meter reading will be sent to the sustainability department of the client for them to further analyse and to make decisions thereafter in regard to usage control. Daily Chiller Reading Daily VRV Reading Daily Respective Block DPM Reading SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 56 BTU Meter Reading Daily Water Meter Reading Monthly Water Meter Bill SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 57 Monthly Reading Submission Engagement of Energy Manager After meter reading compilation, the FM team will share the monthly consumption to the OUs for their reference for further monitoring. On top of that, in the monthly report, the FM team will update the Maximum Demand to the OUs and inform regarding Chiller operation hours which needs to be changed, in order to reduce the Maximum Demand. Shortening of chiller operation hours is also another method and factor of electricity consumption reduction. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 58 SECURITY SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 59 6.1 SECURITY AT SDMC The peace of mind that comes with security services is immediate and lasting. There is no substitute for physical and emotional assurance that you are protected – whether that is you individually, family, assets, or your business and its employees. A great way to protect your building is through highly trained security officers which will provide the knowledgeable support in a variety of situations. When the best-laid security plans fail, a security team can provide dynamic responses to any situation. From fire safety to perimeter patrol, a security officer is one of the most comprehensive ways to ensure you and your building are safe. Security Guards at SDMC The security of Sime Darby Motors City is being taken care of by Aero Guard Protection (M) Sdn Bhd. We also engaged a security supervisor for monitoring purposes. In total, we have 31 security guards for day and night shifts, 2 security officers and 3 in-house technicians (on rotating shift) who will be on 24-hours standby in the control room. Thank you, all of you. You honor us with your bravery. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 60 Patrolling the Parameter of Premise Monitoring Works and Stand-by at Control Room Responding to alarm calls of security concern Answering phones and responding to other inquiries at the security desk Crime and Vandalism Prevention Alerting authorities if needed for emergencies or security breaches Inspecting and maintaining our security systems Safety, rescue and emergency operations Duties performed by security guards Vigilance Alertness Safety Time management skills Dependability Professionalism Friendly personality Interpersonal communication skills Attention to detail Multi-tasking Core skills of security guards SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 61 6.2 USE OF TECHNOLOGY In the current age of building security goes beyond the physical building. Technology has crept into every aspect of our lives, including security. Gone are the days when security involves only a few surveillance cameras and a security guard. Technological evolution has completely transformed the security industry for the better. CCTV and Surveillance Camera UVSS (under vehicle surveillance system) Control Room Console Building Automation System Panic Button Automatic Number Plate Recognition (ANPR) Face Recognition System Techonologies at SDMC Building Alarm System Barrier Gate System Fire Extinguisher System Guard Patrol Management System Fire Detection System SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd Card Reader 62 6.3 Proactive Measures to Enhance Building Security Involve All Tenants in Safety Planning •Involving employees in the planning process will give them a sense of responsibility when it comes to safety and security and promote a workplace culture of safety as well. Bring the topic up in workplace-wide meetings, and ask for feedback from employees on how you think you can make their environment safer and if they have any concerns. It’s important to provide a way for your employees to report their concerns anonymously as well, if they are uncomfortable speaking about a situation directly. Educate Your Employees About Safety and Security •Providing the minimum required training is great, but educating your employees on what to do when they face a security or safety threat is important to preventing injury or loss of property. Security Team Monthly Meeting/Briefing •Always keep your security team updated and ahead of any events that will be organize in or around the premise for them to able to make a safety plan and well prepared. During the meeting, the security team raise any concern related to safety and come up with a plan or action to avoid any precedented incident to happen. Organize a Yearly Evacuation Drills Activity •Yearly fire or emergency evacuation drills can be organized to ensure all staff are well prepared and evacuated the premise in safe and orderly manner. They need to adhere give fully cooperation during the drills. Installed the Safety Signages Around the Premises •Security signs provide an extra layer of security in addition to an active security system. Having yard signs indicating surveillance can be a loud and effective way to deter an impulsive burglar. Strategically placing signs near back entrances and easy-access windows help improve overall safety. A thief will check for unlocked doors and windows first, trying to avoid breaking glass or making too much noise. Seeing a sticker that indicates an alarm will sound off once opened instills fear and is likely to send the bad guys away. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 63 6.4 Crisis Management & Preparedness Covid-19 Risk Assessments All visitors and contractors’ temperature shall be screened before entering the premises. Any individual with a body temperature of 37.5°C or above shall not be allowed entry and the individual shall be advised to seek medical attention at any nearby hospital / clinic immediately. All visitors and contractors are also required to scan the QR code using MySejahtera app and are required to show the vaccination status. Visitors and contractors are required to have at least two doses of vaccines in order for them to be granted entry. All visitors and contractors must strictly adhere to the social-distancing SOP whilst in the lift and common areas as per the guidelines from the Ministry of Health (MOH). All visitors and contractors must be equipped with Personal Protective Equipment (PPE) such as a surgical mask and hand gloves. A visitor going through temperature screening before entry Heavy Rain Season in December 2021 During the heavy rain season back in December 2021, our security officers took proactive actions by checking the premise perimeter especially the parking area at the Basement 2, to check if there are any water rising that can cause flooding. They also check the nearby river behind the premise from time to time to alert the tenants in case the water level is too high and there is a high chance of overflow. Our technician team are also always on standby to monitor the sump pump operation and ensure they are functional during rainy season to move out the water from SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd Security Officer checking the river water level from top of the premise 64 the sump tank at the basement. Due to this good teamwork shown between security and technician team, we managed to calm our tenants and reduce their concern. All operations at SDMC run as usual and no incident were recorded during the last raining season. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 65 COMMUNITY AND COMMUNICATION SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 66 \ 7.1 COMMUNICATION WITH TENANTS Emails Mobile Call/ Whatapps Monthly/ Adhoc Meeting (Zoom/ Microsoft teams or Physically) Lunch/ Dinner Monthly Report Maintenance QR Code Written Notice/ Notification/ Permit To Work SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 67 7.2 COMMUNITY BUILDING INITIATIVES At Sime Darby Motors City, the Stakeholders conducts annual events in order for all to be closer within the community such as home visits, festive season celebration with clients such as Chinese New Year, Christmas Eve, Hari Raya Day, annual sales, and etc. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 68 7.3 YAYASAN SIME DARBY Sime Darby creates shared value for society through economic growth and development in countries where the company has direct impact and where stakeholders may have an influence on operations. Being part of the larger society and mutual growth is important in our journey to ensure the sustainability of businesses. Yayasan Sime Darby was set up in 1982 to provide philanthropic support to the Sime Darby companies. Over the years, the Foundation has expanded its wings from offering scholarships to outstanding and deserving individuals to funding impactful local and international conservation, outreach, and development efforts. Today, it envisions to lead and make a sustainable impact and difference in the lives of others through the pillars of: 7.4 COMMUNITY FEEDBACK It is all worth it and satisfactory to know that the hard work, the effort, and of course the teamwork of HBMK and the team from Sime Darby Motors City pays off when the team are able to receive good and constructive feedback from the customers. SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 69 SIME DARBY MOTORS CITY Exclusively Managed by Henry Butcher Malaysia (Mont Kiara) Sdn Bhd 70